A04_Statement_of_Work_(SOW)_FY2026_VIIS_AC_Service_(9-3-2026).pdf

Statement of Work (SOW)

Virgin Islands National Park Quarterly Heating, Ventilation and Air Conditioning (HVAC) Services

1. Purpose

The purpose of this contract is to provide quarterly preventative maintenance and servicing of HVAC systems located throughout the Virgin Islands National Park to ensure efficient operation, energy performance, and reliability of climate control across park facilities. This contract shall also include provisions for service calls, repair/tech support, as needed.

2. Locations and Equipment Inventory

The contractor shall field verify the make, model, and condition of all HVAC units listed prior to commencement of services. Any discrepancies between listed units and on-site equipment must be reported to the Facility Manager prior to start of work.

The following HVAC units are included under this contract (subject to field verification):

Location QTY Manufacturer & Model No.

Lind Point Duplex Housing * 30 Daikin RXS12LVJU

Lyne House Apt 1 4 Daikin RXS12LVJU

Lyne House Apt 2 1 Trane 4TYK4518A1POCAA

Cinnamon Bay House 4 Mitsubishi Electric MUZ-FH09NA

Resource Management and Science Facility 2 Daikin RZQ24TAVJUA

Resource Management and Science Facility 8 Daikin RZQ18TAVJUA

Resource Management and Science Facility 2 Vertiv PFD037ACYL1

Resource Management and Science Facility 1 Green Heck RVE-40-30-30H-7.51

Lind Point New Employee Housing** 13 Daikin RK09AXVJU

Callahan House 3 Daikin RXS12LVJU

Mandahl House 2 Mitsubishi Electric MUY-GL15NA

Monteque House 4 Daikin RXS12LVJU

Cruz Bay Visitor Center 2 Mitsubishi Electric TRUYA0121KA70NA

Cruz Bay Visitor Center 1 Mitsubishi Electric PUHY-EP192TNU.A.BS

Cruz Bay Visitor Center 3 Mitsubishi Electric TPKA0A0121LA10A

Cruz Bay Visitor Center 1 Mitsubishi Electric TPVFYP018AM141A

Cruz Bay Visitor Center 2 Mitsubishi Electric TLGHF0600RVX02A

Maintenance Facility 11 Mitsubishi Electric MSY-GE18NA-8

Location QTY Manufacturer & Model No.

Maintenance Facility 2 Mitsubishi Electric MSY-GE-12NA-8 Trunk Bay Fee Booth 1 Mitsubishi Electric MSY-GL-15NA

Air Quality Monitoring Station 1 Mitsubishi Electric MSY-GL09NA

* Lind Point Housing is 10 housing units (units A and B each at address numbers 125, 126, 127, 128, and 129) with AC units in bedroom 1, bedroom 2, and the living room of each housing unit ** Lind Point New Employee Housing contains one (1) 3 bedroom house, one (1) two bedroom house, and a quadplex that has two 2-bedroom units and two studio apartments. Each bedroom in the New Housing has an AC unit.

3. Contract Tasks

Quarterly Cleanings The contractor shall furnish all labor, tools, equipment, transportation, materials, supervision, and incidentals required to inspect, clean, maintain, service, and repair the HVAC units listed below. Service is required quarterly (4 times annually).

The contractor shall complete the following for each unit on a quarterly basis:

• Clean coils (evaporator and condenser)

• Check refrigerant levels and pressures Inspect and tighten electrical connections

• Inspect and clean condensate drains and pans

• Inspect insulation on refrigerant lines

• Check thermostat calibration and settings

• Clean or replace air filters (filters provided by contractor unless otherwise noted in this contract)

• Inspect motors, belts, and fans for wear and damage

• Verify operation of cooling cycles

• Report any deficiencies or recommended repairs

• If repairs are recommended during quarterly service, the contractor shall provide an estimate (including labor, equipment, and materials) for approval prior to proceeding with the work.

Unscheduled Repairs The contractor shall complete the following on an emergency basis for the above listed units as the need arises:

• The contractor shall respond to emergency repair requests within 48 hours of notification, unless otherwise agreed upon with the COR.

• The contractor shall first evaluate the equipment and determine the cause of the failure.

• All proposed repairs must be detailed in writing and approved by the COR prior to proceeding with the work. The contractor will provide a quote per occurrence.

4. Deliverables

• Within ten (10) workdays of contract award, provide a proposed annual service schedule, to be reviewed and approved by the COR.

• A completed service report after each visit detailing: work completed, units serviced, parts replaced, deficiencies noted, and recommendations.

• Immediate notification of any critical failures or safety-related concerns.

• A summary repair log submitted quarterly with a cumulative list of all repairs performed under this contract both routinely and unscheduled emergency repairs.

This report shall be submitted with the invoice for quarterly service. Quarterly service invoices will not be approved without this report.

5. Government Furnished Equipment

1. Equipment

• None

2. Materials

• None

3. Other:

• Water

• Electricity

6. Schedule

The quarterly service shall occur during the following periods unless otherwise coordinated and approved by the COR:

• Q1: October – December

• Q2: January – March

• Q3: April – June

• Q4: July – September

Quarterly service shall be as close as possible to three months apart, and no less than ten weeks and no greater than fourteen weeks apart. Exact dates must be coordinated with the COR with at least one week advanced notice. Any deviations from scheduled service must be approved in advance.

7. Special Conditions/Requirements

1. Work must be performed within normal business hours of 7:30AM – 4:00PM, Monday through Friday. No work will be performed on weekends or holidays, except for unexpected emergency responses or as approved by the COR.

2. The project shall be completed while Park Buildings and residential units remain operational. Scheduling of work shall be in close cooperation with the Facility Manager and Park staff. The building tenants shall have no unplanned functional disruptions resulting from the Contractor’s planning and execution of the work and requirements.

3. Work sites shall be limited to the smallest feasible area needed to conduct work.

Ground disturbances and site management shall be carefully controlled to prevent undue damage to vegetation, soils, and archeological resources and to minimize air, water, soil, and noise pollution.

4. Confine storage of work materials and equipment to immediate vicinity of work site, unless directed otherwise by the COR. All staging areas shall be returned to pre-work conditions once work is complete. Standards for this, and methods for determining when the standards are met, shall be developed in consultation with the COR. If used, all temporary water, sewer, sanitary facilities, electric and other utilities, and utility connections shall be completely removed upon project completion.

8. Compliance and Safety

• The contractor must comply with all OSHA, EPA, and local environmental and safety regulations. All refrigerants must be handled and disposed of according to federal regulations.

• Contractor staff must check in with Park Maintenance prior to beginning work and comply with all NPS safety, security, and visitor interaction protocols.

9. Payment & Invoicing

• Before submittal into IPP, contractor shall submit an invoice to the COR for review and approval. Failure to submit and receive COR approval can result in delayed payment.

• Contractor shall submit any reports (service reports, repair logs, or any other documentation as requested by the COR) along with the invoice for COR review and approval. Failure to submit required documentation can result in delayed or denied payment until documents are received.