Attachment 2 SOW HVAC Maintenance for Six USDA LMR Shelters.pdf

RFQ 12639526Q0061 HVAC Maintenance for Six USDA LMR System Shelter Sites in South Texas

STATEMENT OF WORK

1.0 Background

The U.S. Department of Agriculture (USDA), Animal and Plant Inspection Service (APHS), Cattle Fever Tick Eradication Program needs an annual service contract with a licensed and authorized BARD HVAC service representative who can provide semi-annual service inspections and maintenance for six HVAC units that support USDA’s Land Mobile Radio (LMR) system located along the South Texas border area.

The Texas-Mexico International Border runs from El Paso to east of Brownsville, TX, and the Gulf of Mexico. The USDA Mounted Patrol Inspector (MPI) patrols a 639-mile section of the border in Texas along the Rio Grande River from just north of Del Rio to Brownsville. The MPI is an integral part of the APHIS Veterinary Services Program as they provide the first line of defense against an outbreak of cattle fever. MPI’s are at risk as they patrol difficult and dangerous terrain on horseback.

Communication is a critical requirement for mission operations and personnel safety.

Cellular phone service is not available in most of the patrol areas. Thus, the use of two-way radios has proven to be the best and most reliable means of communication. The shelter sites are in very remote areas and subjected to extreme environmental conditions, ranging from severe heat in the Summer to hurricane weather in the Fall and ice storms in the Winter season. The HVAC units are critical to maintaining operating temperatures for the radio repeater equipment housed in each of the six radio shelter sites supporting the LMR system.

2.0 Objective

USDA intends to award a firm-fixed price service/maintenance contract to provide critical maintenance inspections for HVAC units, ventilation systems, and air exchanges by a licensed and authorized BARD service representative at six LMR system sites. The BARD units provide vital HVAC service for USDA LMR system repeater equipment contained within the shelter sites. The contractor shall be responsible for:

a. Performing an annual cooling inspection every Spring season.

b. Performing a mid-season maintenance inspection every Fall season.

c. Providing emergency service and repairs on a 24-hour-per-day basis. Contractor shall respond to requests for emergency repairs within 24 hours.

d. Provide replacement parts and materials. These shall be paid by the government purchase card.

e. Providing written reports to the USDA representative following each regularly scheduled inspection or emergency call.

3.0 Estimated Period of Performance

The base contract shall be for a period of 12 months with two option years.

Base: 04/01/2026-3/31/2027 Option Year 1: 04/01/2027-3/31/2028 Option Year 2: 04/01/2028-3/31/2029

4.0 Scope

4.1 Technical Requirements (equipment to be serviced):

4.1.1 BARD 1.0-ton air conditioner/Model W12AAAA05XPXXXJ

https://www.bardwallmount.com/legacy/w12aaaa05

4.1.2 Contractor must be a licensed and authorized BARD service provider.

4.2 Service Locations:

4.2.1 San Pedro Radio Shelter site: 8000 Military Hwy, Brownsville, TX 78520

4.2.1.1 Site POC: Jesse Coy, jesus.coy@usda.gov, 956-371-3188

4.2.2 Posito Hondo Radio Shelter site: 7970 Florida Rd, Brownsville, TX 78521

4.2.2.1 Site POC: Jesse Coy, jesus.coy@usda.gov, 956-371-3188

4.2.3 Blue Town Radio Shelter site: 14223 U.S. Hwy 281, San Benito, TX 78586

4.2.3.1 Site POC: Jesse Coy, jesus.coy@usda.gov, 956-371-3188

4.2.4 Havana Vat Radio Shelter site: 42120 Old Military Rd, La Joya, TX 78560

4.2.4.1 Site POC: Abel Esparza, abel.esparza@usda.gov, 956-204-0001

4.2.5 La Joya Farms Radio Shelter site: N27.21063° W099.41811°

4.2.5.1 Site POC: Eduardo Lopez, eduardo.a.lopez@usda.gov, 956-509-9847

4.2.6 Quemado Vat Radio Shelter site: N28.95493° W100.64231°

4.2.6.1 Site POC: Mario Trevino, mario.trevino@usda.gov, 956-708-7681

4.3 Inspection Requirements:

4.3.1 Annual (Spring season) inspection:

4.3.1.1 Report to the Customer Representative.

4.3.1.2 Record and report abnormal conditions, measurements taken, etc.

4.3.1.3 Review customer logs with the customer for operational problems and trends.

4.3.1.4 Inspect for refrigerant and oil leaks and report leak check results.

4.3.1.5 Check the sheaves and pulleys for wear and alignment if applicable.

4.3.1.6 Check the belts for tension, wear, cracks, and/or glazing.

https://www.bardwallmount.com/legacy/w12aaaa05

4.3.1.7 Check mechanical linkages for wear, tightness, and clearances.

4.3.1.8 Check and clean evaporator drain pan, drain, and trap.

4.3.1.9 Verify evaporator fan cleanliness.

4.3.1.10 Verify the operation of the crankcase oil heater(s), if applicable.

4.3.1.11 Check Refrigerant Temperatures and Pressures

4.3.1.12 Verify the operation of the discharge air temperature control device, if applicable.

4.3.1.13 Verify all unit controls which support both HVAC and ventilation systems operate properly.

4.3.1.14 Lubricate motor bearings, if applicable.

4.3.1.15 Lubricate fan bearings, if applicable.

4.3.1.16 Clean the starter and cabinet, if applicable.

4.3.1.17 Inspect wiring and connections for tightness and signs of overheating and discoloration.

4.3.1.18 Check the contactors for free and smooth operation.

4.3.1.19 Verify the tightness of the compressor motor terminal connections.

4.3.1.20 Clean condenser coils

4.3.2 Semi-annual (mid-season) inspection:

4.3.2.1 Start the unit, if not operating.

4.3.2.2 Record amperage, voltage, return, and supply air temperatures of the circuit(s) that are running at the time of the inspection.

4.3.2.3 Verify clean air filters if applicable.

4.3.2.4 Verify the smooth operation of the compressors and fans.

4.3.2.5 Check belts for tension, wear, cracks, and glazing, if applicable.

4.3.2.6 Log operating conditions of the unit after the system has stabilized.

4.3.2.7 Review operating procedures with operating Personnel

5.0 Quality Control

The contractor agrees to inspect, maintain, and repair the equipment listed under section 4.1 of this Statement of Work. A written report will be provided by the contractor to the USDA representative following each maintenance inspection or emergency call.

6.0 Invoice Requirements

The Contractor shall submit invoices into the IPP system after the deliverables have been accepted by the government. The contractor shall be paid after meeting the performance standards of the deliverables. If the Contracting Officer (CO) determines that the contractor does not meet the performance standards, the Contractor will be notified by the CO for resolution.

7.0 Government Contacts

Technical point of contact:

Provided at award

Contract Specialist: Julia Lackey, julia.lackey@usda.gov, 202-619-8577

Contracting Officer: Jim Roloff, james.g.roloff@usda.gov, 612-590-7603 mailto:julia.lackey@usda.gov mailto:james.g.roloff@usda.gov