Attachment 1 - PWS.docx

United States Department of Agriculture Agricultural Research Service

STATEMENT OF WORK

Replace Chiller Building 89

Subtropical Horticulture Research 13601 Old Cutler Road Miami, FL 33158

Prepared by:

Tochie Ezento MS PMP.

December 18, 2025

Table of Content:

STATEMENT OF WORK

Air-Cooled Chiller Replacement Project USDA Miami, Florida Facility

BACKGROUND

The USDA facility in Miami, Florida requires a chiller replacement and automation upgrade to replace aging equipment and legacy plant controls with modern, energy-efficient chillers and an integrated, automated Building Automation/Control System (BACS) that provides remote monitoring, rapid diagnostics, and consistent environmental conditions essential for food safety, agricultural research, and mission operations in a hot, humid coastal climate; this project addresses rising maintenance needs, diminishing efficiency, and higher energy costs, while aligning with federal guidance on energy management, sustainability, resilience, and cybersecurity, ensuring compliance with applicable USDA regulations and local codes, and incorporating refrigerant management in line with EPA phasedown schedules and procurement of compliant equipment to enhance reliability, reduce energy use, and improve operational visibility and resilience.

This Statement of Work (SOW) defines the requirements for the decommissioning and removal of existing air-cooled Smardt chiller(s) and the furnishing and installation of a new air-cooled chiller system at the USDA facility in Miami, Florida. The project includes complete integration with existing building systems, commissioning, and training personnel to ensure seamless facility operations.

PROJECT OBJECTIVES

The primary objectives of this project are to:

a) Safely decommission and remove the existing air-cooled Smardt chiller

b) Furnish and install a new air-cooled chiller (preferably Quantech QTC4150S to match existing chiller)

c) Integrate the new unit with the existing building automation system (BAS)

d) Conduct comprehensive functional testing and commissioning

e) Ensure minimal disruption to facility operations throughout the project duration

f) Provide complete documentation and operator training

SCOPE OF WORK

Pre-Construction Activities Site Assessment and Planning:

a) Conduct comprehensive site survey and assessment of existing conditions

b) Verify and confirm equipment dimensions, weight, and access requirements

c) Assess utility requirements including electrical service capacity and piping configurations

d) Evaluate logistics for equipment removal and installation, including equipment access and setup requirements

e) Coordinate with facility management to establish work schedules that minimize operational disruption

f) Obtain all necessary permits, approvals, and certifications required by local, state, and federal regulations where applicable

g) Submit detailed project schedule and coordination plan to USDA facility management

h) Conduct pre-construction meeting with all stakeholders Demolition and Removal

1.1. Existing Chiller Decommissioning:

a) Coordinate with facility operations to schedule system shutdown

b) Safely shut down and isolate the existing Smardt chiller from all systems

c) Recover refrigerant in full compliance with EPA Section 608 regulations using certified technicians

d) Properly document refrigerant recovery and disposal procedures

e) Disconnect all electrical connections including power, control wiring, and BAS integration

f) Disconnect all piping connections including chilled water supply/return and condensate drain

g) Remove and dispose of existing chiller(s) in accordance with all applicable environmental regulations

h) Note: Evaluate feasibility and cost implications of removing additional Smardt chiller unit if present

i) Clean and prepare installation area for new equipment Dispose of all removed materials in accordance with local waste management Installation of New Chiller

j) requirements Equipment Procurement and Installation:

a) Furnish new air-cooled chiller, preferably Quantech QTC4150S to match existing chiller specifications

b) Coordinate delivery and positioning of new chiller unit using appropriate rigging and lifting equipment

c) Install new chiller on existing or modified equipment pad as required

d) Connect all chilled water piping (supply and return lines) to match existing system configuration

e) Install condensate drain piping with proper slope and connection to building drainage system

f) Complete all electrical connections including:

g) Primary power connections per manufacturer specifications

h) Control wiring and communication cables

i) Safety and monitoring devices

j) Integrate new chiller with existing Building Automation System (BAS)

k) Install any additional required accessories, sensors, or monitoring equipment

l) Verify that all connections are secure and properly sealed Testing and Commissioning System Startup and Performance Verification:

a) Coordinate manufacturer’s representative for initial startup procedures

b) Conduct comprehensive pre-startup inspection and safety checklist

c) Perform initial system startup in presence of manufacturer’s representative

d) Execute complete operational and functional testing protocol including:

e) Refrigeration system performance verification

f) Control system functionality and setpoint verification

g) Safety system testing and alarm verification

h) BAS integration testing and communication verification

i) Balance chilled water system flow rates and temperatures as required

j) Conduct continuous operation test for a minimum of 72 hours

k) Document all test results and performance data

l) Provide comprehensive commissioning report verifying performance meets design specifications

m) Obtain manufacturer’s startup certification and warranty activation Training and Documentation Knowledge Transfer and Documentation:

a) Provide comprehensive on-site operator training for facility maintenance staff

b) Training shall cover:

c) Normal operation procedures

d) Routine maintenance requirements

e) Troubleshooting and emergency procedures

f) BAS interface and control functions

g) Deliver complete documentation package including:

h) Operation and Maintenance (O&M) manuals

i) Manufacturer’s warranty information and registration

j) As-built drawings and specifications

k) Commissioning reports and test data

l) Recommended spare parts list

m) Contact information for ongoing technical support

PROJECT DELIVERABLES

a) Fully functional air-cooled chiller system integrated with existing facility infrastructure

b) Complete removal and proper disposal of existing equipment

c) Comprehensive commissioning report with performance verification

d) Complete O&M documentation package

e) Trained facility operators

f) Manufacturer warranties and service agreements

g) As-built drawings and system documentation

PROJECT CONSTRAINTS

a. Work must be coordinated to minimize disruption to critical facility operations

b. All work must comply with federal, state, and local regulations

c. The contractor must maintain appropriate insurance and bonding requirements for federal projects

d. All personnel must pass required security clearances for USDA facility access

e. Work schedule must accommodate facility operational requirements

QUALITY REQUIREMENTS

a. All equipment shall be new and carry a full manufacturer’s warranty

b. Installation shall comply with all applicable codes and manufacturer specifications

c. All work shall be performed by licensed and certified technicians

d. Project shall meet all environmental and safety regulations

e. Commissioning shall verify system meets design performance criteria

SITE SECURITY AND ACCESS

Contractors must sign in to building 89 and get a visitors’ badge when arriving and sign out when departing the station. During the pandemic, all visitors must wear a suitable mask (no bandanas, etc.) and answer the COVID-19 questions prior to getting access to the main building. The Contractor and their staff are only authorized to use the front gate entrance to the property and only during normal duty hours (M-F, 7:00 a.m. to 4:00 p.m. except holidays). All Contractor personnel are not permitted to roam the grounds, use other exits, pick up fruit from the ground or trees, or drive to any area that is not serviced by the contract.

Contractor is responsible for sanitary facilities and wash stations for their employees.

7.3 Site Security, vehicle access and compliance with site Covid-19 associated policies are primary concerns during this project. Contractors must ensure that site security is not compromised, and vehicle access is not impeded throughout the course of their work. The contractor shall coordinate with the location AO and PM on any required closures 24 hours prior to work. At no time shall the site be left unsecured.

Failure to secure the site may result in the Agency using a contract Security Company to provide on-site protection and deduct all associated costs from Contractor's final payment.

Use of Brand Names Any brand or trade name used by USDA in bid specifications are for the sole purpose of describing and establishing the standard of quality, performance, or characteristics desired and are not intended to limit or restrict competition. Contractors may submit bids for substantially equivalent products identified in this document. However, all such brand substitutions shall be at the sole discretion of USDA. Any bid submittal proposing to use equipment other than what is specified shall be accompanied with manufacturer cut sheets and other supporting documentation sufficient to show without question that it is of equal or superior quality. It is the sole responsibility of the Bidder to provide this information with their bid submittal in a clear and concise fashion.

Failure to provide this information with Bid Submittal documents shall be grounds for bid rejection.

Project Requirements The following shall not be considered a definitive narrative of the work, nor shall it identify all materials required to complete the project or be limited by the following descriptions. It will be the Contractor's sole responsibility to design, layout, implement and complete all work necessary for each facet of the project to ensure proper integration, function and operation.

DELIVERABLES

Project shall consist of the following:

The contractor shall remove old chiller and install a new 156.2-ton Daikin air cooled chiller model ACCH-160T chiller (or equivalent, with added attention paid regarding saltwater environment corrosion protection capability).

The location of services will be at the USDA, ARS, Subtropical Horticulture Research Service located at 13601 Old Cutler Road Miami, Fl 33158.

Contractor shall provide all personnel and equipment necessary to perform the Services under this SOW.

The contractor will address all location questions, concerns, and requests to the designated location contact, Karla Agurto, Administrative Officer.

The contractor must remove and discard old chiller and furnish and install a new one.

The new air-cooled chiller size is required to have a minimum nominal capacity of 156.2 tons to replace the existing unit (and additionally have the additional saltwater corrosion resistant manufacturers’ components that are site required). The unit must also meet Energy Star Efficiency Requirements and Standards. The basic specs of old unit which must be matched as the minimum HVAC performance level in the new chiller are as follows:

Manufacturer: Smart Electrical: 460V 3 Phase, 300A service Nominal Capacity: 160 Tons Design water temperatures: 54F Entering, 44F Leaving Design Water Flow: 350 GPM @ 4.97psid The new unit shall be constructed by the manufacturer (Daikin is preferred manufacturer due to construction specifications, historical reliability, and availability) to include enhanced durability in seacoast (maximum corrosion resistance to salt water exposure) environments. Condenser coils must be specially coated to resist corrosion due to salt exposure. Coil fins shall have epoxy coating. Chiller should recover, at a minimum, from loss of power to full capacity in under 4 minutes and achieve full capacity from stand-by in less than 2 minutes. All equipment submitted for approval on this project shall be designed, in terms of capacity and reliability, to meet the continuous duty requirements of a scientific research building which includes multiple labs and scientific equipment.

The contractor will mount the new chiller on an existing concrete pad. Contractor will install new electrical wiring from the existing electrical panel and connect to the new chiller. Contractor will also reconnect the existing controls to the new chiller and ensure complete compatibility and proper working order. All old wiring, conduit and components will be removed and disposed of by the Contractor.

Contractor shall install new chilled water piping from the existing valves and connect to the new chiller. The contractor will also test all new pipes and fittings. Additionally, Contractor will insulate the chilled water piping with foam glass insulation to match existing insulation requirements. Old piping will be removed and disposed of by the Contractor.

The contractor must provide a proposal that includes the removal, installation, and startup of a new chiller. The proposal must also include all labor costs, any equipment rental, and permit fees.

The Contractor should have a track record of success in tropical or semi tropical climates as well as existing installations in the Miami-Dade area. Service company availability for the brand of unit submitted for approval shall not be more than 60 miles away to ensure prompt response times.

All disturbed areas impacted by project work shall be returned to as good or better conditions than found.

PERFORMANCE REQUIREMENTS

All equipment, materials, and components shall be installed using methods recognized as good commercial practices and pass without exception in the applicable trades.

PROJECT TIMEFRAME

All work must be completed within the one hundred and twenty (120) days of Notice to Proceed. It is understood and agreed that time is of essence in the performance and completion of this project. The successful Contractor by award and acceptance of this work agrees the timeframe is adequate to provide all specified equipment and perform all necessary tasks.

Prior to final payment, the Contractor shall provide training and a detailed walk through with the owner's representative(s) explaining the functional components and troubleshooting techniques. This training shall include instruction on how to operate the new chiller and any newly installed associated equipment.

The contractor shall provide the following:

Manufacturers original installation, operation and maintenance documentation for all equipment provided and installed Copies of all warranties; including equipment warranties, installation, and workmanship.

List of contact names and numbers for 24/7 troubleshooting calls and/or on-site services for operational issues, during the warranty period.

*Service, repairs and troubleshooting shall cover a 1-year period beginning on the date of final acceptance by the Owners representative.

Pictures of existing Equipment:

PROJECT CONTACT PERSONS:

Contracting Officer (CO):

TBD

Engineering Project Manager (EPM):

Tochie Ezento 1100 Bates Ave Houston, TX 77030 Tochie.Ezento@usda.gov Mobile: 662-336-0353

Administrative Officer (AO):

Karla Agurto 13601 Old Cutler Road Miami, Florida 33158 Karla.agurto@usda.gov Phone: 786-573-7058

Location Monitor (LM):

Karla Agurto 13601 Old Cutler Road Miami, Florida 33158 Karla.agurto@usda.gov Phone: 786-573-7058

Real Property Specialist (RPS) Alexandra Gau 141 Experiment Station Road Stoneville, MS 38776 Alexandra.gau@usda.gov Phone: 309-368-6670

Area Safety and Health Manager (ASHM):

David Daniels 950 College Station Road Athens, GA 30605 David.daniels@usda.gov Phone: 706-546-3311 2 | Page image3.png image4.png image1.jpeg image2.png