Attachment 5 - HVAC Duct Cleaning and Replacement Statement of Work.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project AFRS HVAC Cleaning and Replacement of Ductwork

General Information

1.0 Scope of Work

The United States Department of Agriculture, Agriculture Research Service requires Cleaning of HVAC Systems and Components services to be provided for USDA AFRS facilities located in Kearneysville, WV. The Appalachian Fruit Research Station (AFRS) in Kearneysville, West Virginia conducts fundamental, applied, and developmental research on critical problems of temperate fruit production (apples, peaches, pears, plums, strawberries, blueberries, raspberries, and blackberries). The AFRS develops new knowledge, germplasm, and technology to maximize productivity and quality of fruit crops to ensure a stable and cost-efficient supply of safe and nutritious fruits to American consumers.

2.0 Background

The United States Department of Agriculture (USDA) Appalachian Fruit Research Station (AFRS), referred to herein as the Owner, intends to perform a heating, ventilation, and air conditioning (HVAC) system and component cleaning project at the AFRS 2217 Wiltshire Road, Kearneysville, WV 25443. The intent of this specification is to provide minimum work practices and performance requirements with which the selected Contractor, referred to herein as the Contractor, will perform the HVAC system cleaning project. Duct lined insulation will be replaced with aligned externally insulated ductwork in the following areas, Maintenance Shop, Engineering Shop, and in sector 400 hallways. Available mechanical and architectural drawings are included in Attachment 2. Field verification of all dimensions and field conditions prior to beginning work will be the responsibility of the Contractor.

3.0 Applicable Definitions, Standards, and Publications

3.1 Definitions

Access Door: Fabricated metal barrier (hatch) by which a service opening is accessed or closed.

Adhered Substance: A material that is not removable by direct contact vacuuming.

Agitation: A process that involves using an agitation device to dislodge or move contaminants and debris within an HVAC system.

Agitation Device: A tool used to dislodge or move contaminants and debris within the HVAC system. Examples of agitation devices include, brushes, whips, compressed air and contact vacuum attachments.

Air Duct: A passageway for distribution and extraction of air, excluding plenums not installed in accordance with SMACNA Standards (See ASHRAE Terminology of Heating, Ventilation, Air Conditioning & Refrigeration).

Air Duct Covering: Materials such as insulation and banding used to cover the external surface of a duct.

Air Duct Liner: Generally refers to fiber glass or other matting affixed to the interior surfaces of the air ducts for thermal insulation and noise attenuation.

Air Filtration Device (AFD): A portable or transportable, self-contained blower assembly designed to move a defined volume of air equipped with one or more stages of particulate filtration. Depending on the mode of use, an AFD that filters (usually HEPA) and re-circulates air is referred to as an “air scrubber.” One that filters air and creates negative pressure is referred to as a “negative air machine.”

Air-Handling Unit (AHU): A packaged assembly, usually connected to ductwork, that moves air and may also clean and condition the air.

Air Scrubber: An air filtration device (AFD) using HEPA filtration configured to re-circulate air within a defined space.

Air Systems Cleaning Specialist (ASCS): The ASCS designation is awarded by NADCA to industry professionals who satisfactorily complete a written certification examination testing knowledge of HVAC systems, cleaning standards and best practices.

Ambient Air Cleaning: The process of removing particulate from indoor air outside of the HVAC system.

Appropriate Negative Pressure: Implies enough negative pressure to satisfactorily prevent debris from entering the occupied space or leaving the contained area.

Assessment: A comprehensive review and evaluation of the HVAC system, or representative portions thereof, to make a preliminary determination of the need for cleaning, to write a scope of work for the cleaning and restoration project, recommend cleaning techniques, and to determine the environmental engineering controls required for the workspace, and any unique requirements.

Cleaning: The removal of visible particulate and contaminants.

Closure: (1) An access door or panel installed on the air duct or air-handling unit to create a permanent seal; (2) Device or material used in closing a service opening.

Coils: Devices inside an HVAC system that temper and/or dehumidify the air handled by the HVAC system. These include heat exchangers with or without extended surfaces through which water, ethylene glycol solution, brine, volatile refrigerant, or steam is circulated for the purpose of total cooling (sensible cooling plus latent cooling) or sensible heating of a forced-circulation air stream.

Collection Device: A HEPA-filtered machine designed primarily to collect debris, filter particulate and discharge air back to the indoor environment, or a fan driven non-HEPA-filtered machine that is designed to collect debris and filter particulate while discharging the air outside the building envelope.

Contact Vacuum: A collection device, usually portable, that uses a nylon brush nozzle attached to the end of its inlet air hose. The brush head is applied directly to a surface for mechanical agitation and cleaning.

Containment Area: An engineered space within a work area designed to control the migration of contaminants to adjacent areas during assessment or cleaning procedures.

Contaminant: Any substance not intended to be present that is located within the HVAC system.

Debris: Non-adhered substances not intended to be present within the HVAC system.

Duct Access Door: Fabricated metal barrier (hatch) by which a service opening is accessed or closed; designated for permanent installation and may be available prefabricated in a variety of sizes and configurations. Most utilize cam locks for securing the removable door from the permanently installed door frame.

Encapsulant: A liquid material which can be applied to surface to control the possible release of asbestos fibers or other particulates from the surface.

Environmental Consultant: A third-party consultant contracted by the Owner authorized to perform project monitoring, cleanliness verification inspections, and other services as directed by the Owner. The Environmental Consultant shall have stop work authority.

Environmental Engineering Controls: Modifications to the work environment to permit safe operations and to prevent the escape or transfer of contaminants.

HEPA: High Efficiency Particulate Air. To be called a true HEPA filter, or certified HEPA filter, the filter will have a documented filtration efficiency of 99 .97% at 0 .3 micron-sized particles.

HVAC System: The heating, ventilation, and air conditioning (HVAC) system includes any interior surface of the facility’s air distribution system for conditioned spaces and/or occupied zones. This includes the entire system from the points where the air enters the system to the points where the air is discharged from the system. The return air grilles, return air ducts to the air-handling unit (AHU), the interior surfaces of the AHU, mixing box, coil compartment, condensate drain pans, humidifiers and dehumidifiers, supply air ducts, fans, fan housing, fan blades, air wash systems, spray eliminators, turning vanes, filters, filter housings, reheat coils, and supply diffusers are all considered part of the HVAC system. The HVAC system may also include other components such as dedicated exhaust and ventilation components and make-up air systems. For purposes of this Specification, non-ducted ceiling plenums of all types and design are not considered part of the HVAC system.

Mastic: Material used to caulk, seal, or cement gaps and cracks in air duct connections and joints.

Mechanical Cleaning: Physical removal of contaminants and debris not intended to be present from internal HVAC system surfaces.

Negative Air Machine: A HEPA-filtered air filtration device designed primarily for collecting particulate and limiting particulate migration while controlling workspace pressure differentials. These machines may or may not be ducted outside the building envelope.

Negative Duct Pressurization: A pressure differential inside the duct being worked on relative to the indoor non-work area.

Non-Adhered Substance: Any material not intended or designed to be present in an HVAC system, and which can be removed by contact vacuuming.

Non-Porous HVAC System Component: Any component of the HVAC system in contact with the air stream that cannot be penetrated by water or air, such as sheet metal, aluminum foil, or polymetric film used to line flexible duct.

Panel: Fabricated section of metal making up the structural shell of a piece of mechanical equipment.

Particulate: Any non-adhered substance present in the HVAC system that can be removed by contact vacuuming.

Porous HVAC System Component: Any component of the HVAC system in contact with the air stream that is capable of penetration by either water or air. Examples include fiber glass duct liner, fiber glass duct board, wood, and concrete.

Seal: To make secure against leakage by a fastener, coating, or filler.

Service Panel: Used for closing a service opening in an HVAC system.

Visibly Clean: A condition in which the interior surfaces of the HVAC system are free of non-adhered substances and debris.

Visual Inspection: Visual examination with the naked eye of the cleanliness of the HVAC system.

Wet Process Cleaning: Any method of mechanical cleaning of HVAC components that utilizes water and/ or liquid chemicals as part of the process (e.g., power washing, steam cleaning, hand washing).

3.2 Standards and Publications

The following standards and publications of the issues currently in effect form a part of this specification to the extent indicated by any reference thereto. Inclusion of these standards and publications should not be considered an endorsement of the issuing agency or publication. In all cases, alternative standards may be utilized provided that protections for occupants and the environment remain at least as stringent as those referenced herein.

National Air Duct Cleaners Association (NADCA): Assessment, Cleaning & Restoration of HVAC Systems (ACR), 2025.

National Air Duct Cleaners Association (NADCA): Introduction to HVAC System Cleaning Services, 2025.

Underwriters’ Laboratories (UL): UL Standard 181.

American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE): Standard 62, Ventilation for Acceptable Indoor Air Quality.

American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE): Standard 180 – Standard Practice for Inspection and Maintenance of Commercial Building HVAC systems.

American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE): Standard 62.2-2010, Ventilation and Acceptable Indoor Air Quality in Low-Rise Residential Buildings.

Sheet Metal and Air Conditioning Contractors' National Association (SMACNA): HVAC Duct Construction Standards – Metal and Flexible, 1985.

North American Insulation Manufacturers Association (NAIMA): Cleaning Fibrous Glass Insulated Air Duct Systems, 1993.

National Fire Protection Association (NFPA): 90-A and 90-B.

Institute of Inspection Cleaning and Restoration Certification (IICRC): S520.

3.3 Specifications and Reference Drawing

Attached are the following:

· 01 01 00 General Requirements

· 01 33 00 Submittal Procedures

· 02 85 00 Mold Remediations

· 23 01 30.41 HVAC System Cleaning

· 23 07 00 Thermal Insulation for Mechanical Systems

· 23 30 00 HVAC Air Distribution

· MER Duct Replacement Area

Contractor Requirements

4.0 Technical Requirements / Tasks

The Scope of Work shall include:

A. The Contractor shall clean all air handling units (AHUs) in the building. AHU26 will need a portion of the supply and returned duct replaced with new ductwork to remove mold compromised lined ductwork (see attached drawing titled Attachment 3). New ductwork should be insulated (1” Fiberglass with Vapor Barrier) on the outside of these ducts.

A summary of AHUs in the building is included in the following table:

TABLE 1 – Summary of Air-Handling Units

AHU ID

No. & Location

AHU-1

Main Building Roof (SW)

Offices in 200 Sector Supply air is provided to this section by a main supply duct located in drop ceiling of lab 221 and runs throughout the hallways of sector 200 to offices it supplies. Accessible supply ducts were externally insulated, and no insulation was observed inside any supply ducts. AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU Location is on top of the main building inside the maintenance corridors.

Return air is collected in each office and ducted to AHU-1 in the drop ceiling above the offices and hallways. No insulation was observed on exterior or interior of return air ducts.

AHU-2

Main Building Roof (SW)

Offices in 200 Sector Supply air is provided to this section by a main supply duct located in Corridor 200 and runs throughout the laboratories of sector 200 to each lab space it supplies. Accessible supply ducts were externally insulated, and no insulation was observed inside any supply ducts.

AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU Location is on top of the main building inside the maintenance corridors.

Return air is collected in a few labs and ducted to EF-1 in the drop ceiling above the Labs. No insulation was observed on exterior or interior of return air ducts.

AHU-3

Main Building Roof (NE)

Offices in 300 Sector Supply air is provided to this section by a main supply duct located in drop ceiling of lab 325 and runs throughout the hallways of sector 300 to offices it supplies. Accessible supply ducts were externally insulated, and no insulation was observed inside any supply ducts. AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU Location is on top of the main building inside the maintenance corridors.

Return air is collected in each office and ducted to AHU-3 in the drop ceiling above the offices and hallways. No insulation was observed on exterior or interior of return air

AHU-4

Main Building Roof (NE)

Labs in 300 Sector Supply air is provided to this section by a main supply duct located in Corridor 300 and runs throughout the laboratories of sector 300 to each lab space it supplies. Accessible supply ducts were externally insulated, and no insulation was observed inside any supply ducts. AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU Location is on top of the main building inside the maintenance corridors.

Return air is collected in a few labs and ducted to EF-2 in the drop ceiling above the Labs. No insulation was observed on exterior or interior of return air

AHU ID

No. & Location

AHU-5

Main Building (NW)

Labs in Sector 400 Supply air is provided to this section by a main supply duct located in Corridor 400 and runs throughout the laboratories of sector 400 to each lab space it supplies. Accessible supply ducts were externally insulated, and no insulation was observed inside any supply ducts. AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU Location is on top of the main building inside the maintenance corridors.

Return air is collected in a few labs and ducted to EF-3 in the drop ceiling above the Labs. No insulation was observed on exterior or interior of return air ducts.

AHU-6

Above Post Harvest Room on the Roof

Return air is collected around the Post Harvest & Electrical Room and ducted to AHU-6.

AHU-26

Maintenance Shop (448)

Office in sector 400, Restrooms, Large conference Room

Supply air is provided to this section by a main supply duct located in Maintenance Shop 445 and runs throughout the Hallways of sector 400 to each offices and large conference room it supplies. Accessible supply ducts are some externally insulated, and insulation was observed inside some supply ducts/transitions. AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU Location is inside the Maintenance Shop Room 445.

Return air is collected in the offices, hallways, and large conference room and ducted to AHU 26 in the Maintenance Shop. No insulation was observed on exterior or interior of return air

This is where the internally lined ductwork shall be replaced with new externally lined ductwork.

Farm Center AHU Unit

Above Farm Manger’s Office

Supply air is provided to this section by a main supply duct located above the main entrance hallway and runs into large lunchroom/conference room it supplies. Accessible supply ducts are some externally non-insulated, and no insulation was observed inside supply ducts. AHU shall be cleaned inside and consist of heating and cooling coils. Filters will be replaced by location staff and will be pulled prior to cleaning. AHU location is on top of the Farm Center Building above the Farm Manger’s Office.

Return air is collected in the main hallway. No insulation was observed on exterior or interior of return air

B. The Contractor shall clean all AHUs to include coils, spraying and wiping down the inside surfaces, but insuring to keep electrical components dry from water intrusion. Tissue Culture Room is excluded from this contract.

C. The Contractor shall clean all supply air diffusers, return air grills, and other louver components or registers associated with HVAC systems in the building.

D. The Contractor shall provide all necessary equipment, materials, labor, and supplies, to complete the work in accordance with this specification, referenced standards, and applicable regulations.

E. The Owner will contract with a Certified Industrial Hygienist (CIH) to serve as an Environmental Consultant to provide oversight of on-site project monitoring, observation, and documentation of the work progress. The Contractor is responsible for monitoring their own construction safety and health work practices for compliance with OSHA, Maryland Occupational Safety and Health (MOSH), and other applicable regulations.

F. This work shall be performed in phases and all work shall be performed on one HVAC/AHU at a time, so as to not interfere with ongoing scientific research.

1. The Contractor shall be responsible for conducting employee personal monitoring for potential hazardous materials exposure, including initial exposure assessments, in accordance with OSHA regulations.

HVAC System Assessment and Site Survey Prior to the commencement of any cleaning work, the Contractor shall perform an assessment of the HVAC system to determine appropriate engineering controls, safety measures, tools, equipment, and cleaning methods required to satisfactorily complete the project.

5.0 Government Furnished

· Access to the government facility will be at the main building located at 2217 Wiltshire Road, Kearneysville, WV 25443. Hours of operation will be between 7am-4pm Monday through Friday. Entrance will be made through the Maintenance Shop near the Emergency Generator where you will sign in and out each service call.

· The contractor will have supervised access to the Buildings Automation System during any visit.

· Access to fixed equipment under this contract may not be approved on all federal holidays.

· Access to utilities will be provided, other than internet.

· No additional tools or equipment will be granted.

6.0 Deliverables / Schedule

Key Deliverables

6.2 Schedule

· HVAC Cleaning will be scheduled after normal work hours in the evening and weekends. Start times will be after 5:30pm EST. All work must be completed by 5:30am EST. each day.

· No work will be completed on federal Holidays without the CO’s prior approval.

7.0 Travel

USDA ARS AFRS, 2217 Wiltshire Rd. Kearneysville, WV 25443

· Travel to and from the site shall be at the vendor’s expense.

8.0 Contractor’s Key Personnel

The contractor shall perform all work described in this Performance Work Statement in accordance with all applicable Federal, State, and local laws, regulations, codes, technical specifications, manufacturers guidelines, USDA, REE, and the ARS mission.

9.0 Security Requirements (Reference AGAR Clause 452.204‑71 Personal Identity Verification and Workforce Integrity of Contractor Employees (Apr 2026) All contractor personnel who work at USDA must have approval for facility access. Prior to work starting, the contractor must supply the names of those employees selected to perform the work. Due to security requirements, pre-notification of all visitors to the USDA ARS AFRS facility is required.

· Appropriate attire and identification shall be worn at all times by contractor employees. Work clothing shall be suitable for the task to be performed. Contractor identification that clearly identifies the Contractor employees name shall be worn and be visible at all times.

· All Contractor personnel accomplishing work under this contract shall register their arrival and departure times in the Location Visitor’s Log.

· Two contractors providing supervision of their contractors/employes who will be onsite to perform work must complete a Security Background Check prior to being granted access.

10.0 Data Rights

The contractor shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

11.0 Section 508 – Electronic and Information Technology Standards N/A image1.png