Attachment_A_Specifications.pdf

JODA – FY22 HVAC HVAC Repair & Replacement Page 1

John Day Fossil Beds National Monument

HVAC EQUIPMENT REPAIR AND REPLACEMENT

PROJECT SPECIFICATIONS

GENERAL REQUIREMENTS

By: Roy Zipp, Superintendent Date: 5/17/22

PART 1 – SUMMARY OF WORK & DEFINITION OF CLINs

1.1 WORK COVERED BY CONTRACT DOCUMENTS

A. General: All work outlined below will be performed under a single contract.

B. Project Location: This project is located at the Visitor Center and adjacent Cant Ranch House, in the Sheep Rock Unit of John Day Fossil Beds National Monument, 32651 Hwy.

19, Kimberly, OR 97848.

C. Project Background: John Day Fossil Beds National Monument (JODA) currently lacks the capacity to properly heat and cool both the Cant Ranch House and Visitor Center buildings.

Two (2) water source heat pumps in the basement of the historic Cant Ranch House have failed and are no longer able to heat or cool the building. The Cant Ranch House is a historic three-story house, approximately 3,000-square feet. It contains five offices, a museum, public restrooms and a collection of historic objects/archive. The heat pumps, electrical and mechanical connections are located in the basement of the house, accessible via the ground level basement entrance on the side of the building. The work area is an unfinished, primitive, low vertical-clearance basement.

Additionally, there are several similar heat pumps in the JODA Thomas Condon Visitor Center building. These pumps and their appurtenant components need various repairs as soon as possible. These component repairs should enable the units to function in summer 2022 while a longer-term engineering evaluation is conducted to provide for system replacement.

D. Project Scope of Work / Definition of Contract Line Items: The Work consists of the following:

Contract Line Item No. 0010: Historic Cant Ranch House. Remove and dispose outside of (JODA) two existing water source heat pumps. Furnish and install two new 6-ton single stage hydronic heat pumps (Basis of Design: “GeoComfort” or approved equal). The work includes connecting to existing piping; ducting/electrical; decoupling the new heat pumps from computer controls in the visitor center and providing a stand-alone, wired thermostat control

JODA – FY22 HVAC HVAC Repair & Replacement Page 2 in the Cant Ranch house; all refrigerant required for new system operation; system testing and an approximate 30-minute training session with JODA staff, upon final inspection clearance.

Contract Line Item No. 0020: Thomas Condon Visitor Center. This task involves repairing various components on four heat pumps. Work shall include replacement of two 6-ton compressors; 2-run capacitors for heat pumps #2 and #4; two reversing valves and two ASM thermostatic expansion valves for heat pumps #1 and #3; four filter driers for all heat pumps;

two wire harnesses for heat pumps #2 and #4; five electric actuators for water valves (Basis of design: “Belimo” or approved equal); all refrigerant required for repaired system operation; system testing and an approximate 30-minute training session with JODA staff, upon final inspection clearance.

Contractor will provide lump sum pricing for each contract line item.

1.2 REFERENCE DOCUMENTS / REPORTS

A. General: The following reference documents / reports are attached or available upon request to supplement the information in the specifications:

1. Site Location Maps with vehicle/equipment staging and building access.

2. Building/HVAC Equipment photos with descriptions.

1.4 PUBLIC / STAFF USE OF THE SITE

A. General: Both buildings will be open to the public and staff while work is being performed.

The Contractor shall at all times conduct his operations to ensure the least inconvenience to the public and staff. Temporary closures may be permitted upon specific written approval of the Contracting Officer.

B. Other Contracts, Work, and Events: During the contract performance period, there may be other contracts, work, or events occurring in the park or within the project area limits that may affect the Contractor’s operations. The Contractor shall conduct his operations in consideration of these other activities. If the other activities are affecting the critical path of the construction schedule, the Contractor shall document the issue in the daily reports and report the issue to the Contracting Officer.

1.5 CONTRACTOR USE OF SITE

A. General: Limit construction operations to the project area limits as outlined on the attached

Site Location Map.

B. Park Regulations: Ensure all personnel (contractors, subcontractors, and vendors) entering or working in the park are familiar with and obey all park regulations. Law enforcement rangers will intervene if they perceive any unsafe or unlawful activity.

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C. Site Access: The contractor shall access the buildings/equipment. See attached maps for staging areas. Do not drive vehicles off road or access non-project areas without permission from the Contracting Officer or their representative.

D. Working Hours: Regular work hours shall be limited to daylight hours from 7:00 a.m. until

5:00 p.m. Monday through Friday, excluding government holidays. Work outside regular hours requires advance approval from the Contracting Officer.

E. Staging and Storage: Confine the staging and storage of equipment and materials to the areas as shown on the Site Location Map or as established at the preconstruction meeting. The Contractor will be responsible for the security of all equipment and materials at the jobsite.

F. Property Damage: The Contractor is required to report missing, lost, stolen, or damaged property occurring within the park. This report must be made to the Chief Ranger at the first available opportunity at: 509-631-1903

G. No Smoking Policy: Smoking is prohibited inside or outside within 25 feet of any buildings in the park. This applies to existing buildings and buildings under construction or renovation.

Discarding of tobacco products or debris anywhere other than into designated tobacco receptacles is considered littering and subject to fines.

PART 2 – WORK RESTRICTIONS

2.1 WORK RESTRICTIONS

A. General: The Contractor must comply with the following work restrictions:

B. Vehicles / Heavy Equipment:

1. Vehicle Parking: The contractor shall park vehicles and (s) or as established at the preconstruction meeting. Vehicles are not permitted within long-term or overnight parking along park roads or in associated overlooks / pullouts.

2. Driveways and Entrances: The contractor shall keep driveways and entrances serving the premises clear and available to the government, government employees, and emergency vehicles at all times.

3. Spills: The Contractor shall be responsible for any cleanup efforts required in accordance with 40 CFR and all applicable state environmental quality laws regarding disposal and cleanup of hazardous / industrial wastes. The Contractor must immediately notify the Contracting Officer of spills.

PART 3 – PROJECT MANAGEMENT

3.1 SUBMITTALS

A. Submittal Documents: The following documents shall be submitted no later than 14 calendar days after contract award and a minimum of seven (7) calendar days prior to the Preconstruction Meeting. If all of these documents have not been received prior to the

JODA – FY22 HVAC HVAC Repair & Replacement Page 4 scheduled Preconstruction Meeting date, the meeting will be cancelled and the Notice to Proceed (NTP) will not be issued. Work shall not commence until written Notice to Proceed (NTP) has been issued.

1. Letter designating the Project Superintendent.

2. Construction Schedule - Submit a baseline schedule with start date, end date, major work activities and durations, estimated pre-final (substantially complete) and final (entirely complete) inspection dates, and other major milestones. Provide updates to baseline schedule as needed or as requested (when there is a change to the critical path).

3. Accident Prevention Plan (APP) – Submit a “site specific” accident prevention plan with the following information (at a minimum). Refer also to PART 5 Safety Requirements.

a. Name of the supervisor responsible for executing the plan.

b. Emergency contact phone numbers.

c. Map of local area emergency medical facilities relative to the jobsite.

d. First aid and emergency medical procedures / forms.

e. Company safety plan / protocol.

f. Job hazard analysis (JHA) completed for each major work activity.

g. Job specific COVID-19 plan.

5. A list of Subcontractors for this project.

6. Written statements from subcontractors certifying compliance with applicable labor standard clauses.

7. Satisfactory evidence of liability insurance coverage and workman’s compensation for the Contactor and all subcontractors.

B. Submittal Documents: The following documents shall be submitted to the Contracting Officer prior to construction mobilization. If these documents have not been received and approved by the NPS prior to construction start, the construction start date may be delayed.

1. Product Data – Submit product cut sheets / material data on all products to be used for approval. Indicate the size, model, or type of each recommended product.

2. O&M Manual for newly installed components (manufacturer).

3.2 PRECONSTRUCTION AND PROGRESS MEETINGS

A. Preconstruction Meeting: Before the start of construction, the Contracting Officer will arrange for a preconstruction meeting either on site or via teleconference. The meeting agenda will include the following topics:

1. NPS Roles & Responsibilities

2. Key Contractor Personnel

3. Coordination with Subcontractors

4. Correspondence & Submittal Procedures

5. Submittals

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6. Park Rules & Regulations

7. Work Hours and Weekend, Holiday, and Night Work

8. Project Information

a. Jobsite Access & Parking

b. Staging, Storage, and Laydown Area(s)

c. Temporary Facilities & Controls

d. Jobsite Restrictions

e. Resource Protection

f. Reference Documents

h. Other Contracts / Ongoing Work

9. Labor Standards Provisions

10. Labor Interviews

11. Payroll Reports

12. Payments to the Contractor

13. Change Orders / Modifications

14. Progress Meetings

15. QC Daily Reports

16. Inspections

17. Acceptance and Rejection of Work

18. Closeout Procedures & Submittals

19. Contract Period of Performance

20. Notice to Proceed

3.3 REQUESTS FOR INFORMATION (RFIs)

A. General: On discovery of the need for additional information or interpretation of the Contract Documents, the Contractor shall prepare and submit an RFI utilizing the NPS form.

1. Contracting Officer will only respond to RFIs submitted by the Contractor.

2. Coordinate and submit RFIs in a prompt manner to avoid delays in the work.

B. RFI Form: Include a detailed, legible description of the subject or item needing information or interpretation on the RFI Form with:

1. RFI number, numbered sequentially.

2. Date.

3. RFI subject.

4. Specification Section number and title and related paragraphs, if applicable.

5. Drawing number and detail references, if applicable.

6. Photographs or sketches, if applicable.

7. Contractor's suggested resolution. If the Contractor's suggested resolution impacts the contract time or the contract sum, Contractor shall state the impact in the RFI.

C. Response to the RFI: The Contracting Officer will review each RFI, determine the action required, and respond accordingly.

PART 4 – SUBMITTAL PROCEDURES

4.1 SUBMITTAL PROCEDURES

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A. CM-16 Transmittal Form: All submittals shall be transmitted using NPS CM-16 form sent via email.. No action will be taken on a submittal item unless accompanied by the CM-16 transmittal form. Complete all applicable fields, sign the form, and attach all supporting documentation.

B. General Submittal Procedures:

1. Processing Time: Allow 7 days for NPS review of a submittal. When review is complete, an e-mail notification will be sent to the Contractor. No extension of contract time will be authorized because of failure to transmit submittals in a timely manner.

2. Approved Equals: For each item proposed as an “approved equal” submit supporting data including:

a. Comparison of the salient characteristics of the proposed item with that specified.

b. Name, address, and telephone number of vendor.

c. Manufacturer’s literature.

d. Compliance with the Buy American Act.

3. Electronic Submittals: Transmit all submittals except physical samples in PDF format.

PART 5 – SAFETY REQUIREMENTS

1.1 SAFETY REQUIREMENTS

A. General: The Contractor must comply with the following safety requirements:

1. First Aid Equipment: Provide adequate first aid equipment for all contract employees for the hazards associated with the types of ongoing construction work at the site.

2. First Aid Training: Provide adequate training to all Contractor personnel to ensure prompt and efficient application of first aid.

3. Personal Protective Equipment (PPE): Provide personal protective equipment (PPE) that meets applicable OSHA and ANSI standards for all contract employees.

4. Hazardous Materials: Hazardous materials are defined as explosive, flammable, poisonous, corrosive, oxidizing, irritating, or otherwise harmful substances that could cause death or injury. Store hazardous materials in accordance with manufacturer’s and OSHA recommendations. Maintain MSDS onsite for each chemical used on the jobsite.

Immediately report all spills of hazardous materials to the contracting officer.

5. Safety Meetings: At a minimum, conduct weekly "toolbox" safety meetings. These meetings shall be conducted by a job superintendent or crew leader and attended by all construction personnel at the worksite. Topics need to coincide with work scheduled for the week.

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6. Emergency Contacts: Post telephone numbers and reporting instructions for ambulance, hospital, fire department, police, and park dispatch in conspicuous locations at the site.

7. Emergency Medical & Accident Reporting: In the event of an emergency / medical incident, the Contractor shall Dial 911 as needed.

PART 6 – QUALITY REQUIREMENTS

6.1 QUALITY REQUIREMENTS

A. General: The Contractor is responsible for all quality control to guard against defects and deficiencies in the work. Inspect and test work as needed to ensure that the quality of materials, workmanship, construction, finishes, and functional performance are in compliance with applicable specifications, drawings, codes and standards, and the QC Plan.

B. Quality Control (QC) Daily Reports: Submit quality control daily reports documenting the progress and quality of the work. The daily report shall be typed, legible, and complete and include representative photos. The daily report shall be submitted on a daily basis no later than the day after the work. The NPS prefers that the contractor use the NPS daily report form, but an alternate form will be allowed if it contains all major sections of the NPS form.

PART 7 – TEMPORARY FACILITIES & CONTROLS

7.1 TEMPORARY FACILITIES & CONTROLS

A. General: The contractor will be allowed to set up temporary facilities and controls as outlined. All temporary facilities and controls shall be removed from the site before final acceptance of the work.

B. Temporary Utilities: The following utilities / services are available for use at the project site:

Electrical Power Service: Electrical power service is available from facilities at the project site for use on the contract without charge. Provide all connections and extensions of services in a safe manner in compliance with NEC, NEMA, and UL standards and regulations.

Water Service: Potable water service is available from facilities at or near the project site for use on the contract without charge.

Sanitary Facilities: Restrooms are available at the site.

Telephone Cellular Service: The project site at the Cant House does have cellular service.

The Visitor Center does not have cell service.

C. Temporary Storage: The Contractor is responsible for ensuring all materials are new and undamaged from weather, age, or neglect.

PART 8 – EXECUTION

8.1 EXECUTION

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A. Examination: Examine the project area and site facilities and verify compatibility between existing conditions and the scope of work.

B. Preparation: Take field measurements or conduct surveys to verify quantities and dimensions before procurement and fabrication or installation.

C. Installation: Install all systems or components according to the specifications, manufacturer’s recommendations, permit conditions (where applicable), and local, State, and Federal codes, standards, and regulations. All systems or components shall be complete and operable.

D. Correction of the Work: Upon discovery of defects or damage of new work or to existing facilities damaged by new work, repair or replace damaged systems or components and restore substrates and finishes.

E. Final Cleaning & Waste Disposal: At the completion of the work, clean all surfaces and remove all waste materials, trash, tools, equipment, machinery, and surplus items from the project site and legally dispose of all waste items.

PART 9 – CLOSEOUT PROCEDURES

9.1 SUBSTANTIAL COMPLETION AND FINAL INSPECTION

A. When the project, or a designated portion of the project, is substantially complete, the Contractor shall request a pre-final inspection in writing at least fourteen (14) calendar days in advance of the inspection date.

B. If the work is determined to be substantially complete at the pre-final inspection, the Contracting Officer will prepare a Letter of Substantial Completion with a Punch List of deficiencies to be corrected before final inspection / acceptance. The Contractor shall complete the work described in the Punch List within thirty (30) calendar days, as weather permits. Once all Punch List work is complete, the Contractor shall request a final inspection in writing to arrange for the confirmation of punchlist completion.

C. If the Contractor fails to complete the Punch List work within this timeframe, the Contracting Officer may either replace or correct the work with an appropriate reduction in the contract price or charge for re-inspection costs in accordance with the Inspection of Construction clause of the contract.

D. If the work is determined to be not substantially complete at the time of the pre-final inspection, the Contracting Officer will notify the Contractor in writing. The Contractor may request a new pre-final inspection; however, all re-inspection costs may be charged against the Contractor in accordance with the Inspection of Construction clause of the contract.

E. After all deficiencies have been corrected and the project is complete, a Letter of Final Acceptance will be issued by the Contracting Officer.

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9.2 CLOSEOUT SUBMITTALS

A. Operation & Maintenance (O&M) Manual: Submit two (2) hard copies (in D-ring binders) to the onsite Point of Contact (POC) and one (1) electronic copy (PDF) to the Contracting Officer with all applicable operation and maintenance information including but not limited:

1. Preventative maintenance schedule for all major components.

2. Operation & Maintenance instructions.

3. Product warranties for individual products and systems.

4. A one (1) year Contractor-issued warranty on all workmanship starting from the date of final acceptance.

9.3 DEMONSTRATION & TRAINING

A. Demonstration & Training: Provide onsite demonstration and training to NPS operators and staff on the proper, safe operation of all new systems and components.