A.1 Statement of Work 4 August 2025.pdf

US Department of Agriculture (USDA)

Statement of Work

R5-RO-FOPS- Regional Office Building HVAC Services

Dated 4 August 2025

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

8.0 Security Requirements ...................................................................................................................... Error! Bookmark not defined.

Attachment ............................................................................................................................................. Error! Bookmark not defined.

Project USFS-R5-RO-FOPS- Regional Office Building HVAC Services

General Information

1.0 Scope of Work

The United States Department of Agriculture (USDA), Regional 5 office requires firm fixed-price Standard (Recurring) Maintenance Services (Ref. Sec. 1.1) for the facility’s heating, ventilation, and air conditioning (HVAC) system for a base period of one (1) year, and four (4) one-year option periods (if exercised in accordance with FAR 52.217-9). The Contract will be a firm fixed-price contract that will include Standard (Recurring) Maintenance Services (Ref. Sec. 1.1 within the SOW) and allow for purchase orders to be issued for additional services (As-Needed Maintenance Services and Parts Ordering) (Ref. Sec. 1.2 within the SOW) if additional services are ordered by the USDA at any time during the performance of the Contract.

The Contractor must furnish all labor, materials, equipment, parts, permits, insurance, supervision and transportation necessary to maintain all the HVAC System and provide full maintenance service, including routine/preventive, (minor) repairs, inspections, emergency/major maintenance services for the HVAC mechanical system, including all its operating, distributing and controlling components. These systems must be maintained at optimum efficiency in accordance with manufacturers’ recommendations.

Location and Hours of Operation. All work performed by the Contractor shall be performed at the Forest Service Regional Office building located at 1323 Club Drive, Vallejo, CA 94592. All services will be performed during regular business hours, Monday-Thursday from 8am – 3:30pm excluding Federal Holidays and Fridays unless otherwise directed by the COR.

2.0 Background

Region 5 has a requirement for maintenance services for the RO buildings Heating, Ventilation and Air Conditioning Systems (HVAC). The Regional Office building is 4 stories, 2 wings (North and South) and is approximately 122,300 square feet.

Contractor Requirements

3.0 Technical Requirements / Tasks

3. SPECIFIC TASKS. The Contractor shall perform the following work in accordance with all manufacturer recommendations, and industry standards. Along with performing the work in accordance with industry standards, the Contractor must hold a C20 California HVAC Contractors License under this statement of work, also the Contractor shall provide a schedule of services and inspections and methods that include individual tasks for the requirements listed below.

The Contractor shall provide all management, labor, tools, parts, materials, and equipment necessary to meet the requirements and specific tasks under this contract and to provide the required maintenance and services of the HVAC systems located at the US Forest Service Region 5, Regional Office buildings.

3.1. Boiler System and Hot Water Loop Maintenance

3.1.1. Perform three (3) Quarterly and one (1) Annual Preventative Maintenance services- for two (2) AERCO Benchmark 1000 gas fired boilers in accordance with manufacturers recommended preventative maintenance, checks and services for consistent operation and heating of the entire buildings.

3.1.2. Perform three (3) Quarterly and one (1) Annual Preventative Maintenance services for two (2) Hot Water Loop Circulation Pumps in accordance with manufacturer recommended preventative maintenance. Performs periodic visual performance inspection of the hot water loop in making sure it’s consistent in operations, and it maintains adequate operations for the systems and buildings.

3.1.3. Perform annual inspection and troubleshooting of the hot water loop system including unions, piping, insulation, circuit setters, and valves to identify leaks, problem areas, and prevent failure.

3.1.4. Cleaning, clearing and/or replacing of hot water loop drain pans, strainers, filters, condensate lines and traps to ensure proper and consistent flow of hot water through buildings hot water loops.

3.1.5. Conduct tests to ensure units are safely operating.

3.1.6. Contractor shall ensure the mechanical room is free of dirt, trash, and debris after each service to reduce accidents and potential fire hazard.

3.2. Chiller System and Chilled Water Loop Maintenance

3.2.1. Perform three (3) Quarterly and one (1) Annual Maintenance service of chiller in accordance with manufacturer recommended preventative maintenance. Performs periodic visual performance inspection of the chiller in making sure it’s consistent in operations, and it maintains adequate cooling operations for the buildings.

3.2.2. Perform three (3) Quarterly and one (1) Annual Maintenance of four (4) Chilled Water Loop Circulation Pumps in accordance with manufacturer recommended preventative maintenance. Performs periodic visual performance inspection of the chilled water loop in making sure it’s consistent in operations, and it maintains adequate operations for the systems and buildings.

3.2.3. Perform annual inspection of Chiller, Pumps and Chilled Water Loop systems including all piping, unions, and valves to ensure identify leaks, problem areas, and prevent failure.

3.2.4. Cleaning, clearing, and/or replacing of chilled water loop strainers, feeders, filters, condensate lines and traps ensure proper and consistent flow of chilled water through buildings chilled water loops.

3.2.5. Contractor shall ensure the chiller room is free of dirt, trash, and debris after each service to reduce accidents and potential fire hazards.

3.2.6. Contractor shall perform annual cleaning of 4 AHU room condenser and evaporator coils per manufacturer recommendations and industry standards. Use of “Green Seal” cleaning products is recommended where applicable to reduce rust, bacteria, and dirty build up.

3.3. Air Handling Unit, Variable Frequency Drives Maintenance

3.3.1. Perform annual maintenance and calibration of eight (8) Variable Frequency Drives (VFD) in accordance with manufacturer recommended preventative maintenance, checks and services to ensure proper operation and provide constant fresh hot or cold air throughout the buildings.

3.3.2. Perform three (3) Quarterly and one (1) Annual preventative maintenance services for four (4) Supply and four (4) Return fan units and associate parts in accordance with manufacturers recommended preventative maintenance processes, checks and services to ensure proper operation and to provide constant fresh hot or cold air throughout the buildings while reducing static and pressure.

3.3.3. Perform annual inspection and routine maintenance on Dampers, Actuator Motors, Linkages in AHU rooms to ensure outside air is adequately supplied to provide fresh air in the buildings.

3.3.4. Contractor shall provide schedules to replace all outside air filters and bag filters in AHU mixing rooms with MERV13 or greater based on environmental conditions to ensure proper filtration and airflow for the HVAC system. The Contractor should provide filters and filters will be replaced at a minimum of once per year.

3.3.5. Contractor shall perform annual cleaning of 4 AHU Room condenser and evaporator coils per manufacturer recommendations and industry standards. Use of “Green Seal” cleaning products is recommended where applicable to reduce rust, bacteria, and dirty build up.

3.3.6. Contractor shall ensure all mixing rooms, AHU Fan rooms are clean and free of dirt, trash and debris after each service to reduce accidents and prevent potential fire hazards.

3.4. Cooling Tower Maintenance

3.4.1. Perform manufacturer recommended routine maintenance services (Monthly, Quarterly, Annually) of Baltimore

AirCoil Series V Cooling tower and associated system components including but not limited to motors, and drive systems in accordance with manufacturer recommended preventative maintenance, checks and services to ensure proper operations and provide chilled water for the HVAC system.

3.4.2. Perform annual cleaning of the interior of the cooling tower as required by industry standards, regulations, and manufacturer recommendation to ensure safe and healthy operation of the HVAC water loop system.

3.4.3. Perform three (3) Quarterly and one (1) Annual Maintenance services of two (2) Circulating Pumps in accordance with manufacturer recommended preventative maintenance, checks and services to provide consistent chilled water to the chilled water loop.

3.4.4. Semi-annually clean and clear pipe strainers, replace filters as required by manufacturer to ensure proper operation and to provide consistent chilled water to the chilled water loop.

3.4.5. Contractor shall ensure cooling tower yard is free of trash and debris to maintain safe conditions after each visit. The contractor will ensure that the cooling tower yard is secured after each service.

3.5. Recirculating Water loop Chemical Treatment

3.5.1. The contractor shall inspect, test, service and/or treat hot and cold-water loop systems and all associated components including but not limited to bypass feeders; monthly in accordance with ASHRAE 12 and ASHRAE 188 and minimize make-up. The Contractor shall provide all necessary chemicals, supplies materials, and additives required to performed treatments and ensure the system is operating correctly and safely. Water loop systems will be free of bacterial contamination, acid induced corrosion, microbiologically induced fouling and corrosion, mineral deposition, and oxygen induced corrosion to prevent leaks, system shutdown, unhealthily working conditions.

3.5.2. Provide water and chemical testing and treatment reports identifying chemical makeup, treatment and water chemistry monthly to COR within 5 days of testing and service.

3.6. Additional Requirements

3.6.1. The Contractor shall provide a maintenance log at each boiler, chiller, and AHU Supply and Return fan unit that identifies the maintenance performed, date of maintenance, technician name, and tasked performed at minimum.

Logs shall be attached to a location on the equipment that is easy to see and protected with a clear plastic protector.

The Contractor shall provide a copy of the log sheet to the COR, and proposed locations of the logs for approval before service on any equipment.

3.6.2. The Contractor shall provide a detailed report of deficiencies after each service and inspection for non-routine maintenance and a quote within 5 days of service or inspection to the COR.

3.6.3. All work shall be performed by a certified technician(s) licensed to work in the state of California.

3.6.4. Minimum Specifications for Water Loop Treatment:

3.6.4.1. CLOSED LOOP SYSTEM - Nitrite 800 – 1200, pH 9.5 – 10.3, Iron <10, Glycol% >20. Provide proper chemical water treatment to provide superior corrosion inhibition for multi metals at high or low temperatures and will not affect non-metal components or seals.

3.6.4.2. COOLING TOWER – Conductivity 1000-2000 mmhos., Organo 15-550, M Alkalinity 250 – 500, Total Hardness 250-800 ph. 8.0 – 9.0.

3.6.4.3. The Contractor shall at minimum treat water loop and cooling tower 4230 or equivalent for advanced scale and corrosion protection, AAS-5 or equivalent to provide a broad-spectrum control of bacterial growth, and APS-35 or equivalent to control bacteria, and algae.

3.6.4.4. If industry standards are more prescriptive, update, or change during the contract period, the contractor shall notify the COR and meet/exceed the recommendations/standard(s) for treatment.

3.6.5. Cooling tower and associated parts shall be descaled and sanitized as part of the annual maintenance chiller.

3.6.6. The Contractor shall conduct seasonal shutdown and start-up of either the hot water or chilled water and cooling tower systems at the direction of the government.

3.6.7. Annual Maintenance shall be scheduled during “off peak use” time. Boiler annuals shall be scheduled during warmer months and chiller annuals shall be scheduled during cooler months to reduce impacts on the working environment in buildings.

3.6.8. Building Management System/HVAC Controls.

3.6.8.1. Troubleshooting

3.6.8.2. Repair/Replacement of components

3.6.8.3. Updating/Adjusting Controls Protocols

3.7. HVAC Equipment and Air Filter List

Nomenclature/Model/Identification Location Serial Number

Aerco Benchmark BMK 1000 Boiler/ Boiler 1 Mechanical Room G-12-0783 Aerco Benchmark BMK 1000 Boiler/ Boiler 2 Mechanical Room G-19-1508 Hot Water Pump/Baldor 3HP/ Pump 8 Mechanical Room F2006181675 Hot Water Pump/Baldor 3HP/ Pump 9 Mechanical Room F1704212640 Bypass Feeder/VTF-5/ 5 Gallon Mechanical Room N/A 7.5HP Chilled Water Pump (Pump 4A)/Bell & Gossett/2.588 8.625BF

Mechanical Room 2138573

7.5HP Chilled Water Pump (Pump 4B)/Bell & Gossett/2.588 8.625BF

Mechanical Room 2138574

Daikon Mcquay/WMC290DCN-ER0B/Chiller 2 Chiller Room STU160400158

10HP Chilled Water Pump (Pump1)/Bell&Gossett/5EB10.5SSF

Chiller Room PH017420-B

10HP Chilled Water Pump (Pump2)/Bell&Gossett/5EB10.5SSF

Chiller Room PH017420-A

7.5HP Chilled Water Pump (Pump 3A)/Bell & Gossett/2.588 8.625BF

Chiller Room 2138572

7.5HP Chilled Water Pump (Pump 3B)/Bell & Gossett/2.588 8.625BF

Chiller Room 2138571

Cooling Tower/Baltimore Aircoil/Series V Cooling Tower UNK 20HP Cooling Tower Circulation Pump (Pump 5)/Bell & Gossett/5BD9.125SSF

Cooling Tower PH017419A

20HP Cooling Tower Circulation Pump (Pump 6)/Bell & Gossett/5BD9.125SSF

Cooling Tower PH017419B

Supply Fan/Greenheck/30AFDW41-3-I AHU 1 98G22725 Supply Fan Motor/Marathon/20HP/ULV256TTDX16033AA M

AHU 1 A20164825

Return Fan/Greenheck/30AFDW41-3-I AHU 1 98G22723 Return Fan Motor/Nidec AS70/10HP AHU 1 Z08862855-0001M-

Supply Fan VFD/ABB ACH 580-01-027A-4 AHU 1 2210401780 Return Fan VFD/ABB ACH550-UH-015A-4 AHU 1 2054401568 Supply Fan/Greenheck/36AFDW-41-3-I AHU 2 98G22735 Supply Fan Motor/Nidec/FB90/20 HP AHU 2 Z088622855-0001M

Return Fan/Greenheck/30 AFDW-41-3-I AHU 2 98G22724 Return Fan Motor/Lincoln Motors/9VD

CCD04B15T61L/15HP

AHU 2 LM24190BB

Supply Fan VFD/ABB ACH550-VRC-031A-4 AHU 2 216190088 Return Fan VFD/ABB ACH501-015-4-00P2 AHU 2 266457 Supply Fan/Loren Cook/270 CAD AHU 3 0226166-00 Supply Fan Motor/Marathon Electric

UVB254TTFR5026AAL/15HP

AHU 3 H127

Return Fan/Loren Cook 245 CAD AHU 3 0226116-00 Return Fan Motor/Emerson CG22/5HP AHU 3 422701-002 Supply Fan VFD/ABB ACH501-015-4-00P2 AHU 3 266456 Return Fan VFD/ABB ACH550-UH-012A-4 AHU 3 213601052 Supply Fan/Loren Cook/300 CAD AHU 4 0226166-00 Supply Fan Motor/Marathon

UVL256TTDX16033AA/20HP

AHU 4 A20164826

Return Fan/Loren Cook 270-CAD AHU 4 226166-00 Return Fan Motor/Marathon RVC213TTDW16075AA AHU 4 U430AP Supply Fan VFD/ABB ACH580-VRC-027A-4 AHU 4 2203905155 Return Fan VFD/ABB ACH550-VRC-012A-4 AHU 4 2154104389 Filter/ Size Location Qty Outside Air Filter 24x24x2 AHU 1 27 Bag Filter 24x24x22 AHU 1 12 Outside Air Filter 24x24x2 AHU 2 30 Bag Filter 24x24x22 AHU 2 15 Outside Air Filter 24x24x2 AHU 3 24 Bag Filter 24x24x22 AHU 3 12 Outside Air Filter 24x24x2 AHU 4 27 Bag Filter 24x24x22 AHU 4 12 Total Outside Air

Filters

Total Bag Filters 51

4.0 Government Furnished

The Following shall be furnished by the government for this contract:

4.1 Building Access. The Government shall provide the contractor with building access to all areas required to complete the work under this contract. Access will be provided by issuance of Visitor Badges and door keys. The Contractor shall sign for and be responsible for all badges and keys while working on site. Lost badges and keys must be reported to the COR before the end of the business day in which the badges and keys were assigned. Badges and keys shall be returned to the Front Desk Receptionist or COR at the completion of the service or at the end of each day.

5.0 Deliverables / Schedule

5.1 The contractor is required to provide written reports upon the conclusion of any required reviews, PM’s, inspections, site visits or certifications as annotated in the contract. It may be based on Monthly, Quarterly, Bi-Annual, and Annual cycle requirements within the current contracted year, and contract duration. The original (scanned copy) and digital copies are required and will be sent to the COR and Contracting Officer. The progress report shall cover all work completed during the specified period and shall present the work to be accomplished during the subsequent period. This report should also identify any problems that arose and a statement explaining how the problem was resolved. This report should also identify any problems that have arisen but have not been completely resolved and provide an explanation.

Key Deliverables -

Item No. Deliverable / Item Title

Description Frequency Delivery Format Due By

1 Reports/Logs/Insp ection Sheets

Any documenting forms to capture reports in relation to completed tasks, progress reports, and issues identified during any yearly contractual cycle reviews. For example (but not limited to), PM reports, cycled maintenance.

Section Number: 3.1.1, 3.1.2, 3.1.3, 3.2.1,3.2.2,3.2.3,3.3.1,3.3.2,3.3 .3,3.4.1,3.4.2,3.4.3,3.5.2,3.6.1, 3.6.2.

Throughout the contract cycle and mentioned herein of the contract.

Scan copy of original and updated digitally, or any digital forms will be sent via email to COR, Contracting Specialist

Submit by the 5th business day upon completion of any task as mentioned herein or requested by the COR. If an extension is required. It will need to be requested and approved prior to the 5th business day (Not afterwards).

2 Invoices & Receipt of Property, Inventory Sheets, etc…

Any invoice for services, materials purchased related to preventative maintenance, unscheduled maintenance, expendable items, plus any inventory sheets.

Monthly invoicing for basic contract services in IPP. Others as needed.

Scan copy of original and updated digitally, or any digital forms will be sent via email to COR, Contracting Specialist

Submit by the 5th business day upon completion of any task as mentioned herein or requested by the COR. If an extension is required. It will need to be requested and approved prior to the 5th business day (Not afterwards).