Statement of Work.pdf

Department of Homeland Security (DHS)

June 2021 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

FEMA Region 2 RRCC HVAC repair and BMS installation Project.

John Liu, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DHS Statement of Work (SOW)

Learn more at fema.gov June 2021 2

DEPARTMENT OF HOMELAND SECURITY (DHS)

Learn more at fema.gov June 2021 3

Statement of Work (SOW) For FEMA Region 2 RRCC HVAC Repair and BMS Installation Project.

August 1, 2025

1.0 GENERAL

1.1 BACKGROUND

The purpose of this project is to install a Building Management System, Carrier I-Vu or equal, and replace Rooftop #3 Evaporative coil to better serve our employees and increase the sustainable operations of the facilities. Carrier I-Vu Building Management System (BMS) is an OEM BMS system that currently lacks in our HVAC units. Implementation of the Carrier I-vu system will enable the capabilities of centrally controlling the system and increase employee comfort by precisely controlling each VAV box located in our facility. Roof Top Unit # 3 unit's evaporative coil also needs to be replaced due to a micro leak, which requires constant repair during peak cooling seasons and is currently operating at half capacity. Evaporative coil replacement will enable full capacity operation, which will improve indoor air quality.

1.2 SCOPE

This scope of work encompasses all tasks required to design, install, configure, and commission the BMS system and RTU#3 evaporative coil replacement. The contractor shall perform the following tasks (in alignment with Carrier’s recommended integration practices and relevant industry standards).

Building Management System BMS:

a. System Design and Planning: Develop a BMS implementation plan specific to the site. This includes confirming the HVAC units' control interface and selecting appropriate I-Vu system components for integration. The contractor will design the network architecture (e.g., BacNet MS/TP or IP connectivity) and prepare wiring diagrams for controller communications and power.

b. Hardware procurement: Provide all required hardware for the BMS. This includes the I-vu controller interface and a new workstation computer preloaded with the I-vu software that is licensed and configured.

c. Software installation and configuration: Install the Carrier i-vu user interface and database to recognize the HVAC units that are located in our property. Install relevant points to monitor, including but not limited to: supply air temperature, return air temperature, zone temperature, fan status, compressor stages, etc. Develop graphical displays for the HVAC unit, such as equipment graphics or a simplified floor plan, to enable intuitive monitoring and control by the end user.

Learn more at fema.gov June 2021 4

d. Integration and programming: Configure the BMS interface with all data points and additional HVAC units located on our site. The scheduling and control interface will be made user-friendly, allowing office staff to easily modify times and setpoints via the front end.

e. Testing and commissioning: After installation, the contractor shall perform comprehensive testing of the BMS. This includes point-to-point verification (confirm each point is reading correctly and can be controlled via the front end). The contractor shall simulate schedule changes and other control functions to ensure proper operation of the HVAC units.

f. Training and handover: Provide on-site training to the FEMA Region 2 Facilities staff on using the carrier i-vu interface. This training shall cover, including but not limited to, how to navigate the system, schedule changes, troubleshooting options, viewing equipment status, adjusting temperature, and adjusting and controlling VAV boxes, among other topics.

Roof Top Unit 3 Evaporative coil replacement:

a. Replacement coil procurement: Contractor shall identify and procure a new evaporator coil compatible with the Carrier Weathermaker 50A3030PQ62AHH unit. The coil must meet OEM specifications (capacity, dimensions, connections, material) to ensure proper fit and performance.

b. Pre-Work Planning: verify the delivery of the new coil and all required materials (gaskets, TXV, and filter drier, etc.).

c. Scheduling and Coordination: Develop a work schedule in coordination with the ongoing BMS installation team. Ensure RTU is taken offline at an agreed time to avoid conflict with BMS Commissioning.

d. Refrigerant recovery: Connect industry-approved recovery equipment to recover the entire unit’s refrigerant from both stages of cooling. Record the quantity of refrigerant recovered. All refrigerant recovered must be disposed of properly.

e. Evaporative coil removal: Disconnect coil from the refrigerant lines. Safely carry and dispose of the removed old coil. Clean and inspect the installation area.

f. New Evaporative coil installation: Safely lift and carry the evaporative coil to the roof by the unit. Fit and secure the evaporative coil. Reconnect refrigerant lines. Replace and dispose of the old refrigerant filter drier. Reinstall and reconnect all sensors and auxiliary components. Properly seal and secure all airflow components. Perform a leak test and properly evacuate the new evaporative coil. Then, charge the unit according to the weight provided by the OEM.

g. Start-up and Commissioning: With coordination of the BMS installation and commissioning team, start up the units and check proper operation.

Deliverables:

a. Carrier I-Vu BMS workstation computer

Learn more at fema.gov June 2021 5

b. All BMS interface hardware and software licenses.

c. Proper operations of the graphics user interface.

d. Testing and commissioning documents.

e. Training sessions and documentations (user manual).

f. Brand new installed evaporative coil.

g. Operating a two-stage cooling unit.

2.0 CONTRACTOR PERSONNEL AND OTHER TERMS

2.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

2.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for the entire workday. If, for any reason, the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) before employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

2.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

2.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project

Learn more at fema.gov June 2021 6

Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

2.5 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

2.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

2.7 Period of Performance

The period of performance for this contract is one year from the date of award.

2.8 Place of Performance

The primary place of performance will be 201 NJ-34, Colts Neck, NJ 07722. Building C-34 FEMA Region 2 RRCC.

2.9 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0700 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees are required to work outside of normal business hours, including weekends and holidays, to fulfill the requirements under this SOW.

2.10 Travel

Contractor travel shall not be required for this requirement.

2.11 Post-Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which the Contracting Officer will chair, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, OR via teleconference.

Learn more at fema.gov June 2021 7

2.12 Project Plan

The Contractor shall provide a draft Project Plan at the Post-Award Conference for Government review and comment.

The Contractor shall provide a final Project Plan to the Project Officer not later than 15 business days after the Post- Award Conference.

2.13 Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

5.3 BMS – Building Management System

2.14 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

2.15 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in the SOW.

2.16 Government Acceptance Period

The Project Officer will review deliverables before acceptance and provide the contractor with an email that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

2.17 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per the delivery instructions.

ITEM

SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION

Learn more at fema.gov June 2021 8

ITEM

SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION