B7 B97 HVAC Replacement SOW.pdf

Scope of Work and Specifications

Building# 7 – Replace HVAC in Ballroom &

Building# 97 – Replace HVAC in Facility Engineer Office

August 3 2026

Project COR

Name: Michael Barclift Email: Michael.D.Barclift@uscg.mil Facilities Engineering Department

1. Scope:

The Contractor shall provide all necessary transportation, labor, equipment, materials, parts, tools, necessary to remove and replace the existing HVAC equipment at two (2) different locations. The Contractor must perform testing and commissioning of the new equipment. The work will be performed at USCG Base Elizabeth City at the following locations:

• Building #7 – Multipurpose Building (Club)

• Building #97 – Facility Engineer Office

2. Government Facilities and Utilities:

a. Electrical power is available on the site. The Contractor will be permitted to utilize these utilities in performing the work, provided that the existing systems are not overloaded.

b. Telephone services will not be available for use by the Contractor.

c. Building restroom facilities are not available for use.

d. The Contractor, their employees, and any sub-contractors shall become familiar with and obey all Base regulations. All personnel employed on the project shall keep within the limits of the work area and shall not enter any other area outside of the work site unless to do so in the performance of their duties. Work site and execution must be arranged so as not to disrupt normal operations in this area. There shall be No Smoking in any Coast Guard building. All smoking must be done only in a designated smoking area.

3. Materials and Locations:

a. Materials shall be delivered to the jobsite in their original unopened packages, clearly marked with the manufacturer’s name, brand name, and description of contents. Storage shall be in accordance with manufacturer’s recommendations in a clean, dry, well-ventilated area. Stored materials shall be protected from sunlight and kept away from excessive heat. Insulation board shall not be exposed to flame or other ignition sources. The Contractor shall not store any highly flammable materials in the work area. Sufficient area for staging is available on site; storage areas will be pre-approved by the Contracting Officer’s Representative (COR). Special precautions shall be taken to ensure construction materials and debris does not enter the airfield, runways, or taxiways.

b. Laydown areas will be approved by the COR with coordination from the Base Environmental Compliance Office. Any damage to vegetated areas shall be repaired and reseeded by the Contractor.

4. Labor Laws:

a. See the attached contract clauses for applicable labor requirements, and the attached wage determination for prevailing rates that must be paid to all covered workers.

5. Safety:

a. The Contractor is wholly responsible for work site safety. The Contractor shall implement a safety program that protects the lives and health of personnel in the construction area, prevents damage to property, and avoids work interruptions. The Contractor shall provide appropriate safety barricades, signs, signal lights, etc. as well as complying with the requirements of all federal safety regulations as published by the Occupational Health and Safety Administration, 29 CFR 1910 (series), 29 CFR 1926 (series), State and Local safety laws, rules, and regulations. Any operation defined as “Hot Work” as per OSHA/NFPA requires a permit to be issued by Base Elizabeth City Fire Department. This includes welding, cutting, brazing, grinding or any work that could produce sparks or heat and may initiate a fire.

b. The Contractor shall provide a comprehensive roofing safety plan. The safety plan shall address fall protection, material handling, personal protective equipment (PPE), ground level perimeters for falling debris, guard rails, warning lines, ladder safety, weather, fire protection, and any other element necessary to provide a safe work environment. The Contractor shall provide the detailed safety plan within seven (7) calendar days after contract award.

6. Environmental Compliance:

a. Environmental Discharges

i. The Contractor shall ensure all discharges do not exhibit contaminates contrary to Base Elizabeth City Non-Significant User (Wastewater) Permit. Any flushes, backwashes and or slug loads shall be scheduled and reported to Base Environmental Compliance Office Wastewater Permit Manager at least two weeks in advance.

Wastewater associated with any maintenance or repair shall be quantified in a maintenance schedule. All work will be performed in accordance with the Base Spill Prevention Control and Countermeasures Plan, Clean Water Act and the Base Stormwater Pollution Prevention Plan. All activation flushes of the system shall be captured and disposed of IAW City of Elizabeth City Sewer Use Ordinance and USCG Base Industrial User Wastewater Permit. All storm drains within range of a potential discharge shall be covered/sealed during installation and kept covered until the work has been completed and the system has been deemed fully operational and compliant with all applicable Coast Guard policies/plans/permits/laws/ordinances. All storm drains and waterways within range of a potential discharge shall be covered/sealed or protected by silt fence. Nothing shall be discharged to a storm drain at any time during the project. If an Erosion and Sediment Control Plan is required, then these shall be preapproved by Base Environmental Compliance Office. All spills shall be reported to Base Environmental Compliance Office (Chris Dunn) at (252) 267- 9789 after containing and dialing (252) 335-6257 for Base Spill Response.

b. Waste

i. Any waste as a result of the project shall either be recycled in accordance with CIM 16455.10 and the Base Pollution Prevention Plan or be disposed of in accordance with the Resource Conservation and Recovery Act. Any Hazardous Waste shall be manifested off site with Base listed as the generator and signatory. Any hazardous waste shall be analyzed, characterized, stored and disposed of in accordance with the Resource Conservation and Recovery Act and all applicable federal, state and local laws and ordinances.

c. Chemicals

i. All chemicals required for this project shall be preapproved by the

Base Environmental Compliance Office. All applicable Safety Data Sheets shall be provided to both the Base Environmental Compliance Office and Base Safety Officer upon request. Proper storage shall be provided in accordance with 29 CFR 1910.1200. All installation related solid waste shall be removed from the Base after each working day. All extra chemicals and products shall be removed from the site upon work completion, as the Emergency Planning and Community Right-To-Know Act requires Coast Guard to maintain an inventory of all Hazardous Materials located at the site. The Contractor is required to comply with local VOC laws and regulations.

7. Liability of Contractor:

a. Any damage to government property caused by the Contractor shall be repaired or replaced by the Contractor at no cost to the government. The Contractor shall not disconnect any service without approval from the COR.

8. Existing Site Conditions:

a. The Contractor must satisfy themselves with the existing site conditions and the work to be performed. All potential Contractors are strongly encouraged to visit the site to field verify any/all quantities before submitting proposals.

All visitors must complete a visitor access request form in accordance with Base security policy and present a valid Real ID or passport as a method of identification. Visitors with a valid Military ID or RAPIDGate pass will not be required to complete the access form. Interested Contractors shall make arrangements for site visits with the COR. All site visits are to be prearranged a minimum of three (3) days in advance. To arrange a site visit, the following information must be provided: full name, date of birth, and driver’s license number.

b. After award, all Contractors that require Base access will have to be pre-vetted for entry prior to commencement of work. All work that has a period of performance greater than 10 days may be subject to obtaining a RAPIDGate pass as a method of Base entry.

9. Site Restoration & Clean Up:

a. The work site shall be cleaned up at the completion of each workday. The

Contractor shall take special care to contain dust while working. Upon completion of the job, the Contractor shall clean up the job site, returning it to a state of cleanliness equal to or exceeding that in which it was found. The Contractor shall properly dispose of any trash, extra materials, dirt, debris, or other litter that remains. There will be no final acceptance of the contract until the COR approves the appearance of the job site.

10. Contract Timeline:

a. Schedule of Work:

i. A workday is defined as any non-weekend or non-Federal Holiday. The Contractor shall perform all work during normal base work hours. The normal base working hours are 0700 – 1530, Monday through Friday. If the Contractor would like to work outside normal working hours, permission must be obtained from the COR.

ii. The Contractor shall provide all required information and complete this contract within the time schedule below, unless approved by the Contracting Officer.

iii. Provide all required submittals to the Contracting Officer within 10 workdays after contract award.

iv. The COR will have 10 workdays days to review the submittals and respond to the Contractor.

v. The Contractor, upon receiving notification to proceed and acceptance of submittals, must mobilize to the site within 10 workdays.

vi. Completion of work shall be accomplished within 40 workdays from notification to proceed and acceptance of submittals.

vii. The Contractor shall schedule all work with the COR. The Contractor shall understand the importance to schedule and complete all work in a timely fashion.

viii. The Contractor may notify the Contracting Officer of any long lead time equipment or materials and request a modified delivery date of the work.

b. Contract Submittals:

i. The following list of submittals must be submitted on the timeline indicated and define the specific minimum requirements for this contract. The submittal shall contain sufficient information that can be used to determine compliance of the material with these specifications and referenced specifications.

Submittal Deliverable Required Submittal Timeline

Pre-Bid Site Visit Request Information ☒ In accordance with solicitation posting

Initial Product Data

• Packaged HVAC Unit

• Split HVAC Unit including Air

Handler & Condenser

☒ With quote/proposal

Certifications/Licenses

• Mechanical License

• Electrical License

☒ With quote/proposal

Past Performance of Related Work ☒ With quote/proposal

Final Product Data

• Packaged HVAC Unit

• Split HVAC Unit including Air

Handler & Condenser

Within 7 calendar days after

Contract Award

Safety Plan ☒ Within 7 calendar days after

Contract Award

Project Schedule ☒ Within 15 calendar days after

Contract Award

Operation and Maintenance Manuals ☒ Within 15 calendar days after completion of project*

Product Warranty Information ☒ Within 15 calendar days after completion of project* Post-Award Site Visit Request

Information ☒ As required

*Final payment will not be made until all deliverables are submitted and accepted.

11. TASK ONE - Detailed Technical Requirements:

The Contractor shall provide all necessary transportation, labor, equipment, materials, parts, and supervision to demo the existing HVAC equipment and install a new packaged unit IAW specification provided at Building #7 – Ballroom.

Attachments have been provided including map location, floor plan, and equipment photos.

a) The Contractor shall demo the existing fifteen (15) ton split HVAC equipment. The Contractor shall remove the outdoor condensing unit, refrigerant lines, electrical connections, and all other components associated. The Contractor shall repair all holes on the outside of the building to include all penetrations. The Contractor shall remove and reinstall the drop ceiling on the inside of the ballroom area. The Contractor shall remove the existing indoor air handler above the ceiling, refrigerant lines, electrical connections, electrical disconnect, condensate pan, condensate lines, platform, threaded rod, channel strut, and all other components associated. The Contractor is responsible for disposal of existing HVAC split equipment and all other accumulated trash

OFFSITE.

b) The Contractor shall provide a new fifteen (15) ton multistage packaged heat pump unit with electric heat. The electric heat shall be fifteen (15)

KW.

c) The Contractor shall be responsible for verifying the existing electrical voltage, phase, and power available including electric heat for the new HVAC equipment. The Contractor is responsible to coordinate electrical work and tie into existing electrical circuits. The Contractor is responsible to test and ensure existing electrical circuits are satisfactory for new installation. The Contractor shall be responsible for electrical service requirements to the new HVAC equipment including all electrical devices, metal conduit, copper conductors, non-fused electrical disconnect switches, electrical circuit breakers and any other necessary items to install the new equipment. The Contractor shall provide a licensed electrician to install any necessary electrical power for the HVAC equipment.

d) The Contractor shall re-use the existing ducting to the maximum extent possible. The Contractor shall modify existing duct as required for the new HVAC packaged unit to transition to the existing ductwork.

e) The Contractor shall ensure the ducting to the space is properly balanced, so the air flow is adequate. The Contractor shall remove existing, provide new, and install all duct work, supply registers, and return grilles for the equipment to be properly balanced.

f) The Contractor shall provide a detailed drawing to scale of the new HVAC equipment, including duct design layout, size, cfm to each register, duct lengths, etc. See reference drawing for approximate room dimensions.

Contractor shall field verify all dimensions of existing ductwork and room square footage prior to making calculations or ordering materials.

g) The Contractor shall provide and install a new programmable thermostat and wiring necessary for the new packaged HVAC equipment. The Contractor is responsible for the new programmable thermostat operating with the existing Siemens control system. The Contractor shall use liquid tight conduit for any control wiring outside the building.

h) The Contractor shall install this equipment IAW North Carolina building code, mechanical code, and plumbing code. All work must comply with manufacturers’ installation instructions and recommendations. The Contractor shall have a mechanical license to perform the subject work as required.

i) All work must be completed in accordance with NFPA 70 (National

Electrical Code).

j) All work must meet requirements of ASHRAE 62.1 and ASHRAE 90.1 standards.

k) All exterior duct work shall be insulated and covered with galvanized sheet metal. Penetrations through the exterior walls shall be properly flashed/sealed.

l) All supply registers and return grilles must be aluminum with a factory applies white paint finish. There are approximately nine (9) supply registers and six (6) return grilles. The Contractor shall provide/replace all supply registers and return grilles including any extra necessary to properly balance the equipment.

m) All supply registers must be high velocity type with insulated backing.

n) The Contractor shall be responsible for making any building wall or roof openings and ensure they are properly sealed.

o) The Contractor shall use the existing concrete equipment pad to the maximum extent. The Contractor shall extend the concrete pad to the building. The Contractor shall extend the concrete pad even further if the footprint of the new packaged unit is larger than the existing HVAC equipment. The Contractor shall add onto the existing concreted pad with the incorporation of dowel pins. There must be a minimum of six (6) inches from the edge of the concrete pad to the newly installed packaged unit and ductwork on all sides.

p) The Contractor shall provide and attach a UV rated adhesive decal on the new equipment. The adhesive decal shall state the model and serial number, service start date and warranty end date of the installation and equipment warranty dates.

q) The Contractor shall provide operational testing and start-up to verify proper operation of the newly installed packaged unit. The Contractor shall provide a one-time basic training to on-site Base personnel of the newly installed packaged unit. The training shall include operation sequence and maintenance.

r) It is HIGHLY recommended that the Contractor make a site visit to properly evaluate the location of the equipment and verify all aspects and/or specifications to the existing equipment.

s) Scheduling: The Contractor shall provide a detailed schedule within fifteen (15) calendar days after contract award. The Contractor shall schedule all work with the Contracting Officers Representative (COR).

12. TASK TWO - Detailed Technical Requirements:

The Contractor shall provide all necessary transportation, labor, equipment, materials, parts, and supervision to demo the existing HVAC equipment and install a split HVAC equipment IAW specification provided at Building #97 – FED Facility Engineer Office. Attachments have been provided including map location, floor plan, and equipment photos.

a) The Contractor shall demo the existing two and a half (2.5) ton split HVAC equipment. The Contractor shall remove the outdoor condensing unit from the rooftop, refrigerant lines, electrical connections, and all other components associated. The Contractor shall repair all holes on the outside of the building to include all penetrations. The Contractor shall remove the existing indoor air handler above the ceiling (floored upstairs area), refrigerant lines, electrical disconnect, condensate pan, condensate lines, platform, threaded rod, channel strut, and all other components associated. The Contractor is responsible for disposal of existing HVAC split equipment and all other accumulated trash OFFSITE.

b) The Contractor shall be responsible for recovering existing refrigerant in accordance with EPA regulations and document proper recovery and disposal.

c) The Contractor shall provide and install a new two and a half (2.5) ton split equipment including air handler and condenser heat pump unit with electric heat. The electric heat shall be fifteen (15) KW.

d) The Contractor shall be responsible for verifying the existing electrical voltage, phase, and power available including electric heat for the new HVAC system. The Contractor is responsible to coordinate electrical work and tie into existing electrical circuits. The Contractor is responsible to test and ensure existing electrical circuits are satisfactory for new installation. The Contractor shall be responsible for electrical service requirements to the new HVAC equipment including all new electrical devices, metal conduit, copper conductors, non-fused electrical disconnect switches, electrical circuit breakers and any other necessary items to install the new system. The Contractor shall provide a licensed electrician to install any necessary electrical power for the HVAC system.

e) The Contractor shall re-use the existing ducting to the maximum extent possible. The Contractor shall modify existing duct as required for the new HVAC split equipment to transition to the existing ductwork. The Contractor shall seal duct joints and seams as applicable.

f) The Contractor shall ensure the ducting to the space is properly balanced, so the air flow is adequate. The Contractor shall remove existing, provide new, and install all duct work, supply registers, and return grilles for the equipment to be properly balanced.

g) The Contractor shall provide a detailed drawing to scale of the new HVAC system, including duct design layout, size, cfm to each register, duct lengths, etc. See reference drawing for approximate room dimensions.

Contractor shall field verify all dimensions of existing ductwork and room square footage prior to making calculations or ordering materials.

h) The Contractor shall provide and install new refrigerant lines and ensure the piping material, size, and length must be per manufacturers specifications.

i) The Contractor shall provide and install a new backup drain overflow pan under the newly installed air handler. The Contractor shall provide and install new condensate drain lines from the newly installed air handler and the backup pan. The two (2) condensate lines shall not be tied together.

The Contractor shall insulate all condensate lines with pipe insulation.

The Contractor shall provide and install a new drain pan safety switch in the overflow pan.

j) The Contractor shall provide and install a new programmable thermostat and wiring necessary for the new HVAC split equipment. The Contractor is responsible for the new programmable thermostat operating with the existing Siemens control system. The Contractor shall use liquid tight conduit for any control wiring outside the building.

k) The Contractor shall install this equipment IAW North Carolina building code, mechanical code, and plumbing code. All work must comply with manufacturers’ installation instructions and recommendations. The Contractor shall have a mechanical license to perform the subject work as required.

l) All work must be completed in accordance with NFPA 70 (National

Electrical Code).

m) All work must meet requirements of ASHRAE 62.1 and ASHRAE 90.1 standards.

n) All exterior duct work shall be insulated and covered with galvanized sheet metal. Penetrations through the exterior walls shall be properly flashed/sealed.

o) All supply registers and return grilles must be aluminum with a factory applies white paint finish. There are approximately seven (7) supply registers and five (5) return grilles. The Contractor shall provide/replace all supply registers and return grilles including any extra necessary to properly balance the equipment.

p) All supply registers must be high velocity type with insulated backing.

q) The Contractor shall be responsible for making any building wall or roof openings and ensure they are properly sealed.

r) The Contractor shall use the existing roof curbing for the outdoor condenser. The Contractor is responsible for providing additional roof curbing should the footprint (dimensions) of the new equipment is larger than the existing outdoor condenser.

s) The Contractor shall provide and attach a UV rated adhesive decal on the new equipment. The adhesive decal shall state the model and serial number, service start date and warranty end date of the installation and equipment warranty dates.

t) The Contractor shall provide operational testing and start-up to verify proper operation of the newly installed equipment. The Contractor shall provide a one-time basic training to on-site Base personnel of the newly installed HVAC equipment. The training shall include operation sequence and maintenance.

u) It is HIGHLY recommended that the Contractor make a site visit to properly evaluate the location of the equipment and verify all aspects and/or specifications to the existing equipment.

v) Scheduling: The Contractor shall provide a detailed schedule within fifteen (15) calendar days after contract award. The Contractor shall schedule all work with the Contracting Officers Representative (COR).

13. Inspection and Acceptance:

a. The Contractor shall ensure testing and start-up to verify proper operation.

The COR will accomplish inspection and acceptance of work.

b. The Contractor must notify the COR two working days before the performance, inspection and acceptance tests are to be conducted. The tests must be performed in the presence of the COR.

c. Installation, workmanship, fabrication, assembly, erection, examination, inspection, and testing shall be in accordance with appropriate sections of

29 CFR 1910, 1926.

d. The Contractor shall perform all work in accordance with all Federal, EPA, OSHA, and State of North Carolina laws and regulations.

e. New equipment must be installed in accordance with manufacturer instructions, Federal, and State codes.

f. Installation, operation, maintenance manuals and warranty information for the equipment shall be turned over to the COR upon project completion. The Contractor shall provide a one-year warranty on the equipment supplied by the Contractor (including labor) from the startup date of the equipment for any problems that might occur with the new installation.

14. Reference Documents:

a) Map Location, Floor Plan, & Equipment Photos – Building 7

b) Map Location, Floor Plan, & Equipment Photos – Building 97