Amendment 3_PWS_70Z08425QDL950012-2.2.1-Attachment 1.docx

STATEMENT OF WORK

FOR

HVAC Cleaning Services

BASE CAPE COD

PWS Amendment, Dated 6/12/2025

PART 1 - GENERAL

1.1 SUMMARY

Provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to accomplish HVAC air duct cleaning on USCG Base Cape Cod’ (BCC) commercial and residential facilities. These facilities are located on Base Cape Cod in Buzzards Bay, MA, Martha’s Vineyard and Harwich, MA. Clean HVAC system components from point where air enters system to each point where air is discharged from system. Cleanings will occur annually on listed facilities determined by the Contracting Officer Representative (COR) each year. Not all facilities will be cleaned annually, rather, a rotation will be established where groups of buildings will be cleaned alternating years.

1.2 ADMINISTRATIVE REQUIREMENTS

A. Coordinate the work of this section with the work of BCC, and the work of different contractors. Schedule cleanings in coordination with the COR and Coast Guard mission requirements.

B. Conduct precleaning meeting with COR, Contractor, and facility occupants affected by cleaning work.

C. Prepare and submit HVAC system cleaning schedule and submittals to the COR.

1.3 SUBMITTALS

A. The Contractor shall submit the following deliverables in accordance with the table below. Copies of each deliverable shall be provided to the Contracting Officer and COR. Electronic submissions are acceptable.

B. Safety Plan: The Contractor shall develop and submit a written Safety Plan to the COR or designated representative for review and approval prior to commencing work and whenever changes are made thereafter.

C. Informational Submittals:

1. Duct Cleaning Plan: 7 days before commencing cleaning work, submit written work plan including the following information:

a. Scope of Work identifying HVAC components to be cleaned or restored.

b. Itemize specific environmental engineering controls required for workspace, and special work requirements.

c. Detail cleaning work means and methods.

d. Name, contact information, and functional tasks performed by each representative of each firm and contractor involved with the work.

e. SDS for any chemicals used for cleaning.

2. Qualification Statements: Show membership status, project experience, and certifications for:

a. HVAC Cleaning Contractor.

D. Closeout Submittals:

1. Record Documentation: Submit documentation verifying compliance with this specification for work performed. This documentation shall include:

a. Completion of cleaning work, as verified by visual inspection and verification of cleanliness.

b. Photo images, HVAC plans and other supporting documents such as submittal forms for materials used and/or warrantees or guarantees.

c. System areas found to be damaged or in need of repair.

1.4 WORK HOURS

A. Hours of Operation: The Government's regular working hours are 7:00 am to 3:30 pm, Monday through Friday. At the direction of the COR, work may be coordinated after hours to accommodate the Coast Guard’s mission and occupancy requirements. No work shall be performed on Federal holidays or Saturdays and Sundays unless authorized by the Contracting Officer.

1.5 PERSONNEL REQUIREMENTS AND QUALIFICATIONS

A. HVAC System Cleaning Contractor: Experienced in HVAC cleaning projects of similar size and complexity.

B. On-Site Working Supervisor: The Contractor shall provide a supervisor responsible for project oversight to manage Contractor personnel at the work site. This individual shall remain on site while all services are being performed. This individual shall have full authority to act for the Contractor on all matters relating to the daily performance of the contract work at the worksite(s). If the on-site working supervisor is going to be absent for an extended period of time (more than 4 hours), the COR will be notified, and the Contractor will appoint a qualified substitute.

C. Employees: The contractor shall staff trained and experienced personnel who exhibit capability to perform this requirement. All contractor employees shall be trained in and knowledgeable in HVAC cleaning services.

1. Appearance/Uniforms: Contractor employee personnel shall present a neat appearance and shall be easily recognized via contractor-furnished uniforms. All Contractor personnel shall wear nametags furnished by the Contractor containing, at a minimum, the employee's last name, the company name, and job titles. Contractor personnel shall wear their security ID card at all times when working in any of the areas.

D. Security Requirements: To gain base access, the Contractor shall fill out a Base Access Form and provide a list of names, driver’s license numbers, citizenship, and birth date information for all personnel working under this specification and obtain a Coast Guard Security Identification (ID) card for each of them from the Base Security Office. All personnel listed will be subject to background security check. Any personnel that do not meet or pass this security requirement will be subject to removal from BCC and the project. Any personnel operating vehicles (personal or contractor) onboard BCC shall have a current and valid license in their possession as applicable to vehicle type. Licenses will be subject to inspection by the security officers and COR at any given time.

E. Licensing:

1. Submit copy of proper licenses, required to legally perform work in Massachusetts.

2. Comply with applicable federal, state, provincial, and local, rules, regulations, and licensing requirements.

1.6 ATTACHMENTS

A. Base Access Form B. Residential Facility Listing.

C. Commercial Facility Listing.

D. Base Map.

E. HVAC Drawings

PART 2 – FACILITIES

2.1 RESENDENTIAL

A. This specification includes 143 housing facilities located in Buzzards Bay, MA, Harwich, MA and Martha’s Vineyard. A general characteristic breakdown is provided below. Not all facilities will undergo annual cleaning. The COR will provide a list of addresses to be cleaned each year; with approximately 48 addresses selected annually. See attachment, “Residential Facility Listing,” for details of each facility including, address, number of bedrooms/bathrooms and square footage.

1. Base Cape Cod, Buzzards Bay, MA

a. 129 Houses

b. 1 quadplex, 3 duplexes, and 125 single family homes

c. Square footage ranges from 1000 sqft – 2800 sqft (avg. 1330 sqft)

2. Harwich, MA

a. 7 Houses

b. Square footage ranges from 1100sqft – 1650 sqft

3. Martha’s Vineyard

a. 7 Houses

b. Square footage ranges from 1000 sqft – 2288 sqft

2.2 COMMERCIAL

A. This specification includes 17 commercial facilities located on Base Cape Cod in Buzzards Bay, MA. Not all facilities will undergo annual cleaning. The facilities are divided into groups (below), with the COR selecting one group for annual cleaning. See attachment, “Commercial Facility Listing”, for details of each facility to include, address, building name, square footage and building use.

1. Group 1

a. Bldg 3181 – ASCC, Hangar 3

b. Bldg 3425 – PSU 301

c. Bldg 3446 - PSU Boat House

d. Bldg 5200 – Northeast Regional Fisheries Training Center

2. Group 2

a. Bldg 3172 – ASCC, Hangar 2

b. Bldg 3170 – ASCC, Hangar 3

c. Bldg 3154 – UPH

d. Bldg 5217 – Supply and Distribution Center

e. Bldg 5216 – MSU

f. Bldg 5211 – Carpenter’s Shop

3. Group 3

a. Bldg 5215 – FED, ESD and Local Housing

b. Bldg 5201 – Kaehler Memorial Clinic

c. Bldg 5205 -MWR Office

d. Bldg 5210 – C-side

e. Bldg 3352 – Falcon Golf Club House

PART 3 – EXECUTION

3.1 INSPECTION

A. HVAC System Assessment and Site Survey:

1. Arrangements for access shall be made by contacting the COR, Albert J. Pulsifer, at albert.j.pulsifer@uscg.mil, 508-968-6648, any questions regarding this specification or the work shall be addressed in writing and directed to the Contracting Officer.

2. Before commencing commercial facility work, assess HVAC system condition to determine appropriate engineering controls, safety measures, tools, equipment and cleaning products and methods required to complete the work.

3. Residential facilities do not require a pre-inspection and will be at the discretion of the contractor to complete.

4. Mobilization: It is the intent of the Coast Guard that there is (1) mobilization annually. The Contractor shall determine the applicable mobilization fee.

5. The Contractor shall supply aerial lifts necessary to complete the contracted work.

B. Work Plans:

1. Project Schedule: Outline starting date, dates and times when work will take place, and completion date. Determine sequence of cleaning each system or portion of the work and coordinate with work of other trades and activities. It is the Coast Guards intent that all work shall be performed in the Spring and Fall seasons.

2. Product Data and Safety Data Sheets: Product data submittals listing general use and specific chemical cleaning products and coatings used while performing the work, along with Safety Data Sheets for chemical products used to perform the work.

3.2 PROTECTION OF IN-PLACE CONDITIONS

A. Protect existing structures, surfaces, and systems from damage resulting from duct cleaning work. Report damage caused by this work to the COR.

3.3 HVAC SYSTEM PREPARATION

A. Service Openings:

1. Access duct cleaning work through existing or new service openings, allowing safe access and thorough cleaning throughout specified components.

2. Where possible, work through existing service openings.

a. When necessary, the Contractor shall cut into hard surfaces to perform contracted work.

3. Where new service openings are required, install openings as follows:

a. Do not degrade structural, thermal, or functional system integrity.

b. Install service openings complying with applicable UL and SMACNA standards, federal, state, and local code requirements, and requirements of Authorities Having Jurisdiction.

c. Where required, install duct access doors and service panels fabricated with materials complying with SMACNA and UL 723.

d. Where required, install tapes and mastics complying with UL 181A/B.

e. Where required, install closure panels fabricated from equivalent material and same or heavier gage.

f. Mechanically fasten closure panels over service openings with screws or rivets at perimeter.

g. Insulate closure panels to match adjacent duct interior and exterior surfaces.

h. Seal rigid fibrous glass duct systems in accordance with NAIMA recommended practices.

i. Close service openings installed in rigid fibrous glass ductwork and metal ductwork with fibrous glass liner with no exposed fibrous glass edges exposed to airstream.

4. Install service openings that can be reopened for future inspection or remediation.

a. Mark outside of duct and report service opening locations to COR in project closeout documents.

5. Do not cut service openings into flexible duct.

a. Disconnect flexible duct at both ends as required for inspection and cleaning.

b. Reconnect flexible duct ends in accordance with SMACNA standards.

3.4 CLEANING EQUIPMENT MAINTENANCE AND USE

A. Maintain equipment employed in work performance in good working order, consistent with equipment manufacturer’s written instructions and applicable jurisdictional requirements.

B. Clean and inspect equipment before bringing to work site.

C. Do not introduce contaminants from cleaning equipment into indoor environment or HVAC system.

D. Service equipment to limit possible HVAC system contamination from insufficient service equipment cleaning, and unsafe operating conditions for service personnel and building occupants.

E. Perform activities requiring opening contaminated vacuum collection equipment on-site, including servicing or filter maintenance, in appropriate containment area or outside building.

F. Clean and seal collection devices, vacuums and other tools and devices before relocating to different building areas, moving equipment through occupied spaces, and before removing equipment from building.

G. Furnish HEPA-filtered equipment with minimum collection efficiency of 99.97 percent at 0.3 micron particle size, when vacuum collection equipment exhausts within building envelope.

3.5 CLEANING - GENERAL

A. Remove visible non-adhered substances.

1. Clean HVAC components employing agitation device to dislodge contaminants from HVAC component airside surfaces, and then capturing contaminants with vacuum collection device.

a. Acceptable methods include those that do not damage integrity of ductwork and other system components, and does not damage porous surface materials including internal insulation and duct lining.

2. Clean HVAC components using source removal mechanical cleaning methods designed to extract contaminants from within HVAC system components and safely remove contaminants from facility.

3. Select source removal methods rendering HVAC system components visibly clean.

4. Do not employ cleaning method, or combination of methods, that can damage HVAC system components or negatively alter system integrity.

5. Do not damage HVAC system and components with wet cleaning, power washing, steam cleaning and other wet process cleaning.

B. Apply cleaning materials in accordance with manufacturer's instructions.

1. Do not apply cleaning agents or water to electrical, fibrous glass or other porous HVAC system components.

C. Capture removed contamination and cleaning materials and legally dispose.

D. Verify HVAC system surface and component cleanliness.

E. Particulate Collection:

1. Employ contaminant removal methods incorporating vacuum collection devices operated continuously during cleaning.

2. When possible, discharge ducted exhaust air from vacuum collection devices outdoors, keeping discharge air clear of outdoor air intakes, operable windows, and other locations allowing outdoor air entry.

3. When necessary to exhaust vacuum collection devices indoors, including hand-held and wet-vacuum machines, keep discharge air in work area, and provide machine air discharge HEPA filtration, rated at 99.97 percent collection efficiency for 0.3 micron particles and larger.

3.6 AIR HANDLING UNIT (AHU) CLEANING

A. Clean supply, return, relief, and exhaust fans and blowers.

1. Clean blowers, fan housings, ducted plenums, scrolls, blades, or vanes, shafts, baffles, dampers and drive assemblies.

2. Remove visible non-adhered substances.

B. Clean air handling unit (AHU) internal surfaces, components and condensate pans, and drains.

C. Clean heat transfer coils, fans, condensate pans, drains and similar non-porous surfaces in conjunction with mechanical methods.

D. Control water spray and extraction are sufficient to collect debris and prevent water damage to HVAC components and surrounding equipment.

E. After cleaning, verify HVAC system component cleanliness.

3.7 AIR DUCT SYSTEMS:

A. Clean airside surfaces of ducts to remove non-adhered substances.

B. Access air duct interiors through service openings in system that are large enough to accommodate mechanical cleaning procedures and allow for cleanliness verification.

C. Use mechanical agitation methods to remove non-adhered substances.

D. Capture dislodged substances with vacuum collection device.

E. Do not employ cleaning methods that damage HVAC components.

F. Mark position of dampers and air-directional mechanical devices inside HVAC system prior to cleaning.

G. When cleaning is complete, restore dampers and devices to their marked positions.

H. After cleaning, verify cleanliness of HVAC system surfaces and components.

3.8 AHU COILS

A. Perform visual coil and drain pan inspection to determine whether Type 1 dry cleaning, or Type 2 wet cleaning is required.

B. Employ cleaning methods rendering coil visibly clean.

C. Isolate coil from duct system during cleaning process. Do not allow removed particles to migrate to, or redeposit on, unintended areas.

D. Apply coil cleaning products in accordance with manufacturer’s published data and labeling.

E. Clean and flush condensate drain pan and drain line. Verify proper drainage operation before and after cleaning.

F. Apply cleaning methods and products that do not cause damage to, or erosion of, coil surface or fins.

3.9 TYPE 1 DRY CLEANING METHOD

A. Operate HEPA-filtered negative air machines that discharge continuously during Type 1 cleaning process.

B. Mechanically remove non-adhered substances and debris.

3.10 TYPE 2 WET CLEANING METHOD

A. Employ Type 2 wet cleaning method when visual inspection reveals suspect microbial matter on coil or drain pan. Access both upstream and downstream sides of each coil section for cleaning.

B. Employ engineering controls required for coil cleaning.

C. Verify cleanliness after cleaning has been performed.

D. Perform Type 2 cleaning if adhered substances still remain on the coil or the coil is impacted after Type 1 cleaning has been completed and post-cleaning inspection has been performed.

E. After cleaning, verify cleanliness of HVAC coils.

3.11 DUCT-MOUNTED INLINE COILS

A. Perform visual inspection of coil [and drain pan] to determine whether Type 1 dry cleaning, or Type 2 wet cleaning is required.

B. Employ cleaning methods which will render coil visibly clean.

C. Isolate coil from duct system during cleaning process. Do not allow removed particles to migrate to, or redeposit on, unintended areas.

D. Apply coil cleaning products in accordance with manufacturer’s published data and labeling.

E. Clean and flush coil [condensate drain pan and drain line. Verify proper drainage operation before and after cleaning].

F. Apply cleaning methods and products that do not cause damage to, or erosion of, coil surface or fins.

G. Type 1 Dry Cleaning Method:

1. Operate negative air machines with HEPA-filtered discharge continuously during Type 1 cleaning process.

2. Mechanically remove non-adhered substances and debris.

H. Type 2 Wet Cleaning Method:

1. Employ Type 2 wet cleaning method when visual inspection reveals suspect microbial matter on coil or drain pan. Access both upstream and downstream sides of each coil section for cleaning.

2. Employ engineering controls required for coil cleaning.

3. Verify cleanliness after cleaning has been performed.

4. Perform Type 2 cleaning if adhered substances still remain on the coil or the coil is impacted after Type 1 cleaning has been completed and post-cleaning inspection has been performed.

5. Capture rinse water when cleaning duct mounted coils without drain pans. Do not allow water to remain in cleaned ductwork.

I. After cleaning, verify cleanliness of HVAC coils.

3.12 SPECIAL TECHNIQUES

A. Engineering Controls:

1. Employ engineering controls to prevent contaminating surfaces outside work area.

a. Comply with government regulations, and industry standards and guidelines relevant to working in the facility environment in which the work is located.

b. Control odors, mists, and aromatic vapors during cleaning process.

B. Controlling Product Emissions:

1. Apply cleaning agents and other chemicals in accordance with manufacturer’s recommended procedures and product application instructions, including exhaust ventilation.

C. Negative Duct Pressurization:

1. Throughout cleaning process, keep HVAC system and associated air ducts at negative differential pressure, relative to indoor non-work area.

2. Maintain negative pressure differential between portion of HVAC duct system being cleaned and surrounding indoor occupant spaces.

3. Continuously monitor and verify correct pressure differential.

4. When performing vacuum collection, employ negative air machine drawing air from equipment being cleaned.

5. When negative air machine is not fitted with HEPA filtration, duct exhaust air from negative air machine to outdoor location, keeping discharge air clear of outdoor air intakes, operable windows, and other locations where outdoor air enters building.

a. Do not violate outdoor environmental standards, codes or regulations by releasing debris.

b. Do not discharge unfiltered air from vacuum collection devices outdoors.

3.13 FIELD QUALITY CONTROL

A. Inspect work to verify cleanliness immediately after HVAC system component cleaning and prior to placing system in operation.

B. Visual Inspection:

1. When cleaning is complete, perform final inspection in presence of the COR.

2. Perform visual inspection of porous and non-porous HVAC system component surfaces. Verify HVAC system components are visibly clean.

3. If no contaminants are evident through visual inspection, HVAC system components are considered clean and acceptable.

4. If contaminants are evident through visual inspection, repeat cleaning system areas where contaminants are visible.

3.14 SYSTEM STARTUP

A. Install closures over services access openings before allowing system restart for normal facility operation.

B. When system is placed in operation, remove temporary filter elements after minimum 24 hours operation.

3.15 DISPOSAL OF JOB SITE DUCT CLEANING WASTE

A. Seal HVAC system debris and removed contaminated materials in containers before removal from work area.

B. Handle materials classified as hazardous by governmental agencies in accordance with applicable federal, state, and local, regulations and codes.

C. Dispose of debris removed from HVAC systemin accordance with applicable federal, state, and local requirements.

PART 4 – CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

4.1 General

A. The quality control program is the driver for service quality in this specification. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

B. The Contractor shall establish, develop, submit and maintain and implement a complete QCP delineating the contractor's Quality Control System. This plan shall be used to monitor and control performance of services to ensure that the requirements of the contract are performed and provided in accordance with the PWS, established standards and commonly accepted commercial practices. The QCP shall include timely and effective corrective action for all deficiencies identified by the Government addressing the areas identified in the PWS; shall implement procedures to identify, prevent, and ensure non-recurrence of defective services; shall address inspection procedures; shall provide an action plan for correction of discrepancies; shall provide a strategy for retaining qualified personnel; and, shall explain management's role in its commitment to quality performance. After initial approval, if the plan is updated or changed, it shall be re-submitted to the Contracting Officer and COR for approval.

C. At a minimum, the Contractor shall develop procedures addressing the areas identified in the Performance Work Statement. The QC Program/Inspection System shall encompass all functions of the contract and shall establish and explain in detail how the Contractor shall sustain the quality of providing the required services. It must specify areas to be inspected on either a scheduled or unscheduled basis with the title of the individual conducting the inspection. The QC Program/Inspection System shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made; the number and type of deficiencies found; and, the nature of corrective action taken as appropriate.

4.2 Contents of the QC Program/ Inspection System shall include, but are not limited to, the following:

A. Introduction to the Quality Control System B. Background and Rationale for the System C. Objectives in using Quality Control D. Successes with and updates for the System E. Quality Control Process for the Various Tasks required for HVAC Duct cleaning Services:

F. Steps and Flow Diagram: Includes checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations.

G. Inspection Procedure: Includes checklists used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract.

H. Means of Identifying and Resolving Problems: A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

I. Roles and Responsibilities- The name(s) of the individual(s) who will perform the inspection.

J. Specific Quality Control Functions:

K. Supervision of Services and Performance schedule: Covering all the service requirements of this contract to include schedules for all necessary assignments by dates and areas for each area/building; submissions and completion reports, availability of supervisor/shift leader and any substitutes/alternates with the flexibility to realign staff for certain events.

END OF SECTION

image1.png