Atch_1_SOW.pdf

Service Contract Requirements V. 2021-10-18 Page | 1

INDIANA DUNES NATIONAL PARK

PORTER, INDIANA

HVAC MAINTENANCE

SCOPE OF SERVCIES

NATIONAL PARK SERVICE

August 20, 2026

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TABLE OF CONTENTS

Service General Requirements

ITEM 1 – LOCATION AND DESCRIPTION OF WORK

ITEM 2 – OBJECTIVES

ITEM 3 – EXECUTION

ITEM 4 – CONTRACTOR FURNISHED EQUIPMENT

ITEM 5 – PROJECT CLOSEOUT

APPENDIX A – Paul H. Douglas Environmental and Learning Center Equipment As-built Drawings Controllers: BCT 17-080 As-Built Sequence of Operation

APPENDIX B – Good Fellow Lodge Current HVAC Equipment Inventory Basement Floor Plan Mechanical Basement Plan Controllers

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SERVICE GENERAL REQUIREMENTS

ITEM 1 – LOCATION AND DESCRIPTION OF WORK

1.1 Scope of Services: The purpose of this contract is to provide preventative maintenance, inspection, testing, Building Automation System (BAS) controls services, troubleshooting, and diagnostic services for

HVAC systems for the facilities within this scope.

1.2 Work Covered by the Contract Documents:

A. Project Locations:

1. Paul H. Douglas Environmental and Education Center

100 North Lake Street

Gary, IN 46403

2. Good Fellow Lodge

700 Howe Road

Porter, IN 46304

B. Work consists of:

1. Bi-Annual Cooling/Heating preventative maintenance services to include belt and filter replacement, greasing motors and bearings, clear condensate drains, clean coils, check couplings, gaskets, and fixtures.

2. Inspect all HVAC systems during bi-annual preventative maintenance services.

3. Fill with necessary fluids, refrigerants, and oils during bi-annual preventative maintenance services.

4. Perform additional preventative maintenance according to manufacturer’s specifications if not specifically called out.

5. Replacement and installation of filters, belts, motors, bearings, connections, valves, ancillary piping, drainage systems and devices, as well as cleaning of coils and system components within multiple park locations.

6. BAS controls verification and calibration

7. Troubleshooting and diagnostic services.

C. The Contractor shall perform the preventive maintenance tasks expressly required by this SOW and in accordance with the manufacturer's applicable O&M instructions for each piece of equipment identified in Appendices A and B. Where an applicable manufacturer O&M manual is unavailable, the Contractor shall perform the expressly required preventive maintenance work in accordance with recognized commercial HVAC industry practices and applicable codes and standards.

1.3 Applicable Codes and Standards

A. All work shall comply with applicable and currently adopted editions of the following, as appropriate to the equipment and work being performed:

1. International Mechanical Code (IMC).

2. International Energy Conservation Code (IECC).

3. National Electrical Code (NFPA 70).

4. NFPA 90A – Standard for the Installation of Air-Conditioning and Ventilating Systems.

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5. NFPA 90B – Standard for the Installation of Warm Air Heating and Air-Conditioning Systems.

6. ASHRAE Standard 62.1 – Ventilation and Acceptable Indoor Air Quality.

7. ASHRAE Standard 55 – Thermal Environmental Conditions for Human Occupancy.

8. ASHRAE Guideline 36 – High-Performance Sequences of Operation for HVAC Systems, where applicable.

9. OSHA requirements under 29 CFR 1910.

10. Manufacturer operations and maintenance (O&M) manuals applicable to the installed equipment.

11. Applicable NPS Director’s Orders and Reference Manuals.

12. Applicable Federal, State of Indiana, and local codes and regulations.

ITEM 2 - OBJECTIVES

2.1 The objectives of this requirement are to:

A. Maintain reliable HVAC operation.

B. Extend equipment service life.

C. Improve energy efficiency.

D. Minimize unscheduled outages.

E. Maintain occupant comfort and indoor environmental quality.

F. Ensure systems are maintained in accordance with applicable codes, manufacturer requirements, and National Park Service requirements.

2.2 The Contractor shall supply and furnish all supervision, travel, tools, test equipment, software, programming devices, interfaces, licenses, routine consumables, incidental materials, and other resources necessary to perform the scheduled preventive maintenance, inspection, testing, BAS verification/calibration, and troubleshooting/diagnostic services expressly required by this Statement of

Work (SOW) for the equipment identified in Appendices A and B.

A. Corrective repairs and replacement parts discovered or determined necessary during preventive maintenance, inspection, testing, and BAS services shall be documented and reported to the

Government in the following manner:

1. Do not proceed with the corrective repair or furnish/install the replacement part;

2. Take reasonable measures within the existing authorized work to place the equipment in a safe condition;

3. Document the deficiency;

4. Notify the Government;

5. Provide a written estimate when requested or when required by this SOW.

2.3 HVAC systems and automated controls shall be calibrated to maintain temperature levels balancing occupant comfort, safety, and energy efficiency.

2.4 Tasks

A. Preventative Maintenance (PM):

1. Service to be performed consists of inspection, testing, adjustment, and periodic preventative maintenance tasks appropriate to the specified systems.

2. Systems shall be maintained in GOOD condition and maintained to achieve fuel efficiency respective to the environmental control standards for which they are

Page | 5 supporting. Routine maintenance shall be in accordance with the manufacturer’s recommended frequency or best practices of the industry (ASME) for basic maintenance on the system.

3. Refrigerant required as a result of a system leak, equipment failure, corrective repair, or refrigerant recharge is not included in the scheduled PM price unless specifically identified in the pricing schedule. Refrigerant shall not be added to a system known or suspected to be leaking except in accordance with applicable EPA requirements and authorized contract work.

4. At the beginning of each cooling (April +/- 30 days) and heating season (October +/- 30 days), the contractor should ensure that the system is transitioned from heat to cooling and from cooling to heating. All the input and export functions are calibrated (e.g.

differential pressure switches) and are in full operation. The Trained and Certified Technicians shall only accomplish repairs and maintenance. Refer to equipment Operation and Maintenance Manuals for preventative maintenance and warranty details.

B. Seasonal Operational Verification:

1. During each scheduled seasonal preventive maintenance visit, the Contractor shall verify proper transition to the applicable heating or cooling mode, including system startup/shutdown operation, applicable setpoints, controls, safety, and associated BAS functions.

2. Deficiencies requiring corrective repair or replacement parts shall be documented and reported to the Government and shall not be repaired unless the work is otherwise included or separately authorized in accordance with the contract.

C. Maintenance Parts, Routine Consumables, and Incidental Materials:

1. Preventative Maintenance Base Bid shall include the cost of all labor, equipment and materials needed to perform this service.

2. All replacement parts, pipes, filters, belts, bearings, motors, valves, gaskets, and other materials used in the performance of this contract shall be new and of the type, quality, grade, and be composed of characteristics appropriate for the respective manufacturer.

3. The flame sensor shall be replaced once per year for each boiler.

D. Automated & Programmable Logic Controls:

1. At bi-annual preventative maintenance visits the contractor shall provide trained and competent software support & maintenance for building / energy management systems to analyze, identify and rectify system control points which are anomalous and affiliated components, equipment and sensors.

2. Alarm conditions shall be reviewed, causes repaired, monitored or adjusted utilizing protocols established in this contract. The station memory buffer cleared to prevent system backup / scheduling issues.

3. The (Station Server) shall be backed up and the government will receive a current relative and functional backup copy of the automation included related logic, alarms, and set points for buildings utilizing Automated Logic Control Systems.

4. Operator override tests shall be cleared and returned to automated operation to prevent malfunction or damage.

2.5 Quality Assurance

A. Technician requirements: Lead technician will hold appropriate Illinois Certification for all work performed on HVAC, air conditioning, Freon recovery systems, the universal EPA license, and refrigeration license.

B. Contractor must demonstrate familiarity, and experience with Energy Management Systems of comparable technical sophistication and complexity to: Facility Explorer “Tridium”, Johnson Controls, Distech controls, NET4, Niagara Network.

C. The contractors assigned technician will hold appropriate Certification or Indiana Board of Licensures issued and current licenses for work performed on HVAC mechanical systems.

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D. Deficiencies or damage resulting from Contractor workmanship shall be corrected by the Contractor at no additional cost to the Government. Such correction shall not be treated as separately compensable corrective repair work.

E. Confined Spaces: Technician will hold appropriate OSHA Certification and comply with all OSHA standards for entering any confined space or areas marked confined space that the technician may have to gain access to in relationship to all work outlined within this contract.

F. A discrepancy between equipment installed and the equipment inventory in Appendix A or B shall be reported to the Government. Identification of a discrepancy does not automatically add equipment or work to the contract.

2.6 Submittals

A. General Submittal Procedures: All submittals shall be transmitted via electronic email using

National Park Service form CM-16 form. The form will be provided by the Contracting Officer.

B. Unless otherwise directed, required submittals shall be provided electronically and shall include, as applicable:

1. Contractor points of contact and emergency contact information.

2. Technician licenses and certifications, including EPA Section 608 certifications when applicable.

3. Proposed preventive maintenance schedule.

4. Electronic service reports following each maintenance or service visit.

5. Written estimates for corrective repairs and replacement parts that are outside the expressly included contract work and require Contracting Officer authorization.

6. Warranty documentation for replacement parts.

7. Documentation of authorized BAS programming or configuration changes.

8. Documentation of discrepancies between installed equipment and the equipment identified in Appendices A and B.

9. Photo Documentation: Contractor must provide existing condition, progress and completion photos. All photos shall be in focus, show maximum range of depth of field general photo and then close up detail photo as needed. Shall be in JPEG digital form and submitted electronically by email within 7 days from time of taken or as approved by

COR.

C. A corrective repair estimate or technical recommendation submitted under this section is informational until the Contracting Officer authorizes the work through the applicable contractual mechanism. Submission, review, or technical acceptance of an estimate does not authorize the Contractor to proceed with separately compensable work.

ITEM 3 – EXECUTION

3.1 Preventative Maintenance, inspection and Test Results:

A. The results of all Preventative Maintenance, inspections, testing must be documented in writing within five business days for each building and electronic copies submitted to the COR. The

Contractor shall keep records in a computerized format so that a database of information can be kept on each annual, semiannual quarterly testing and inspection. The database shall be provided to the Government once per season or as requested by the Government.

3.2 The Contractor shall provide to the Government a copy of the company’s Safety Plan.

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A. The Contractor shall provide to the Government a copy of the company’s Safety Plan if it has been revised anytime during the contract period.

3.3 No more than one major HVAC unit at a facility may be taken offline at one time without prior

Government approval. Equipment shall be returned to normal operating condition before the

Contractor leaves the site unless otherwise authorized by the Government or unless the Contractor identifies a condition that cannot be corrected within the work then authorized.

3.4 On-site work hours: Work shall be generally performed during normal business working hours of

7:00 a.m. to 4:30 p.m., Monday through Friday, except when otherwise indicated.

A. Work on Saturdays, Sundays, Federal holidays, early morning, or at night may not be performed without prior consent from the CO and COR. Submit requests for work outside of the stated normal business hours to the CO and COR for approval at least 48 hours in advance of the work.

B. The following Federal holidays are observed by the National Park Service:

New Year Day

Martin Luther King, Jr’s Birthday

Washington’s Birthday

Memorial Day

Juneteenth National Independence Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

C. Note: Any of the above holidays falling on a Saturday will be observed on the preceding Friday;

holidays falling on Sunday will be observed on the following Monday. The specific day that each holiday is recognized for each year can be found at the following site: Federal Holidays

(opm.gov).

3.5 Contractor Use of Site:

A. General: Contractor shall have limited use of the site. Limit use of premises to area of service to conduct work reasonably necessary for performance, including mechanical rooms, boiler rooms, air-handling equipment areas, rooftops, BAS control panels, and other areas containing covered

HVAC equipment. Do not disturb sites beyond areas in which the Work is indicated.

B. Driveways and Entrances: Keep driveways, access roads, and entrances serving premises clear and available to Government, Government's employees, and emergency vehicles at all times. Do not use these areas for parking or storage of materials. Schedule deliveries to minimize use of driveways and entrances.

C. Utilities

1. General: Cost or use charges for temporary facilities shall be included in the Contract

Sum as required.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2022 https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2022

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2. Water Service: Water from existing water system is available for use without metering and without payment of use charges. Provide connections and extensions of services as required for operations without any additional permit costs. Use resources wisely and minimize waste of water.

3. Electric Power Service: Electric power from existing system is available for use without metering and without payment of use charges. Provide connections and extensions of services as required for operations without any additional permit costs. Power may or may not meet your power tool requirements, provide generators if questionable. Use power in a resourceful manner and avoid excess power waste.

D. Security

1. The Contractor shall give the COR twenty-four-hour notice for non-emergencies prior to starting any work. The Contractor shall report to NPS Administrative offices daily at the start and completion of their workday and the office will record the time the Contractor stopped work for the day.

2. While in collections storage and sensitive areas within the Park the Contractor will be always escorted by National Park Service employee.

3. Service technicians shall have credentials displayed and or wear a company uniform with company name visible.

4. Representatives of contractor’s office will be allowed to park vehicles in areas designated by park personnel.

5. Contractor personnel or equipment shall not come in contact with any museum displays, artifacts etc. at any time.

6. There shall be no use of any tobacco products or consumption of any foods or liquids in any areas unless designated by park personnel. If smoking area is requested, the technician shall ask for direction from the park personnel. The same applies to all foods and liquids.

7. No technician at anytime shall be permitted to drill, nail, screw, remove etc. any piece or pieces of historic fabric. The technician shall request from the COR clarification if the need arises.

E. Protection of Facilities:

1. Environmental Protection: Provide protection, operate temporary facilities, and conduct work in ways and by methods that comply with state and federal environmental regulations and that minimize possible air, waterway, and subsoil contamination or pollution or other undesirable effects.

2. Cleaning of Equipment: The Contractor shall ensure that prior to moving on to the Project Area, all service equipment, is free of soil, seeds, vegetative matter, or other debris that could contain or hold seeds. Disassembly of equipment components or specialized inspection tools are not required.

3. Restore damaged areas to original condition, repairing or replacing damaged trees and plants, at no additional expense to the Government.

4. The Contractor shall take appropriate precautions to prevent contamination or releases of refrigerants, fuels, oils, chemicals, and other regulated materials.

5. Spills or releases shall be reported immediately to the designated Government representative and managed in accordance with applicable environmental requirements.

F. Housekeeping: Work areas shall be maintained in a clean and orderly condition.

1. Contractor-generated waste, discarded parts, packaging, and other materials shall be removed from the site unless otherwise directed by the Government.

2. Dispose of waste materials and recycling legally outside the park. The contractor shall not use park dumpsters

3.7 Fire and Life Safety:

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A. Comply with the requirements of NFPA.

B. Store and handle hazardous materials in accordance with manufacturer’s and OSHA 29CFR1926 Subpart D requirements 1926 | Occupational Safety and Health Administration (osha.gov).

Maintain readily available, on site, MSDS/Safety Data Sheets (SDS) for each chemical.

1. Immediately report all spills of hazardous materials to the CO, COR and park.

2. Maintain a spill emergency response kit.

3. Train employees how to respond to a spill and use an emergency response kit.

ITEM 4 – CONTRACTOR FURNISHED EQUIPMENT

4.1 It is the Contractor’s responsibility to provide temporary services, equipment, tools, personal protective equipment (PPE), testing equipment, software, programming devices, interfaces, ladders, routine consumables, and incidental materials, and skilled labor as required for the chosen means and methods to perform the work in accomplishing this Contract.

A. Software, licenses, programming devices, interfaces, and proprietary service tools necessary to perform the required preventive maintenance, BAS verification/calibration, and troubleshooting/diagnostic services shall be compatible with the actual HVAC and BAS equipment identified in Appendices A and B and shall be included in the applicable contract price.

ITEM 5 - PROJECT CLOSEOUT

5.1 Following each service visit, the Contractor shall:

A. Remove Contractor tools, equipment, unused materials, and waste.

B. Restore work areas to a clean and orderly condition.

C. Return HVAC systems and controls to normal operation unless otherwise authorized by the

Government or unless a condition requiring separately authorized corrective repair prevents restoration.

D. Notify the Government representative of any equipment that cannot be returned to normal operation before leaving the facility.

E. Identify any recommended corrective repair or replacement part requiring further Government action.

5.2 Completion: The Contractor shall submit an electronic service report within five business days after each scheduled maintenance or service visit. At a minimum, each report shall identify:

A. Date of service.

B. Facility.

C. Equipment tag and equipment serviced.

D. Work performed.

E. Applicable measurements and test results.

F. Deficiencies identified.

G. Recommended corrective actions.

H. Parts replaced, identifying whether the part was included in scheduled PM, part of an identified priced repair, or separately authorized corrective work.

https://www.osha.gov/laws-regs/regulations/standardnumber/1926

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I. BAS/control changes made, if any.

J. Technician name.

K. Any discrepancy between the installed equipment and the equipment information contained in

Appendix A or B.

L. Any corrective repair or replacement part recommended but not performed because additional

Contracting Officer authorization is required.

M. Identification of a deficiency in a service report does not authorize the Contractor to perform separately compensable corrective work.

5.3 Warranties

A. The Contractor shall provide applicable manufacturer warranty documentation for replacement parts installed under the contract.

B. Warranty correction of Contractor-provided work or parts shall be performed in accordance with the applicable contract and warranty requirements and shall not be treated as a new corrective repair solely because Government authorization is required to coordinate access or scheduling.

END OF SECTION

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APPENDIX A

PAUL H. DOUGLAS ENVIRONMENTAL AND LEARNING CENTER

1. Equipment

2. As-built Drawings

3. Controllers: BCT 17-080 As-Built

4. Sequence of Operation

The Government technical office shall verify Appendix A against the installed equipment before solicitation to the extent practicable.

Equipment not identified as covered by this SOW shall not automatically become part of the contract merely because it is physically connected to, associated with, or controlled by covered equipment.

Material additions or deletions shall be handled in accordance with Section 1.1.E.

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APPENDIX B

GOOD FELLOW LODGE

1. Current HVAC Equipment Inventory

2. Basement Floor Plan

3. Mechanical Basement Plan

The Government technical office shall verify Appendix B against the installed equipment before solicitation to the extent practicable.

Equipment not identified as covered by this SOW shall not automatically become part of the contract merely because it is physically connected to, associated with, or controlled by covered equipment.

Material additions or deletions shall be handled in accordance with Section 1.1.E.