Atch 1_Statement of Work_HVAC Replacement.docx

Statement of Work For Forest Pest Methods Laboratory May 19, 2025

1.0 CONTRACT PROJECT:

1.1 Title: HVAC modernization and mechanicals replacement – Forest Pest Methods Laboratory, MA

1.2 Location: Forest Pest Methods Laboratory (FPML)

1.3 Project Description:

The objective of this project is to acquire and install a modern mechanicals system for four outdated/non-operational HVAC units. The units to be replaced are as listed:

· System One:

Supply and install one 3-ton air handler in the existing location of the attic. Supply and install one 3-ton condenser in existing location outside on the roof.

· System Two:

Supply and install one 2-ton air handler in the existing location of the attic. Supply and install one 2-ton condenser in existing location outside on roof.

· System Three:

Supply and install one 2-ton evaporator coil in the existing location of the attic. Supply and install one 2-ton condenser in existing location outside on roof.

· System Four:

Supply and install one 2 1/2-ton evaporator coil in existing location of attic. Supply and install one 2 1/2-ton condenser in existing location outside on roof.

The units will be used as environmental controls of lab spaces for invasive species. The laboratory facilities are used to conduct biological control and treatment research on the invasive pest. All penetrations to the walk-in container will need to be sealed ensuring containment. The contractor will be responsible for the replacement of low-pressure refrigerant lines and install new high pressure refrigerant lines. The contractor will evaluate the duct work and coordinate repairs/upgrades. The contractor will supply all labor, materials, equipment, and supervision for this installation.

1.4 Scope:

1.4.1 Mechanicals acquisition

- Contractor will make a 1:1 mechanical replacement that meets the laboratory’s requirements for all four units.

- Contractor will be responsible for site preparation for removal of existing mechanicals and the installation of the new mechanicals.

- Contractor will ensure that the mechanicals will meet current climate control requirements.

· Contractor will relocate new condensing units to roof (hoisting required) for units currently located in the attic.

· After the mechanical installation, the contractor will be responsible for an operational status report.

1.4.2 Electricity

· The walk-in has its own 208-230 1 phase electrical service installed and connected into current emergency generator circuit.

· The defective mechanicals already installed with current electrical supply, that will be replaced with a 1:1 swap with the new mechanical units.

· Contractor will electrically disconnect power supply prior to installation of mechanicals.

· The contractor will include electrical work needed to move condensing unit to roof.

· The contractor will provide a licensed electrician to complete all electrical work.

1.4.3 Refrigerant

· Contractor will have a licensed technician recover existing charge and recycle.

· Contractor will have a licensed technician run new high pressure refrigeration line sets.

· Contractor will have a licensed technician pressure test, evacuate, and charge the system to factory specs.

1.4.4 Associated duct work

· Contractor will upgrade all duct work to sheet metal removing all plywood material from the two air-handlers in the attic spaces.

1.4.5 Waste

· Contractor will ensure that refrigerant is recycled, IAW state and federal regulations.

· The contractor will ensure that mechanicals are disposed of IAW state and federal regulations.

2.0 PROJECT CONTACTS:

2.1 Contracting Officer (CO):

james.g.roloff@usda.gov Tel. No.: 612-590-7603

2.3 Contracting Officer’s Representative (COR), Facility Manager (FM):

3.0 REGULATORY REQUIREMENTS

3.1 The equipment (system control panels and devices specified), materials, installation, workmanship, and operation shall conform to the most stringent applicable requirements of the most recent editions of the following publications and this specification unless otherwise noted:

1. National Fire Protection Association (NFPA)

a. NFPA 70 - National Electrical Code

b. NFPA 72 - National Fire Alarm Code

c. NFPA 101 - Safety to Life from Fire in Buildings and Structures

d. NFPA 1 - Uniform Fire Code

e. NFPA 5000 – Building Construction and Safety Code

2. Underwriters Laboratories, Inc. (UL)

3. State and Local Building Codes as adopted by the Authority Having Jurisdiction (AHJ)

4. The Uniform Federal Accessibility Standards (UFAS)

5. Occupational Safety and Health Administration (OSHA)

6. Equipment Manufacturer Printed Instructions

7. National Electric Code (NEC)

8. Uniform Plumbing Code (UPC)

9. American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE)

3.2 COORDINATION

A. The contractor shall coordinate all work with the Contracting Officer's Representative.

B. The contractor shall submit an installation schedule for review and approval by the Contracting Officer's Representative within 14 days of award.

C. The contractor shall be solely responsible for coordinating work with all subcontractors and ensuring that all items of joint use in conjunction with installations are completed.

3.3 ACCESS TO SITE AND TRAFFIC RESTRICTIONS

A. Access to the site shall be arranged by the Contracting Officer's Representative according to the schedule submitted by the contractor and approved by the Contracting Officer’s Representative. The contractor shall coordinate and schedule his/her work under this contract to cause the least interference with the normal flow of visitor and employee traffic.

B. Available Work hours shall be Monday through Friday, 06:00 a.m. to 5:00 p.m., excluding Government holidays. Requests for exceptions to this schedule shall be made in writing forty-eight (48) hours in advance and approved by the Contracting Officer's Representative.

3.4 TIME FOR COMPLETION

All work on this project shall be completed within 120 calendar days from Notice to Proceed.

3.5 SPECIAL PROVISIONS

A. The contractor shall confine all operations to within the work limits of the project and exercise special care to maintain natural surroundings undamaged. Building surfaces that have been altered for the installation of system equipment shall be refinished to match original condition by skilled personnel of the trades involved at no additional expense to the Government.

B. Finished surfaces of existing facilities that are affected, marred, scratched, or damaged by the contractor shall be refinished to match original condition.

1. Patching material shall be of the same type, style, and thickness, and shall be finished to match existing adjacent surface construction in color and texture.

2. Patching material, paint color, paint material and paint application methods shall be approved in advance by the Contracting Officer’s Representative.

C. No building structural members shall be cut or altered without prior approval of the Contracting Officer's Representative.

D. Any damage resulting from contractor's operation shall be brought to the attention of the Contracting Officer's Representative immediately.

E. The contractor shall take all necessary and reasonable measures to keep the work site clean of trash and debris. Work areas shall be cleaned immediately as work in that area is completed, and before moving to a new work site. Place all trash and debris in OSHA approved containers, remove, and dispose of trash off site daily.

F. The contractor shall move all materials and equipment, including ladders and scaffolding from the site at the completion of each day's operation unless otherwise approved by the Contracting Officer's Representative.

G. The contractor shall provide proper safety equipment to workmen and ensure a safe environment for employees and the general public at all times. The contractor shall work to ensure free, unobstructed, and safe access to and about the work area.

4.0 WORK RESTRICTION

4.1 USE OF PREMISES

A. Limit use of premises to work in areas indicated. Do not disturb portions of site beyond areas in which the work is approved.

B. Keep driveways and entrances serving premises clear and available to the Government, employees, visitors and emergency vehicles at all times. Do not use these areas for parking or storage of materials.

C. Limited parking may be available on the site away from each facility.

D. All contractor staff shall pass an appropriate APHIS designated background investigation before performing any work.

1. The contractor shall provide a list of intended employees to the Contracting Officer’s Representative seven business days prior to needed access for vetting through Joint Base Cape Cod.

2. The contractor shall keep the list of employees up to date throughout the project in the event of employee separation and transfer.

5.0 MATERIALS & EQUIPMENT

5.1 DESCRIPTION

5.2 TRANSPORTATION AND HANDLING

A. Arrange deliveries of materials in accordance with intended construction schedules; coordinate to avoid conflict with work and conditions at the site. Deliver materials in undamaged condition, in manufacturer's original containers or packaging, with identifying labels intact and legible. The contractor is encouraged to obtain materials in biodegradable or recyclable/reusable packaging which uses the minimum amount of packaging possible.

5.3 STORAGE AND PROTECTION

The contractor shall:

A. Properly store, protect, and carefully handle equipment and materials to prevent damage before and during installation. Equipment and materials shall be handled, stored, and protected in accordance with the manufacturer's recommendations and/or instructions. The Contracting Officer’s Representative will identify a room for storage of equipment and tools during installation. In addition:

1. EMT, conduit, wire mold and associated hardware shall be stored to provide protection from the weather and accidental damage.

2. Cable and wire shall be sealed, stored, and handled carefully to avoid damage to the outer covering or insulation, and damage from moisture and weather. Damaged or defective items shall be replaced with new items at no cost to the Government.

B. The contractor must protect equipment on site; safeguarding of equipment shall be the sole responsibility of the contractor. The Government shall assume no responsibility for loss or damage occurring prior to completion of contract and acceptance of the respective systems.

5.4 MATERIALS AND EQUIPMENT

A. Materials and equipment provided by the contractor under this contract shall be the standard product and current design of a manufacturer regularly engaged in the production of such equipment. The material and equipment shall be listed by the Underwriters Laboratories, Inc. (UL) or approved by the Factory Mutual (FM) if such standards exist for the equipment and materials specified. The UL authorized listing mark is acceptable as evidence that the material meets this requirement.

B. All materials and equipment provided by the contractor under this contract shall be commercial “off the shelf” products with an open distribution network.

C. Materials and equipment shall be used only for their intended use.

D. All contractor supplied equipment, components and materials shall be new and the manufacturer’s latest revision.

5.5. LABELING

A. The contractor shall label all cabinets, control panels, system component enclosures, splice cans and power supply cans on the inside of each respective enclosure with a commercial grade labeling device.

1. Each respective enclosure label will identify accurately as to use of the enclosure and location of field devices, i.e., controlled doors, area(s) of protection, power distribution, system type, etc.

2. Handwritten labels, or handwritten notes, inside any enclosure WILL NOT be accepted.

3. Labels shall be placed on the inside of each respective enclosure. Labels shall not be placed on the outside of any enclosure.

4. The labeling material, method, adhesion and information shall be approved in advance by the Contracting Officer’s Representative.

6.0 PROJECT CLOSEOUT

6.1 CLEANING

Before scheduling the final inspection, remove all tools, equipment, surplus materials, and rubbish. Restore or refinish surfaces that are damaged due to work of this contract to original condition. Remove grease, dirt, stains, foreign materials, and labels from finished surfaces.

Thoroughly clean building interiors. Pick up all construction debris from the site. At time of final inspection, project shall be thoroughly cleaned and ready for use.

6.3 PROJECT RECORD DRAWINGS

A. Three sets of record drawings shall be prepared for the system. Drawings shall be legible, neat, complete and easily understood.

B. As-built drawings shall:

1. Record actual construction, field changes, changes made by change order, details not on original contract drawings/floor plans or shop drawings.

2. Show all sizes and routing of conduit, junction, splice, power supply and control boxes, as well as wire and cable routing. Show each device location with associated device system address.

3. Include specific location of all devices.

4. Include all wire and cable numbers.

C. On-site as-built drawings shall be kept up to date continuously during the system installation by the lead technician. Drawings shall be reviewed on a daily basis for accuracy and completeness and be made available upon request for review by the Contracting Officer’s Representative.

D. All sets of keys to each lock shall be turned over to the Government upon completion of the installation. Each set of keys shall be properly and legibly marked and tagged. Loose keys will not be accepted.

E. All documents and items described above shall be submitted for approval prior to the final acceptance test by Government.

6.4 CLOSEOUT SUBMITTALS

Project Record Drawings: As specified above.

Warranty Information: As specified in this Section, Sub-Section 6.8

6.5 PROJECT COMPLETION AND GOVERNMENT ACCEPTANCE TEST

Submit written certification that project, or designated portion of project, is complete, and request in writing a Government Acceptance Test. Contracting Officer shall schedule an acceptance test within 10 days of receipt of request.

6.6 ACCEPTANCE OF WORK

A. The Government Acceptance Test will only be performed after the contractor’s final system tests are performed and a letter of completion from the contractor is received.

1. Upon completion of the installation and prior to the acceptance test of the system by the Government, the contractor shall inspect, test, and adjust the associated systems required for the Reiff containment container installation.

2. Upon completion of the installation and prior to the Government Acceptance Test, the contractor shall provide to the Contracting Officer written certification confirming that the systems have been installed to meet, or exceed, the manufacturer’s minimum system installation requirements as of the date of the letter of completion.

B. Total acceptance of a system will only be made after conducting the Government’s acceptance test. A letter of acceptance will be issued only after conducting the Government’s acceptance test, all deficiencies have been corrected, complete record document package and the instruction period have been provided to the Government.

C. If only designated portions have been inspected, tested, and accepted, a letter of partial acceptance will be issued for that portion of the work. However, final payment may be withheld until a letter of acceptance is issued.

D. The project manager, installing lead technician and the Contracting Officer’s Representative shall be in attendance during all acceptance testing.

E. The contractor shall be responsible for the performance of the final acceptance test and shall, to the satisfaction of the Government, demonstrate the function of the system and verify the correct operation of all system components, circuits, and programming. The contractor shall perform these tests in the presence of the Contracting Officer’s Representative.

F. The Government will use the system record drawings (as-builts), operation manuals, and system documents during the acceptance test procedure to verify the system operation as installed and programmed.

G. Test Equipment: All test equipment, instruments, tools, and labor required to conduct the Government’s acceptance test shall be made available by the installation contractor at the time of the test. The following equipment may be needed for testing:

1. Ladders and scaffolds as required for access to all installed equipment.

2. Multimeter for reading voltage, current, and resistance;

3. System programmer and/or tester;

4. Laptop computer with programming software for any required program revisions

5. Two-way radios, flashlights, and any additional supplies.

H. The items tested shall include, but not be limited to, the following:

1. Visual inspection of all installed equipment, components, and construction materials.

2. Operational function test of all installed equipment, components, and construction materials.

3. Verification of labeling

4. Check of all documentation for accuracy and completeness.

6.7 DEFECTIVE MATERIAL

The contractor shall repair or replace at his/her expense any defective devices, equipment, or wiring. After corrections are made, the contractor shall again perform any and all testing required to demonstrate that the system is in full compliance with the contract drawings and specifications.

6.8 WARRANTY AND REPAIR

A. The contractor shall warranty all work and contractor-supplied equipment and materials under this contract for a period of one year from date of final acceptance for each facility and respective system. The contractor will be notified by telephone or letter of all deficiencies occurring during the warranty period.

B. The contractor shall provide repairs and service during the warranty period seven days a week including holidays. Within 24 hours of a phone call from an authorized Government official, the contractor shall be on-site, determine the problem and submit a plan and schedule for correction and completion of the problem to the Contracting Officer’s Representative.

C. The contractor shall utilize technicians that maintain required licenses and system manufacturer certifications, as required by the appropriate regulatory authority or system manufacturer, and shall be directly related to the specific system (including; hardware, firmware and software versions), equipment and components in need of warranty related repair work.

D. Should the contractor fail to comply with the warranty requirements, the Government will have the option to make the necessary repairs and charge the contractor without any loss of warranty as provided by the contract.

E. Any warranty which is in conflict with the above requirements will not be acceptable.