A04_-_HVAC_System_Replacement_-_SOW.pdf

Statement of Work (SOW) Replacement of Existing HVAC System at

Deep Fork National Wildlife Refuge’s Maintenance Facility

November 5, 2024

General: This is a non-personnel services contract to remove and replace the existing HVAC system for the maintenance facility at Deep Fork National Wildlife Refuge, Oklahoma (DFNWR).

Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to remove and replace the existing HVAC system with a new and updated system having proper installation and a manufacturer’s warranty at DFNWR Maintenance Facility.

Site Visit: A site visit is highly encouraged. To schedule a site visit contact Gary Titsworth; 918-475-3669;

gary_titsworth@fws.gov

Place of Performance: The work to be performed under this contract will be performed at:

Deep Fork National Wildlife Refuge

21680 HWY 75

Okmulgee, OK 74447

Period of Performance: The period of performance shall be 2 months.

Type of Contract: Fixed Firm Price

Background:

Deep Fork National Wildlife Refuge Maintenance facility was built in 2008 and at time of construction a 2-ton AC unit was installed. Since then, the HVAC unit is not working properly and upgrading to a 3 Ton unit was suggested. Maintenance facility has 3 full-time employees that utilize the facility on a regular basis. Certain times of the year the office/kitchen area may have up to 15 plus people using the facility.

Over the years the unit has become less efficient with irregular maintenance and repairs. During the summer months the unit struggles to maintain a constant temperature of 75 degrees regardless of how many people are in the office space. Maintenance employees work out in the weather all the time and need a comfortable break area to cool off in the summer and/or warm up in the winter months. Electric bill is higher due to the unit having to work harder to maintain comfortable room temperature. By upgrading to a larger unit, it will operate more efficiently therefore it will reduce the overall electric bill cost.

This contract supports removal and replacement of the existing HVAC system with a new and updated system having proper installation and a manufacturer’s warranty.

Objectives:

• Remove and replace existing HVAC system with a new 3-ton 16 SEER AC unit with electric heat system having proper installation and a manufacturer’s warranty.

General Scope:

• Remove and provide replacement of the existing HVAC system servicing DFNWR’s maintenance facility. This includes the outdoor condensers, air handlers, all associated refrigerant piping, and wall controllers.

• Clean up and dispose of all removal, demolition, and installation waste off DFNWR property in legally mailto:gary_titsworth@fws.gov approved recycling site or disposal site that complies with DEQ statues for HVAC disposal.

• Provide complete one-way transportation of the new equipment and personnel to the project site.

• Complete all work in accordance with industry standards and those specified by the manufacturer of the new equipment.

• Perform operational check-out of new HVAC system and submit a copy of the written test results to the site POC before requesting final inspection.

• Provide food and transportation for its employees. Drinking water and sanitary services will be made available at the project site.

• There are known electric, telephone, and water utilities existing in or near the construction area. If applicable, these will be marked via coordination with the Oklahoma 811 system prior to any digging or grubbing.

• Offerors are encouraged to visit the project site prior to submitting proposals to ascertain site conditions affecting the work and the HVAC items that will be replaced or disconnected and reconnected (contact POC for available times; see below).

Specific Tasks:

The Contractor will remove and provide replacement of the existing HVAC system servicing DFNWR’s maintenance facility at DFNWR. A new 3-ton 16 SEER Condenser and horizontal or vertical air handler with electric heat.

Replace HVAC system:

• Lockout and tag out electrical service to all HVAC system equipment.

• Evacuate, disconnect, remove, and legally dispose of all existing HVAC components not to be reused, off DFNWR property and at a legally approved recycling site or disposal site that complies with DEQ state statues for HVAC disposal.

• In accordance with the federal RCRA reporting requirements, submit a written record to the site POC detailing the types of materials and quantities of each type that are recycled.

• Install and connect new replacement HVAC equipment in same locations of existing equipment. New equipment shall supply greater requirements of the existing equipment as specified in the mechanical plans attached to this SOW. Installation shall incorporate all manufacture’s installation instructions and standards of the HVAC industry. The equipment list includes:

o Contractor will install new 3-ton 16 SEER condenser and air handler with electric strips.

o Connect all electrical for new equipment and install/replace surge protector.

o Suction and liquid cooler lines will be soldered, and leak checked.

o Pull a vacuum and charge unit to factory recommended specs.

o Install new return air grille and ductwork. Properly seal new and existing duct connections and check for air leaks.

• Installation of outdoor condensers:

o Contractor shall evaluate existing outdoor condenser location and make appropriate modifications to comply with code requirements and manufacture’s installation instructions.

o Ensure all maintenance accessibility clearances are maintained including the NEC 110.26 accessibility requirements.

o Installation modifications shall ensure storm water/snow from roof line DOES NOT drain in or on to condenser.

o Ensure installation is on a suitable pad.

• Pressure tests all HVAC components and refrigerant lines per manufacturer’s recommendations and industry standards. Make detailed notes of the pressure amounts and times held for the project closeout report.

• Reconnect air ducts to new air handler equipment in accordance with the manufacturer’s installation instructions. Contractor shall modify existing metal air ducts as required to connect to the new air handling equipment. Duct sealant and vibration dampening techniques shall be used per manufacturer's recommended specifications and industry standards.

• All equipment and associated air ducts and refrigerant piping shall be properly supported for its full weight per manufacturer's recommended specifications and industry standards.

• Install new air filters (minimum MERV 10 rating)

• Construct new condensate drain systems, including P-traps and condensate float switches, as necessary to remove condensation from all installed equipment in accordance with manufacturer's recommended specifications and industry standards. Condensate will be discharged from building per the existing configuration. Ensure drain line properly drains air handler condensate.

Project closeout:

• Restore electrical service and perform startup testing and commissioning according to the equipment manufacturer’s instructions. This shall include evacuating and purging refrigerant lines and coils, charging the system with refrigerant, adjusting air flow rates, checking all operational equipment safeties, and verifying the operations of the cooling mode, heating mode, defrost system, and wall controller functionality. Also ensure drain lines properly drain air handler condensate and that equipment shuts down properly if condensate does not drain.

• Provide a written report showing all items checked and certifying all heat pump operational modes are operating in accordance with the manufacture’s specification for make and model of provided equipment.

General project execution:

• Project meetings:

o A pre-work meeting will be scheduled for a mutually agreeable date and time between the COR and Contractor.

o Progress meetings will be held onsite as determined by the site POC.

• Inspections:

o Inspection of items of work by the Government will not relieve the Contractor of the requirement to meet project specifications.

o For final inspection, notify the COR or site POC before the completion date so the Government can schedule the final inspection. The contractor’s superintendent shall be present during the final inspection.

• Delivery, storage, and handling:

o Delivery: protect products incorporated into the work from damage while in transit to the site o Products must be delivered in original unopened containers with manufacturer’s name, brand designation, and contents legibly indicated. The containers o Storage: no on-site storage of materials or equipment is allowed without approval of the site POC o Handling: load and unload products protecting them from damage. Any damage incurred will be at the sole responsibility and expense of the Contractor.

• Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:00AM and 3:30PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Recognized Federal holidays are:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

• Site conditions:

o Work areas shall be roped off to alert unauthorized personnel of work in progress. Protect all existing property not indicated for removal, shall be protected. All damage by the Contractor’s activities shall be repaired by the Contractor at no additional cost to the Government.

o Potable water and electric power for construction is available. Contractor shall make any arrangements necessary for its use of water and power

• Identification of Contractor Employees: The Contractor’s employees shall wear clothing or badges that readily identify them as employees of the Contractor.

• Government Furnished Items and Services:

o Services:

▪ The Government will provide inspection of completion of the deliverables in accordance with the SOW.

▪ The Government will provide drinking water for the Contractor’s employees.

o Facilities: The Government will provide access to the work site and sanitary facilities during the work hours stated in this SOW.

o Utilities: The Government will provide water and electricity necessary for completion of the deliverables during the work hours stated in this SOW.

Products:

• Product basis: where specifications call out a specific product or manufacturer, it is understood.

that an equal or better product or manufacturer is acceptable, as approved in the submittals.

• All new installed equipment shall be capable of meeting or exceeding all specifications of the existing system.

• New installed equipment shall be operated by a wall controller in accordance with manufacturers recommendations. Existing wall controller will be replaced if it does not meet manufacturers requirements.

Submittals:

• Product Data and Shop Drawings: submit to COR with a copy to CO per FWS Submittal form which will be provided at time of award for review and approval before ordering or installing equipment.

Unapproved equipment may not be accepted or payment.

• Do not commence work which requires review of any submittals until receipt of returned submittals with an acceptable action marking. Do not allow submittals without an acceptable action marking to be used for the project. The contractor shall be responsible for distributing the government’s reviews and approvals to his suppliers and subcontractors.

• There will be no approval of submittals prior to award. Submittals will be evaluated based on the requirements of the specifications and drawings, during the submittal process after contract award.

• Product basis: where specifications call out a specific product or manufacturer, it is understood that an equal or better product or manufacturer is acceptable, as approved in the submittals.

Warranty:

• Contractor shall provide a full one-year warranty on all work and materials (labor, parts, accessories, and materials) from the date of startup testing and commissioning.

• Contractor shall provide a minimum of 5-year parts warranty on all HVAC equipment.

Contracting Officer Representative (COR):

The (COR) will be identified in this SOW and by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

• Assure that the Contractor performs the technical requirements of the contract.

• Perform inspections necessary in connection with contract performance.

• Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

• issue written interpretations of technical requirements, including Government drawings, designs, specifications.

• Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies.

• Coordinate availability of government furnished property and provide site entry of contractor personnel.

The COR is not authorized to change any of the terms and conditions of the resulting order.

END.