Appendix B-SOW_RFQ 6-B187-Q-00445-00.pdf

RFQ No: 6-B187-Q-00445-00

APPENDIX B - Statement of Work

HVAC System Repairs & Services (SGP Site)

September 14, 2026

1.0 Background

The Department of Energy’s (DOE) Atmospheric Radiation Measurement user facility (ARM), is a key component of the DOE’s research strategy, designed to improve the understanding and representation, in earth system models, of clouds and aerosols as well as their interactions and coupling with the Earth’s surface. ARM deploys fixed and mobile observatories to gather data important to the community for addressing science questions of interest. Southern Great Plains (SGP) is a fixed facility located in Oklahoma.

ARM is a distributed program across several DOE Laboratories. Argonne National Laboratory supports ARM in providing instrument operations, including contracts to vendors for unique capabilities. Argonne supports ARM’s mission through its operations management of instruments at the SGP user facility, along with other activities.

2.0 Objective

The objective of this Time-and-Materials Purchasing Agreement is to provide the SGP campus with on-call HVAC repair, maintenance, and emergency response services. The Contractor shall furnish all required qualified labor, supervision, materials, tools, equipment, replacement parts, and technical support necessary to inspect, troubleshoot, service, maintain, repair, and restore HVAC systems and associated components on an as-needed basis. Services shall include routine and urgent work, including after-hours, weekend, and holiday emergency response, to help ensure HVAC systems remain safe, reliable, and operational in support of facility operations, occupant comfort, equipment protection, and mission continuity.

3.0 Scope

The Contractor shall provide all necessary qualified labor, supervision, materials, tools, equipment, replacement parts, transportation, and technical support to perform on-call Heating, Ventilation, and Air Conditioning (HVAC) maintenance, troubleshooting, diagnostic, repair, and related support services at the SGP campus on an as-needed basis.

The scope of work includes routine, corrective, and emergency HVAC services required to maintain or restore HVAC systems and associated components to safe, reliable, and functional operating condition. Services may include, but are not limited to:

- Inspection and assessment of HVAC equipment and system conditions

- Troubleshooting and diagnosis of equipment malfunctions or performance deficiencies

- Preventive maintenance and minor adjustment services, when requested

- Repair or replacement of failed, worn, or damaged components

- Testing, calibration, and operational verification following maintenance or repair

- Identification of deficiencies and recommendation of corrective actions

- Emergency response for urgent HVAC failures affecting facility operations, occupant comfort, safety, or equipment protection

The Contractor shall respond to all HVAC service calls within 24 hours of notification by the site. Response is defined as the on-site arrival of a qualified technician at the designated work location within the required response period. For emergency conditions, the Contractor shall provide expedited response in accordance with the terms of the agreement or as directed by the Laboratory.

All work performed under this agreement shall be accomplished by properly qualified, certified, experienced personnel with demonstrated expertise in the maintenance and repair of commercial HVAC systems. The Contractor shall ensure that personnel comply with all applicable site safety, access, environmental, and work control requirements while performing services at the SGP campus.

4.0 Tasks

Following the initial site visit and assessment, the Contractor shall provide a written quote or proposal within two (2) business days, unless otherwise approved in writing by the Laboratory. The quote or proposal shall include, at a minimum:

- A detailed description of the problem(s) identified

- The proposed corrective action(s)

- An itemized estimate of labor and material costs consistent with the contract terms

- The estimated time required to complete the work

No repair work beyond diagnostic or assessment activities shall proceed without Laboratory authorization, except where immediate action is necessary to protect personnel, property, critical equipment, or facility operations, and such action is permitted under the agreement.

Upon completion of authorized work, the Contractor shall provide Site Operations with a written service report that includes:

- Work order number

- Description of services performed

- Number and title of laborers or technicians assigned

- Date and duration of the work performed

- Any parts or materials used

- Operational status of the equipment upon completion

- Identification of any remaining deficiencies or recommended follow-on actions

5.0 Performance of Work

A. Work Order Process o Respond to service requests issued via "specific call records" by the ANL

Technical Representative (Coordinator), Authorized Personnel or Procurement Representative.

o Service technicians must check in with an Argonne Technical Coordinator each time they enter or leave the site.

o After completing diagnostics, the service technician will halt work to present a detailed cost estimate, as mentioned in the “Tasks” section above.

o The Argonne Technical Representative will review and approve the estimate before proceeding with work.

B. Site Requirements o All site visitors representing vender must be US citizens with acceptable forms of identification (Real ID, Passport).

o All Contractor personnel must obtain a temporary visitor badge at the

Information Center prior to entering the site.

C. Safety Requirements o Contractor’s Service Technicians must review and sign the Argonne ANL-

209H High Risk Job Safety Analysis (JSA) before commencing work.

o Contractor’s Service Technicians must complete the Argonne Contractor

Safety Orientation (CSO), valid for one year.

o NFPA 70E Training:

• Current & within the last three years

• Full day NFPA 70E Training must have been completed originally, but refresher type training is acceptable to maintain the 3-year requirement.

• Contractor must provide their own arc flash PPE. All PPE will be subject to ANL inspection before use.

o Lockout/tagout will be initiated by Argonne maintenance personnel. The contractor will then apply their lock and tag over Argonne's.

• Current and within last three years.

o Building Specific Training (example nuclear facility required training, GERT, and be willing to apply for ANL issued dosimeter if required to access nuclear facility).

o OSHA 10 Training for listed ESH Rep & at least one on-site technician.

o All tools, materials, and equipment, used in the performance of work, will be inspected by an Argonne Project Specialist or Technical Representative prior to use.

o Broken tools and equipment will be declared non-conforming and removed from the Argonne site. This includes all vehicles, trailered equipment, all tools and equipment, and safety devices.

6.0 Security

The Site Safety Officer, and Site Operations Manager have the authority to cease operations of any contractor activity that is in violation of Federal, State or Local safety regulations or in violation of the mentioned items delineated in the Job Safety Requirements. Any person can stop work that is immediately dangerous to life and health (Imminent Danger). John Schatz, ARM SGP Site Operations Manager, or Rod Soper, Site Safety Officer at (331) 318-3354 should be immediately informed of work stoppages.

Safety of personnel at the SGP Site is a critical part of ARM. Accordingly, the contractor shall review the Job Safety Analysis (JSA) document that defines specific safety requirements for the Contractor performing work at the SGP Site. These requirements may not be totally inclusive of all safety situations. Therefore, the Contractor is responsible for observing the applicable rules and regulations of 29 CFR 1926 (OSHA Construction Standards), 29 CFR 1910 (OSHA General Industry Standards), and the U.S.

Department of Energy and Argonne National Laboratory, Environmental Safety and Health Policies as defined in the JSA. All questions regarding safety related issues should be referred to SGP Site Safety Officer Rod Soper, at (331) 318-3354.

After the award of the contract but prior to commencement of work, the Job Safety Analysis form is to be completed and submitted to the SGP Site Safety Officer.

7.0 Pricing

Pricing shall be based on the attached pricing schedule unless otherwise negotiated in writing.

Any charges not included in the pricing schedule must be approved in writing by ANL before they are incurred.

Any negotiated discount shall be specified in the resulting contract or order.

8.0 Invoicing

Invoicing shall be submitted per service and in accordance with pricing confirmed on the Appendix C-Price Schedule.

Invoice must first be sent to the Argonne technical representative, as known as the Argonne Authorized Personnel, who initiated the service for approval. After approval email invoice to ap@anl.gov.

Invoices shall include, at a minimum:

- Purchase Order Number

- Date(s) of Service

- Description of Service Performed

- Labor Categories & Equipment Used

- Number of Units Billed (hours, days, or weeks, as applicable)

- Materials & Supplies

- Total Charges mailto:ap@anl.gov

No charges outside the approved scope, service request, or pricing shall be invoiced without prior written authorization from ANL.

9.0 Place of Performance

All work under this SOW shall be performed at the SGP main site in Billings, Oklahoma.

The site is in a rural location, and weather or road conditions may affect site access and the timely completion of work. Normal site work hours are 8:00 a.m. to 4:30 p.m. Central Time. The specific work location will be identified with each service call.

10.0 Period of Performance

ONE (1) Base Year Contract, starting November 1, 2026, with TWO (2) Option Years, expiring on October 31, 2029.