2.2.1 Attachment A HVAC System Replacement SOO - 20220816.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

June 2021 1

Federal Emergency Management Agency

STATEMENT OF OBJECTIVE (SOO) FOR:

FRC HVAC System Replacement

Raymond A. Hixon Jr., COR

Felicia Castillo, Contracting Officer

August 16, 2022

DHS Statement of Objectives (SOO)

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Statement of Objectives (SOO) For

FRC HVAC System Replacement

Purpose

The purpose of this project is to replace the outdated HVAC system in the Federal Regional Center (FRC) building in Denton, TX with a more reliable and energy efficient system. We are requesting quotes to accomplish this project.

Scope The Scope of this effort includes replacing the old, end of life chillers, replacing the outdated BAS System, replacing the two outside air fans which are damaged, abating the area needed to replace the outside air fans, replace the cooling tower bi-pass valve, installing new VFDs where needed and correct the airflow in the server room with a new HVAC unit and/or redirecting the airflow to correct the improper air flow currently in the server room.

Period of Performance The period of performance for this statement of objectives is 365 days once awarded.

Place of Performance The primary place of performance will be:

FRC

800 N. Loop 288

Denton, TX 76209

Background

The Federal Regional Center (FRC) is an underground bunker-type facility built in the 1960’s during the cold war. The facility has a ground floor and two underground floors. The mechanical room located in the upper level contains the two chillers and the 22 AHUs are in the ceiling throughout the FRC. Due to its location underground, the FRC has year-round dehumidification and cooling loads, which are met by the facility’s existing chiller plant and cooling tower. The 136-ton cooling tower has a two-speed 10 HP fan that mirrors the cooling loads of the building. The constant speed chilled water pumps (two 25 HP pumps), constant speed condensing water pumps (two 15 HP), and most of the existing AHU loads (estimated to have 40 HP in

Learn more at fema.gov June 2021 3 fans)operate at consistent full loads as they are not equipped with VFDs, except for the two MUA AHU that each have 10 HP fans and are equipped with VFDs.

Performance of Objectives The project consists of five main functional objectives: (1) planning and preparation, (2) demolition/removal of old equipment, (3) installation, (4) cleanup, and (4) final review and inspection. Asbestos abatement is needed around the two outside air fans (OAF) that will be replaced in the mechanical room. The tasks below are some of the minimum tasks required to complete the project. The Contractor shall provide a Performance Work

Statement to describe how they will approach the activities listed below. The Bovernment expects that following a deliverable schedule (or better) will be followed in delivering this SOO – where completion dates extend beyond what is listed here. Contractor shall provide a brief explanation of why things have been delayed, to the COR and CO. The cumulative days mentioned below are business days, not calendar days. Any suggested revision to the below schedule must be submitted in writing in the Performance Work Statement.

1. PLANNING and PREPARATION

• The Contractor shall coordinate with FEMA for a project plan and schedule

• The Contractor shall make sure there is enough room to install the new equipment and check measurement prior to installation.

• The Contractor shall do a site visit to bid, prepare the drawings and schematics needed for the project.

• The Contractor shall provide a Performance Work Statement to describe how they will approach the activities.

2. DEMOLITION/REMOVAL

• The Contractor shall remove old components from FRC.

• The Contractor (or sub-contractor) will do an asbestos abatement around the area of the two OAFs, where it is needed, to replace the two fans.

• The Contractor shall remove electrical connections as required to replace the components.

• The Contractor shall remove the two chillers currently in use.

• The Contractor shall remove the old Leibert system in the sever room. (If replacing the system and not just redesigning the airflow).

• The Contractor shall do all work to manufacture specifications.

• The Contractor shall remove extra material, waste, and dispose of extra material off Government property.

3. INSTALLATION/CONNECTIONS

• The Contractor shall install new components to code.

• The Contractor shall install new piping and ductwork to code.

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• The Contractor shall check units before work and run tests on the operation to check for any issues with the new components.

• The Contractor shall install new equipment following best practices in the Mechanical/HVAC trades.

• The Contractor shall give a one-year warranty on parts and labor after final acceptance by the

Government.

4. CLEANUP

• The Contractor shall thoroughly clean the area daily, and properly dispose of all debris and surplus materials on FEMA grounds.

• The Contractor shall perform the final cleanup.

• The Contractor shall recycle metal waste from project and give report to COR.

5. FINAL REVIEW AND INSPECTION

• The Contractor and the FEMA COR will do a joint inspection of the work, area, and the operation of the new equipment.

• The Contractor provides all required reports to FEMA.

o Recycled product report o Reclaimed refrigerant report o Construction debris disposition report o Accident report (if applicable) o As built design drawings o Pre-construction TAB (testing, adjusting, balancing) report o Post- construction TAB report

Operating Constraints Schedule constraints

FEMA has a regular work schedule of M-F 8-4pm. FEMA, follows all federal holidays. Contractors need to schedule work to keep power on as much as possible during the work. Weekend work is possible, if needed, to ensure normal operating hours are disrupted as little as possible. If weekend or holiday work is required, the

Contractor must notify the COR and CO one week prior to the days that are being requested.

Deliverable Schedule

TASK DELIVERABLES EXPECTED

COMPLETION

TIMEFRAME

Planning and Preparation The plan shall include drawings and schematics. Plans to detail how Contractor

Learn more at fema.gov June 2021 5 will manage health and safety of crew on site.

Demolition/Removal

Disconnect and removal of old HVAC

Systems for and preparation for the install of the new Systems. Abatement of area that is needed to replace outside air fans.

Installation

Installation and connection of new HVAC

Systems and verified by a QA/QC and the

COR.

Cleanup

Old HVAC systems and associated parts are removed from site. All connections are in place and area is free of hazards

Review and Inspection

Contractor provides associated reports:

Recycled product and reclaimed refrigerant report; construction debris disposition report;

accident reporting (if applicable)

Government Furnished Equipment (GFE)

There is no GFE with this project.

Background Investigation

All personnel must be able to obtain a favorable adjudication from the Office of Chief Security Officer (OCSO) prior to commencing work.

Note: if a Contractor employee is found unsuitable by our Security, this does not excuse delays in the service because of lack of personnel. The list of key personnel needs to be submitted at least two weeks prior to work commencing to ensure all personnel are cleared to work in our facility.

The Contracting Officer, in coordination with FEMA’s Personnel Security Division (PSD), shall ensure that all solicitations and contracts comply with the following Federal Acquisition Regulations and Homeland Security

Acquisition Regulations by including the requisite clauses, as applicable:

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• 48 C.F.R. § 4.1303 (clause at 48 C.F.R. § 52.204-9)

• 48 C.F.R. § 3004.470-3 (clauses at 48 C.F.R. § 3052.204-70 and 48 C.F.R. § 3052.204-71)]

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or

FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable

Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access

Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems shall undergo a National Agency Check with Inquiries

(NACI) Tier 1 and a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Low Risk with Information System Access

Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk

Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk

Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a

Tier 4 Background Investigation (BI) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting

Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA

COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if

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• the investigation was completed within the last five years,

• it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract,

• the contractor personnel have not had a break in employment since the prior favorable adjudication, and

• FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email to the contractor personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

• Standard Form 85P, “Questionnaire for Public Trust Positions”

• Optional Form 306, “Declaration for Federal Employment”

• SF 87, “Fingerprint Card” (2 copies)

• DHS Form 11000-6, “Non-Disclosure Agreement”

• DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair

Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above document and Standard Form

85P, which must be completed electronically through the Office of Personnel Management’s e-QIP system.

The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime

Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the

Learn more at fema.gov June 2021 8 contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the

Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation

Eligibility determinations based on a Low Risk (NACI w/Credit or T1), Moderate Risk (MBI or T2S or High

Risk (BI or T4) are valid for five years from the date that the investigation was completed and closed.

Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer

The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

Safety

At a minimum, the Contractor shall ensure that:

• Site Supervisor is required to be always onsite during work and will ensure that all equipment used during the project is in safe operating condition. All personnel on the job site will be given the appropriate safety equipment. FEMA reserves the right to stop the work if any unsafe conditions are found.

• All electrical equipment such as drills, grinding, buffing machines and any extension cords must be properly grounded and be free from any defect in the insulation.

• All ladders/scaffoldings will be in good condition and used in a proper manner.

• Supply fresh air to work area and monitor air as a confined space.

• Contractor and its sub-contractors will wear proper PPE while on the jobsite.

• Contractor and its sub-contractors will follow all current federal COVID guidelines in place at FEMA, Region 6.

Energy Efficiency in Energy- Consuming Products

The Contractor shall comply with the clause at FAR 52.223-15, “Energy Efficiency in Energy- Consuming

Products” by ensuring that HVAC system is performed with products that meet the Department of Energy and

Environmental Protection Agency criteria for use of the ENERGY STAR® trademark label or is in the upper 25 percent of efficiency for all similar products as designated by the Department of Energy’s Federal Energy

Management Program (FEMP). The Contractor shall utilize ENERGY STAR® qualified products as specified at www.energystar.gov/products or the purchasing specifications specified for FEMP- designated products at

Learn more at fema.gov June 2021 9 www.femp.energy.gov/procurement unless an exemption in FAR 23.204 applies. The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

Materials, Hazardous Materials and Equipment

• Special facilities, devices, equipment, clothing, and similar items used by the Contractor in the execution of work shall comply with the applicable regulations.

• The Contractor shall bring to the attention of the Project Officer/Contracting Officer Representative any material suspected of being hazardous which he/she encounters during execution of the work. A determination will be made by the Project Officer/Contracting Officer Representative as to whether the

Contractor shall perform tests to determine if the material is hazardous. If the Project

Officer/Contracting Officer Representative directs the Contractor to perform tests, and/or if the material is found hazardous and additional protective measures are needed, a contract change may be required, subject to applicable provisions of this contract.

Security Checks and Escorting

• All Contractor personnel are required to have a favorable adjudication from our Security Office prior to entering the facility.

• While on FEMA property, all personnel must always be escorted. Any personnel found unescorted will be removed from the project immediately.

• Contractor personnel will check-in daily with Security Guards and will have a visitor’s badge. The visitor badge must be worn and displayed while in FEMA property.

Project Officer

The project officer for this work:

Ray Hixon

Office 940-898-5346

Cell 202-258-1728 raymond.hixonjr@fema.dhs.gov

Alternate: Kelly Owens

940-898-5111 email: Kelly.owens@fema.dhs.gov mailto:raymond.hixonjr@fema.dhs.gov mailto:Kelly.owens@fema.dhs.gov