Attachment 1 - Statement of Work 09 Mar 26_Redacted.pdf
PDF 88 KB Posted
- Attached to
- UPS HVAC MAINTENANCE SERVICES BPA
- Solicitation number
- FA441726Q0047
About this file
This is a Statement of Work for comprehensive HVAC maintenance services at Hurlburt Field, Florida. The contract covers maintenance of one Marvair air conditioning unit (Model EAA1060AC060N++1+1DA+C21, 60,000 BTUH/5 Tons capacity) located in a small building east of the main facility. The system uses R-454B refrigerant, operates on 208/230V single-phase power, includes a 6kW electric heat strip, and is controlled by a Marvair CommStat 4 system.
The contractor must provide two preventive maintenance visits annually, plus corrective maintenance and emergency services with a maximum 4-hour response time for emergency calls (2-hour notification response). All technicians must hold EPA 608 certification for refrigerant handling and possess minimum five years of commercial HVAC experience. The contractor must be located within 200 miles of Hurlburt Field and comply with all facility security requirements. Deliverables include detailed maintenance reports within five days of each service visit and an annual performance report by August 1st covering system reliability, efficiency analysis, life-cycle costs, and improvement recommendations. The contractor warrants all work free from defects for one year, must obtain necessary permits, and shall maintain compliance with EPA environmental regulations. Payment is based on contract agreement using Government Purchase Card, with emergency services up to $25,000 eligible for GPC payment. The Government furnishes facility access, utilities, and escort services for secure areas.
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STATEMENT OF WORK (SOW)
HVAC MAINTENANCE CONTRACT
1. INTRODUCTION
1.1 Purpose: This Statement of Work (SOW) defines the requirements for a contractor to provide comprehensive Heating, Ventilation, and Air Conditioning (HVAC) maintenance services for
Hurlburt Field, FL 32544. The objective of this contract is to ensure the reliable, efficient, and safe operation of the building HVAC systems, minimizing downtime, maximizing energy efficiency, and extending the lifespan of the equipment.
1.2 Background: The operates An
Uninterrupted Power Supply in a shelter location on the East side of Building , that is critical to the mission of the by maintaining constant uninterrupted power to the facility 24/7. Reliable HVAC is essential for maintaining and protecting this sensitive equipment.
2. SCOPE OF WORK
2.1 General Requirements: The Contractor shall provide all labor, equipment, materials (except where specifically noted as Government Furnished), supervision, and transportation necessary to perform comprehensive HVAC maintenance services as described in this SOW. The Contractor shall perform all work in a professional manner, in accordance with industry best practices, and in compliance with all applicable federal, state, and local laws, codes, and regulations, including but not limited to EPA regulations regarding refrigerants. Contractors must be within 200 miles of Hurlburt Field, Florida.
2.2 Covered Equipment: The Contractor shall be responsible for the maintenance of the following HVAC equipment:
• Detailed List of Equipment o Manufacturer – Marvair Air Conditioner o Model Number – EAA1060AC060N++1+1DA+C21 o Serial Number - 2303-F303369-0-1 & 2303-F303369-0-2 o Location: Small building to the East of Building o System Type: Air Conditioner o Nominal Cooling Capacity: 60,000 BTUH (5 Tons) o Power Supply: 208/230V, Single Phase, 60Hz o Configuration: Non-Economizer o Electric Heat: 6kW Electric Heat Strip o Refrigerant: R-454B o EER: 11 o Cabinet Color: Beige o Control System Type - Marvair CommStat 4
2.3 Specific Tasks: The Contractor shall perform, but not be limited to, the following tasks:
• Preventive Maintenance (PM):
o Scheduled inspections and maintenance according to manufacturers’ recommendations and industry’s best practices.
o Cleaning of coils (condenser and evaporator), filters, and other components.
o Lubrication of moving parts (e.g., bearings, motors).
o Belt inspection and replacement.
o Refrigerant level checks and leak detection.
o Testing and calibration of controls and sensors.
o Inspection and cleaning of condensate drains.
o Verification of proper airflow and temperature.
o Electrical connection inspection and tightening.
o Operation of equipment and system testing.
o Documentation of all PM activities.
• Corrective Maintenance (CM):
o Troubleshooting and diagnosis of HVAC system malfunctions.
o Repair or replacement of defective components (e.g., compressors, motors, fans, valves, controls).
o Refrigerant leak repair and recharging (in accordance with EPA regulations).
o Emergency repairs as needed.
• Emergency Services:
o 24/7 emergency response availability.
o Response time to emergency calls not to exceed 4 hours.
• Reporting:
o Detailed maintenance reports for each PM and CM activity.
o Site Visit Summaries: Each visit is documented with a summary of all work performed, system performance, and recommendations for improvement.
o Performance and Cost Analysis: Get a high-level summary after each visit detailing system performance, energy usage, and a life-cycle cost analysis.
2.4 Frequency of Maintenance: The Contractor shall perform preventive maintenance at the following frequencies:
• 2 Preventive Maintenance service visits per year.
2.5 Permits and Approvals: The Contractor is responsible for obtaining all necessary permits and approvals required to perform the work under this contract.
3. GOVERNMENT FURNISHED ITEMS AND SERVICES
3.1 Government Furnished Items: The Government will furnish the following items to the Contractor:
• Access to the facilities.
• Utilities (e.g., electricity, water).
• Storage space for tools and equipment (if available).
3.2 Government Furnished Services: The Government will provide the following services to the Contractor:
• Escort services for access to secure areas.
• Coordination with other contractors.
4. CONTRACTOR QUALIFICATIONS
4.1 Experience: The Contractor shall provide personnel who have the knowledge, qualifications, and working experience to perform the functions outlined in this SOW. All technicians performing work under this contract must be certified in accordance with Environmental Protection Agency (EPA) regulations for refrigerant handling (e.g., EPA
608 certification) and possess a minimum of five (5) years of experience servicing commercial HVAC systems.
4.2 Security Requirements: The Contractor and all personnel performing work under this contract shall comply with all security requirements of Hurlburt Field.
5. REPORTING REQUIREMENTS
5.1 Maintenance Reports: The Contractor shall submit a detailed maintenance report for each PM and CM activity within 5 five days of completion. Reports shall include:
• Date and time of service
• Equipment identification (manufacturer, model, serial number, location)
• Description of work performed
• Parts replaced
• Refrigerant added or recovered (if applicable)
• Measurements taken (e.g., temperatures, pressures, airflow)
• Technician's name and signature
• Recommendations for further action (if any)
5.2 Annual Report: The Contractor shall submit an annual report by August 1st of each year, summarizing the overall HVAC system performance for the previous year. Reports shall include:
• Summary of all maintenance activities
• Analysis of system reliability and efficiency
• Life cycle cost analysis
• Recommendations for system improvements and upgrades
• Energy savings achieved (if applicable)
6. PERFORMANCE STANDARDS
6.1 Response Time: The Contractor shall respond to emergency calls within 2 hours and begin work within 4 hours.
6.2 Work Quality: All work shall be performed in a professional manner and in accordance with industry’s best practices. The Government reserves the right to inspect the Contractor's work and reject any work that does not meet the required standards.
7. PAYMENT TERMS
7.1 Payment Schedule: The Contractor shall be paid based on contract agreement.
7.2 Invoicing: Invoices shall include:
• Contract number
• Invoice number
• Date of invoice
• Description of services performed
• Labor hours
• Parts cost
• Total amount due
• Supporting documentation (e.g., maintenance reports)
7.3 Payment Method: All invoices will be paid with a Government Purchase Card (GPC). All emergency services up to $25K will be paid with a GPC.
7.4 Payment Approval: All invoices are subject to approval by the Government.
8. CONTRACT ADMINISTRATION
8.1 Contractor Point of Contact: The Contractor shall designate a primary Point of Contact for this contract. Contact information is to be provided by the Contractor upon award.
8.2 Contract Modifications: Any changes to this SOW shall be made in writing and signed by both the Government and the Contractor.
9. SPECIAL CONSIDERATIONS
9.1 Security: The Contractor shall comply with all security regulations of the facility. This may include background checks, security clearances, and escort requirements.
9.2 Environmental Compliance: The Contractor shall comply with all applicable environmental regulations, including those related to refrigerant handling, waste disposal, and energy efficiency.
9.3 Safety: The Contractor shall maintain a safe working environment and comply with all applicable safety regulations.
9.4 Warranty: The Contractor warrants that all work performed will be free from defects in workmanship for a period of one (1) year from the date of completion. The Contractor shall promptly correct any defects in workmanship at no additional cost to the Government.
10. ACCEPTANCE CRITERIA
10.1 The Government will inspect the Contractor's work to ensure that it meets the requirements of this SOW. The Government will provide the Contractor with written notification of any deficiencies. The Contractor shall correct any deficiencies within thirty
(30) days of notification.
11. TERMINATION FOR CONVENIENCE
11.1 The Government may terminate this contract, in whole or in part, for its convenience, by providing written notice to the Contractor.
12. TERMINATION FOR DEFAULT
12.1 The Government may terminate this contract for default if the Contractor fails to perform the work in accordance with the terms of this SOW.
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