b__SOW_1305M226Q0023.pdf

STATEMENT OF WORK

FOR

HVAC REPAIR AND MAINTENANCE SERVICES

NOAA Disaster Response Center 7344 Zeigler Blvd. Mobile, AL 36608

February 11, 2025

STATEMENT OF WORK

FOR

HVAC REPAIR AND MAINTENANCE SERVICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that HVAC preventative maintenance and repair is performed at the NOAA Disaster Response Center (DRC) and the HVAC system remains fully functional and properly maintained. These services shall include quarterly, semi-annual, and annual preventative maintenance recommended by the manufacturer as well as necessary repairs. The contractor shall also service the operating system for the HVAC in order to maintain the necessary software updates and system components.

All scheduled tests and inspections will occur on a day pre-determined by the DRC Point of Contact and the contractor. A schedule of services for the contract year will be developed by the government and coordinated with the contractor within 10 days of the start of each period of performance. On-site work shall be conducted during normal business hours of 8 a.m. to 4 p.m.

on the pre-determined day of the normal work week of Monday – Friday, excluding Federal holidays. All tasks performed shall be documented with the following information: date, personnel performing work, specific task/sub-task performed, status or findings, required follow-up monitoring and/or maintenance. A report of the completed services will be provided, via email, to the Deputy Director and the Facility Operations Manager.

1.1. MAINTAIN DATA AIRE, INC. UNITS. All tests, inspections and maintenance shall be performed in accordance with the Data Aire, Inc Operation and Maintenance Manual on the three Data Aire HVAC units (CRU 1, 2, and 3) at the facility.

1.1.1. Quarterly inspection and maintenance. Data Aire Unit Quarterly Maintenance Inspection shall be performed according to the provided Checklist, which is used to document all actions.

In addition to the checklist items, all system air filters shall be inspected and replaced if dirty and the contractor shall inspect the condition of HVAC belts and replace them as needed. The Government shall provide the filters and belts.

1.2. MAINTAIN TRANE AXIOM HEAT PUMP UNITS. All tests, inspections and maintenance shall be performed in accordance with the Trane Operation and Maintenance Manual on the six Trane HVAC units (HP 1, 2, 3, 4, 5 and ACU-1) at the facility and accomplished by an authorized Trane service professional and in accordance with the maintenance instructions from the product manual.

1.2.1. Quarterly maintenance of Trane Axiom Heat Pumps. Trane Axiom Heat Pump Quarterly Maintenance shall be performed according to the provided Checklist, which is used to document all actions. Filters should be inspected for dirt/debris and replaced when it is evident that they are dirty and the contractor shall inspect the condition of HVAC belts and replace them as needed. The Government shall provide the filters and belts.

1.2.2. Annual maintenance of Trane Axiom Heat Pumps. Trane Axiom Heat Pump Annual Maintenance shall be performed according to the provided Checklist, which is used to document all actions. This includes checking the contactors and relays within the control panel of each unit to address any problems that are observed and checking the tightness of the various wiring connections within the control panel and tighten loose connections as needed.

1.3. MAINTAIN VARI-TRANE SINGLE DUCT AND FAN-POWERED UNITS. All work shall be performed in accordance with Trane specifications and accomplished by an authorized Trane service professional and in accordance with the maintenance instructions from the product manual. Maintenance and repairs to Vari-Trane units requires the use of a compact scissor lift to reach some of the units. The contractor is responsible for providing the scissor lift.

1.3.1. Semi-annual maintenance of Vari-Trane Single Duct and Fan-Powered Units.

Vari-Trane Single Duct and Fan-Powered Unit Semi-annual Maintenance shall be performed according to the provided Checklist, which is used to document all actions. Semi-annual maintenance includes inspecting the fan wheel for dirt/debris and cleaning them as needed. In addition, filters on fan-powered units should be inspected and replaced when dirty. Water coils should be inspected and the fins should be cleaned when dirty.

1.4. MAINTAIN EVAPCO CLOSED CIRCUIT COOLER. All work shall be performed in accordance with EVAPCO specifications and accomplished by an authorized EVAPCO service professional and in accordance with the maintenance instructions from the product manual.

1.4.1. Quarterly maintenance of EVAPCO Closed Circuit Cooler.

EVAPCO Closed Circuit Cooler Quarterly Maintenance shall be performed according to the provided Checklist, which is used to document all actions. Quarterly maintenance and inspection shall include the following: clean pan strainer (if needed), clean and flush pan if needed, check bleed-off valve to make sure it is operative, check operating level in pan and adjust float valve if necessary, check water distribution system and spray pattern and adjust as necessary, check belt tension and adjust as needed, check fan screens, inlet louvers and fans and remove any dirt or debris, check drift eliminators, check the fan blades for cracks, missing balancing weights, loose weight port caps, open drain holes, and vibrations and adjust or note repairs needed, inspect lubrication lines to bearings and lubricate fan shaft bearings, inspect heater elements and probe and clean as needed, inspect water level controller and clean as needed, inspect vibration switch for loose wiring/moisture and adjust sensitivity if needed.

1.4.3. Annual maintenance of EVAPCO Closed Circuit Cooler. EVAPCO Closed Circuit Cooler Annual Maintenance shall be performed according to the provided Checklist, which is used to document all actions. Annual maintenance and inspection shall include the following:

check sheaves, brushings, fan shafts and fan hubs for corrosion – scrape and coat corrosion with ZRC, inspect sliding motor base and grease as needed, inspect and clean protective finish (galvanized steel – scrape and coat with ZRC, stainless steel – clean and polish with stainless steel cleaner), inspect heater junction box for loose wiring and moisture, inspect water level controller junction box for loose wiring and moisture, clean inside standpipe of water level controller, adjust sensitivity of vibration switch, and inspect and clean water level indicator.

1.5. MAINTAIN TRANE CONTROLLER SYSTEM. All work shall be performed in accordance with Trane specifications and accomplished by an authorized Trane service professional and in accordance with the maintenance instructions from the product manual.

1.5.1. Semi-Annual maintenance of Trane components.

Trane Controllers and components Semi-annual Maintenance shall be performed according to the provided Checklist, which is used to document all actions. Semi-annual Trane control inspection shall include the following: verification of communications between the VAV controllers and the building automation system, and temperature sensor calibration.

1.5.2. Annual maintenance of Trane components. Trane Controllers and components Annual Maintenance shall be performed according to the provided Checklist, which is used to document all actions. Annual full system backup and system calibration shall include calibration of the connect service tool and disconnect service tool in addition to system backup and/or software updates.

1.6. EMERGENCY AND NON-EMERGENCY REPAIRS TO HVAC SYSTEMS.

Perform any repairs to HVAC systems or components that are necessary or recommended in order to maintain optimal functioning of the HVAC system. These repairs may be the result of contractor recommendations following routine inspections or may be due to failures of the equipment or operating system. All HVAC services shall be performed by a qualified service professional.

The contractor shall stock commonly used repair items and shall have a network of suppliers that will deliver ordered items without delays. All repairs shall use supplies, materials and parts of the highest quality available appropriate for the repair of the given equipment or system. Any replacement part used shall be of comparable or higher quality. Energy consuming items shall be the most efficient in their class. Any replacement motors shall be of premium efficiency.

Whenever motors are replaced, motor size shall be recalculated and replacement motor selection must reflect the appropriate size. Any installed replacement equipment or component shall remain the property of the Government. All literature including, but not limited to, guarantees, warranties, installation manuals and operation manuals, accompanying new equipment or components shall be given to the Technical Point of Contact (TPOC). The Government reserves the right to furnish the contractor any or all parts and materials required for reimbursable repairs.

The contractor shall use the contractor’s applicable labor hourly rates provided for under this purchase order. Costs shall be calculated using applicable labor rates in the price schedule. Parts and materials shall be the manufacturer published price or invoice cost, whichever is less.

Material price shall be reduced by all discounts and rebates for core value or salvage value that accrue to the contractor. Where there is no manufacturer published price list, the contractor shall be reimbursed at invoiced cost plus normal shipping and mailing costs. Special handling including, but not limited to, supplier delivery and premium freight, require advance approval from the TPOC. Subcontractor costs and parts and materials costs shall be passed through directly without application of mark-ups by the contactor. Where labor is obtained from a subcontractor and such labor is a type itemized in the price schedule, the contractor may charge the Government no more than the price schedule rates regardless of actual subcontractor labor costs.

Written work authorization requests numbered sequentially will be used by both the Government and contractor for repair work or emergency work to be performed. Work requests from the Government will include, but is not limited to, requests to correct or perform a particular task, request a quote, and perform rework of defective service. The contractor shall provide exact location, costs for parts, materials and equipment, number of labor hours required and cost, and description of any additional materials, equipment or tasks that are necessary to accomplish the overall work. Description of work specifics shall be included. If the contractor elects to perform work or portions thereof outside normal business hours, payment shall be made at the price provided for work permitted during normal business hours. Work authorization requests approved by the TPOC will be returned to the contractor authorizing performance of work. The contractor shall return completed work authorizations to the TPOC upon completion of the work and prior to submitting an invoice. A work authorization form will be provided to the contractor upon contract award and shall be used along with the contractor’s service call log to ensure work completion. Subject to the dollar limitations in the below paragraph, if the TPOC determines that the repair is an emergency, the TPOC may verbally authorize the contractor to perform repairs.

The contractor shall submit a work authorization request the next business day.

Single repairs less than $7500.00 or cumulative repairs less than $7500.00 in a given year may be requested and authorized under this purchase order by the TPOC. No work, emergency or non-emergency, may be performed without a modification to the purchase order or a Notice To Proceed, either verbally or in writing, is issued by a Contracting Officer in advance if a single repair exceeds $7500.00 or the cumulative repairs in a year exceeds $7500.00. If the purchase order has been modified to increase the Not-To-Exceed (NTE) value for emergency and non-emergency work, the TPOC is permitted the authorize work up to the modified NTE value.

An on-site response time of not more than 4 hours from notification by the Government is required for emergency services. The contractor shall be compensated for the additional work at the hourly rate in the schedule. The contractor may also be eligible for industry standard service call fees. This work shall be completed during normal work hours.

2. SERVICES SUMMARY (SS). The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

SOW

Para

Performance Standard Performance Threshold

Maintain Data Aire units

1.1 Maintenance items fully addressed

and completed on time.

Customer complaints shall not exceed 1 per month, satisfactory periodic evaluation

Maintain 1.2, 1.3, Maintenance items fully addressed Customer complaints

Trane components

1.5 and completed on time. shall not exceed 1 per month, satisfactory periodic evaluation

Maintain

EVAPCO

cooler

1.4 Maintenance items fully addressed

and completed on time.

Customer complaints shall not exceed 1 per month, satisfactory periodic evaluation

Response to repair calls

1.1.2, 1.2.3, 1.3.2, 1.4.4, 1.5.3

Service calls handled promptly and all work completed as specified.

Customer complaints shall not exceed 1 per month, satisfactory periodic evaluation

2.1. SURVEILLANCE METHODS.

2.1.1 PERIODIC SURVEILLANCES. This method requires the TPOC to employ a “spot check” of evaluation based on the contractor’s schedule. Periodic surveillances shall be conducted on a scheduled basis (monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the TPOC at no additional cost to the Government.

2.1.2 SURVEILLANCE OF REPAIR CALLS. The TPOC will evaluate the contractor’s response to repair calls when such calls are made. The contractor shall receive a satisfactory inspection when repairs are successfully completed within 2 days from the time when the TPOC contacts the contractor about the need for repair. An exception to this will be made if the parts required to complete the repair are not readily available to the contractor.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the TPOC at no additional cost to the Government.

2.2. DOCUMENTATION OF SERVICES. The contractor shall provide the TPOC with documentation of the services performed during a service call. Documentation shall have, at a minimum, the procedure performed, certification by the contractor that work was performed, date and time and the results of the test/inspection or maintenance. In addition, the TPOC may provide a checklist to the contractor to document the maintenance items performed to ensure that add maintenance items have been addressed during the service call. Documentation shall be provided to the Deputy Director and Facility Operations Supervisor upon completion of services for each service call to the facility.

3. GENERAL INFORMATION.

3.1. HOURS OF OPERATION. The facility hours of operation are from 8:00 am through 4:00 pm on Monday through Friday (except on Federal holidays). Federal holidays are:

New Year’s Day – 1 January Martin Luther King Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – last Monday in May Juneteenth – 19 June Independence Day – 4 July Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veteran’s Day – 11 November Thanksgiving Day – 4th Thursday in November Christmas Day – 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

3.2. SECURITY REQUIREMENTS. Contractors are required to provide a state or federal issued identification and check in to the visitor log each time they are on site.

3.3. OPERATING CONSTRAINTS. The contractor must procure and maintain at his/her own expense, all necessary permits and licenses to perform in accordance with the Performance Work Statement and shall comply with all applicable municipal, State and Federal regulations.

4. TECHNICAL EVALUATION CRITERIA.

Award will be made to the responsible Contractor that offers the best value to the Government, price and non-price factors considered. The factors, although relatively equal are listed in order of importance.

Factor 1 – Personnel Qualifications

Provide personnel technical certification information for personnel that will be assigned to this contract. The offeror must demonstrate that the personnel that will perform the work have relevant training and experience that will allow them to successfully perform the services listed in the Statement of Work (SOW). In particular, demonstration of experience with the equipment described in this SOW should be discussed. For all items related to the Trane equipment, the offeror must show that authorized Trane service professionals will be used to perform the work.

Score:

Consideration will not be given to vendors that do not possess this authorization.

Factor 2 – Past Performance

The offeror's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, cost management, communications between contracting parties, proactive management and customer satisfaction. Provide a list of contacts, including phone numbers, of past performance references that you have successfully accomplished the services listed in the SOW for commercial properties of similar size and complexity.

The following should be returned with the above listed information:

(1) Offerors Representatives and Certifications (located within the solicitation).

(2) Listing of Key personnel that will be performing under this contract.

(3) Provide a list of the type and quantities of equipment, materials, and supplies to be used.

(4) Method of supervision of the work to be performed.

(5) Outline the method of the execution of the contract.

(6) Proof of Insurance-Bodily Injury Liability and Property Damage Liability.

5.0 APPENDICES.

A. Estimated Workload Data

B. Site Plans

C. Checklists and Instructions

APPENDIX A

ESTIMATED WORKLOAD DATA

Tag(s) Equipment Type Size Quantity Model HP-1 Axiom vertical water source heat pump

20 ton 1

GEVE2404

ACU-1 Axiom vertical water source air conditioning unit

20 ton 1

GEVE2404

HP-5 Axiom horizontal water source heat pump

7.5 ton 1

GEHE0904

HP-4 Axiom vertical water source heat pump 3 ton 1

GEVE0364

HP-2, HP-3 Axiom vertical water source heat pump

1.5 ton 2

GEVE0181

CRU1, 2, 3 Mini-ceiling glycol cooled system 2 ton 3 DAMG0212

Tag(s) Quantity Inlet size CFM Electric heater kW

Stage Model no.

VAV-01 1 10 1400 3.0 2 equal VCEF10

VAV-

02,03,05,06,07,12

6 5 350 1.0 1 VCEF05

VAV-04,14 2 6 500 1.0 1 VCEF06

VAV-08,10,11,15 4 8 900 2.0 1 VCEF08

VAV-09 1 12 2000 4.0 2 equal VCEF12

VAV-13 1 10 1400 2.0 1 VCEF10

VAV-16,17 2 16 4000 6.0 3 equal VCEF16 Variable Air Volume single duct terminal units

Tag(s) Quantity Description Number of Fans Model

EVAPCO 1 Wet cooler with dry trim, stainless steel, cold water basin with heaters

1 x 10 HP fan (460/3/60)

ECO-ATWB 9-

3I8-Z

Closed Circuit Cooler

APPENDIX B

SITE PLANS

1. M101 – First floor plan - mechanical

2. M102 – Mechanical schedule

3. M103 – Mechanical details

4. M104 – Mechanical details

APPENDIX C

Checklists and Maintenance Instructions

1. Mini Ceiling unit maintenance pages from manual

2. Closed Circuit Cooler unit maintenance page from manual

3. Axiom Heat Pump unit maintenance page from manual

4. VariTrane Single Duct and Fan-Powered Units page from manual

5. Maintenance checklists