231108 SOW Administration Building HVAC Repair Maint.pdf

Z:\Developing Projects\Administration Building HVAC Repair and Restoration\Contract Documents\231108 SOW - Administration Building HVAC Repair & Maintenance (SDFO).docx

SCOPE OF WORK

USIBWC SAN DIEGO FIELD OFFICE ADMINISTRATION BUILDING HEATING, VENTILATION, AND AIR-

CONDITIONING (HVAC) SYSTEM REPAIR & MAINTENANCE SERVICES

LOCATION

The work is located at 2995 Clearwater Way in San Diego, CA 92154 within the premises of the South Bay International Wastewater Treatment Plant (SBIWTP), which is owned by the Federal Government of the United States of America.

BACKGROUND

The Administration Building at the San Diego Field Office is a 4,250 square-foot LEED Gold Certified building constructed and completed in July 2016. Its HVAC system has not been maintained since the building was inaugurated and is currently inoperable since November 2022 due to refrigerant leaks detected in August of that same year.

OBJECTIVE

Restore the safe and efficient operation of the Administration Building’s HVAC system within the first six (6) months of the contract and service it through proper maintenance for adequate operation through the remainder of the five (5) year contract.

OVERVIEW

The San Diego Field Office of the United States International Boundary and Water Commission (USIBWC) needs an HVAC specialist (Vendor) to assess the current condition, perform the corresponding restorative repair, and maintain its HVAC system in the Administration Building. This scope includes, but is not limited to, the replacement of all air filters and cleaning of all fan coil units, condensing units, and conduits. Interested bidders shall prepare and submit a cost estimate to restore operation of the HVAC system within the first six (6) months of the contract and provide a full warranty for one (1) year from the acceptance of work date. Vendor shall perform the manufacturer-recommended maintenance routines on the HVAC system after it is successfully restored. Failure to restore operation of the HVAC system within the first (6) months of the contract shall result in payment suspensions and possible termination of the entire contract.

Should new repairs be required outside of the warranty period, the Vendor shall assess the HVAC system, prepare, and submit a construction schedule and a detailed breakdown of the cost estimate showing the labor, materials, and equipment required to restore operation of the HVAC system. Vendor shall perform and be compensated for the repairs through a negotiated and authorized contract modification. Monthly payments to the Vendor shall be suspended for time periods when the HVAC system is not operating nor being serviced. Payments shall resume when the HVAC system is fully restored.

GENERAL

This is a non-personnel service contract to assess, restore, and maintain the USIBWC San Diego Field Office Administration Building’s HVAC system. The Government shall not exercise any supervision nor control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Vendor who, in turn is responsible to the Government.

DESCRIPTION OF SERVICES

Vendor shall perform to the standards in this contract by providing all personnel, equipment, supplies, transportation, tools, materials, permits, and supervision necessary to fulfill the work defined in this Scope of Work (SOW). It is the responsibility of the Vendor to confirm the information provided by the Government. See list of attachments for equipment locations, models, and other technical information. All maintenance shall be done in accordance with the HVAC system manufacturer’s recommendations. Service personnel shall be qualified and experienced in performing maintenance on the specified (or similar) equipment and shall exercise full safety precautions in accordance with manufacturer’s recommendation and standard industry practices.

Z:\Developing Projects\Administration Building HVAC Repair and Restoration\Contract Documents\231108 SOW - Administration Building HVAC Repair & Maintenance (SDFO).docx

WORK RESTRICTIONS

All work shall be conducted between the hours of 8:00AM and 3:30PM (Pacific Standard Time), Monday thru Friday. USIBWC facilities are closed during all Federal Holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed closings.

PERIODS OF PERFORMANCE

The contract shall be broken down into five option years, including the initial base year. USIBWC reserves the right to terminate the contract at the end of each period of performance (POP) regardless of Vendor performance:

• Base Year: Fiscal Year 2024

• Option Year 1: Fiscal Year 2025

• Option Year 2: Fiscal Year 2026

• Option Year 3: Fiscal Year 2027

• Option Year 4: Fiscal Year 2028

BID REQUIREMENTS

The Vendor shall provide a bid for the work per the following Contract Line Item Numbers (CLINs):

• CLIN 01: Base Year - Initial assessment of HVAC system, estimate, and repair for restored operation. Six-month follow-up service on entire HVAC system, including all fan units, condensers, conduits, and filter replacements.

• CLIN 02: Option Year 1 - Semi-annual servicing on entire HVAC system, including all fan units, condensers, conduits, and filter replacements.

• CLIN 03: Option Year 2 - Semi-annual servicing on entire HVAC system, including all fan units, condensers, conduits, and filter replacements.

• CLIN 04: Option Year 3 - Semi-annual servicing on entire HVAC system, including all fan units, condensers, conduits, and filter replacements.

• CLIN 05: Option Year 4 - Semi-annual servicing on entire HVAC system, including all fan units, condensers, conduits, and filter replacements.

TECHNICAL INFORMATION

The HVAC system consists of nine (9) fan coil units (FCUs) manufactured by Mitsubishi where eight (8) are of the PEFY model series and one (1) is of the PLA model series. All FCUs are located within a restricted space between the roof and drop ceiling throughout the Administrative Building as shown in the record drawings. The three (3) air-cooled condensing units (ACCUs) in the HVAC system are also manufactured by Mitsubishi and comprise two (2) of the PURY-P72 model series and one (1) of the PUY-A18 model series. All ACCUs are located on the roof of the building, which is accessible via a vertical ladder through a 30” x 36” hatch.

USIBWC shall provide interested bidders the following project documents to the Vendor:

• Mitsubishi Technical & Service Manual (ACCU-1 & -2)

• Mitsubishi Technical & Service Manual (ACCU-3)

• Mitsubishi Technical & Service Manual (BCC-1 & -2)

• Mitsubishi Technical & Service Manual (FCU-1 & -2)

• Mitsubishi Technical & Service Manual (FCU-3)

• Record Drawings (Mechanical Plans M101, M601, and M602)

FIELD MEASUREMENTS

1. Vendor shall verify field measurements, lines, grades, locations, and details at the jobsite prior to any component purchase or fabrication.

2. Vendor shall identify actual field conditions, accuracy of dimensions, proper clearances, and adequacy of intended use prior to any component purchase or fabrication.

Z:\Developing Projects\Administration Building HVAC Repair and Restoration\Contract Documents\231108 SOW - Administration Building HVAC Repair & Maintenance (SDFO).docx

3. Vendor shall correct or remove materials that fail to meet contract requirements or that do not produce satisfactory results.

4. Vendor shall be responsible for costs incurred if additional quality assurance sampling and testing is required by a change of source.

5. Materials not meeting contract requirements will be rejected unless the Government approves corrective actions in writing. Upon rejection, the Vendor shall immediately remove and replace rejected materials. Should the Vendor fail to comply with the removal of rejected materials, the Government may remove and replace defective materials and the corresponding costs for testing, removal, and replacement of rejected materials shall be deducted from Vendor’s final payment.

DAMAGE AND WASTE CONTROL

1. Vendor shall take care not to damage the facility during maintenance activities and clean up any debris or residue after repair and maintenance activities are completed.

2. Vendor shall be responsible for the restoration and repair of any damages to the facility caused by their operations.

3. No excess materials shall be deposited within Government property unless compliance is confirmed by the

Government.

4. Unless otherwise noted in these specifications, all waste shall be disposed of at a licensed landfill or waste disposal facility.

5. Disposal of waste materials shall be in accordance with applicable Federal, State, and local laws & regulations, and the requirements in this contract. Should a conflict exist in the requirements for cleanup and disposal of waste materials, the most stringent requirements shall apply.

6. Scrap metal shall be donated or sold to scrap dealers or recycle centers whenever possible.

7. Recyclable and reusable products shall be disposed through waste disposal only as the last possible option.

8. Work and storage areas shall be kept free from accumulations of waste materials and rubbish.

9. Vendor shall use non-hazardous materials and immediately notify the Government when a visual observation or odor indicates that required material sources or sites owned or controlled by the Government may contain hazardous materials.

10. All temporary facilities, including buildings, unused materials, concrete forms, and other like materials which are not a part of the permanent work shall be removed prior to acceptance of work completion.

QUALITY REQUIREMENTS

1. Only materials that are new, free of defects, and meet the contract requirements shall be used.

2. Vendor shall provide materials of a singular generic kind from a single source to the greatest extent possible for each item of work.

3. Where more than one option is available, Vendor shall select an option that is compatible with existing products, materials, or equipment.

WARRANTY

1. Vendor shall warrant that work performed under this SOW conforms to the contract requirements and is free of any defect in equipment, material, or workmanship performed by the Vendor or its subsidiaries at any tier for a period of at least one (1) year after completion of work.

2. Functionality of the HVAC system shall be tested prior to the acceptance of work.

3. Starting date of warranty is the date of acceptance of work.

4. The warranty requires the repair, replacement, or other remedial actions to bring items not meeting contract requirements into compliance. Items damaged due to failure or malfunction shall be repaired or replaced at no cost to the Government.

5. Vendor shall supply the Contracting Officer (CO) with a name, telephone number, e-mail address, and mailing address for the point of contact on any required warranty work.

– END OF SCOPE OF WORK –