SOW_IT_Room_AC_12-19-14.pdf

Information Technology (IT) Server Room Air Conditioner Replacement Hopi Health Care Center (HHCC)

Polacca, AZ Requisition IHS1247960

SCOPE OF WORK

December 19, 2014

I. GENERAL

The Hopi Health Care Center (HHCC) is located on the Hopi Reservation in Polacca, AZ and serves approximately 7,000 people from the Hopi and Navajo Tribes. It is a 97,000 sf building and has been accredited by The Joint Commission. The HHCC is located at Highway 264, Mile Marker 388, Polacca, AZ 86042.

This Scope of Work (SOW) is for the replacement of the IT server room air conditioning unit. This project proposes the removal and replacement of the existing IT server room air conditioning unit.

II. BACKGROUND

The HHCC currently has a computer server room sized 15 feet wide, 17 feet long and 9.5 feet high (floor to drop ceiling) with an existing air conditioning unit mounted above the drop ceiling.

The existing unit is a Liebert, Model # MC036ALY00 and was installed when the facility was built in 2000. The condenser is also installed above the drop ceiling and is adjacent to the evaporator. The unit does not cool the room as required and leaks water.

An existing thermostat is mounted on the computer room wall and sounds an alarm if the temperature exceeds 70° degrees Fahrenheit.

It is required that the system maintain a temperature in the computer server room that does not exceed 70° degrees Fahrenheit.

III. WORK SPECIFICATIONS

Contractor to provide all supervision, labor, parts, materials, tools, and equipment necessary for construction of the project described herein and other specific tasks as further defined by this Request for Quotation (RFQ) “Information Technology (IT) Server Room Air Conditioner Replacement”.

1. Computer Room and Equipment Protection:

a. Computer equipment is extremely sensitive to dust, humidity, and temperature. While working in the server room, contractor will ensure equipment is protected to prevent damage from construction debris, dust, and heat. Do not allow the temperature to exceed 70° degrees Fahrenheit at any time. The government will provide one floor air conditioning unit but the contractor shall be required to provide additional equipment to keep the temperature below 70 degrees.

b.There are racks of computer servers in this room located directly under the existing air conditioning unit. Contractor shall take all precautionary measures necessary to ensure that no damage to computers and equipment will occur as a result of this work.

c. Computers and equipment in the computer room shall be protected at all times during the removal and replacement of the air conditioning unit, condenser and ancillary components/elements, from the following:

i. Temperatures that exceed 70° degrees Fahrenheit.

ii. Dust

iii. Water

iv. Debris

2. Contractor shall field verify all dimensions, capacities, and exact locations prior to the start of any work. Any discrepancies between field conditions and this SOW shall be immediately brought to the attention of the COR/PM.

3. The existing power is 208 volts, single phase. This will be available for the contractor to connect to the new unit.

4. The existing HVAC split-unit is fed by two electrical circuits: normal power for the condenser side and critical power for the evaporator side. The new unit is to be connected to the critical power side only. Before removal of the existing unit:

a. Shut down the condenser-side electrical circuit and disconnect the wires from the unit and cap all exposed wires. This circuit will not be used for the new cooling unit.

b.Connect the critical power circuit to the new unit (both the evaporator side and the condenser side (atop the roof).

i. There is a 50 amp fuse presently in the electrical panel. The panel is located in air handler mechanical room #4 in the basement of the building.

ii. Change the fuse in the electrical panel as applicable

5. Remove existing air conditioning unit and condenser

a. Contractor shall remove the drop ceiling to the point that the existing Liebert system (condenser and AC unit are both currently located above the suspended ceiling) can be completely and safely removed.

i. Existing ceiling tiles will be reused. Contractor responsible to replace any ceiling tiles that break upon removal and installation.

ii. Existing electrical wires may be reused for new system. Contractor shall inspect and verify the integrity of the existing electrical wires to include ability/capacity to support the required amperage of the new system.

b.The distance from the drop ceiling to the bottom of the roof deck is approximately 59 inches.

c. Material resulting from removal activities will be disposed of by the contractor.

6. Replace existing air conditioning unit and condenser

a. The project shall conform to all applicable Federal, State, Tribal and local laws, regulations, and location specific standards. Where there is a conflict between the referenced standards, the most stringent shall take precedence.

b.New 3-ton split air conditioning unit and condenser

i. 15 SEER minimum

ii. 12.2 EER rating

c. The distance from the drop ceiling to the bottom of the roof deck is approximately 59 inches.

d.The condenser unit shall be mounted on the concrete roof.

i. The concrete roof consists of approximately 4” concrete with a layer of rigid insulation on top followed by an impermeable membrane and river rock.

ii. The condenser unit shall be placed on the roof with mounted supports (roof jacks).

iii. Existing condensate drain line will be reused.

iv. Contractor shall drill into the concrete roof, provide, and install new high-side and low-side refrigerant lines.

v. Line penetrations shall be sealed to ensure a long-term, maintenance-free, weatherproof seal.

7. Contractor shall patch and paint all openings and penetrations made as a result of the work required. Contractor shall promptly repair/replace any damage to structures, elements, utilities, finishes, etc., occurring due to construction, as part of this contact.

8. Contractor shall bear full financial responsibility for any damages caused by the Contractor due to negligence or failure of the Contractor to ensure that reasonable precautions are taken to prevent damages caused by contracted work to either public or private property. Any damage to property shall be repaired by the contractor, at no cost to the Government, to match original conditions.

9. All piping, including electrical conduit, shall be run behind walls and/or ceilings wherever possible. If piping cannot be concealed, Contractor shall paint it to match wall and/or ceiling color.

10. Replace existing thermostat with a new, programmable thermostat:

a. Thermostat must have a temperature sensitive sensor/alarm.

i. Alarm shall sound if the temperature exceeds 70° degrees Fahrenheit.

11. Training, and warranty:

a. The contractor shall provide a 12-month warranty to cover issues with unit functionality and installation.

b.Contractor shall provide operation training to personnel on all new systems and added equipment detailing the proper operation and maintenance.

c. Contractor shall provide Operations & Maintenance (O&M) manuals

IV. TESTING

1. Upon installation, the new unit shall be completely charged-up and fully functional.

2. Coordinate with IHS PM to arrange testing/acceptance of work performed.

a. Testing of new air conditioner/condenser to include testing of thermostat and temperature sensitive sensor/alarm.

V. SUBMITTALS –Submittals are due seven (7) calendar days after receipt of contract award notification. Government review comments will be returned within seven (7) calendar days after receipt of submittals. Pre-Construction Conference shall be held after all submittals have been received and approved by the PM and/or COR.

1. Thermostat Cut Sheet

2. Air Conditioning unit/condenser Cut Sheet

3. Sealant MSDS

4. Written plan for mounting and sealing with shop drawing

5. Safety Plan

6. Schedule

7. HIPAA Business Associate Agreement

8. Insurance

VI. DELIVERABLES

1. O&M Manual(s). Provide one (1) hard copy and one (1) digital copy in .pdf format of operations and maintenance manuals for all equipment furnished under this contract.

2. Manufacturer Warranties

3. Results of required tests specified in Section IV of the SOW.

VII. SPECIFICATION COMPLIANCE REQUIREMENTS

1. Code and Design Standards: The Contractor is responsible for securing all needed permits and for insuring compliance with all federal, state, tribal, and local codes and design standards, latest editions, including, but not limited to the following:

a. Environmental Protection Agency (EPA)

b. Occupational Safety and Health Administration (OSHA)

c. International Building Code (IBC, International Code Council)

d. International Mechanical Code (IMC, International Code Council)

e. Uniform Plumbing Code

f. National Electrical Code Standards

g. Fire Safety Codes

2. If discrepancies are found between the SOW and building codes as referenced in this

Scope of Work, the codes shall govern, unless noted otherwise.

3. Material Compliance Requirements:

a. Reduce the quantity of indoor air contaminants that are odorous, irritating, and or harmful to the comfort and well-being of installers and occupants.

b. All adhesives and sealants used in interior of building shall comply with South Coast Air Quality Management District (SCAQMD) Rule #1168 and Green Seal (GS) Standard for Commercial Adhesives GS-36.

c. Adhesives, sealants and solvents shall be no to very low VOC and environmentally preferred.

d. Paints and coatings shall not exceed Green Seal Standard GS-11:

http://www.aqmd.gov/rules/reg/reg11/r1168.pdf

VIII. SECURITY

1. All personnel are required to sign-in with the Facilities Office and wear a Contractor Identification Badge at all times.

a. Contractor ID badges will be issued by Facilities Office secretary.

2. Required work is in a hospital environment. Contractor is required to comply with

HIPAA security requirements for safeguarding patient information.

IX. ADDITIONAL PROJECT REQUIREMENTS

1. All work shall be accomplished using trade best practices.

2. The building tenants shall have no functional disruptions resulting from the

Contractor’s planning and execution of project work and requirements. The building shall remain operational during normal business hours.

3. Maintain access to and from the building, allowing required egress and ingress.

4. All work shall be performed after normal business hours from 5:00 p.m. - 7:00 a.m., AZ Time, or on weekends. Advance coordination will be required with the project manager to schedule work.

5. Work areas shall be free of debris, cleaned, and dust free prior to the end of the contractor’s work day.

6. The contractor shall install protective measures to contain dust and debris during construction to assure a safe and irritant free work environment for building occupants.

Provide protection from dirt and dust, returning all areas to the original condition.

Damages caused by the contractor, and/or sub-contractors are the responsibility of the contractor.

7. Contractor shall provide temporary safety barriers, as necessary, to provide safety for workers, pedestrians, and vehicles during construction.

8. Contractor shall remove and dispose of excess materials, debris, or waste at an approved off-site location in accordance with applicable Local, Tribal, State and Federal laws and regulations, and pay any related fees. Burning or burial of materials is not permitted. Contractor shall not use existing, onsite, disposal receptacles intended for use by building occupants.

9. Divert demolition recyclable / reusable items and materials from landfills and incineration facilities to appropriate reusable material sites. Provide documentation of compliance to PM/COR.

10. All shipments of materials, equipment and/or supplies to the project site shall be addressed to the Contractor and not the Indian Health Service. Preservation, packaging and http://www.aqmd.gov/rules/reg/reg11/r1168.pdf packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Service.

11. Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.

12. Maintain proper construction waste management, per the PM/COR, and/or the Property Management Team (PMT). Waste management must maximize the materials to be salvaged, recycled, or reused. All materials removed shall become the property of the contractor, and be disposed of daily. The contractor shall provide reports of all materials salvaged, recycled or reused.

13. Demolition or removal of project components shall not occur until replacement components are on site. All demolition shall be coordinated with the PM/COR to minimize the impact on the ongoing building operations.

X. ATTACHMENTS

1. WD, 12-12-2014

2. Photos, 12-18-2014

3. Drawings, 12-18-2014

4. RFI Form

5. HIPAA Business Associate Agreement (BAA)