Attachment B Statement of Work.docx

US Department of Agriculture (USDA) Superior National Forest Forestwide HVAC Systems Preventive Maintenance Project Statement of Work

Contents

Project Forestwide HVAC Systems Preventive Maintenance Project

General Information

1.0 Scope of Work

The Contractor shall furnish labor, transportation, equipment, tools and incidentals to the Superior (SNF) for inspecting, checking, testing, measuring, evaluating, assessing, documenting, reporting, adjusting, tightening, cleaning, calibrating, lubricating, repairing, replacing, etc. the Heating, Ventilation and Air Conditioning (HVAC) systems servicing the buildings on the complex / site, thereby providing for complete preventive (aka preventative) maintenance to said HVAC systems (including controls), keeping them in good, reliable working order, providing efficient service and operating at maximum efficiency, to preserve the HVAC systems abilities to achieve thermal comfort, energy efficiency, and indoor air quality in these Federal Government Buildings. These HVAC systems include, but are not limited to: HVAC controls, Boilers, Pumps, Condensing Units, Forced air Furnaces, IR LP Heaters, unit heaters, Filters, Air Handling Units, Energy Recovery Units, and similar equipment.

2.0 Background

The SNF is expanding a preventative maintenance program for the HVAC systems located across the forest.

Some of the information, direction, definitions, and recommendations within this document were from ANSI/ASHRAE/ACCA Standard 180-2018. Other information, instructions, checkpoints, recommended tools, materials, and equipment, in this document, is from the IRS, GSA Public Building Service Preventive Maintenance Guides document, and other various sources regarding preventive (aka preventative) maintenance, operations and servicing commercial HVAC systems.

Definitions:

Condition:

1. Assessed physical characteristic(s) of equipment.

a. Like visual appearance and / or working order (i.e. related to noise, odor, vibrations, fluid leaks, etc.).

2. Measurement of delivery of intended output capacities of equipment compared to standards.

Corrections: work needed to restore system (or systems) or equipment or components to acceptable conditions.

Preventive (aka Preventative) Maintenance: work requiring a minimum of tools to adjust components and restore expendable materials (like fluids & filters, etc.) to their normal / as-designed state of operation and condition. Examples include checking, inspection, testing, measuring, evaluating, adjusting, servicing, tightening, cleaning, calibrating, lubricating, documenting, reporting of parts, systems, and components to ensure continued operation.

Inspection: to observe the condition of equipment or component and assess if it’s functioning in compliance with its’ normal / as-designed state of operation in terms of efficiency and longevity.

Performance: a quantifiable measure of equipment or system delivery capacity.

Repair: work requiring substantial tools, parts, equipment, and material to return a system that is not functioning properly back to its normal / as-designed state.

Replacement: work required when a repair task is impossible, impractical and/or not cost effective.

Service: work indicated to be required by an inspection or maintenance or as determined to be required on a routine basis.

Work Request: a written request for maintenance or repair or replacement work in response to observed deficiency. It must be evaluated and authorized to initiate action (in terms of maintenance, repair, replacement).

Note(s):

· Inspections serve to monitor, document, and report condition of equipment and components over time regarding appearance, functionality, and performance.

· Maintenance serves to preserve equipment condition and performance as required by the facility.

Locations:

*NOTE: Sawbill Cabin is located at the north end of the Sawbill Campground beyond Sawbill Outfitters.

Location and Equipment

Kawishiwi Ranger District Office Controls PMI equipment included:

· Air Handling Unit

· (4) Condensing Units

· (1) Energy Recovery Unit (ERU-1)

· Include Filter Replacement

· (28) Variable air volume boxes

· Include Filter Replacements

· (2) Boilers and (4) pumps

· (25) In floor heat zones

· (5) Cabinet Unit Heaters

· (1) Make up Air Unit (MAU-1)

· (2) Furnaces

· Include Filter Replacements

· (12) Exhaust Fans and dampers

· Includes CAF-1

· (6) Unit heaters

· (5) Cabinet unit heaters

· (5) Gas detection units

· (1) Reheat Coil (RHC-1) Electric Duct Heater

· Honeywell Webs N4 Jace updated with Software Maintenance Agreement

Bunkhouses - 2 LP Forced Air Furnaces & Condensing Units

Kawishiwi Seaplane Base – 1 IR LP Heater, Ceiling Mounted 16’ high 1 Unit Heater 1 VRF mini Split with 1 condenser and 2 indoor evaporators

Kawishiwi Helibase & Tankerbase 1 LP boiler, 2 LP Forced Air Furnace w/ AC

Laurentian District

2 NG Furnaces w/ AC (Fire Office/Bunkhouse) 3 unit heaters (Garages) 1 Air Cooled Water Chiller (Basement) 1 AHUC (basement)

LaCroix District

Sand Lake Guard Station 1 Unit Heater (Weld Shop)

Tofte District

Isabella Work Center

Sawbill Cabin

Gunflint District

East Bearskin Cabin 1 LP Freestanding Room Heater

Seagull Guard Station

Site Visits:

Site visits can be arranged by contacting:

James Anderson (Kawishiwi, Laurentian, LaCroix) 1393 Highway 169 Ely, MN 55731 218-365-2044 James.b.anderson@usda.gov

Dave Avery (Tofte, Gunflint, Isabella, Seagull) 202 W. Highway 61 Grand Marais, MN 55604 218-370-9805 David.avery@usda.gov

Contractor Requirements

3.0 Technical Requirements / Tasks

Comply with the following salient and applicable reference standards for performing and completing this preventive maintenance work:

· Occupational Safety And Health Administration (OSHA).

· American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc. (ASHRAE).

· National Environmental Balancing Bureau (NEBB) – Procedural Standards for Testing Adjusting Balancing of Environmental Systems (TAB).

· HVAC Systems Testing, Adjusting, and Balancing – Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA).

· American Society of Mechanical Engineers (ASME).

· The equipment manufacturers recommendations.

· Honeywell Authorized Dealer for the Kawishiwi locations.

· In the event of discrepancies amongst said reference standards, first comply with the equipment manufacturer’s recommendations, otherwise, comply with the most stringent standard(s).

Provide preventive / preventative maintenance to keep the HVAC systems properly operating; running reliably and efficiently. Check, inspect, test, measure, evaluate, document, report, adjust, clean, tighten, calibrate, lubricate (but not limited to) the following components:

· Belt Drives & Belts

· Air Filters

· Water Strainers

· Air Grills and Dampers

· Refrigerants

· Thermostats

· Temperature Controls

· Control Motors

· Automatic Controls

· Electric Starters

· Electric Motors

· Variable Frequency Drives (VFDs)

· Condensing Units for Air Conditioning (AC)

· Combustion Units & Controls for Boilers

· Water Circulator / Circulation Pumps

· Supply & Exhaust Fans

· Direct Expansion Valves

· Steam Traps

Repairs / Replacements work: If / when, during the preventive / preventative maintenance work is taking place, needed repair(s) or replacement(s) (as defined above in the definitions) is discovered, the contractor shall do the following for each discovery:

· Document its discovery.

· Provide a recommendation for its repair, replacement, or other action, along with reasoning for recommendation, to the Contracting Officer’s Representative (COR).

· Prepare and submit a work request (as defined above in the definitions) to the COR.

· Provide a quote for the recommended work to the COR.

· Provide a timeframe for potentially completing the recommended work to the COR.

General guidance for all work, where salient and applicable, carry out the work as provided in the following example:

1. Review manufacturer’s instructions.

2. De-energize, lockout, and tag the electrical circuits.

3. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA) regulations as they apply to protection of stratospheric ozone.

4. No intentional venting of refrigerants is permitted. During the servicing, maintenance, and repair of refrigeration equipment, the refrigerant must be recovered.

5. Whenever refrigerant is added or removed from equipment, record the information (i.e. type, quantities, unit, etc.) on the appropriate form(s).

6. Recover, recycle, or reclaim the refrigerant as appropriate.

7. If disposal of the equipment item is required, follow regulations concerning removal of refrigerants and disposal of the appliance.

8. If materials containing refrigerants are discarded, comply with EPA regulations as applicable.

9. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled accordingly.

10. Closely follow all safety procedures described in the Material Safety Data Sheet (MSDS) for the refrigerant and all labels on refrigerant containers.

· Checkpoints:

1. Thoroughly inspect and clean interior and exterior of machine with vacuum cleaner, (remove panels).

2. Clean drain pan and note excessive corrosion, prepare metal and paint as necessary.

3. Check for refrigerant leaks using a halogen detector or similar testing device. Repair all leaks before recharging unit. If leaks are not able to be stopped or corrected, report leak status to supervisor.

Consult the MSDS for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

4. Check refrigerant levels for proper charge and recharge as needed.

5. Check condition of cooling and reheat coils. Use fin comb if needed to straighten fins.

6. Clean coils, use coil cleaner detergent solution and high-pressure water.

7. Check belts for wear, adjust tension or alignment, and replace when necessary.

8. Drain and clean humidifier drip pan, if applicable. Remove corrosion; prime, and paint as needed.

9. Lubricate motor and fan bearings, if not sealed. Check alignment of motor and fan.

10. Replace prefilters if needed.

11. Replace final filters if needed.

12. Check compressor oil level (if compressor has an oil sight glass).

13. Run machine, check action of controls, relays, switches, etc., to see that:

a. compressor(s) run at proper settings.

b. reheat coils activate properly.

c. humidistat activates humidifier.

d. suction and discharge pressures are proper.

e. discharge air pressure is set properly.

14. Check and tighten any loose unit electrical terminals, disconnect switches, or connectors.

15. Check and adjust vibration eliminators. Replace if required.

16. Remove all trash or debris from work area. Consult the MSDS for proper personal protective equipment (PPE).

(The end of example)

The work of this contract includes, but is not limited to, performing preventive / preventative maintenance per the following:

For HVAC system Controls:

· Check and service system controls in accordance with manufacturer’s instructions.

For Variable Frequency Drives (VFD)

· Check and service VFDs in accordance with manufacturer’s instructions.

For Boilers:

· Check, test, (service and adjust if needed) for low and high gas pressure safeties.

· Inspect and clean all burners.

· Inspect all manhole gaskets for leaks.

· Inspect all refractory systems.

· Inspect and test all safety valves.

· Clean and rebuild (if needed) low water cut-off.

· Recalibrate operating controls (as needed).

· Inspect and tighten electrical terminals.

· Check (service and adjust if needed) low water cutoffs.

· Inspect all flue chimneys and examine flue gases.

· Adjust / Tune boiler for optimal boiler efficiency.

· Inspect (and clean as needed) vent pipe for white, powdery residue.

· Examine all flame sensing rods, spark rods to ensure they are properly gapped.

· Check (and clean as needed) all fans and blowers (especially for dirt buildup).

· Check all electrical connections (resolve issues as needed).

· Check block valves and bleed valves for leaks (correct leaks).

· If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

· Monitor / measure oxygen, carbon monoxide and dioxide levels; adjust system as required to bring within compliance.

For Hot Water Pumps:

· Check and service the hot water pumps in accordance with manufacturer’s instructions for maintenance.

For In-Floor / Hydronic systems:

· Check the pressure(s) in these systems.

· Bring pressure(s) within manufacturer’s recommended range for efficient operation.

· Check for systems leaks.

· Document, and report all leaks.

· Follow directions above regarding repairs and / or replacements.

· Check / listen for noise from systems.

· Document and report all noise from systems.

· Follow directions above regarding repairs and / or replacements.

· Check and service the other components / pieces of equipment that make up the in-floor / hydronic systems (listed above and / or shown on systems drawings; i.e. Air Vents, Air Separators, Expansion Tank(s), etc.) in accordance with the components / pieces of equipment manufacturer’s instructions and manuals for maintenance.

For Unit Heaters:

· Check and service all the types of unit heaters in accordance with manufacturer’s instructions for maintenance.

· Clean coils and other components.

· Change filter, if necessary.

· Check for loose electrical connections in unit and tighten as necessary.

· Clean and wipe any excess dust or dirt and oil as required.

· Oil motor bearings as necessary.

· Check operation of fan motor for excessive bearing wear.

· Lubricate / grease / pack if feasible and needed.

· If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

· Check operation of all controls, such as PE switches, dampers, damper operators, and thermostats.

· Adjust as required to be within compliance of operating standards.

· Service in accordance with manufacturer’s instructions for maintenance.

· If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

· Clean and adjust heater deflector fins and element(s).

· Clean fan(s) and lubricate motor(s).

· Clean burner, chamber, thermocouple, and control, as applicable.

· Adjust pilot or electric ignition device.

· Inspect (and service as necessary) vent and damper operation.

· Operate unit and adjust burner.

· Check (and service as necessary) operation of safety pilot, gas shut-off valve, and other burner safety devices.

· Test the room air around the unit for carbon monoxide emission.

· Ensure that carbon monoxide level averages less then 9ppm/day.

· If the level of carbon monoxide in the room exceeds 9ppm, turn the unit off and correct.

· Retest the unit before it is placed back into service.

· Clean strainer ahead of valve.

· Check (and service as necessary) valve head and seats for wear and cutting.

· If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

· Steam quality should be examined for foreign matter if valves are being damaged.

· Check steam gauges.

· Check pop safety or pressure relief valve(s) for relieving and seating.

· Check diaphragms for failure.

· Check binding of valve stem.

· Clean and adjust heater deflector fins and element.

· Clean fan and lubricate motor.

· Adjust weighted lever or spring control tension.

For Air Handling Units:

· Check and service air handling units in accordance with manufacturer’s instructions for maintenance.

· Check for noise and vibration.

· Clean filters or replace as necessary.

· Drain and clean condensation pans.

· Lubricate and grease motor and blower bearings.

· Straighten coils with a fin comb.

· Check that the motor belt and pulley are working properly (service if needed).

· Inspect wiring for damage and / or loose connection (correct if needed).

· Check units bypass valves (service if needed).

For Energy Recovery Units / Ventilators:

· Check and service energy recovery units / ventilators in accordance with manufacturer’s instructions for maintenance.

· Inspect weatherhoods and screens.

· Remove debris and clean both intake and exhaust hoods and associated screens.

· Confirm that hoods are above snow drift levels and intake hood velocities are 500 fpm or lower.

· Check / inspect, service, and adjust blower / motor packages.

· Align pulley and secure to shafts as necessary.

· Document belt wear condition and replace as necessary.

· Adjust belt tensions and secure motor mounts.

· Clean dust, dirt, and debris away from blower wheels and housings and motor vent openings.

· Lubricate blower and motor bearings.

· Replace filters.

· Inspect and clean exchanger cores.

· Vacuum or wash as needed (per manufacturer).

· Remove accumulated dirt and debris from inside surfaces.

· Inspect (and service as necessary) seals and gaskets (to ensure they’re isolating the two air streams and minimizing case leakage).

· Confirm operation after completing these energy recovery units / ventilators list above).

For Exhaust and Return Fans:

· Check and service exhaust fans and return fans in accordance with manufacturer’s instructions for maintenance.

· Check, clean / remove dust and dirt from fan blades and motor.

· Check and clean grease off of duct interiors at connections to hood.

· Check and clean grease from duct interiors at access panel(s).

· Check access panel(s) for tight seal (to prevent air leaks and for grease leaks).

· Clean, service, and tighten as required.

· Lubricate fan bearings (if feasible).

· Lubricate motor bearing (if feasible).

· Tighten nuts, bolts, and mounting hardware.

· Check and document motor mounts and vibration pads.

· If found to need repair or replacement, follow directions above regarding repairs and / or replacements.

· Check and document motor volts / amps.

· Check / inspect, and tighten all electrical connections.

· Check and document far operation.

· Check and document structural integrity of assembly.

· If found to need repairs or replacements, follow directions above regarding repairs and / or replacements.

For Air Conditioning Units:

· Check and service Air Conditioning Unit in accordance with manufacturer’s instructions for maintenance.

· Check and document unit(s) for noise and vibration.

· Check V-belt condition and tension; adjust or change if needed.

· Clean and wash permanent filters; recharge wire mesh filters with oil.

· Change disposable filters.

· Drain and clean condensate pan.

· Lubricate fan shaft bearings (if not sealed).

· Lubricate motor bearings sparingly (if not sealed).

· Clean coils.

· Straighten coil fins using fin comb.

· Clean strainers.

· Check controls, trap, freeze-stat, and control-stat for proper operation.

· Clean fan blades.

· Check for leaks on all lines, valves, strainers, coils, etc.; document leaks.

· Check and document signs of corrosion on fins, cabinet, copper tubing, and solder joints.

· Check and document oil stains on headers, return bend and coil fins with electronic leak detector.

· Verify fans rotate freely and quietly.

· Check / inspect, and tighten all electrical connections.

· Document wear, kinks, bare areas and discoloration.

· Replace wire found to be damaged.

· Verify electrical and ground connection are secure (tighten if necessary).

· Check operation and calibration of all fan cycle controls; adjust as necessary.

· Check / test for acid in refrigerant; correct as necessary.

· Check refrigerant levels; adjust as needed.

· Test and document refrigerant lines / unit for leaks; correct as necessary.

· Check and document refrigerant lines; add insulation as needed.

· Clean / remove dust, dirt and debris for around and inside of units.

· Verify units are firmly installed and level.

· Test capacitors, contactors, relays and circuit boards, and document.

· Replace weak capacitors.

· Clean contactors.

· If found to need repairs or replacements, follow directions above regarding repairs and / or replacements.

For Gravity Roof Ventilators:

· Check and service gravity roof ventilator(s) in accordance with manufacturer’s instructions for maintenance.

· Inspect and document condition.

· Any damage?

· Closed before winter?

· Opened prior to summer?

· Need paint?

· If found to need repairs or replacements, follow directions above regarding repairs and / or replacements.

Provide a brief after-action report containing a writeup of the findings, actions taken to preventive / preventative maintenance work, and a summary of the recommendations and work requests (including the final status and action taken) for any work regarding repairs and / or replacements.

· Here’s an example regarding replacement: if it was recommended to replace the terminal board on one of the boilers, in the after-action report, indicate the recommendation, the work request, what action was taken, and final status. Here’s an example:

· It was recommended to change the terminal board on boil X.

· The work request to change the terminal board was submitted on XX/XX/XXXX with a quoted cost of $XXXX to replace and with a timeframe of XX/XX/XXXX to XX/XX/XXXX to complete the work.

· The Forest Service elected not to replace the terminal board at this time.

· The boiler terminal board remains in the condition it was initially discovered; unresolved.

No work shall be performed during Federally Recognized Holiday’s unless specifically requested by the Contractor and approved, both in written form, by the Contracting Officer.

The Contracting Officer’s Representative (COR) will review the Contractor’s after-action report and approve it upon satisfactory completion of the work.

Tasks at sites will be broken out as individual bid items for government tracking.

3.01 00101 Kawishiwi District Perform all tasks maintenance related to the Kawishiwi district sites in Ely, MN. This includes all related HVAC equipment within the office building including the Honeywell Jace control system. The control system is not connected to the internet and must be serviced on site. The bunkhouses are on the same site as the office building. The helibase, tanker base, and seaplane bases are on two separate sites but quoted as one line item. Contractor is required to provide manufacturer certification to maintain the Honeywell Webs N4 Jace System and 5 years of documented experience with initial quote. Each year of the 00101A Kawishiwi District Office Site is to include a yearlong software maintenance agreement to keep the system up to date.

00101A Kawishiwi District Office Site 00101B Kawishiwi Bunkhouses 00101C Kawishiwi Aviation Facilities

Note: A Honeywell authorized vendor is required for services performed at the Kawishiwi locations.

3.02 00201 Laurentian and LaCroix Districts Perform all tasks related to the Laurentian and LaCroix Districts. This will span three separate sites in Aurora, Sand Lake, and Cook, MN. The Aurora and Cook sites each have one bunkhouse located next to the offices.

00201A Laurentian Office Site 00201B LaCroix Office Site & Sand Lake Garage 00201C Laurentian and Lacroix Bunkhouses

3.03 00301 Tofte District Perform all tasks related to the Tofte District which includes the Isabella Workstation and Sawbill Cabin. This will span three separate sites between Tofte and Isabella, MN. The four bunkhouses are located at the Tofte District Office site. The Sawbill cabin includes an LP refrigerator that needs to be inspected.

00301A Tofte Office Site 00301B Isabella Work Center Site 00301C Tofte Bunkhouses 00301D Sawbill Cabin

3.04 00401 Gunflint District Perform all tasks related to the Gunflint District which includes the Seagull Guard Station and East Bearskin Cabin. This will span three separate sites between Grand Marais, MN and up the Gunflint trail. The two bunkhouses are located at the Gunflint District Office site.

00401A Gunflint Office Site 00401B Gunflint Bunkhouses 00401C East Bearskin Cabin 00401D Seagull Guard Station

3.05 00501 Emergency Service.

The government also requires as part of this contract the diagnosis of HVAC systems for any of the sites listed in this contract. The contractor is required to be able to be onsite within 48 hours of receiving a notice for emergency services. Mileage will be calculated from the service technician’s office to the project site. Service technician hourly rates will be calculated based on arrival and leaving times from the identified facility. Emergency diagnostic services shall result in the following being provided to the government:

· Document its discovery.

· Provide a recommendation for its repair, replacement, or other action, along with reasoning for recommendation, to the Contracting Officer’s Representative (COR).

· Prepare and submit a work request (as defined above in the definitions) to the COR.

· Provide a quote for the recommended work to the COR.

· Provide a timeframe for potentially completing the recommended work to the COR.

00501A Mileage 00501B HVAC Service Technician/hr 00501C Controls Service Technician/hr

4.0 Government Furnished

· The Government will provide access to the locations of the work on-site.

5.0 Deliverables / Schedule

The schedule for performing the on-site preventative maintenance shall be as follows:

· Once Per year in the Fall starting by October 1 each year.

· The contractor shall contact COR and Point of Contact (POC) and coordinate schedules day(s) / date(s) / time(s) that work for both the contractor and the Forest Service.

6.0 Travel

All costs associated with travel are considered incidental to the cost of the line item in the schedule of items for base items. Emergency services will be paid as described in 3.05.

7.0 Contractor’s Key Personnel

The Contractor shall provide qualified personnel to complete the work of this contract. They shall be qualified to perform preventive / preventative maintenance work as described in this document.

Note: A Honeywell authorized vendor is required for services performed at the Kawishiwi location.

The contractor shall provide a list of the key personnel for this project, indicate their experience and qualifications for performing this work.

8.0 Data Rights

All data produced, furnished, acquired, or used in meeting the contract requirements will become the property of the Government. Approval of its’ use, production, or disclosure, for purposes other than completing this contract may be requested by the Contractor at any time. There’s no guarantee that use of said data will be approved.

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