B08-Attach-1-SOW.pdf

Statement of Work (SOW) Replacement of Existing HVAC System at

Hagerman National Wildlife Refuge’s Headquarters and Visitor Center

19 July 2023

General: This scope of work is to remove and replace the existing HVAC system for the headquarters and Visitor Center at Hagerman National Wildlife Refuge, Texas (HNWR).

Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to remove and replace the existing HVAC system with a new, like-kind, and updated system having proper installation and a manufacturer’s warranty at HNWR’s headquarters and Visitor Center.

The Contracting Officer (CO) will be Ray Fletcher; 505-289-6417; ray_fletcher@fws.gov

The Contracting Officer Representative (COR) will be Sean Pilitowski; 409-277-9199;

sean_pilitowski@fws.gov

Site Visit: A site visit is highly encouraged. To schedule a site visit contact Paul Balkenbush; 580-624- 0899; paul_balkenbush@fws.gov

Place of Performance: The work to be performed under this contract will be performed at:

Hagerman National Wildlife Refuge 6465 Refuge Road Sherman, TX 75092

Period of Performance: The period of performance shall be 12 months.

Type of Contract: The government will award a Firm Fixed Price contract.

Background:

The headquarters and Visitor Center at HNWR was constructed in 2011. The HVAC system that supports the climate therein is characterized by four outdoor VRVIII condensers (with associated refrigerant line sets), 12 indoor heat pumps (with packaged condensate pumps and air handlers), seven multi-port branch selectors, nine wall controllers, and a master controller. Various components of the system have been in a mode of failure for much of their service life. This has resulted in the need to replace multiple compressors and associated PCBs, fan motors, air hander parts, sensors, and the master controller.

There have also been numerous refrigerant leaks resulting in the need to perform costly leak detection tests and replace valuable ozone-depleting refrigerant that has been lost to the atmosphere. This contract supports removal and like-kind replacement of the existing HVAC system with a new, updated system having proper installation and a manufacturer’s warranty.

Objectives:

• Remove and replace existing HVAC system with a new updated system having proper installation and a manufacturer’s warranty

• Provide an opportunity for HNWR staff to repair the foundation under the existing outdoor condensers and AAON ERV at the southwest end of the headquarters and Visitor Center by removal of the existing VRVIII condensers and temporary removal of the AAON ERV

General Scope:

mailto:ray_fletcher@fws.gov mailto:paul_balkenbush@fws.gov

• Remove and provide like-kind replacement of the existing HVAC system servicing HNWR’s headquarters and Visitor Center. This includes the outdoor condensers, indoor heat pumps with multi-port branch selectors and air handlers, all associated refrigerant piping, all wall controllers, and the master controller.

• Disconnect existing AAON unit (all the way to penetration into the building wall) and cap or plug pathways to prevent contamination. This will provide opportunity for HNWR staff to remove the AAON unit and repair the foundation for the condensers and AAON ERV before those systems are replaced. Reconnect the AAON unit after it is returned to its operational location by HNWR staff.

• Clean up and dispose of all removal, demolition, and installation waste off of HNWR property in legally approved recycling site or disposal site that complies with TCEQ statues for HVAC disposal.

Submit a written recycling report to the site POC.

• Provide complete one-way transportation of the new equipment and personnel to the project site

• Complete all work in accordance with industry standards and those specified by the manufacturer of the new equipment

• Perform operational check-out of new HVAC system and submit a copy of the written test results to the site POC before requesting final inspection

• Provide food and transportation for its employees. Drinking water and sanitary services will be made available at the project site.

• There are known electric, telephone, and water utilities existing in or near the construction area.

These will be marked via coordination with the Texas 811 system prior to any digging or grubbing

• Offerors are encouraged to visit the project site prior to submitting proposals to ascertain site conditions affecting the work and the HVAC items that will be replaced or disconnected and reconnected (contact POC for available times; see below).

Specific Tasks:

The Contractor will remove and provide like-kind replacement of the existing HVAC system servicing HNWR’s headquarters and Visitor Center at HNWR. The performance of the new system is based on the existing and previously designed system described in the mechanical plans attached to this SOW. The existing AAON ERV unit will also be prepared for temporary removal and replacement by HNWR staff to facilitate repair the foundation by other service contractors. The tasks associated with these services are described below.

Replace HVAC system:

• Lockout and tag out electrical service to all HVAC system equipment including Daikin and AAON components

• Evacuate, disconnect, remove, and legally dispose of all existing HVAC components not to be reused, off HNWR property and at a legally approved recycling site or disposal site that complies with TCEQ state statues for HVAC disposal. This includes:

o Four outdoor VRVIII condensers o All indoor heat pumps (with packaged condensate pumps and air handlers) o All multi-port branch selectors o All wall controllers o The master controller

• Evacuate and remove all refrigerant lines associated with the above-listed equipment and dispose at legally approved recycling site

• In accordance with the federal RCRA reporting requirements, submit a written record to the site POC detailing the types of materials and quantities of each type that are recycled

• Install and connect new replacement HVAC equipment in same locations of existing equipment. New equipment shall supply the same requirements of the existing equipment as specified in the mechanical plans attached to this SOW. Installation shall incorporate all manufacture’s installation instructions and standards of the HVAC industry. The equipment list includes:

o Four outdoor Daikin VRVIV (or equivalent) condensers or two that meet the requirements listed in the mechanical plans referenced in Part 7 and attached to the PWS o All indoor heat pumps (with packaged condensate pumps and air handlers) of appropriate size and compatibility with the new VRVIV (or equivalent) condensers, wall controllers, and master controller o All multi-port branch selectors o All wall controllers o The master controller

• Installation of outdoor condensers:

o Contractor shall evaluate existing outdoor condenser location and make appropriate modifications to comply with code requirements and manufacture’s installation instructions.

o Ensure all maintenance accessibility clearances are maintained including the NEC 110.26 accessibility requirements o Installation modifications shall ensure storm water/snow from roof line DOES NOT drain in or on to condenser o Ensure installation is on a suitable pad o Install condenser on a minimum of 4” support feet to allow debris to be cleaned from under and around the condenser.

• Install and connect new refrigerant piping to accommodate new VRVIV (or equivalent) systems and associated indoor heat pumps and multi-port branch selectors:

o Refrigerant lines will be installed per manufacturer's recommended specifications and industry standards.

o Full port isolation valves will be installed in the refrigerant lines at all multi-port branch selectors and at each outdoor condensing unit to enhance system serviceability. The valves will be appropriately rated for the installed system and the refrigerant and oil being used.

o All refrigerant lines will be covered with one-inch Armaflex or similar closed-cell, expanded rubber flexible elastomeric insulation – ASTM C534. Insulation shall not absorb water and shall have resistance to mold, fungi, and bacteria growth. Appropriate tape shall be used for all insulation joint and seams in accordance with industry standards.

• Pressure test all HVAC components and refrigerant lines per manufacturer’s recommendations and industry standards. Make detailed notes of the pressure amounts and times held for the project closeout report.

• Reconnect air ducts to new air handler equipment in accordance with the manufacturer’s installation instructions. Contractor shall modify existing metal air ducts as required to connect to the new air handling equipment. Duct sealant and vibration dampening techniques shall be used per manufacturer's recommended specifications and industry standards.

• All equipment and associated air ducts and refrigerant piping shall be properly supported for its full weight per manufacturer's recommended specifications and industry standards

• Install new air filters at all filter points (minimum MERV 10 rating)

• Construct new condensate drain systems, including P-traps and condensate float switches, as necessary to remove condensation from all installed equipment in accordance with manufacturer's recommended specifications and industry standards. Condensate will be discharged from building per the existing configuration. Ensure drain line properly drains air handler condensate.

AAON ERV removal and reinstallation:

• Disconnect all electrical and ductwork from existing AAON Unit (all the way to penetration into building wall) and cap or plug air pathways to prevent contamination of the building and AAON Unit

• Allow sufficient time for HNWR staff to remove AAON unit and address foundation issues

• Re-install existing AAON unit including all electrical and sealed ductwork and test for proper functionality and communication with master controller

Project closeout:

• Restore electrical service and perform startup testing and commissioning according to the equipment manufacturer’s instructions. This shall include evacuating and purging refrigerant lines and coils, charging the system with refrigerant, adjusting air flow rates, checking all operational equipment safeties, and verifying the operations of the cooling mode, heating mode, defrost system, and wall controller functionality. Ensure new master controller effectively operates all HVAC components, including the Cook and AAON ERVs, both at the terminal and remotely. Also ensure drain lines properly drain air handler condensate and that equipment shuts down properly if condensate does not drain.

• Provide a written report showing all items checked and certifying all heat pump operational modes are operating in accordance with the manufacture’s specification for make and model of provided equipment

General project execution:

• Project meetings:

o A pre-work meeting will be scheduled for a mutually agreeable date and time between the COR and Contractor o Progress meetings will be held onsite as determined by the site POC

• Inspections:

o The Government will provide periodic inspection of completion of the deliverables in accordance with this PWS o Inspection of items of work by the Government will not relieve the Contractor of the requirement to meet project specifications o For final inspection, notify the COR or site POC in writing at least 2 working days before the completion date so the Government can schedule the final inspection. The contractor’s superintendent shall be present during the final inspection.

• Delivery, storage, and handling:

o Delivery: protect products incorporated into the work from damage while in transit to the site o Products must be delivered in original unopened containers with manufacturer’s name, brand designation, and contents legibly indicated. The containers o Storage: no on-site storage of materials or equipment is allowed without approval of the site POC o Handling: load and unload products protecting them from damage. Any damage incurred will be at the sole responsibility and expense of the Contractor.

• Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:30AM and 4:00PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Recognized Federal holidays are:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

• Site conditions:

o Work areas shall be roped off to alert unauthorized personnel of work in progress. Protect all existing property not indicated for removal, shall be protected. All damage by the Contractor’s activities shall be repaired by the Contractor at no additional cost to the Government.

o Protect all vegetation inside and outside work limits. All rutting caused by negligent Contractor activities shall be filled and contoured to match adjacent areas.

o Potable water and electric power for construction is available. Contractor shall make any arrangements necessary for its use of water and power.

o Contractor shall replace any ceiling tiles or ceiling tile supports damaged, stained, or soiled during completion of deliverables in the PWS o Site cleaning: Contractor shall use the Governments contracted janitorial service or equivalent to provide a final cleanup service upon completion of staged work (i.e., deliverables in headquarters and Visitor Center sides of the building, respectively; two cleaning total).

• Identification of Contractor Employees: The Contractor’s employees shall wear clothing or badges that readily identify them as employees of the Contractor.

• Government Furnished Items and Services:

o Services:

The Government will provide periodic inspection of completion of the deliverables in accordance with the Performance Work Summary in Part 7 of the PWS

The Government will provide filtered drinking water for the Contractor’s employees o Facilities: The Government will provide access to the work site and sanitary facilities during the work hours stated in this SOW o Utilities: The Government will provide water and electricity necessary for completion of the deliverables during the work hours stated in this SOW o Equipment: The Government will provide a skid steer with forks and operator for moving and replacement of the AAON unit as described in this SOW

Products:

• Product basis: where specifications call out a specific product or manufacturer, it is understood that an equal or better product or manufacturer is acceptable, as approved in the submittals.

• All new installed equipment shall be capable meeting or exceeding all specifications of the existing system which is specified in the attached mechanical details and schedules referenced in Part 7.

• New installed equipment shall be operated by new installed wall controllers in accordance with manufacturers recommendations and the mechanical schematics referenced in Part 7.

• New installed equipment shall be operated by a new master controller capable of also controlling the existing Cook and AAON ERVs in accordance with manufacturers recommendations and the mechanical schematics attached to this SOW. The master controller shall also be capable of being accessed online for full system remote control.

Submittals:

• Product Data and Shop Drawings: submit to COR with a copy to CO per FWS Submittal form which will be provided at time of award for review and approval before ordering or installing equipment.

Unapproved equipment may not be accepted or payment.

• Do not commence work which requires review of any submittals until receipt of returned submittals with an acceptable action marking. Do not allow submittals without an acceptable action marking to be used for the project. The contractor shall be responsible for distributing the government’s reviews and approvals to his suppliers and subcontractors.

• There will be no approval of submittals prior to bid opening and award. Submittals will be evaluated based on the requirements of the specifications and drawings, during the submittal process after contract award.

• Product basis: where specifications call out a specific product or manufacturer, it is understood that an equal or better product or manufacturer is acceptable, as approved in the submittals.

Warranty:

• Contractor shall provide a full one-year warranty on all work and materials (labor, parts, accessories, and materials) from the date of startup testing and commissioning

• Contractor shall provide a minimum of 5-year parts warranty on all heat pump condensers (indoor and outdoor), multi-port branch selectors, air handlers, wall controllers, and master controller from the date of startup testing and commissioning.

Contracting Officer Representative (COR):

The (COR) will be identified in this SOW and by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

• Assure that the Contractor performs the technical requirements of the contract

• Perform inspections necessary in connection with contract performance

• Maintain written and oral communications with the Contractor concerning technical aspects of the contract

• issue written interpretations of technical requirements, including Government drawings, designs, specifications

• Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies

• Coordinate availability of government furnished property, and provide site entry of contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, and estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

END.