B08_Attachment_1_SOW_HVAC_Upgrade_Old_Orchard_Museum_SAHI.pdf

Sagamore Hill National Historic Site

Oyster Bay, New York

Statement of Work

HVAC Upgrade of Curatorial Suite at the

Old Orchard Museum

DATED:

March 27th, 2025

Prepared By: Kevan Keegan

NATIONAL PARK SERVICE NORTHEAST REGION NEW YORK MAJOR

ACQUISITION BUYING OFFICE

Background:

Sagamore Hill National Historic Site (SAHI), the home of President Theodore Roosevelt, is in Oyster Bay, New York on the north shore of Long Island. Sagamore Hill preserves in public ownership and interprets the structures, landscape, collections, and other cultural resources associated with Theodore Roosevelt’s home to ensure that future generations understand and appreciate the life and legacy of Theodore Roosevelt, his family, and the significant events associated with him at Sagamore Hill. Theodore Roosevelt, known as the Conservation President, was instrumental in preserving open public spaces for the enjoyment of future generations. Park resources are preserved and maintained in good condition, and in a manner that supports a balanced approach to cultural and natural resource management.

1. Objective

The purpose of this project is to replace the existing mini-split HVAC system, including head units, outdoor unit, and refrigerant lines, in a park curatorial storage space located in Nassau County, New York. The new system must ensure optimal environmental conditions to preserve sensitive historic objects while adhering to museum-grade standards for temperature, humidity, air quality control, and compliance with local and state regulations.

2. Scope of Work

The contractor shall provide all labor, materials, equipment, and expertise necessary to complete the following tasks:

2.1 Assessment and Planning

• Conduct a site survey to evaluate the current HVAC system and identify specific requirements for the replacement.

• Collaborate with park staff to determine access limitations, work hour restrictions, and preservation needs for stored objects.

• Develop a detailed project plan that includes:

o Equipment specifications and placement.

o Estimated energy consumption and efficiency improvements.

o Risk mitigation measures to ensure object safety during installation.

2.2 System Removal

• Safely disconnect and remove the existing head units, outdoor unit, and refrigerant lines.

• Inspect surfaces for damage caused by previous installations and address necessary repairs.

• Ensure proper disposal of all removed components following Nassau County and New York state environmental regulations.

2.3 Installation of New System

• Install high quality mini-split head units in designated locations to ensure even air distribution and minimal impact on stored objects.

• Install a new outdoor unit with adequate capacity to meet the environmental control needs of the space.

• Replace refrigerant lines with new insulated lines to prevent leaks and maintain system efficiency.

• Implement air filtration systems to reduce airborne particulates and pollutants, ensuring optimal preservation conditions.

2.4 Environmental Considerations

• Validate the new system can maintain the following environmental conditions:

o Temperature: 65–70°F (18–21°C).

o Relative Humidity: 45–55%, with fluctuations minimized to ±5%.

o Air filtration capable of reducing particulates to as small as 0.3 microns.

• Ensure equipment noise levels do not exceed 40 dBA to minimize disturbance.

• Incorporate surge protection to safeguard equipment against power fluctuations.

2.5 Testing and Commissioning

• Perform rigorous testing of the newly installed system, including:

o Thermal imaging to verify consistent temperature distribution.

o Hygrometer testing for precise humidity control.

o Air quality monitor o Airflow analysis to confirm optimal performance.

• Provide a comprehensive commissioning report detailing system compliance with environmental standards, warranties, and adjustments made.

2.6 Training and Documentation

• Conduct a training session for park staff covering system operation, emergency procedures, and routine maintenance.

• Deliver a documentation package that includes:

o User manuals for all installed components.

o Maintenance schedules and troubleshooting guides.

o Warranty certificates for equipment and labor.

o Contact information for technical support.

3. Safety Measures

To ensure safety throughout the project, the following measures will be implemented:

• Worksite Safety:

o Maintain a clean and organized worksite to minimize tripping and other hazards.

o Restrict access to the installation area to authorized personnel only.

o Conduct daily safety briefings to address potential risks and emergency procedures.

• Electrical Safety:

o De-energize all circuits before commencing work.

o Utilize insulated tools and personal protective equipment (PPE) such as gloves, goggles, and arc flash suits.

o Follow lockout/tagout (LOTO) procedures to prevent accidental energization.

• Emergency Preparedness:

o Fire extinguishers and first aid kits will be readily available at the worksite.

o Establish a response plan for electrical faults, injuries, or other incidents.

o Use a hot work permit form provided by COR

4. Deliverables

The following deliverables must be provided upon project completion:

• Detailed project plan and timeline.

• Commissioning report summarizing test results and system performance data.

• Training session for park staff.

• Comprehensive documentation package (manuals, warranties, etc.).

5. Timeline and Work Hours

The project must be completed within 120 days from the start date of the period of performance. Work will be conducted during the following hours:

• Monday through Friday: 7:00 AM to 3:30 PM.

• Adhere to all federal holidays.

• Any additional hours beyond those listed above shall be approved by the COR.

6. Location and Local Regulations

The project will be performed at the park curatorial storage space in Nassau County, New York, and must comply with the following local and state regulations:

• Local Building Codes: Follow Nassau County-specific amendments to the National Electrical Code (NEC).

• Permits: Secure necessary permits from Nassau County's Department of Public Works.

• Environmental Regulations: Adhere to Nassau County’s policies on the proper disposal of refrigerants, old equipment, and other waste materials.

• Safety Standards: Comply with Occupational Safety and Health Administration (OSHA) standards and Nassau County workplace safety guidelines.

7. Responsibilities

7.1 Contractor Responsibilities:

• Execute all tasks outlined in the Scope of Work.

• Provide museum-grade HVAC equipment and ensure proper installation.

• Adhere to Nassau County and New York state regulations throughout the project.

• Maintain ongoing communication with park representatives.

7.2 Park Responsibilities:

• Grant access to the curatorial storage space.

• Provide detailed environmental requirements to guide the installation.

• Review and approve plans, deliverables, and changes proposed by the contractor.

• Provide employee to always supervise contractors while in controlled spaces.

8. Payment Terms

• Payment will be paid at contract completion.

9. Period of Performance

• Period of performance starts 120 days from date of contract award date.

10. Restrictions

• No food, liquids, or tobacco products shall be permitted inside any of the properties without the approval of the COR. The COR will direct the contractor/tech on where he or she is allowed to have food, liquid, or tobacco products.

• No physical contact with historic artifacts is permitted without the approval of the Cultural Resources Program Manager.

• All work shall be completed in such a way as to create no damage and to protect the surrounding property, collection, fabric etc.

• No work is to be undertaken without specific approval of the Contracting Officer or COR as applicable.

Contact Information

For inquiries or clarifications regarding this project, please contact: Patrick Richards, Patrick_richards@nps.gov, 516-802-7549