A04_-_Statment_of_Work.pdf
PDF 276 KB Posted
- Attached to
- WA-FWS RIDGEFIELD NWR-HVAC MAINTENANCE
- Solicitation number
- 140FS126Q0195
About this file
This is a Statement of Work for HVAC maintenance services at the Ridgefield National Wildlife Refuge in Ridgefield, Washington.
The contractor shall provide comprehensive HVAC maintenance for the Headquarters building and Community Nature Center from October 1, 2026, through September 30, 2027, with four optional years exercisable by the Government. The Headquarters building contains three Fan Coil Units, one VRF Heat Pump, one Ductless Split Heat Pump System, one Energy Recovery Ventilator, and six Electric Heaters. The Community Nature Center contains nine Fan Coil Units, one VRF Heat Pump, one Ductless Split Heat Pump System, and three Energy Recovery Ventilators. For years one and two, maintenance shall occur biannually (twice per year), then quarterly (four times per year) for subsequent years. Maintenance tasks include cleaning condensing and evaporator coils annually, inspecting and checking motors, blowers, condensing fans, airflow, thermostats, controls, compressors, electrical wiring, heat exchangers, and condensate piping; replacing belts annually where applicable; and installing new pleated air filters and cleaning washable filters at each visit. Work must be scheduled in advance during normal business hours (Monday–Friday, 8 a.m.–4 p.m.) and is not required on federal holidays. The contractor must provide all personnel, equipment, supplies, materials, tools, and supervision; maintain bonded employees only; develop and implement an annual schedule within five business days of contract award; and submit detailed reports following each visit documenting tasks performed, issues identified, parts replaced, photographs, and recommendations with urgency levels.
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Other files
| File | Type | Posted |
|---|---|---|
| B08_-_140FS126Q0195_Solicitation_Package.pdf | ||
| Sol_140FS126Q0195.pdf | ||
| B06_-_Bid_Schedule___Offer_Eval_Info.pdf |
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Text version
STATEMENT OF WORK
Ridgefield National Wildlife Refuge
Headquarters and Community Nature Center HVAC Maintenance
1. Background: This is a contract to provide HVAC Maintenance for the Headquarters (HQ) and Community Nature Center (CNC) buildings at the Ridgefield National Wildlife Refuge (RNWR).
The headquarters (HQ) building is utilized nearly daily by refuge staff and volunteers.
2. Location Information: The work to be performed under this contract will be at the RNWR Headquarters site, located at 28908 NW Main Avenue Ridgefield, WA 98642.
3. Period of Performance: These services are being sought for one year, 10/01/2026 – 09/30/2027, with four option years following to be exercised at the Government’s discretion.
Normal hours during which work may be completed are Monday through Friday, 8am to 4pm but work must be scheduled in advance with the Refuge Point of Contact. In the event of emergencies, Contractor shall provide contact information.
Contractor is not required to perform services on Federal holidays (New Year’s Day, Labor Day, Martin Luther King Jr.’s Birthday, Columbus Day, President’s Day, Veteran’s Day, Memorial Day, Thanksgiving Day, Juneteenth, Christmas Day, Independence Day).
4. Scope: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and any other items necessary to complete all services described herein. The contractor shall also complete all coordination and scheduling to assure completion of all services herein. Contractor and employees shall be bonded and a copy of the certificate filed with RNWR Office, listing all employees; only bonded employees are to work on Fish and Wildlife Service premises.
The work shall be performed in accordance with the Deliverables as described below. The contractor shall determine how much labor is needed to perform tasks, what methods will be used to complete the job and which supplies, material, and equipment are needed. All filters and parts utilized for completion of this work must meet manufacturer recommendations for the HVAC system.
5. Deliverables and Schedule:
Headquarters Building
- Building consists of Fan Coil Units (3), VRF Heat Pump (1), Ductless Split Heat Pump
System (1), Energy Recovery Ventilator (1), and Electric Heaters (6).
- Unless specified otherwise below, listed items shall be completed biannually each year
(2x/year) for years 1 and 2, then quarterly (4x/year) for following years.
o Clean condensing coils and evaporator coils once a year.
o Check and inspect operation of motors, blower, and condensing fans.
o Check and inspect airflow.
o Check and inspect operation of thermostats and controls.
o Check and inspect operation of compressors.
o Check and inspect electrical wiring.
o Check and inspect heat exchanger and ignitor systems if applicable.
o Check and inspect and clean condensate piping.
o Replace belts once a year where applicable.
o Install new pleated air filters and clean and wash the washable filters every visit.
Community Nature Center
- Building HVAC consists of Fan Coil Units (9), VRF Heat Pump (1), Ductless Split Heat Pump System (1), Energy Recovery Ventilators (3). .
- Unless specified otherwise below, listed items shall be completed biannually each year (2x/year) for years 1 and 2, then quarterly (4x/year) for following years.
o Clean condensing coils and evaporator coils once a year.
o Check and inspect operation of motors, blower, and condensing fans.
o Check and inspect airflow.
o Check and inspect operation of thermostats and controls.
o Check and inspect operation of compressors.
o Check and inspect electrical wiring.
o Check and inspect heat exchanger and ignitor systems if applicable.
o Check and inspect and clean condensate piping.
o Replace belts once a year where applicable.
o Install new pleated air filters and clean and wash the washable filters every visit.
- Documentation:
o Annual schedule for completion of contracted work submitted within five business days of the base award and period of performance start date of option years.
o Report following each visit that identifies a checklist of tasks performed, issues found, parts replaced, photos of any issues encountered and recommendations with urgency level.
6. Site Security: As needed, the Government will provide any keys required for completion of contracted work. The Contractor shall not duplicate any keys. The Contractor shall establish and implement methods of ensuring that these keys are not lost or misplaced and are not used by unauthorized persons. Keys shall be returned to the Refuge Point of Contact at the end of each service visit.
7. Safety: The Contractor shall put in place safety measures to reduce the risk of injuries during the performance of work. Should any accident or injuries arise either to a person or property, contractor shall notify the primary refuge point of contact immediately and cooperate fully in any investigation as necessary.
8. Government-Furnished Equipment (GFE) / Government-Furnished Information (GFI): The Government will provide any necessary site access codes, keys, or remotes for the duration of the contract.
9. Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which they assure themselves that their work complies with the requirement of the contract.
10. Post Award Orientation/Periodic Check-in Meetings: The Contractor agrees to attend any post award orientation meetings and Periodic check-in meetings as required by the Government to review the Contractor’s performance. At these meetings the Government personnel will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.
11. Identification of Contractor Employees: All contract personnel performing services, attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression for the public that they are Government personnel.
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