70Z03025PCLEV0069 Station Belle Isle HVAC Statement of Work.pdf

Solicitation 70Z03025QCLEV0069 U.S. Coast Guard STA Belle Isle

April 25, 2025 Page 1 of 12

STATEMENT OF WORK (SOW)

FOR

Rooftop HVAC Unit Replacement, USCG Station Belle Isle

1.0 GENERAL

1.1 BACKGROUND

U.S. Coast Guard Station Belle Isle, located at 50 Strand Dr. Detroit Michigan uses 5 Lennox brand Rooftop HVAC Units. (7.5 Ton R-22). One of these units was replaced around 2023/2024 timeframe. All other units are approximately 16 years old and utilized a discontinued refrigerant.

Two of these units located on opposite sides of the main building’s roof are responsible for heating and cooling of berthing rooms, in which CG members on duty will stay overnight for 48– 72-hour periods. One unit is responsible for servicing the east wing of berthing rooms, the other responsible for servicing the west wing of berthing rooms.

During the peak of winter January 2025, station personnel identified that no heat was being supplied to the East Wing of berthing rooms. Inspection of the rooftop HVAC unit by station personnel identified that the heating system was not operating, and there were no burners lit.

station engineers attempted to reset the heating system with temporary success. Usually, the same or the next day the heating system would turn back off. As a result, U.S Coast Guard Station Belle Isle procured HVAC services to diagnose the heating system.

Commercial HVAC technicians, FLAME Heating and Cooling, diagnosed the unit with a compromised heat exchanger. Relying on a sensor, the heating system will secure itself to prevent dangerous gasses from entering the ductwork. The HVAC technicians also recommended to replace all related sensors and switches. Further, the technicians strongly recommended that replacing the entire unit would be a much more economical solution in the long run for the following reasons; The unit is dated, nearly 16 years old, utilizes a discontinued refrigerant (R-22), is in generally poor condition, a failure in the air condition side of the system is highly likely in the next year or two.

Station Belle Isle’s Engineering Petty Officer, MKC Michael A. Maffioli, reached out to Coast Guard Sector Detroit and the District 9 Facility Asset Manager for assistance.

In conclusion, Coast Guard Station Belle Isle needs a rooftop HVAC unit to be replaced. The consequences of this request not being addressed is loss of Heat and air conditioning for half of the berthing rooms at station belle Isle, this drastically effects habitability, impacting Coast Guard Station Belle Isle’s many missions, primarily Search and Rescue and Recreational Boating Safety.

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1.2 SCOPE

Coast Guard Station Belle is requesting a full replacement of the East Wing’s Lennox T-class Rooftop HVAC unit with a new HVAC unit that has a similar fit, form, and function, and meets the following criteria.

(R410A)180 MBH Heat Input 7.5 Ton AC (or equivalent)

The old HVAC unit is to be disposed of in accordance with federal and state regulations. All connections to the building, electrical power, mounts, ductwork, natural gas, refrigerant, and any other mechanical attachments will need to be disconnected and reconnected upon instillation.

For ease of access, the railing on the rooftop, that is adjacent to the HVAC, unit may need to be removed and then reinstalled at the conclusion of the project. If required, ductwork may need to be modified or rerouted to be able to attach to new unit. Lift equipment will be needed for removal and installation of HVAC Units or other associated equipment. Because the project is located on the roof of the galley, approximately 15’ high, extreme caution is advised. Precaution needed to minimize the risk of falling shall be used (harness, railing, scaffolding, etc.)

After installation is complete, verify proper operation, provide on-site-training to site representative, and provide a one-year on labor and materials.

Station Belle Isle will provide,

• site access

• access to nearby electrical outlets

• restrooms

• access to nearby water spigots

Station Belle Isle will NOT provide,

• Food drinks or access to the dining facility

• Parking (parking is limited and space in not guaranteed)

• Tools or equipment

• Safety Equipment or Personal protective Equipment

• Labor https://uscg.sharepoint-mil.us/sites/cg9/ARM/SCOPE%20PARAGRAPHS.doc

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1.3 OBJECTIVE

Replace Station Belle Isle’s existing Lennox rooftop HVAC unit with a similar replacement that can provide heat and air conditioning to berthing rooms.

1.4 APPLICABLE DOCUMENTS

Photo 1: Rooftop area where the HVAC unit is located (as seen from the north). The Unit that needs to be replaced is circled in red. Normal access to this area is only possible via a ladder from an adjacent roof that is on floor higher. The only access to the Stations rooftop is through the second-floor laundry room, in which there is a ladder and roof access door.

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Photo 2: Rooftop area as seen from the south; a railing surrounds the rooftop to prevent falls.

The HVAC unit that needs to be replaced in circled in red. The workspace is crowded, as the HVAC unit is between ductwork and a Make-up-air unit for the galley that is not operational, and not in service.

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Photo 3: HVAC unit that needs to be replaced as seen from the Northeast. Ductwork, electrical, and Natural gas lines can be seen. The access ladder to this area is on the far right.

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Photo 4: HVAC unit that needs to be replaced as seen from the southeast. Ductwork, electrical and gas lines can be seen.

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Photo 5: A closer look at the associated ductwork.

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Photo 6: The Manufactures label with identifying information of the HVAC unit.

1.4.1 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

Engineering data on existing unit:

https://tech.lennoxintl.com/C03e7o14l/VIu12Ch2uV/ehb_tg_bbox_0807.pdf

2.0 SPECIFIC REQUIREMENTS/TASKS

https://tech.lennoxintl.com/C03e7o14l/VIu12Ch2uV/ehb_tg_bbox_0807.pdf

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2.1 TASK ONE. Preparation

2.1.1 Stage equipment and supplies as needed

2.1.2 Remove rooftop railing if needed to facilitate ease of access

2.1.3 Disconnect all connections to the HVAC unit; ductwork, electrical, natural gas lines, refrigerant lines, mounting, mechanical attachments.

2.2 TASK TWO. Remove Unit

2.2.1 Remove/ Hoist HVAC unit off roof

2.2.2 Dispose of HVAC unit in accordance with federal and state laws

2.3 TASK THREE. Install new unit

2.3.1 Prepare area for installation of new HVAC unit

2.3.2 Hoist/ install new HVAC unit in place

2.3.3 Replace or modify ductwork to be compatible with new HVAC unit

2.3.4 Connect mounts, mechanical connections, ductwork, electrical, refrigerant lines and natral gas lines.

2.4 TASK FOUR. Operation

2.3.1 Inspect the unit for proper operation

2.3.2 Provide operation training for site representative

2.3.3 Provide a one-year warranty on labor and materials.

3.0 CONTRACTOR PERSONNEL

Contractor personnel will have the appropriate certifications for working on heating ventilation and air conditioning equipment.

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is always maintained. The Contractor must ensure that all contract support personnel are present for all hours of the 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 must provide e-mail notification to the Contracting Officer’s

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Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must 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 must ensure Contractor employees always present a professional appearance and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 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.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract must not exceed 45 calendar days from the date of award.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with frequent visits to United States Coast Guard Station Belle Isle at 50 Strand dr. Detroit, MI 48207

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0730 and 1400 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor travel shall not be required for this requirement.

4.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than 05 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, 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 via teleconference.

4.7 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained

April 25, 2025 Page 11 of 12 throughout life of contract. The Contractor must provide a final Project Plan to the COR not later than 10 business days after the Post Award Conference.

4.9 PROGRESS REPORTS

The Project Manager must provide a weekly progress report to the Contracting Officer and COR via electronic mail. This report must include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.10 PROGRESS MEETINGS

The Project Manager must be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings take place via teleconference.

The Project Manager must be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with DHS objectives. At a minimum, the Project Manager must review the status and results of Contractor performance with the COR on a weekly basis via teleconference.

4.11 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide typical electricity via a standard 110/120v outlet for operating power tools and water via garden hose connection as needed in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail 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.

7.1 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 delivery instructions.

8.0 Site Representative

Any additional information can be requested from the site point of contact.

Michael A. Maffioli

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50 Strand Drive Detroit, MI 48207 Cell: (732) 600-9824 E-mail: Michael.A.Maffioli@uscg.mil mailto:Michael.A.Maffioli@uscg.mil