A04_-_Statement_of_Work_-_Heat_Exchanger_Replacement.pdf

STATEMENT OF WORK

Commercial Services (NAICS: 811310 - Commercial and Industrial Machinery and Equipment Repair and

Maintenance) Lochinvar FTX500N Boiler Heat Exchanger Replacement

1. General:

• 1.1 Project Description: The Contractor shall perform an on-site commercial equipment service to replace a failed, leaking heat exchanger on a Lochinvar FTX500N boiler.

o Who: U.S. Fish and Wildlife Service, Southwestern Native Aquatic Resources and Recovery Center, 7116 Hatchery Road, Dexter, New Mexico 88230.

o What: Commercial HVAC/Boiler Repair Services.

o Where: Southwestern Native Aquatic Resources and Recovery Center (Work Site).

• 1.2 Purpose/End Application: Preventative maintenance revealed that the existing boiler heat exchanger has developed multiple internal water leaks penetrating into the fire side of the vessel.

These significant internal leaks intermittently disrupt burner operations and threaten to extinguish the flame. The purpose of this project is to replace the failing vessel and its associated worn seals to restore safe restore safe and reliable boiler operation supporting facility climate control and water heating. Crucially, the water system supported by this boiler provides necessary thermal regulation for endangered fish species housed at the recovery center. Failure to replace the vessel before winter temperatures drop will directly jeopardize the survival of these protected aquatic resources.

• 1.3 Contractor Qualifications: The Contractor must possess commercial HVAC or specialized boiler maintenance experience matching the physical and mechanical requirements of Lochinvar commercial heating systems. The contractor must supply all specialized rigging equipment, including manual chain hoists, hand trucks, and metal cutting tools, to complete heavy component extractions safely.

2. Place of Performance and Period of Performance

• 2.1 Complete Address: Southwestern Native Aquatic Resources and Recovery Center, 7116 Hatchery Road, Dexter, New Mexico 88230. All work is to be performed directly on-site within the Fish Culture building boiler room.

• 2.2 Performance Window: CRITICAL SEASONAL CONSTRAINT. All on-site mechanical work, system testing, and final commissioning must be fully completed and operational no later than October 31, 2026, before seasonal cold weather begins because endangered fish populations housed at this facility rely entirely on this boiler system for survival during the winter months. The Contractor shall make every reasonable effort to complete the work no later than October 31, 2026. Any delays outside the Contractor's control shall be communicated immediately to the Technical Coordinator. The exact mobilization date shall be coordinated between the Contractor and the Technical Coordinator immediately upon contract award to guarantee compliance with this seasonal deadline.

• 2.3 Normal Duty Hours: All work is based on regular government working hours, Monday through Friday, 6:00 a.m. – 3:30 p.m., excluding official Government holidays. In the event of an operational emergency or system failure during the repair process, the Contractor shall provide emergency phone and email contact details to the Technical Coordinator.

• 2.4 Non-Duty Hours: Any work performed outside of normal duty hours must be pre-approved in writing by the Technical Coordinator.

3. Scope

• 3.1 Technical Requirements: The Contractor shall perform all necessary actions to securely replace the boiler core vessel. The contractor's operational responsibilities include:

o The Contractor shall shut down the boiler system, disable circulating water pumps, isolate the main water supply, and drain all fluid from the unit.

o The Contractor shall disassemble and remove the digital display assembly, the gas train, localized electrical controls, and the inducer motor to establish clear clearance to the inner vessel chamber.

o The Contractor shall mechanically cut the existing inlet and outlet water lines, as well as the exhaust piping (dependent on clearance), to allow physical removal of the failed heat exchanger.

o The Contractor shall extract all existing water sensors from the failing core before rigging, lifting, and pulling the vessel out of the cabinet.

o The Contractor shall rig and guide the new OEM heat exchanger into position, install a brand new burner refractory, replace all associated gaskets, and reassemble all components in reverse order.

o The Contractor shall replace the safety flow switch, replenish the condensate neutralizer rocks, reconnect all plumbing lines, test for fluid or gas leaks, and perform initial system startup to verify steady burner performance.

o The Contractor shall leave the boiler fully operational, with all controls functioning normally and all removed materials and debris disposed of or removed from the site.

o The Contractor shall manage the reverse logistics, package and ship the failed heat exchanger core to Lochinvar in accordance with the manufacturer's warranty return requirements for evaluation of a potential manufacturing defect.

4. Deliverables and/or Delivery Schedule:

• 4.1 Deliverable Line Items & Schedule: All hardware items must be delivered and installed as a unified turnkey service upon the scheduled mobilization date.

Item / Description Quantity Delivery Schedule

Lochinvar OEM Replacement Heat Exchanger

(FTX500N)

1 Each Complete within performance window

Lochinvar Heat Exchanger Gasket Replacement Kit

1 Each Complete within performance window

Lochinvar Burner Refractory Replacement

(FTX500N)

1 Each Complete within performance window

Flow Switch - Safety Switch Replacement 1 Each Complete within performance window

Neutralizer Rocks Refill for Condensate 1 Each Complete within performance window

Manufacturer Return Freight Handling (Failed Core Shipping)

1 Service Dispatched post-removal

• 4.2 Documentation: The Contractor shall provide standard commercial electronic service tickets, manufacturer warranty sheets, and proof-of-shipment tracking for the returned core to the Technical Coordinator upon project completion.

5. Data Management Plan (DMP)

• 5.1 Relevance: The Project Lead has evaluated this requirement against agency guidelines and determined a Data Management Plan to be NOT RELEVANT as this contract consists strictly of mechanical repair services and does not contain any scientific data collection field components.

6. Government-Furnished Equipment (GFE) / Government-Furnished Information (GFI)

• 6.1 Inventory: N/A. No government equipment or information will be issued to the contractor. The Contractor is strictly responsible for providing all specialized tools, hoists, safety equipment, transport gear, and logistics consumables required to execute the scope of work.

7. Evaluation and Acceptance

• 7.1 Criteria: Government acceptance is contingent upon the successful on-site mechanical installation of all replacement items, completely leak-free plumbing/gas interfaces, and a successful live test firing of the boiler demonstrating stable burner flame operations without automated safety trips.

8. Quality Control/Quality Assurance:

• 8.1 Standards: Workmanship and parts installation shall be maintained according to standard commercial HVAC codes, manufacturer OEM instructions, and Lochinvar-certified repair guidelines.

• 8.2 QA Assessment Matrix:

Government Requirement

QC Assessment Measure Acceptable Quality Level

Core Vessel Installation Visual check of mounting, seals, and gaskets.

Zero water or gas leaks at full operating pressure.

Refractory & Insulation Inspection of burner refractory seating.

Complete top plate coverage to prevent heat warping.

System Testing Live system startup monitoring.

Continuous, stable burner operation; no flame failure.

• 8.3 Manufacturer Warranty and Pass-Through Credit Evaluation: The existing boiler heat exchanger is covered by a 10-year manufacturer warranty (Lochinvar). Per manufacturer policy, the Contractor shall purchase the replacement OEM heat exchanger upfront and pay all associated factory evaluation freight shipping costs.

o Following successful installation, the Contractor shall securely package and ship the failed heat exchanger core back to Lochinvar for official evaluation. If Lochinvar determines the failure is due to a covered manufacturing defect, the manufacturer will issue a credit. The Contractor shall pass this warranty credit back to the Government in full upon receipt. Additional secondary replacement parts (gaskets, refractory) and on-site repair labor are explicitly excluded from the manufacturer's warranty coverage and remain the responsibility of the Government.

9. Technical Coordinator:

• 9.1 Primary Technical Coordinator:

o Name / Title: William Knight, Project Lead / Hatchery Manager o Address: USFWS Southwestern Native Aquatic Resources and Recovery Center, 7116 Hatchery Road, Dexter, NM 88230 o Phone: 575-323-2303 o Email: william_knight@fws.gov

• 9.2 Secondary Coordinator:

o Name / Title: Nate Franssen, Deputy Center Director o Address: USFWS Southwestern Native Aquatic Resources and Recovery Center, 7116 Hatchery Road, Dexter, NM 88230 o Phone: 575-323-2427 o Email: nathan_franssen@fws.gov