Attachment 1_Statement of Work_John Day Tree Cooler Maintenance.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished Equipment

5.0 Schedule

6.0 Contractor’s Key Personnel

7.0 Security Requirements

Attachments

Project (MAL) Tree Cooler Maintenance Contract

General Information

1.0 Scope of Work

Perform the maintenance and repairs necessary for the John Day Tree Cooler’s glycol-based refrigeration system (including humidity control and fans) to keep the tree cooler at the appropriate temperature and humidity to store tree seedlings for the duration of planting season.

2.0 Background

The John Day Tree Cooler is needed for keeping conifer seedlings refrigerated at the proper temperature and humidity throughout the duration of planting season, generally in the springtime between mid-March through the end of June. This cooler has been in operation since 1982 with the current glycol-based refrigeration system updated in parts and pieces since then. It features a glycol refrigerant tank and system, humidifier, a large control panel for the glycol and humidity systems, and two large fan systems based out of a locked operations room. The tree cooler is located in the Forest Service compound, address 150 Government Road John Day, Oregon 97845. Forest Service Compound outlined in red, tree cooler outlined in purple.

The maintenance and repairs to this refrigeration system is only anticipated to be for three years at the maximum with services unlikely in year three (FY2026 is mandatory, FY2027 and FY2028 are Option Years to be exercised as necessary). The installation of a new tree cooler refrigeration system is planned and cycling through contracting with the best-case scenario being operational in FY2027. Option Years are dependent upon that progress, and it is unlikely that FY2028 will be exercised if timelines proceed as anticipated.

Contractor Requirements

3.0 Technical Requirements / Tasks

The contractor will be required to have a working knowledge of and capability to perform maintenance and repair equipment used in the refrigeration system installed in the tree cooler. The Contractor will perform the necessary maintenance and repairs to enable the tree cooler to operate and maintain a temperature between 33-36 degrees Fahrenheit and a humidity between 50-80% throughout the duration of the planting season. Repairs and maintenance will be completed between February 1st and March 15th with emergency repairs as needed March 16th through June 30th.

The Contractor must be able to start up and evaluate the tree cooler components for any maintenance needs and repairs. The Contractor is then required to be able to perform maintenance and repairs on any component of that system so that it functions to the standards outlined in the previous paragraph.

Any prolonged (>16 hours) situation where the temperature or humidity persist outside the standards listed in the first paragraph (where climate control changes WERE NOT coordinated by an FS employee, such as for defrosting seedlings) will trigger Line Item 3:

Emergency Repairs. Response time will be less than 24 hours when emergency needs are initiated.

Contractor will also list any maintenance or repair items that they consider to be a concern or hazard in the next two years.

Photos of the refrigeration system installed in the John Day Tree Cooler are included in Attachment A.

4.0 Government Furnished Equipment

Operation manuals of existing equipment in the control room can be provided upon request. The awarded Contractor will not remove these operation manuals from the tree cooler control room. Any equipment that was purchased prior and is in the control room in a new condition may be used to make necessary repairs.

5.0 Schedule

A schedule is required in order to complete the contract successfully. The schedule includes the desired deliverables/objectives that are necessary for the maintenance/repair of the tree cooler within the timeframes set forth in the table below. The schedule is dated for Mandatory Year FY2026 and will look the same for Option Years FY2027 and FY2028, with dates being adjusted by FY accordingly. Option Years may not be executed if the new tree cooler construction is complete or has made significant progress by this time in FY2027 or FY2028.

Item No. Deliverable Objective Dates

Mandatory Items

Maintenance and Repair of Tree Cooler

Complete necessary maintenance and repairs to start and keep the tree cooler operating at the required temperature and humidity for the duration of planting season

2/01/2026 - 3/15/2026

Purchase of parts necessary for maintenance and/or repairs

Report items/equipment purchased explicitly for maintenance and repair on invoice for repair and maintenance work in Line Item 1

2/01/2026 - 3/15/2026

Optional Items

3 Emergency repair needs Address any emergency repair needs that occur during the operation of the cooler during FY26 planting season

AS NEEDED during the operational period of 3/16/2026 to 6/30/2026

6.0 Contractor’s Key Personnel

Contractor’s Key Personnel will have the ability to address any and all maintenance and repair needs of the refrigeration system of the John Day Tree Cooler. Contractors will provide documentation demonstrating experience working with the John Day Tree Cooler and/or similar US Forest Service tree cooler systems. Documentation of past experience will include US Forest Service tree cooler locations and US Forest Service forest names as well as contacts of the USFS personnel that they worked with to complete the maintenance and repairs.

7.0 Security Requirements

Access to the John Day Tree Cooler will necessitate entering a locked Forest Service Compound. All site visits and ultimate awarded Contractor will be required to check in with the Contracting Officer’s Representative (COR) prior to entering the Forest Service Compound. The Contractor will be shown the location of the keys for accessing the locked control room for the refrigeration maintenance upon award.

Attachments Attachment A: Refrigeration Equipment Photos