STATEMENT OF WORK (SOW)

NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION (NOAA)

NORTHEAST FISHERIES SCIENCE CENTER (NEFSC)

Replacement of Mini-Split Ductless AC Systems on Main Building at the NEFSC

Woods Hole, Massachusetts 14 Aug 2026

1.0 BACKGROUND

The National Marine Fisheries Service (NMFS), a part of the National Oceanic and Atmospheric Administration (NOAA) of the Department of Commerce (DOC), is a governmental agency charged with the mission of stewardship for living marine resources. The Northeast Fisheries Science Center (NEFSC) Woods Hole Laboratory is located at 166 Water Street Woods Hole, MA 02543

The Woods Hole Main Building Mini Split Systems are 10+ years old and at the end of their life and needed to be replaced; this last February (2026) NEFSC experienced extreme winter storms which did damage to the roof membrane and the (3) Mini-split systems. These mini split systems support (5) office spaces. Once installed the new mini split systems will maintain compliance with American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) Standard 55 - Thermal Environmental Conditions for Human Occupancy and ASHRAE 90.4-2022 Energy Standard for Data Centers.

1.1 SCOPE

Remove all remaining components for three (3) existing mini split heat pump systems, and their respective indoor units, as per specific instructions below. Existing systems suffered damages during winter storms and outdoor condensers are separated from their line sets and will be removed from roof for roof replacement. Existing units were installed with lineset on exterior of the building with penetrations to the interior made through modified window blanks;

NOAA facility staff will be responsible for changing the window blanks, contractor is only expected to remove mini-split components, including exterior linesets and lineset chase/hide.

Install 3 new multi zone hyper-heating R454B mini-split systems with a minimum of SEER 20 which will be capable of heating down to temperatures of -13 Degrees Fahrenheit on new roof as per specific instructions below, to include new power sub panel, three outdoor units and 7 indoor wall mounted units and all associated parts and labor required. Line sets and power will run through the interior of the building on wall surfaces and will be enclosed in line-set hiding covers. Preference is Mitsubishi Hi2 PLUS or equal to.

1.2 OBJECTIVE

Extreme winter storms occurring February 2026 caused damage to the roof membrane and existing Mini-split installations at the NEFSC Lab building. The objective of this contract is to return the Habitability and functionality of the building to the condition it was in prior to this damage. The equipment that was installed is no longer functional and needs to be removed, SPECIFIC REQUIREMENTS/TASKS REQUIREMENTS

● Exterior Condensors will be installed on newly constructed mounts on the roof. and will be able to withstand wind gusts of 95MPH.

● Location of indoor and outdoor units will be approved by the COR.

● Both the interior and exterior units shall be sized appropriate to accommodate the square footage of the below spaces:

a. Floor 2 Room 202 - 190 Sq Ft Office

b. Floor 2 Room 204 - 190 Sq Ft Office

c. Floor 2 Room 206 - 330 Sq Ft Meeting Room

d. Floor 2 Room 208 - 260 Sq Ft Meeting Room

e. Floor 3 Room 320 - 260 Sq Ft Meeting Room

f. Level 2 Room 226 - 417 Sq Ft Meeting Room

g. Level 1 Room 120 - 190 Sq Ft Office

2.1 TASK ONE. Removal of damaged Existing Systems

Remove all remaining components for three (3) existing mini split heat pump systems to include indoor units, outdoor units, refrigerant lines, lineset-hides, insulation, condensate lines, electrical disconnects, and stands.

1. Current Lines sets are mounted on the exterior of the building and need to be removed.

2. Current line set and power are routed through modified window penetrations, NOAA Facilities staff will be responsible for closing these previous penetrations.

3. The contractor shall dispose of all associated materials in accordance with all local, state and federal laws and regulations. The use of Government-owned dumpsters or refuse receptacles is strictly prohibited

2.1.1 Remove Outdoor Condenser units - Units were disconnected from their line-sets by storm damage, then removed from roof top by facility staff. The contractor will collect these units from Facility staff for disposal. The use of Government-owned dumpsters or refuse receptacles is strictly prohibited

2.1.2 Remove Line sets and Power runs from interior units to Exterior. the existing line sets and all their mounts need to be removed and disposed of in accordance with Local, state and federal regulations. all holes from fasters need to be filled for weather tight integrity. Area where Line-sets and hiding covers were installed will be returned to the same look at the surrounding areas.

2.1.3 Interior Units, and any associated equipment will be removed and disposed of in accordance with all applicable local, state and federal regulations. New unit will mount in same locations as old as described in 2.3.2

2.1.4 Remove power breakers connected to the power panel on floor two to make room for the new electrical sub-panel, as described in the next task. blank off any un-filled open spaces.

2.2 TASK TWO. Installation of New Electrical sub-panel

A new Electrical sub-panel will need to be installed in the hallway adjacent to the power panel on floor 2. Power for this new sub-panel will be from the power panel adjacent to it. All electrical parts, installations, and inspections will be the responsibility of the vendor, and shall be done by licensed electrician in accordance with all local, state and federal regulations and guide-line. The sub panel installed shall have space and capacity for additional mini-split systems.

2.2.1 Install Breaker of at minimum 100 Amps in Power Panel on Floor 2 which will supply a new Mini-split subpanel rated for at least 100 Amps

2.2.2 Mount Sub panel on wall adjacent to Floor 2 power panel.

2.2.3 Install wire and conduit to connect new sub-panel to power panel

2.3 TASK THREE. Install New Mini-Split Systems

The new installation will require 3 new multi zone hyper-heating R454B mini-split systems with a minimum of SEER 20 which will be capable of 100% heating capacity at -5 degree Fahrenheit and heating down to temperatures of -13 Degrees Fahrenheit. Installed units will have Service vendors and parts vendors available within the Cape Cod or South shore area. Units installed will be of a reputable manufacturer and will come with a manufacturer warranty of at least 5 years.

2.3.1 Install Exterior Condensers -

1. Exterior Condensors will be installed on newly constructed mounts on the roof, will be able to withstand wind gusts of 95MPH,

2. Mounted above the historical snow line.

3. Location of indoor and outdoor units will be approved by the COR.

2.3.2 Install Interior Units -

1. Appropriate sized Units are to be installed in:

i. Floor 2 Room 202 - 190 Sq Ft Office

ii. Floor 2 Room 204 - 190 Sq Ft Office

iii. Floor 2 Room 206 - 330 Sq Ft Meeting Room

iv. Floor 2 Room 208 - 260 Sq Ft Meeting Room

v. Floor 3 Room 320 - 260 Sq Ft Meeting Room

vi. Level 2 Room 226 - 417 Sq Ft Meeting Room

vii. Level 1 Room 120 - 190 Sq Ft Office

2. Indoor units will be installed in the same location as the retired system which was removed for each room. For the two locations (v. & vii.) which are additions to the existing systems, indoor units will be mounted on the permeate walls which separate the rooms from the hallway.

3. Each unit will be secured and mounted in accordance with all local, state, and federal regulations and standards.

4. Each unit will be fitted with an automatic condensate pump installed per direction below.

5. Each unit will have a remote means of adjusting the thermostat. If a remote control is provided it will have a wall mounted holder installed by the contractor, If no remote control is provided a thermostat will be installed on the wall.

2.3.3 Install Line-sets, power connections, insulation, condensate lines, condensate pumps, and line covers from exterior units to interior units and to the electrical sub-panel

1. New line-sets and power runs will be routed through the new roof penetrations , and existing penetrations between floors.

2. Line-Hiding covers will be required for interior and exterior runs, there will be no exposed lines visible.

3. All refrigerant and condensate piping will be installed and insulated in accordance with manufacturer specifications.

4. All exposed exterior insulation will be UV rated or be wrapped in a UV jacket.

5. All exterior condensate piping will be of PVC construction.

6. Condensate pumps shall be installed at each indoor unit and condensate drain line shall be routed through building drop sealing to the janitor closet

7. All electrical work shall meet NEC standards and shall only be installed by licensed electrician.

2.4.1 Commissioning and Testing of units

1. Charge all three systems with R454B

2. Commision all three systems

3. Testing shall be made to each system and will require each system to be run in all modes. Each mode will run for at least 15 minutes before being considered operational.

condensate systems on both interior and exterior units shall be tested for proper drainage.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 Contractor Key personnel shall not be assigned by the Contractor to more than one key position for this requirement.

3.4 PROJECT MANAGER

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal.

The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager shall be available to the COR via telephone between the hours of 0900 and 1700 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, etc.) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Commerce. The Project Manager shall ensure Contractor employees understand and abide by Department of Commerce established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (in coordination with the Contracting Officer where practical), direct the Contractor to remove any Contractor employee from NOAA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. However, the Government at a later date may require all Contractor personnel to have Secret clearances.

Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

4.2 PERIOD OF PERFORMANCE

The contract Period of Performance shall be 90 days after Notice to Proceed.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with frequent visits to the Department of Commerce at 166 Water Street Woods Hole MA .

4.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 0700 and 1600 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor travel shall not be required for this requirement.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 166 Water Street Woods Hole MA or via teleconference.

4.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 45 business days after the Post Award Conference.

4.8 *REMOVED

4.9 PROGRESS REPORTS

The Project Manager shall provide a weekly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.10 PROGRESS MEETINGS

The Project Manager shall meet with the COR on a <Monthly> basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place166 Water Street Woods Hole MA.

4.11 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with NOAA workstations (e.g. Windows XP and Microsoft

5.0 GOVERNMENT TERMS & DEFINITIONS

Include a comprehensive list of all terms and acronyms used in the SOW, including applicable definitions. If you have an extensive list of terms, you should consider the use of a table rather than the numbered paragraph format provided below.

5.1 COR – Contracting Officer’s Representative

5.2 NOAA − NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION

5.3 CO - Contracting Officer

5.4 TPOC - Technical Point of Contact

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The COR will have 14 business days to review deliverables and make comments. The Contractor shall have 14 business days to make corrections and redeliver.

8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM

SOW

REFERENC

E

DELIVERABLE / EVENT DUE BY

DISTRIBUTIO

N

1 4.6 Post Award Conference Xxxxx

N/A

2 4.6, 4.7 Draft Contractor Project Plan

Xxxxx

COR,

Contracting Officer

3 4.7 Final Contractor Project Plan

Xxxxx

COR,

Contracting Officer

4 4.8 Original Business Continuity Plan

Xxxxx

COR,

Contracting Officer

5 4.8 Updated Business Continuity Plan

Xxxxx

COR,

Contracting Officer

6 4.9 Progress Reports Xxxxx

COR,

Contracting Officer

Appendix I Photo of project site