Supply Bldg Replace AC Plant - SOW 2026 UPDATED.docx

DEPARTMENT OF HOMELAND SECURITY

UNITED STATES COAST GUARD

Coast Guard Air Station Traverse City 1175 Airport Access RD Traverse City, MI 49686

Project Specification For Supply Building AC Plant Replacement March 2026

Scope of Work

1.0 PURPOSE The purpose of this Scope of Work (SOW) is to define the requirements for the replacement of the Air Conditioning Plant for the Supply Building at the U.S. Coast Guard Air Station (AIRSTA) Traverse City, Michigan. This project aims to ensure the continued reliable and efficient operation of the facility's cooling system.

2.0 SCOPE OF WORK The Contractor shall provide all necessary labor, supervision, tools, equipment, materials, transportation, and expertise to remove and replace the Air Conditioner Unit and the associated equipment (new evaporator coils and condensing unit) in accordance with specifications provided. This new system shall meet or exceed the current system specifications (Two 3-ton evaporators, one 5-ton compressor/condenser, and SEER rating of 14.3). This includes, but is not limited to:

a. Pre-installation site survey and verification of existing conditions. Site visits are necessary before quotes involving services can be submitted, except for basic training or simple startup processes. All Contractors shall provide Air Station Traverse City 24hr notice before all planned site visits. Please contact the Facilities Department Chief to coordinate all site visits. Site visits will be limited to 0800-1600 on 17 and 18 March 2026.

b. Procurement and delivery of new condenser unit and the associated equipment.

c. Safe and environmentally compliant decommissioning and disconnection of the existing compressors, including refrigerant recovery and disposal in accordance with all federal, state, and local regulations.

d. Removal and disposal of the old unit from the premises.

e. Installation of the new AC Compressor Units, including all necessary mechanical, electrical, and plumbing connections, modifications to existing piping/conduit as required, and structural support if necessary.

f. Start-up, testing, and balancing of the new compressor to ensure optimal performance and integration with the existing HVAC system.

g. Provision of all necessary documentation, including shop drawings, equipment specifications, operation and maintenance (O&M) manuals, as-built drawings, and warranty information.

h. Post-installation cleanup and removal of all debris from the work site.

i. There is also an optional bid in place for the replacement of an existing furnace with PVC venting.

3.0 LOCATION OF WORK The work shall be performed at: U.S. Coast Guard Air Station Traverse City 1175 Airport Access Road Traverse City, MI 49686 Specific building and exact location of the AC Plant will be identified during the site survey and pre-bid conference. The Contractor shall contact the Base Officer of the Day (OOD) to sign in and gain access to the Air Station Traverse City.

4.0 PERIOD OF PERFORMANCE The period of performance for this AC Plant project shall commence from the close of the bidding period and extend to 30 April 2026.

The Contractor shall submit a detailed project schedule to the Contracting Officer’s Representative (COR) for approval within fourteen (14) calendar days of contract award. This schedule shall outline all phases of the work, including mobilization, material procurement, decommissioning, removal, installation, start-up, testing, commissioning, and demobilization, with specific milestones and durations. The period of Contractor performance will be identified in the Modification/Contract award documents based on the approved project schedule.

5.0 CONTRACTOR REQUIREMENTS

5.1 General Requirements The Contractor shall comply with all applicable federal, state, and local laws, regulations, and codes, including but not limited to environmental protection, safety, and health standards. The Contractor shall minimize disruption to USCG operations during the execution of this project.

5.2 Submittals Within fourteen (14) calendar days of contract award, the Contractor shall submit the following to the COR for review and approval:

a. Detailed Project Schedule (as specified in Section 4.0).

b. Proposed AC Plant and associated equipment Specifications (cut sheets, dimensions, electrical requirements, refrigerant type).

c. Shop Drawings for any required piping, electrical, or structural modifications.

d. Safety Plan and Accident Prevention Plan specific to the unit replacement.

e. Environmental Compliance Plan (including hazardous material handling).

5.3 Execution of Work

a. Mobilization: Contractor shall mobilize all necessary personnel, tools, and equipment to the site.

b. Decommissioning: Carefully disconnect the existing compressor. Recover refrigerant into approved containers using certified technicians. Ensure all hazardous materials are handled and disposed of in accordance with EPA regulations. Remove and dispose of the old units off-site in accordance with local and federal laws.

c. Installation: Install the new condenser unit in the designated location, ensuring proper alignment, securement, and connection to existing utilities (electrical, water, drain, control wiring). Any modifications to existing infrastructure required for compatibility shall be included.

d. Start-up & Testing: Perform manufacturer-recommended start-up procedures. Conduct functional testing to verify proper operation, including temperature control, pressure readings, flow rates, and safety cutouts. Conduct a full system leak test.

e. Commissioning: Verify that the equipment integrates seamlessly with structure and operate according to design specifications. Provide a commissioning report documenting all test results and performance parameters.

f. Site Cleanup: Maintain a clean work area throughout the project and perform a thorough cleanup upon completion, removing all tools, equipment, waste, and debris.

g. Unforeseen/Additional Work: Any additional or unforeseen work discovered during the project shall be submitted via Request for Information (RFI) to the COR prior to commencing any such work.

5.4 Documentation and Closeout Upon completion of work, the Contractor shall provide:

a. Completed O&M manuals for the new units.

b. As-installed drawings reflecting any changes made during installation.

c. Warranty information for a 1-year warranty on all parts and labor for the new application of said materials.

d. Refrigerant recovery and disposal certificates.

e. A final project report summarizing the work performed, test results, and any lessons learned.

f. All relevant documentation and warranty information, shall be submitted to the COR within seven (7) calendar days of completion of work.

5.5 Key Personnel

a. List of Key Personnel: The Contractor shall provide a Supervisor/Project Manager who shall be responsible for all Contractor work performed under this contract. This individual shall serve as the single point of contact for the Contracting Officer and the COR.

5.6 Meetings

a. Project Meetings: Two mandatory meetings shall be held:

i. A kick-off meeting before the start of the project.

ii. A close-out meeting at the end of the project.

b. Additional Meetings: Project meetings may be held as needed, determined by the COR or at the request of the Contractor.

c. Attendance: All meetings shall be attended by a representative from the USCG Air Station Traverse City, the COR, and the prime Contractor's Supervisor/Project Manager.

d. Meeting Minutes: The Contractor shall prepare meeting minutes for all project meetings. Minutes shall document at a minimum:

i. Items discussed

ii. Attendees

iii. Date and time the meeting started

iv. Duration of the meeting

5.7 Mishap/Incident Reporting

a. Notification: The Contractor shall report to the Officer of the Day (OOD), COR, and his/her designated representative any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accidents shall be indicated in each typed report.

b. Minimum Information: Mishap notifications shall contain, at a minimum, the following information:

i. Date and time of incident

ii. Location of incident

iii. Names of personnel involved

iv. Brief description of the incident/mishap

v. Type of injury (if applicable)

vi. Property damage extent (if applicable)

vii. Initial assessment of cause

viii. Immediate actions taken

6.0 GOVERNMENT RESPONSIBILITIES The Government will:

a. Provide access to the work site and necessary utilities (power, water) during agreed-upon work hours.

b. Provide a COR to serve as the primary point of contact for technical issues and contract oversight.

c. Review and approve Contractor submittals in a timely manner.

d. Facilitate coordination with facility personnel to minimize operational impact.

e. The COR will have the right to reject work that does not conform to the requirements of the SOW.

7.0 PERFORMANCE STANDARDS

a. All work shall be performed in a safe, professional, and workmanlike manner, adhering to industry best practices and manufacturer specifications.

b. The applied materials shall be fully functional, efficient, and meet all specified performance criteria.

c. The project shall be completed within the approved project schedule and by the stated period of performance.

d. All environmental regulations pertaining to hazardous material handling and disposal shall be strictly adhered to.

8.0 Insurance

a. Vendor must provide a copy of your liability insurance.

9.0 Optional Bid Items

a. Replace the existing furnaces and PVC venting with same SOW to meet or exceed the current system specifications (two 90k BTU furnaces).

10.0 POC

a. The table below reference project contacts

Charles.R.Osborne@uscg.mil

@uscg.mil

COR

LT Steven Durfee

(775) 350-2756

Steven.p.durfee@uscg.mil