Attachment 0001 - SOW - HVAC Service.pdf

VIRGIN ISLANDS ARMY NATIONAL GUARD

STATEMENT OF WORK (SOW)

FOR

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

MAINTENANCE SERVICE

16 October 2025

Statement of Work (SOW)

Heating, Ventilation, and Air Conditioning (HVAC) Maintenance Service

1. General. The objectives of this contract are to provide a clean and healthy atmosphere which is compliant with all regulatory requirements such as the

Occupational Safety and Health Administration (OSHA) guidelines; maintain continuous operation of the HVAC systems; and control temperatures throughout the building.

a. Background. The Virgin Islands Army National Guard (VIARNG) utilizes HVAC systems to support operational readiness, occupant comfort and equipment protection across multiple buildings and facilities. These systems include air handling units, split systems and building automation systems. The current project is initiated to provide routine, preventive and corrective maintenance to the specified air conditioning systems at the SFC Leonard B. Francis (LBF) Readiness Center located on the island of St. Thomas, U.S. Virgin Islands.

b. Scope. The contractor shall provide all personnel, labor, materials, equipment, tools, supervision and transportation necessary to perform complete HVAC maintenance services as defined in the SOW. Services include systems maintenance, inspection, testing, diagnostics and corrective repair recommendations.

c. Specific Tasks. The contractor shall:

• Conduct a site survey and conduct an initial inspection of all systems covered under this contract within the first five (5) days of the contract.

• Perform on-site maintenance, calibration, performance verification and quality assurance to start-up and operate all systems listed in paragraph d. below. All services must be in accordance with the equipment manufacturer’s recommendations, applicable codes and industry’s best practices.

• Provide a written report within 30 days of services performed, inspection findings, action taken and recommendations for any further actions.

d. HVAC Systems. The contractor shall provide services for routine, preventive and corrective maintenance on the HVAC systems listed below:

HVAC System Location

DOAS-01 Drill Hall

Mitsubishi MSCU-01A and MSEU-01A Communications Room West

Mitsubishi MSCU-01B and MSEU-01B Communications Room West

Mitsubishi MSCU-04 and MSEU-04 Communications Room East

e. Maintenance shall be performed in accordance with the terms and conditions contained herein and the manufacturer’s recommended maintenance procedures. It is the sole responsibility of the contractor to schedule and perform all maintenance inspections at the specified time in the contract. A copy of the maintenance inspection shall be provided to the Contracting Officer’s Representative (COR) at the completion of each inspection. Maintenance shall be inclusive of all Original

Equipment Manufacturer (OEM) recommended checklists for all HVAC equipment.

f. The contractor shall perform onsite maintenance inspections. The contractor shall inspect and test all systems to ensure the proper efficiency, reliability and safe performance of the equipment. Work shall be in accordance with applicable codes, equipment manufacturer’s recommendations and the specifications herein.

g. All tests shall be a part of a test schedule. A copy of the test schedule shall be provided to the COR within the first seven (7) days of award of the contract. The contractor shall confirm the test dates prior to the test. Tests that are disruptive to normal utilization of the building systems such as electrical, heating, cooling, etc.

shall be performed on weekends or during off hours on workdays at no additional cost to the government.

h. All inspections, tests, cleaning and other maintenance activities shall be performed in accordance with schedules required by the manufacturer’s recommendations and operating history.

i. The contractor shall furnish all labor, materials, parts, tools, equipment software, firmware and supervision to clean, inspect, test, adjust, diagnose and maintain all items and components associated with the HVAC systems identified in the contract.

j. Mechanical Systems.

• The contractor will perform routine maintenance services during normal business hours. The technicians shall provide inspection and analysis, preventive maintenance, assure continuous operation and simple modification and improvements.

• All typical maintenance materials are included in this contract. All materials or parts specified to be replaced during routine services according to manufacturer’s service guidelines shall be included as part of this contract.

• The contractor shall provide a written plan to replace or upgrade mechanical systems and subsystems to maintain the building’s HVAC systems in an optimal state when the economy and efficiencies are no longer reasonable. The plan will include both a simple scope of work and a magnitude of cost. The final decision to implement the suggested improvements shall be made by the Contracting

Officer.

• Visually inspect, clean, tighten, adjust and/or replace worn components needed to assure optimum performance.

Fan assemblies Air filters

Belts and sheaves Condensing sections

Motor mounts and vibration pads Compressor sections

Electrical connections and contactors Heating sections

Heating and cooling coils Humidifiers and strainers

Filter media and racks Seals and packaging

Sight glass condition Condensate drains and pans

Bearings Flame composition

Spray nozzles and pans Crankcase heaters

Ignitor and flame assembly Motor starters and drives

• Physically check and/or test the following:

Lubrication requirements Damper operation

Oil sump, heaters and temperatures Motor voltage and amperage

Starter operation External interlocks

Water flow Refrigerant charges

Alignment on couplings System leaks

Motor operation conditions Oil and fluid levels

Suction and discharge pressures Pressure and temperature

Flow switch operation Outside air intakes

Control interlocks Refrigerant pump down

Flue stack assembly

k. Work Duration and Schedule. The contractor shall be required to perform the work during the hours of 8:00 a.m. and 5:00 p.m., Mondays to Fridays except on

Federal holidays. Arrangements to work at different times or days must be coordinated through the Construction and Facilities Management Office (CFMO) to gain access to the facility.

l. Performance Requirements. The contractor and its employees shall be subject to and shall at all times conform with any and all rules, regulations, policies and procedures pertaining to the security at the facilities. Any violations or disregard for the rules, regulations and policies may be cause for immediate termination of the contractor.

• Performance Period. The contractor shall complete all work within 30 calendar days of receiving the Notice to Proceed (NTP).

• Work Schedule. Work shall be performed during normal duty hours (unless otherwise approved) to minimize operational disruptions.

m. Quality Assurance. All work shall comply with the standards expressed in the

Federal and Territorial Building Codes. The contractor shall submit a Quality

Assurance Plan (QAP) to monitor and evaluate performance for review and approval of the Contracting Officer. The plan shall include routine inspections, service checklists, technician signoffs and customer feedback tracking. The Government reserves the right to inspect work at any time to ensure compliance with performance standards.

n. Submittals. The contractor shall submit technical data, documents and specifications to the CFMO at the following email addresses:

byron.a.todman.civ@army.mil and andrea.a.bryan-mcintosh.civ@army.mil. Provide carbon copy (cc) to VING Security Branch at: ng.vi.viarng.mbx.g34@army.mil.

o. Deliverables

• Technical data, documents, specifications and certifications (see Section n).

• Maintenance Plan, Quality Assurance Plan and schedule of work.

• The contractor will conduct HVAC assessments and perform an initial inspection of all HVAC systems and equipment covered under this contract within the first five (5) days of contract award.

• A copy of the systems test schedule shall be provided to the COR within the first seven (7) days of award of the contract.

mailto:byron.a.todman.civ@army.mil mailto:andrea.a.bryan-mcintosh.civ@army.mil mailto:ng.vi.viarng.mbx.g34@army.mil

1271837603.MIL

Comment on Text Updated

• The contractor will provide a final written equipment condition assessment report within 20 days of services performed, inspection findings, actions taken and recommendations to replace or upgrade HVAC systems. The report shall include repair and replacement costs, types and models of replacement parts or

HVAC system and projected schedule and timeline of work.

2. Project Management and Coordination

a. Project Coordination/Point of Contact

• The contractor shall always have supervisory point of contact on the jobsite during the workday. This person shall have the authority to act on behalf of the prime contractor. A list of all key personnel to include phone numbers and email addresses shall be submitted to the CFMO.

• The submission of a proposal by a contractor shall be accepted as prima facie evidence that they have examined all aspects of the work required and has satisfied themselves as to the nature and location of the work and all matters that can affect the work or cost thereof under this agreement. Any failure of the contractor to acquaint themselves with all available information including physical survey of the site of the proposed work will not relieve them from successfully performing all work for a complete and acceptable job.

• The above brief outline of principal features of the work in no way limits the responsibility of the contractor to perform all work and furnish all labor and materials required by the specifications. Any omission from the specifications or misdescription there shall not relieve the contractor from performing all the work required or furnishing the materials necessary to completely fulfill the intent of the contract.

• The contractor shall confine operations at the jobsite to areas permitted by the CFMO or his representative. The contractor shall not unreasonably encumber the jobsite with materials or equipment and shall assume full responsibility for the protection and safekeeping of the products stored on the premises.

b. Safety

• Safety requirements shall be in accordance with all Federal and Territorial laws and codes. The current Department of Labor Occupational Safety and

Health regulations will govern the overall job safety program. The guidance from current version of the USACE EM 385-1-1 is also acceptable for the overall job safety program.

• The contractor will not, under any circumstance, permit any person to enter the work areas without the appropriate protective clothing and equipment.

• For the safety and security of all personnel, the work area and equipment must be secured at all times. The contractor will ensure that no unauthorized personnel enter the work area.

c. Security

• The contractor and their employees shall at all times produce and display picture identification identifying the individual as an employee of the vendor.

• The contractor shall comply with all regulations imposed by the base/post commander and/or agency occupying the space where work is to be performed.

Any necessary security clearances shall be obtained prior to commencement of work.

• It is expected that new security requirements to satisfy contractor personal identification requirements in Homeland Security Presidential Directive (HSPD-

12), “Policy for a Common Identification Standard for Federal Employees and

Contractors,” and Federal Information Processing Standards Publication (FIPS

PUB) Number 201, “Personal Identity Verification (PIV) of Federal Employees and Contractors” will be enacted during the life of this contract. The contractor shall comply with all requirements at no additional cost to the Government.

• The contractor shall ensure that all parts of the facility where work is being performed are adequately protected against vandalism and theft.

• The contractor shall follow instructions provided by the Security Forces for access to the Estate Nazareth Military Compound. If a gate pass is not granted to a contractor allowing the delivery of goods, execution of warranty support or performance of services, please contact the Contracting Officer. Be sure that all of your employees have the proper identification (driver’s license, state ID, immigration card, U.S. Passport, etc.). If they do not have the proper ID, they will

1271837603.MIL

Comment on Text Meets OHSA compliance and accepted.

be turned away. A list of all employees’ full legal names shall be submitted for clearance by the Security Forces.

• The prime contractor and all its subcontractors will be required to wear safety vests while performing work on the installation.

• The U.S. Government will not be held liable for any delays or breach of contract caused by refusal of the Security Forces to allow entry.

• All prospective contractors MUST be U.S. citizens or MUST have established and maintained legal residence in the U.S. and are authorized by the U.S.

Government to work in the U.S. (i.e. Green Card, work authorization, etc.). All prospective contractors MUST have at least one form of U.S. Government issued photo identification (drivers’ license, U.S. Passport, U.S. work visa, etc.) for entry to the installation.

• All prospective contractors/contractor employees are subject to a Criminal

History Check to enter the facility.

• Note: For the purposes of contracting services, it is implied that all parties agree to a Criminal History Background Check once entered into any contract.

Any documents that are provided and found to be fraudulent to include, but not limited to driver’s license, contractor’s license, etc. will result in an arrest and potential termination for default from the contract. All contractors are subject to search in order to obtain entry onto the installation and while working on the installation. Any refusal to submit to a search of their person or vehicle will be deemed as a violent act of aggression against the installation and will be cause for dismissal from the installation and revocation of future privileges and installation access.

d. Security Training

• AT Level I Training. All contractor employees, including subcontractor employees, requiring access to National Guard installations and facilities shall complete AT Level I Awareness Training. The contractor shall submit certificates of completion for each employee and subcontractor employee within 15 days of contract award to the VIARNG Security Branch Office and CFMO. AT Level I

Awareness Training is available at the following website:

https://jko.jten.mil/courses/AT-level1/launch.html.

https://jko.jten.mil/courses/AT-level1/launch.html

• iWatch Program. The contractor and all employees, subcontractors and their employees shall coordinate to receive the iWatch training from the Anti-

Terrorism Office and the Physical Security Officer within 15 calendar days of contract award. New employees shall be trained within 15 days of being hired to work on this project. Please watch the short “iWatch Video” on how you, as a contractor, can be vigilant and report suspicious activities – See Something, Say

Something – as you perform your job in support of the U.S. Army contract.

(Approximately 8 min and 28 sec). The video can be found at https://www.mepcom.army.mil/Home/Contractors/.

• OPSEC Training. This web-based course provides Operational Security

(OPSEC) awareness for military members, government employees and contractors. The course provides information on the basic need to protect unclassified information about operations and personal information to ensure safe and successful operations and personal safety. The course can be found at https://securityawareness.dcsa.mil/opsec/index.htm.

• Submit the certificate of completion to the Security Branch at ng.vi.viarng.mbx.g34@army.mil and CFMO at byron.a.todman.civ@army.mil and andrea.a.bryan-mcintosh.civ@army.mil.

3. Existing Features. None

4. Items Needed by A 3rd Party

Testing, Certifications, Etc. The contractor shall submit the qualifications of any required Independent Testing and Inspection Agent in advance for approval. All test results shall be submitted to the CFMO.

5. Reporting Information

a. Routine Reporting and Invoicing

• Invoices shall be submitted after receipt of final acceptance in Wide Area

Workflow (WAWF). See contract clause 252.232-7006 for specifics.

• The contractor shall maintain a Daily Project Log consisting of a 3-ring binder.

The daily project log will be utilized each day to document the following:

a. Date and time of the project.

https://www.mepcom.army.mil/Home/Contractors/ https://securityawareness.dcsa.mil/opsec/index.htm mailto:ng.vi.viarng.mbx.g34@army.mil mailto:byron.a.todman.civ@army.mil mailto:andrea.a.bryan-mcintosh.civ@army.mil

b. Name of competent person and qualifications.

c. Brief description of daily work activities.

d. Work area sign-in and sign-out sheet/log.

• All waste disposal tickets for hazardous materials (final disposal manifest, if applicable.

b. Personnel Qualifications. All personnel shall be legal to work in the United

States and its territories.

DOAS-01 Drill Hall

MSCU-01A

MSCU-01B

MSCU-04