Attachment 1 - Statement of Work.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS) UNITED STATES COAST GUARD

STATEMENT OF WORK (SOW)

FOR

U.S. COAST GUARD

8-PACK BUILDING HVAC

REPLACEMENT

C5ISC

ALEXANDRIA, VA

STATEMENT OF WORK

HVAC Replacement

PAGE 2/11

1.0 GENERAL

1.1 Background

The U.S. Coast Guard Command, Control, Communications, Computers, Cyber and Intelligence Service Center, (C5ISC) Alexandria, Virginia has a requirement to replace two (2) wall mounted Bard 5-ton packaged heat pump units HVAC system that services the 8 Pack building. The current Bard packaged units are no longer serviceable for operational status. It is the Government’s requirement to replace the units with a like or equal replacement.

1.2 Scope

The scope of work includes the replacement of two (2) wall-mounted Bard 5-ton packaged heat pump units serving the 8 Pack building, located at C5ISC, 7323 Telegraph Rd, Alexandria, VA.

The existing Bard units are no longer serviceable and must be replaced with wall-mounted units of the same like or equivalent. This project encompasses procuring two (2) new replacement HVAC units that are like or equal to the existing Bard units, removing and disposing of the existing non-functional units, installing the new replacement HVAC units, and performing a complete operational test to verify proper functionality and performance of the new units. The contractor is responsible for removing all waste generated during the project in compliance with all applicable local, state, and federal regulations. The contractor shall furnish all labor, equipment, and materials necessary to complete the required tasks under this agreement, meeting all specified standards and requirements. The units are wall-mounted. A site visit is recommended for all contractors interested in bidding on this requirement to conduct a preliminary review of the existing infrastructure.

1.3 OBJECTIVE

The objective of this scope is to procure, remove, install and test two (2) new replacement HVAC units that are like or equal to the existing Bard units that service the 8-Pack building.

2.0 SPECIFIC REQUIREMENTS/TASKS

This project requires the furnishing of all labor, materials, equipment, and supervision necessary to remove and replace two (2) existing Bard 5-Ton packaged heat pump units with new, like or equivalent packaged heat pump units that must utilize R-454B refrigerant. Existing units are Model: W60H1-A10, with Serial #324N102754846-02 and Serial# 324N102754847-02. The replacement units are specified as Bard Model W60HF-A10XA equipped with a 10kW electric heat kit, barometric fresh air damper, and 2-inch filter racks, or a proven like solution offering equivalent performance and dimensions and must utilize R-454B refrigerant. This project aims to minimize modifications to the existing infrastructure (ductwork, electrical) and maintain the current performance characteristics of the HVAC system. The work shall be performed in accordance with all applicable federal, state, and local codes and regulations, including EPA guidelines for refrigerant handling and disposal.

2.1 REMOVAL AND DISPOSAL

The contractor shall be responsible for the Demolition and Disposal of the existing units. This will involve disconnecting existing electrical and ductwork connections, removing the units from the structure, and disposing of them in accordance with all applicable EPA guidelines regarding refrigerant recovery and disposal, providing disposal documentation to the contract https://uscg-my.sharepoint-mil.us/personal/adrian_j_flores2_uscg_mil/Documents/Desktop/SCOPE%20PARAGRAPHS.doc

PAGE 3/11

officer and ensuring proper handling of the refrigerant in the existing units.

2.2 PROCUREMENT

The contractor is responsible for the timely and proper procurement of two (2) new like or equivalent heat pump units, ensuring that the selected units meet the specifications outlined in this Scope of Work, including the R-454B refrigerant requirement. The contractor shall provide documentation verifying that the procured units are like or equivalent and use R-454B refrigerant. Procurement to be scheduled and completed to ensure minimal down time.

2.3 INSTALL

The contractor will complete the Installation of the replacement heat pump units by mounting them on the existing side-of-structure mounting locations, ensuring the mounting aligns with existing mounting points to avoid structural modifications, properly sealing the units to the structure to prevent water intrusion, connecting the new units to the existing ductwork system while minimizing ductwork modifications, connecting the new units to the existing electrical power supply ensuring proper voltage and amperage and verifying grounding, and installing new programmable thermostat(s) in the locations specified by the contract officer, along with installing new 2-inch air filters.

2.4 OPERATIONAL TEST

System Startup and Testing shall be performed according to the manufacturer's recommendations, paying close attention to any differences in startup procedures due to the R- 454B refrigerant. The contractor shall verify proper operation of the heating and cooling cycles, as well as the fresh air damper, check and adjust refrigerant charge as needed using only R-454B refrigerant, measure and record supply and return air temperatures, measure and record electrical voltage and amperage, test and verify the proper operation of the new thermostat(s), and conduct a thorough system operations check. Following completion of the work, the contractor will conduct Cleanup, which involves removing all debris and materials from the work area and leaving the site in a clean and orderly condition.

2.5 DOCUMENTION

The contractor will provide Documentation to the Contracting officer that includes manufacturer's operation and maintenance manuals for the new units, specific documentation relating to the R-454B refrigerant including safety data sheets (SDS) and handling instructions, warranty information for the new units, documentation of refrigerant disposal, permit and license documentation, as-built drawings or sketches showing the installation, testing and balancing reports, and a start-up report with recorded electrical and temperature readings.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must possess all required licenses and certifications for HVAC work in the relevant jurisdiction all requirements specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are

PAGE 4/11

present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 SITE SUPERVISOR SITE SUPERVISOR

The Contractor must provide a Site Supervisor who must be responsible for all Contractor work performed under this SOW. The Site Supervisor must be a single point of contact for the Contracting Officer and the COR. The name of the Site Supervisor, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Site Supervisor, must be provided to the Government as part of the Contractor's proposal. During any absence of the Site Supervisor, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Site Supervisor and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Site Supervisor without prior approval from the Contracting Officer.

3.4.1 The Site Supervisor must be available to the COR via telephone between the hours of 0700 and 1700 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 24 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

Contractor employees visiting Government facilities must wear an identification badge that, at aminimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.1 Contractor employees working on-site at Government facilities must wear a government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Site Supervisor must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor

PAGE 5/11

to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. A Visitor’s access request (V.A.R.) is required for all Contractors and contractor’s employees one business day prior to visits. Contractor personnel working on-site at Government facilities must comply with all installation security requirements and all security regulations and directives for this Contract (i.e., security and safety, visit request, badging, escorted/unescorted, training, day-to-day requirements, etc.).

• Contractor personnel working on-site at Government facilities must comply with all installation security requirements and all security regulations and directives for this Contract (i.e., security and safety, visit request, badging, escorted/unescorted, training, day-to-day requirements, etc.).

• All hardware, software, and services provided must be compliant in accordance with 140-

01 Information Technology Systems Security and the DHS Sensitive Systems Handbooks 4300A for Sensitive But Unclassified (SBU)

4.1.1 Physical Access

• If a CAC is not required per CI 5500.18, then the provisions of COMDTINST 5532.1, Physical Access Control will be adhered to including a NCIC-III criminal history inquiry, favorable unescorted access determination and locally produced access credential issuance (i.e. visitor’s pass, temporary badge, etc.) must be followed.

• Personnel who are granted physical access, without determination of a favorable fitness, must be accompanied by an Authorized Escort Authority as outlined per COMDTINST 5532.1, Chapter 9.D in this Instruction. The escort requirement is mandated for the duration of the individual’s visitation.

• Contractor must adhere to the access control requirements of the installation for site visits.

4.1.2 PROTECTION OF INFORMATION:

Contractor access to information protected under the Privacy Act is required under this contract.

Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract must not exceed 45 calendar days from the date of award. The anticipated date of award is 26 September 2025.

PAGE 6/11

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the United States Coast Guard facilities (8 Pack Building) at 7323 Telegraph Rd, Alexandria, Virginia 22315

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0700 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

The purchase order resulting from this solicitation will be issued as a FIRM-FIXED PRICE order. All costs associated with this purchase order should be structured according to the anticipated contract type. Travel will not be reimbursed separately. The Government is not responsible for any costs associated with site visits, quote submissions, or any other associated costs.

4.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than = Five (5) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 7323 Telegraph Rd, Alexandria, Virginia 22315 or via teleconference.

4.7 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and

(e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the COR not later than 05 business days after the Post Award Conference.

4.10 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

PAGE 7/11

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have Five (5) business days to review deliverables and make comments. The Contractor must haveFive (5) business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM SOW

REFERENCE

DELIVERABLE /

EVENT DUE BY DISTRIBUTION

1 4.1 Visitor’s access request One (1) business day prior to arrival

COR

2 4.6 Post Award Conference Five (5) business days from Award

COR, Contracting Officer

3 2.5 Manufacturer’s Operation and Maintenance Manuals

Five (5) business days Upon system Completion

COR, Contracting Officer

4 2.5 R-4544 Refrigerant Documentation

Five (5) business days Upon system Completion

COR, Contracting Officer

5 2.5 As-Built Drawings or Sketches

Five (5) business days Upon system Completion

COR, Contracting Officer

PAGE 8/11

9.0 CURRENT CONDITIONS

9.1 Bard Unit 324N102754846-2

PAGE 9/11

PAGE 10/11

9.2 Bard Unit 324N102754847-02

PAGE 11/11