Atch02_SOW_HVAC_PM_Services.pdf

AC Service Contract (PM)

Statement of Work:

HVAC Preventive Maintenance and On-Call Services

Gettysburg NMP and Eisenhower NHS

Prepared by: Brendan Middaugh

Date: July 24, 2025

Table of Contents

1.0 Project Description / Summary

2.0 Objectives

3.0 Background

4.0 Specific Work / Tasks

5.0 Special Conditions / Requirements

6.0 Place Of Performance

7.1 Performance Period / Schedule Requirements

8.0 Warranty

9.0 Attachments

1.0 Project Description / Summary:

This project provides bi-annual preventive maintenance (PM) and on-call repair services for HVAC mechanical and control systems at three locations:

Eisenhower NHS Main House, Gettysburg NMP EISE Archives, and the David Wills House. Services include spring and fall visits and timely response to system issues to maintain stable interior environments critical for preservation and comfort.

2.0 Objectives:

The National Park Service seeks a qualified, licensed, and bonded contractor to perform full inspections, maintenance, and on-call service for air handlers, ERVs, outdoor condensers, circulating pumps, boilers, fans, sensors, switches, thermostats, and related HVAC components. The contractor shall meet all standards outlined by the NPS, DOI, and relevant regulatory bodies.

3.0 Background:

These facilities house historically significant materials and serve as publicly accessible sites. Reliable HVAC systems are critical for environmental control and visitor/staff comfort. Equipment ranges in age and includes mixed technologies requiring professional diagnostic and servicing capabilities. The sites have York, Trane, Daikon, Mitsubishi and other manufacturers equipment. They also have controls using Niagara, Jace and other technologies.

4.0 Specific Work / Tasks

a. Site visit to review existing conditions, confirm scope and develop installation plans with sequence of work.

b. Contractor will provide two bi-annual visits per year to inspect, diagnose and make necessary adjustments to prevent any major issues with the equipment. The visits will consist of two Operational Inspections on each piece of equipment listed in section 9 and their sub systems and related components.

c. Contractor will perform the following maintenance tasks during the bi-annual inspections of the equipment:

I. Check in with the structures supervisor and discuss any operating issues or deficiencies.

II. Check unit for proper operation, interlocks, controls and excessive noise or vibration.

III. Tighten all starter, motor, and control connections.

IV. Visually inspect condition of starter contacts and overloads for wear, pitting and any signs of overheating.

V. Check thermal flow switches for proper operation.

VI. Check refrigerant pressures and inspect for leaks, including relief valve piping outlets.

VII. Inspect water piping and valves for leakage, check condition of unit and pipe insulation.

VIII. Check vane control operation.

IX. Check electronic expansion valve operation.

X. Clean condenser and evaporator coils.

XI. Replace air filters and belts as needed.

XII. Inspect vibration eliminators and pads.

XIII. Complete operating log of temperatures, pressures, voltages, amperages and review all readings.

XIV. Drain Condensers, Drop Condenser Heads, brush condenser tubes, and reinstall heads.

XV. Test and calibrate thermostats, sensors, and control logic XVI. Verify communication with building management systems if applicable.

XVII. Provide on-call service within 24 hours of notification, including diagnostics and minor repairs.

XVIII. Review any findings and recommendations with the structure’s supervisor.

XIX. Provide a report to the Customer about the condition of the equipment and any recommendations for necessary repairs, parts, or enhancements to maintain the capacity, reliability, and efficiency.

d. Contractor shall submit a material cost mark-up percentage to cover the cost of purchasing, sourcing, storing, and delivering the materials to the project site for needed maintenance/repairs. This mark-up percentage will be applied to the cost of any materials needed for required repairs/maintenance. Items already covered under the bi-annual inspections are excluded from the mark-up. No other mark-ups will be allowed. Contractor will provide proof to support the material cost.

e. Any travel costs associated with service calls shall not exceed the round-trip contract price schedule amount. Travel costs are defined but not limited to all vehicle costs for personnel traveling to and from the job site for all duties outlined in this statement of work.

Service call travel costs shall be submitted on the individual service call invoice. The travel cost line item will not be used for the bi-annual inspections. Travel costs associated with the bi-annual inspections shall be included in the individual inspection line-item price.

f. Contractor to provide OEM materials and labor to perform inspections, adjustments, and replacement of parts on the chillers.

g. Contractor to Tag out/lock out unit prior to work.

h. Contractor will instruct the Park person(s) responsible for the equipment operation and familiarize them with normal operation.

i. Contractor will provide the RAR form documentation required per EPA guide.

j. Contractor will perform an operational test with the customer present, after the inspection to ensure the equipment works properly.

k. Contractor is responsible to clean their work area each day and at the end of the job.

5.0 Special Conditions / Requirements

a. Proper disposal of debris and other waste materials, including ozone-depleting substances, will be done in accordance with all Federal, State, and Local regulations.

b. Contractor will supply all required OEM parts and material to complete the job.

c. Furnish all required permits, license, and drawings from all agencies.

Contractor shall prepare, obtain, and pay for all required permits prior to proceeding with installation work.

d. Contractor to meet all building codes and safety regulations required by local, state, and federal agencies, EPA, OSHA, Davis Beacon Act, and/ all National Park Service policies, and requirements.

e. Contractor will dispose of all hazardous material and handle refrigerant in accordance with EPA and all local regulatory requirements

f. Contractor is responsible to verify all measurements, and compatibility of OEM component replacements.

g. Contractor is responsible for determining specific work practices to be utilized for all tasks.

h. All work including work practices is subject to inspection and approval by the Contracting Officer Representative (COR) or park technical representative. Work or work practices are subject to inspection by regulatory personnel.

i. Contractor shall be responsible to repair any utilities, equipment supports, piping, conduits or wiring damaged during contract activities/construction and shall make all necessary repairs at Contractor expense.

6.0 Place of Performance

a. Facility Maintenance Office: 405 Taneytown Rd Gettysburg, PA 17325.

Gettysburg National Military Park (GNMP)– EISE Archives

b. David Wills House – 8 Lincoln Square Gettysburg, PA 17325

c. Eisenhower National Historic Site (EISE NHS) – Main House (Note: Use

Eisenhower National Historic Site in mapping app to get to the location.

7.0 Performance Period / Schedule Requirements

a. One year of performance from the contract award date.

b. Work hours will be scheduled between 7:00 a.m. and 4:30 p.m. Monday through

Friday. No Weekends or Federal Holidays.

c. Contractor will coordinate work schedule with the Park Representative and/or the

Park Project COR.

d. Fall PM Visit: Between contract award and October 30

e. Spring PM Visit: Between March 1 and May 31

f. On-call services shall be responded to within 24 hours of contact from the COR.

8.0 Warranty

a. All workmanship shall be warranted for 12 months.

b. Replaced components shall be covered under manufacturer warranties.

9.0 Attachments

a. N/A

I. Check in with the structures supervisor and discuss any operating issues or deficiencies.