A04_SOW__Rapids_Lake_HVAC_Preventive_Maintenance.pdf

Statement of Work

Preventive HVAC Services for

Rapids Lake Visitor Center Minnesota Valley National Wildlife Refuge

January 2024- December 2024 with up to three option years to follow

TABLE OF CONTENTS

1. GENERAL INFORMATION

2. DESCRIPTION OF SERVICES

3. SERVICE DELIVERY SUMMARY…

4. OTHER CONDITIONS

5. GOVERNMENT FURNISHED PROPERTY

6. OTHER REQUIREMENTS

1. General Information The purpose of this contract is to provide preventive HVAC services at the Rapids Lake Education and Visitor Center/MN Valley National Wildlife Refuge/MN Headquarters located at 15865 Rapids Lake Road, Carver, MN 55315. Quoting vendors shall be an established, licensed business specializing in professional HVAC of commercial and government facilities.

1.1. Statement of Work (SOW) Organization The sections of the SOW are as follows:

General Information contains foundational information; Description of Services provides a narrative of services to be accomplished; Service Delivery Summary (SDS) identifies the performance measurements; Other Conditions, Government Furnished Property, and Other Requirements defines the Government and service provider requirements.

1.2. SOW Implementation The service provider shall be responsible for the hiring, training, and supervision of personnel. Other than those provided by the Government, the service provider/personnel will also be responsible for equipment, tools, materials, vehicles, transportation, and other items necessary to provide HVAC preventive services to the aforementioned facility. The service provider is encouraged to use innovative processes and continuous quality improvement in the performance of the SOW.

1.3 There must be an approved schedule submitted prior to work beginning The basic contract period should begin as of January 1, 2024 and run through December 31, 2024. The service provider shall work with Refuge personnel to establish a reasonable schedule. Three option years shall follow resulting in a final delivery date of September 30, 2027. Annual execution of option years is contingent upon satisfactory standing and available funding.

1.4 Work Hours and Special Conditions Normal office hours are 8:00 am to 5:00 pm, Central Standard Time, Monday through Friday, except Federal Holidays. All preventive HVAC services shall be performed during normal office hours unless otherwise scheduled/approved..

USFWS personnel shall include a verified copy of the attached SOW addendum with all receiving reports.

1.5 Federal Holidays The following Federal Holidays are observed by Rapids lake Education and Visitor Center/MN Valley National Wildlife Refuge:

New Year’s Day, January 1st or the Friday preceding or Monday following Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May

Independence Day, July 4th or the Friday preceding or Monday following Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th or the Friday preceding or Monday following Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th or the Friday preceding or Monday following

1.6 Character of Work The work shall be executed in the best and most effective manner by qualified, careful and efficient personnel skilled in the trade, and in strict accordance with the contract documents and standards of the industry.

1.7. Key Personnel The service provider shall not employ persons for work on this contract if such employee is considered by the contracting officer or Refuge management to be a potential threat to the health, safety, general well-being or operational mission of the Refuge and its population. The service provider shall exercise due diligence in assuring that only trustworthy and reliable persons are allowed to enter the building and that each such person shall have had the Refuge's rules and regulations reviewed with them regarding the security of Refuge property.

The service provider shall furnish in writing to the Contracting Officer (CO) the names and phone numbers of all management and supervisory personnel no later than the start of contract performance. The CO shall be notified immediately whenever changes are made to these key personnel.

1.8. Employment of Government Employees The service provider shall not employ any person who is an employee of the United States (US) Government if the employment of that person would create a conflict of interest, or the appearance of a conflict of interest. Furthermore, the service provider shall not employ any person who is an employee of the Department of the Interior unless such person seeks and receives proper approval. The service provider is prohibited from employing off-duty Government Quality Assurance Personnel (QAP) who are managing any contracts or subcontracts awarded to the service provider.

1.9. Building/Facility Access Control The service provider shall establish and implement methods of making sure all keys/badges to allow access provided by the Government to the service provider are not lost or misplaced and are not used by unauthorized persons. Keys/badges issued to the service provider by the Government shall not be duplicated. The Contract manager shall ensure that all keys/badges are returned upon termination of employment or at contract end.

The service provider shall include procedures for immediate reporting to Refuge Management and the CO any occurrences of lost, unauthorized uses, or unauthorized duplication of keys.

In addition, the service provider shall take all reasonable precautions to guard the secrecy of the Refuge records and information. Access shall be limited to records and information of the Refuge to authorized employees or agents of the service provider only. The service provider shall inform all such authorized personnel of the confidential nature of records and information of the Refuge and of the applicable laws regarding security of communication.

1.10 Corrective Action(s) In the event keys/badges are lost or duplicated, the service provider may be required, upon written direction of the CO to re-key or replace the affected lock(s) or badges. Coordination for any combination changes shall be made through the facility manager.

The Government may, at its option, replace the affected lock(s), badges, or perform re-keying and deduct the cost of such from the monthly payment due to the service provider.

1.11 Environmental, Health, and Safety Training The service provider shall provide their personnel with environmental, health, and safety training to ensure compliance with all federal, state, and local laws or regulations. The service provider is responsible for ensuring that cleaning materials are used properly and according to instruction.

1.12 Compliance with Laws and Directives The service provider shall have and maintain current licenses, bonds, and insurance as required by Minnesota State Law. The service provider shall ensure HVAC services are performed in accordance with commonly accepted commercial practices. In addition, the service provider shall comply with all applicable federal, state, and local laws and regulations including, but not limited to, Occupational Safety and Health Administration (OSHA) and National Fire Protection Association (NFPA). Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the service provider.

1.13 Quality Control Quality control will be a combined effort of the service provider and the Government based on service provider performance, metrics, and customer complaints.

2. DESCRIPTION OF SERVICES

2.1 Work to be accomplished The service provider will perform a full range of HVAC preventive duties. The work to be performed under this contract and in accordance with these contract documents shall consist of furnishing all necessary labor, materials, and performance of all work shown and described in the contract documents, all of which are made a part thereof.

All work will be accomplished according to work hours and special conditions described in 1.4 above.

Only the service provider and employees are authorized in the building. The service provider shall turn off all designated lights, and close/lock all designated doors.

Location The facility is located at 15865 Rapids Lake Road, Carver, MN 55315. The facility consists of one administration building.

The building is approximately 10,000 square feet, consists of two levels.

2.2 Frequency of Work The service provider will perform a full range of preventive HVAC duties.

Quarterly PM Inspections including two (2) Major Inspections in the spring and fall for seasonal startups and changeovers, and two (2) Operational Inspections in the summer and winter as applicable

Filter Changes as detailed on the Filter Schedule, service provider to provide the disposable filters. Most filters will be changed quarterly, the filters on the cabinet unit heaters will be changed in the fall and winter;

Please note that the service provider will verify filter quantities and sizes during the first maintenance visit;

Annual Belt Replacement on listed belt-driven equipment, service provider to provide the belts (replacement of any belts on the ERV enthalpy wheels is excluded, but can be done on a T&M basis);

Annual Condenser Coil Cleaning on listed condensers;

Seasonal startup of Boiler and annual Boiler tune-up. Includes combustion analysis and submission of paperwork to the utility company for any eligible rebates related to tune-ups.

Weekly Boiler Checks as required by the State of Minnesota during the heating season (typically October through April), includes display of Class C Operator's License and logged documentation of checks;

Seasonal inspection of ice tank - includes confirming ice has thawed in the spring, checking level and pressure and calibrate to zero - in the fall confirm the system is off;

Seasonal startup and maintenance on listed unit heaters; Annual test and calibration of CO and NO2 detectors;

Quarterly monitoring and maintenance of existing building automation software.

Oversight includes checking temperatures, set points, alarms, troubleshooting and making adjustments.

Block of 50 hours of labor to use as needed for emergencies, service calls, repairs and part replacements.

Please see attached Maintenance Task Matrix for more details.

3. OTHER CONDITIONS

Only the service provider and employees are authorized onsite. Equipment such as radios, fax machines, typewriters, televisions, computers etc. shall not be used by the Service provider or his employees. Use of government telephones will be restricted to official business concerning this contract. All persons employed in the work, while on the premises, shall comply with all building regulations.

4. GOVERNMENT FURNISHED PROPERTY

No government property will be furnished.

The service provider and personnel are responsible for safeguarding all government property provided for use. The service provider shall report the occurrence of any lost or stolen Government property immediately to the designated Government contact person.

5. OTHER REQUIREMENTS

Bidders are highly encouraged to schedule a site visit (walk-through) of the facility by contacting the point of contact listed below:

Eric Mruz Deputy Refuge Manager 612 590-8073 eric_mruz@fws.gov

Quoting service providers shall provide per month pricing for a base period and three option years.

Equipment Schedule

LOCATIONRATINGSERIAL#MODELMANUFACTUREREQUIPMENTQTY

Heat Recovery Units 1 HRU 001 Innovent E-5000-1/SP/WH-16

00-VS-1-F

Verify Mech Rm206210

Heat Pumps

1 HP 001 FHP

Manufacturing GT030-4VTC 2.5 Tons Mech RmNK124369

1 HP 002 FHP

Manufacturing

GT054-4VTC 4.5 Tons Mech RmNK124391

1 HP 003 FHP

Manufacturing

GT030-4VTC 2.5 Tons Mech RmNK124370

1 HP 004 FHP

Manufacturing

GT048-4VTC 4 Tons Mech RmNK124370

1 HP 005 FHP

Manufacturing

GT024-4VTC 2 Tons Mech RmNK124351

1 HP 006 FHP

Manufacturing

GT024-4VTC 2 Tons Mech RmNK124350

1 HP 007 FHP

Manufacturing

GT024-4VTC 2 Tons Mech RmNK124352

1 HP 008 FHP

Manufacturing

GT048-4VTC 4 Tons Mech RmNK124373

Boilers 1 Boiler 001 Slant/Fin GG-175 HEDP 175k BTU Boiler RmVerify

Pumps 1 Pump 001 Bell & Gossett Verify 7.5 HP Mech RmVerify

1 VFD 001 ABB ACH550-UH-012A-4 7.5 HP Mech Rm2064302261

1 Pump 002 Bell & Gossett Verify 7.5 HP Mech RmVerify

1 VFD 002 ABB ACH550-UH-912A-4 7.5 HP Mech Rm2064302260

Cartridge Tank Filtration

Systems 1 Cart Tank 001 Enpress CT840 Verify Mech Rm2302230

1 Cart Tank 002 Enpress CT840 Verify Mech Rm2305080

Heaters 1 Baseboard Htrs Verify Verify Verify Vestibules / OfficesVerify

Air Filter Service

CONTRACTOR WILL FURNISH AND INSTALL AIR FILTER MATERIAL(S) AS LISTED BELOW:

TYPESIZECHANGES/YR.QTYUNIT

Heat Recovery Units

Pleated Disposable20x24x2 MERV 1042HRU 001

Pleated Disposable20x24x4 MERV 1012

Heat Pumps

Pleated Disposable24x24x4 MERV 1011HP 001

Pleated Disposable30x24x4 MERV 1011HP 002

Pleated Disposable24x24x4 MERV 1011HP 003

Pleated Disposable30x24x4 MERV 1011HP 004

Pleated Disposable20x20x4 MERV 1011HP 005

Pleated Disposable20x20x4 MERV 1011HP 006

Pleated Disposable20x20x4 MERV 1011HP 007

Pleated Disposable30x24x4 MERV 1011HP 008

Cartridge Tank Filtration

Sys Sediment FilterVerify Size11Cart Tank 001

Carbon FilterVerify Size11Cart Tank 001

PM Program

SERVICE PROVIDER WILL PROVIDE THE FOLLOWING PROFESSIONAL MAINTENANCE SERVICES FOR THE BUILDING ENVIRONMENTAL MECHANICAL SYSTEM(S) COMPRISED OF THE EQUIPMENT LISTED ON

SCHEDULE 1 (INVENTORY OF EQUIPMENT):

TEST AND INSPECT: On-Site labor, travel labor and travel and living expenses required to visually INSPECT and TEST equipment to determine its operating condition and efficiency. Typical activities include:

• TESTING for excessive vibration; motor winding resistance; refrigerant charge; fan RPM;

refrigerant oil (acid); water condition; flue gas analysis; safety controls, combustion and draft;

crankcase heaters, control system(s), etc.

• INSPECTING for worn, failed or doubtful parts; mountings, drive couplings; oil level; rotation;

soot;

flame composition and shape; pilot and igniter; steam, water, oil and/or refrigerant leaks, etc.

PREVENTIVE MAINTENANCE: On-Site labor, travel labor and travel and living expenses required to clean, align, calibrate, tighten, adjust, lubricate and paint equipment. These activities are intended to extend equipment life and assure proper operating condition and efficiency. Typical activities include:

• CLEANING coil surfaces; fan impellers and blades; electrical contacts; burner orifices; passages and nozzles; pilot and igniter; cooling tower baffles, basin, sump and float; chiller, condenser and boiler tubes, etc.

• ALIGNING belt drives; drive couplings; coil fins, etc.

• CALIBRATING safety controls; temperature and pressure controls, etc.

• TIGHTENING electrical connections; mounting bolts; pipe clamps; refrigerant piping fittings;

damper sections, etc.

• ADJUSTING belt tension; refrigerant charge; super heat; fan RPM; water chemical feed and feed rate; burner fuel/air ratios; gas pressure; set point of controls and limits; compressor cylinder unloaders; damper close-off; sump floats, etc.

• LUBRICATING motors; fan and damper bearings; valve stems; damper linkages; fan vane linkages, etc.

• PAINTING, for corrosion control, as directed by our scheduling system and on an as-needed basis.

Equipment Quantity Winter Spring Summer Fall Heat Recovery Unit 1 O, F - Operational check, Visual and audible inspection, change filters

M, F - Operational check, inspect motor and bearings, tighten electrical connections, inspect belt and alignment, lubricate fans and bearings, check enthalpy wheel (if applicable), change filters

O, F, B - Operational check, Visual and audible inspection, change filters, replace belts

M, F - Operational check, inspect motor and bearings, tighten electrical connections, inspect belt and alignment, lubricate fans and bearings, check enthalpy wheel (if applicable), change filters

Heat Pumps 8 O - Operational check, visual and audible inspection

M - Operational check, lubricate motor and bearings, tighten electrical connections, test amp draw, incpect coil, clear drain pan and blow out condensate line as applicable, check valves

O - Operational check, visual and audible inspection

M -Operational check, lubricate motor and bearings, tighten electrical connections, test amp draw, incpect coil, check heat exchanger, check valves

Boiler Systems 1 O - Operational check, Visual and audible inspection

O, S - Operational check, Visual and audible Inspection, Seasonal Shutdown

O - Assist with state inspection as applicable

S, M, T - Seasonal Startup, conduct combustion analysis, clean burner if necessary and inspect for corrosion, check for leaks, inspect heat exchanger, check controls, submission of paperwork for eligible rebate

Pumps 2 O - Operational check, Visual

Inspection

M - Visual inspection of alignment, lubricate motor and bearings (if applicable), tighten electrical connections

O - Operational check, Visual

Inspection

M - Visual inspection of alignment, lubricate motor and bearings (if applicable), tighten electrical connections

Variable Frequency Drives 2 N/A M - Clean Heatsink and check temperature, Inspect cooling fans, Inspect capacitors, Check control panel

N/A N/A

Cartridge Tank Filtration Systems 2 O - Visual inspection, Check Pressure O, F - Visual inspection, Check

Pressure, change filters

O - Visual inspection, Check Pressure O - Visual inspection, Check Pressure

Hydronic Cabinet Unit Heaters 11 O - Operational check, visual inspection

N/A N/A O - Operational check, visual inspection

S = Seasonal Startup/Shutdown, M = Major Inspection, O = Operational Inspection, C = Condenser Coil Cleaning, B = Belt Replacement, F = Filter Change, T = Boiler Tune-up, BC = Weekly Boiler Checks, W = Water Chiller Maintenance, N/A = Not Applicable

Maintenance Task Matrix for US Fish and Wildlife Service - Carver