SOW - HVAC Repairs and Fan Coil Unit Troubleshooting_A00001.pdf

SCOPE OF WORK

HVAC Repairs and Fan Coil Unit Troubleshooting

U.S. Coast Guard Station Little Creek

1.0 General Requirements

The Contractor shall provide all labor, supervision, materials, equipment, tools, and incidentals necessary to perform HVAC repairs and troubleshooting services at U.S. Coast Guard Station Little Creek, located at 1100 Abbott Road, Virginia Beach, VA. Work includes replacement of HVAC components and diagnosis, troubleshooting, and repair of multiple Fan Coil Units (FCUs), as detailed herein.

2.0 Commencement, Prosecution, and Completion of Work

Upon acceptance, the contractor shall commence work NLT ten (10) days after notice to proceed and work diligently to complete the entire work ready for use by 30 working days after contract award.

3.0 Scope of Work

3.1 HVAC Unit Repair Scope

The Contractor shall:

- Have the ability to perform work on TRANE systems.

- Check in with station personnel prior to mobilization.

- De-energize the HVAC unit and coordinate Lockout/Tagout (LOTO) procedures with the Engineering Division.

- Remove and replace the defective condenser coil, expansion valve, and all associated filter driers on Circuit #2.

- Install new components in accordance with manufacturer specifications.

- Evacuate, recharge, and balance the system to factory specifications per the unit nameplate.

- Test and verify proper system operation with CG personnel.

- Clean the work area and formally check out with the Quality Assurance Evaluator

(QAE) upon completion.

3.2 Fan Coil Unit (FCU) Troubleshooting and Repair

The Contractor shall troubleshoot, diagnose, and repair seven (7) FCUs located throughout the station. Scope includes, but is not limited to, electrical diagnostics, control verification, motor testing, condensate evaluation, and functional testing. Specific locations and known conditions are as follows:

- Rooms 137 and 131 – FCUs do not power on.

- Galley – FCU does not power on.

- Fitness Room – FCU does not power on.

- Cardio Room – FCU does not power on.

- Room 227 – FCU does not power on.

- Conference Room – FCU requires replacement of a failed motor.

- Crew Lounge – FCU operates; however, excessive condensate production occurs during A/C operation.

Contractor should evaluate and correct the condition, including inspection of drain pans, drain lines, airflow, and coil performance.

Prior to the contractor conducting any repairs, the contractor shall submit a Condition Found Report (CFR) to the government for all seven (7) FCUs and including the drain pans, drain lines, airflow, and coil performance prior to repairs being performed. Until given written confirmation by a warranted Contracting Officer, the contractor shall not proceed with any repairs of the FCUs.

Contractor should evaluate and correct the condition, including inspection of drain pans, drain lines, airflow, and coil performance.

3.3 The Contractor shall provide a written summary of findings, corrective actions taken, and any recommended additional repairs required beyond the scope of this contract.

3.4 In the event the contractor needs additional parts outside of agreed upon contract pricing, it shall be made aware and reported to the Contracting Officer and Contracting Officer’s Representative (COR) for this project. The contractor shall not proceed with any work outside of the signed contract whereas additional funding is required unless instructed by the Contracting Officer. Once installation is complete, contractor is to ensure proper operation of the entire HVAC system and electrical systems and report to COR for inspection.

3.5 Deliverables

3.5.1 Equipment Enrollment

The intent of this section is for the Contractor to complete the Equipment Enrollment Form (EEF) spreadsheet for systems that have been installed or demolished under this project and are listed in the USCG Approved Equipment Enrollment Catalog.

Both the Approved Equipment Enrollment Catalog and Equipment Enrollment Form (EEF) are provided as Reference Documents in the solicitation.

At a minimum, the following items require UNIFORMAT II Level 4 designations if the components are used in the contract:

a. Plumbing Systems

b. HVAC Systems

c. Electrical Systems

d. Water Systems

e. Any machinery or equipment installed as part of this contract

REFERENCES: The publications listed below form a part of this specification to the extent referenced. The publications are referred to within the text by the basic designation only.

a. ASTM E 1557 Standard Classification for Building Elements and Related Sitework – UNIFORMAT II

SUBMITTALS: Submit hard copy prints and electronic MS-Excel files of Equipment Enrollment Form (EEF) for Contracting Officer acceptance upon completion of the contract for each Real Property asset that has equipment to be enrolled as part of the FPMP.

3.5.1.1 Equipment Enrollment Form (EEF) Requirements:

3.5.1.1.1 Form Fields: The following fields are listed on the form and shall be completely filled out except where otherwise noted on the Equipment Enrollment Form. The actual equipment attribute list below may change slightly prior to the actual start of this enrollment task.

a. UNIFORMAT II Level IV Classification

b. Component Type (Assigned from Approved Equipment Enrollment Catalog

(column D))

c. Physical Location, broken down by Floor, and Room #.

d. Manufacturer Name

e. Model Number

f. Serial #

g. Installation Date

h. Purchase Price (Cost of equipment, labor, shipping)

i. Replacement Costs (Cost of equipment only)

j. Warranty Expiration Date

k. Equipment Attributes (Name Plate information typically indicating Size, Flow, Volume, Pressure, etc.)

3.5.1.2 Only equipment from a single building and/or structure is allowed per Equipment Enrollment Form (EEF).

3.5.1.3 Equipment identified for maintenance by O&M manuals but not listed in the Approved Equipment Enrollment Catalog shall also be cataloged per ASTM E 1557 and listed on the equipment enrollment form. If the equipment is not listed in ASTM E1557, consult the Coast Guard for the proper naming convention.

4.0 Site Visit

All bidders are strongly encouraged to conduct a site visit to verify quantities and conditions prior to submitting a quote. A site visit will be held on 13-MAY-2026 at 1000 Eastern Time.

Site visits shall be coordinated with the QAE:

- MK1 Edward-James Roma Phone: 757-464-9372

5.0 Quality Assurance Evaluator (QAE)

The designated Contracting Officer’s QAE and primary point of contact for this project is:

- MK1 Edward-James Roma Phone: 757-464-9372

6.0 Conditions Affecting the Work

The Contractor is responsible for inspecting the site and determining all conditions that may affect the cost or execution of the work. Failure to do so shall not relieve the Contractor from responsibility for completing the work in accordance with the contract requirements.

7.0 After Award Requirements

The Contractor shall notify the QAE immediately upon award and provide the intended start date. All work shall be completed in accordance with this Scope of Work and applicable regulations.

8.0 Oral Modifications

No oral statements or agreements shall modify the terms of this contract. Only written modifications issued by the Contracting Officer are valid.

9.0 Workmanship

All work shall be performed in accordance with industry best practices by qualified and experienced personnel and shall be subject to inspection and approval by the Contracting Officer or QAE.

10.0 Permits and Compliance

The Contractor shall obtain all required licenses, permits, and approvals at no additional cost to the Government and shall comply with all applicable federal, state, and local laws and regulations.

11.0 Cleanup

The Contractor shall remove all debris daily and leave the job site in a clean, orderly condition upon completion of work.

12.0 Work Outside Normal Hours

Any work proposed outside normal station hours must be requested in writing and approved by the QAE in advance.

13.0 Completion and Acceptance

Upon completion of work, the Contractor shall notify the QAE to schedule inspection and final acceptance.

14.0 Contractor Identification and Access

All Contractor personnel and vehicles must check in at Gate 3 Security to obtain access credentials. A valid REAL ID-compliant driver’s license and current vehicle registration are required.

15.0 Safety Requirements

All work shall comply with OSHA regulations (29 CFR 1910 and 1926). Lockout/Tagout procedures shall be coordinated and executed only by Station Little Creek Engineering personnel. Required permits (Hot Work, Confined Space, Dig Chits) must be submitted and approved prior to commencement of applicable work.

16.0 Environmental Protection

The Contractor shall comply with all EPA regulations (40 CFR series) and Station Little Creek environmental procedures. Hazardous materials and waste generated by the Contractor shall be properly handled and disposed of by the Contractor in accordance with all applicable regulations.