A04_-_Statement_of_Work_-_HVAC_Preventive_Maintenance.pdf

STATEMENT OF WORK

Bear River Migratory Bird Refuge Preventive Maintenance – HVAC Systems (Base + Four Option Years)

PR Number: 44044897 NAICS: 238220 – Plumbing, Heating, and Air-Conditioning Contractors

1. GENERAL

1.1 Description

This requirement is for preventive maintenance (PM) services for HVAC systems at the Bear River Migratory Bird Refuge, 2155 W Forest Street, Brigham City, UT 84302. The Government requires routine maintenance of heating, ventilation, and air conditioning systems supporting refuge administrative and operational facilities.

1.2 Site Visits:

Interested quoters may request a site visit of the Bear River Migratory Bird Refuge to assess the HVAC systems by contacting:

1. Carl Millegan (Wildlife Refuge Manager) at carl_millegan@fws.gov, (m) 303 720 3701,

(w) 435-734-6436

2. Michael Dunphy (Deputy Project Leader) at Michael_Dunphy@fws.gov, (m) 435-720- 3766, (w) 435-734-6455

1.2 Purpose / End Application

The purpose of this contract is to ensure HVAC systems remain safe, reliable, and operationally efficient in support of refuge staff, visitors, and facility operations. Preventive maintenance is required to sustain system performance, reduce unplanned failures, and maintain appropriate environmental conditions within Government facilities.

1.3 Contractor Qualifications

The Contractor shall have demonstrated experience performing commercial HVAC preventive maintenance on systems of similar size and complexity. All personnel performing work under this contract shall hold applicable certifications and qualifications, including all applicable state and local HVAC licensing requirements. All HVAC technicians must possess current EPA certification appropriate to the work performed. Given that the refuge operates a Reliable Controls automation platform, the Contractor shall have access to personnel trained and experienced in the Reliable Controls platform, including demonstrated capability using Reliable

Controls Studio 3 software for system diagnostics, configuration, and maintenance activities required under this contract.

1.4 Other

All work shall comply with applicable federal, state, and local laws and regulations, including OSHA safety standards and EPA refrigerant requirements. Manufacturer specifications and industry best practices shall govern all work performed. This is a firm-fixed-price contract with a base year and four (4) option years, exercisable at the Government’s discretion.

2. PLACE OF PERFORMANCE AND PERIOD OF PERFORMANCE

2.1 Place of Performance

Bear River Migratory Bird Refuge 2155 W Forest Street Brigham City, UT 84302

All work shall be performed on-site unless otherwise approved by the Government.

2.2 Period of Performance

• Base Year: July 1, 2026 - June 30, 2027

• Option Year 1: 12 months

• Option Year 2: 12 months

• Option Year 3: 12 months

• Option Year 4: 12 months

Total potential period of performance: five (5) years.

Seasonal HVAC start-up activities shall be scheduled in coordination with the Government.

2.3 Normal Duty Hours

Monday through Friday, 8:00 a.m. – 4:30 p.m.

2.4 Non-Duty Hours

Non-duty hours include evenings, weekends, and Federal holidays:

New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Emergency access outside normal duty hours is not included unless separately authorized by the Contracting Officer.

3. SCOPE OF WORK

The Contractor shall provide all labor, supervision, tools, equipment, and materials necessary to perform preventive maintenance services on Government-furnished HVAC systems.

Preventive maintenance services shall include the following:

3.1 Quarterly Preventive Maintenance

The Contractor shall perform quarterly maintenance on all HVAC equipment, including:

• (1 ea.) Air-Cooled Chiller

• (2 ea.) Weil-McLain Boilers

• (1 ea.) Make-Up Air Unit

• (4 ea.) Air Handling Units

• (6 ea.) Exhaust Fans

• (3 ea.) Supply Fans

• (2 ea.) Supply Fans with Heat

• (7 ea.) Fan-Powered VAV Boxes

• (5 ea.) Hydronic Unit Heaters

3.2 Seasonal Services

• One (1) heating system start-up annually

• One (1) cooling system start-up annually

3.3 Standard Maintenance Activities

During each visit, the Contractor shall, at a minimum:

• Replace all disposable air filters

• Replace rooftop unit belts once annually

• Power wash condenser coils once annually

• Lubricate all applicable moving parts

• Inspect valves and mechanical components

• Inspect, test, clean, adjust, and service HVAC systems to ensure proper operation

• Identify and document system deficiencies

• Perform maintenance in accordance with manufacturer specifications and industry standards

• Maintain system operability and reduce risk of unplanned equipment failures

3.4 Exclusions

Preventive maintenance services under this contract are limited to inspection, testing, cleaning, adjustment, lubrication, and scheduled replacement of consumable items specifically identified herein. Corrective repairs, emergency response, replacement parts (other than filters and belts), refrigerant, and unscheduled repair labor are excluded.

4. DELIVERABLES AND DELIVERY SCHEDULE

4.1 Deliverables

The Contractor shall provide:

• Quarterly Preventive Maintenance Services (up to four per year)

• Annual Heating System Start-Up Report

• Annual Cooling System Start-Up Report

• Service Report for each site visit

Each service report shall include:

• Date and duration of service

• Equipment serviced

• Maintenance performed

• Parts replaced (filters, belts, etc.)

• Equipment condition assessment

• Identified deficiencies

• Recommended corrective actions (if applicable)

• Photographic documentation (when applicable)

All replacement parts shall be manufacturer-recommended or equivalent in size, type, and performance.

4.2 Documentation Requirements

All deliverables shall be submitted electronically in PDF format to the designated Government representative. Reports shall be complete, legible, and suitable for Government records retention.

5. DATA MANAGEMENT PLAN (DMP)

A Data Management Plan is not applicable to this requirement, as no scientific data collection, research datasets, or ongoing data series are generated under this contract.

6. GOVERNMENT-FURNISHED EQUIPMENT (GFE) / GOVERNMENT-FURNISHED

INFORMATION (GFI)

6.1 GFI Provided

The Government will provide:

• Equipment location information

• Facility access procedures

• Points of contact for coordination

6.2 Limitations

Government-furnished information is provided for planning purposes only and does not relieve the Contractor of responsibility for verifying field conditions.

No Government-furnished equipment is provided.

7. EVALUATION AND ACCEPTANCE

Performance will be evaluated based on completion of required preventive maintenance tasks, adherence to schedule, and submission of acceptable service reports.

Government acceptance is contingent upon:

• Completion of all required PM tasks for each visit

• Submission of complete and accurate documentation

• Absence of unresolved safety violations or workmanship deficiencies

8. QUALITY CONTROL / QUALITY ASSURANCE

The Contractor shall maintain a quality control system sufficient to ensure all services meet contract requirements. The Government reserves the right to reject any work that does not meet contract requirements or manufacturer specifications.

9. TECHNICAL COORDINATOR(S)

Primary Point of Contact:

Jason Martinez Refuge Maintenance Bear River Migratory Bird Refuge 2155 W Forest Street Brigham City, UT 84302 Email: jason_martinez@fws.gov Phone: 435-452-2132

Secondary Point of Contact(s) Carl Millegan Wildlife Refuge Manager carl_millegan@fws.gov

(m) 303 720 3701

(w) 435-734-6436

Michael Dunphy Deputy Project Leader Michael_Dunphy@fws.gov

(m) 435-720-3766

(w) 435-734-6455 mailto:carl_millegan@fws.gov mailto:Michael_Dunphy@fws.gov