DRAFT_SOW_IITF_HVAC_Maintenance_21Jul21.docx

STATEMENT OF WORK

HVAC Maintenance Service International Institute of Tropical Forestry (IITF) IITF Headquarters complex, Rio Piedras, PR And Sabana Field Research Station, Luquillo, PR

A. Purpose:

Solicitation and contract is to obtain Heating, Ventilation and Air Conditioning maintenance services for the International Institute of Tropical Forestry Headquarters Complex located at Botanical Gardens South, 1201 Calle Ceiba, San Juan, Puerto Rico, 00926 and for the Sabana Field Research Station, Luquillo, PR.

The contract will be awarded for a Base Year with four (4) Option Years. The contract will be FixedPrice Contract.

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide services in accordance to HVAC Best Management Practices, licensed or certified HVAC technician and other specifications outlined below.

B. Background:

The USDA Forest Service is a federal agency. The Forest Service is a land management agency that protects and manages 154 national forests and 20 grasslands in 44 states and Puerto Rico, encompassing 193 million acres of land, in addition to numerous wilderness, recreation, scenic and other areas. The agency’s mission is to sustain the health, diversity, and productivity of the nation’s forests and grasslands to meet the needs of present and future generations.

The International Institute of Tropical Forestry (IITF) is a Research Station within the Research & Development branch under the USDA Forest Service.

HVAC maintenance services includes all units installed throughout the HQs’ complex buildings located in Rio Piedras and all units installed throughout the Sabana Field Research Station located at Luquillo.

Please reference Appendix for HVAC unit Inventory List.

C. Scope of Work

Preventive maintenance service shall be executed per the Manufacturer’s Operations & Maintenance manual for each specific make and model. Four (4) quarterly in-depth preventive maintenance services and inspections per year shall be completed. Eight other monthly inspection visits will be conducting during the other months.

The preventive maintenance shall include changing all filters, adjusting all building thermostats to standard settings, adjusting and cleaning all vents and ductwork, as needed.

Preventive maintenance inspections are to include all lubricants, coolant, belts, hoses, and minor parts.

Quarterly reports shall include a full inventory, in the form of an Excel Spreadsheet listing Building, Location, Brand, Model #, Serial #, Type, Condition, Refrigerant, BTU’s or Cooling Tons.

If a unit is beyond economical repair, contractor shall provide the government with a proposal to replace the unit. Proposal shall include a detailed price quote for a complete functional system.

Service includes emergency repairs if/as needed basis determined by the government and quoted at the established hourly rate; parts are to be billed at the contractor cost plus OH, profit and markup as pre-established. The hourly rate will be the same for regular service during normal work hours, Monday-Friday, 7:00 AM to 4:30 PM.

Services needed on an emergency basis, outside of the normal work hours or on weekends, are subject to a different hourly rate to be quoted separately.

All other services must have prior approval from the Contracting Officer. At the end of each service call, the contractor shall submit a signed, detailed service report of the work performed. The Contracting Officer or her designated representative will review the contractor’s findings.

D. Requirements:

HVAC systems servicing and maintenance

a) Provide routine service for all facility HVAC units. Contractor will provide all, labor, tools, materials, and transportation as necessary to accomplish requested work.

b) Provide emergency 24/7 on call repair and restoral services for existing HVAC units. Contractor will provide all, labor, tools, materials, and transportation as necessary to accomplish requested work.

Air conditioning mechanical system maintenance tasks:

a) Verification and in-depth cleaning of all air conditioning system components, i.e. compressor, condenser, evaporator, exhaust fans and other

b) Verify & clean all drainage lines

c) Check pressure, pressure loss, replace as needed

d) Check for liquid leakage

e) Clear out foreign matter accumulation

f) Check & fix any loose duct hangers, anchors, supports, and other connections

g) Check for corrosion & apply anti-corrosion

h) Check mechanical belts & replace deteriorated ones

i) Check contacts, magnets, and related equipment

j) Check & replace any damage fans, blowers, louvers, other

k) Update and submit Itemized a/c unit report

l) Verify voltage, sensors, board(s), insulation and repair/replace as needed

m) Inside the offices in each Sanyo console, complete cleaning of the air consoles, drains and filter including main drains located in the main HQs’

n) List all other Industry standards or Best Management Practices used by your company

Rooftop air conditioning packages variable refrigerant flow (VRF) system. The activities performed during these inspections include the following:

a. Inspecting the overall condition of the equipment and reporting any abnormal conditions to the COR.

b. Inspecting the equipment for any indications of water leakage.

c. Inspecting for any indications of refrigerant leakage.

d. Removing the existing washable air filters, cleaning them per manufacturer’s recommendations.

e. Providing and installing any disposable air filters where required.

f. Using the Manucfaturer’s instructions for each Brand of HVAC units listed on our Inventory will be used to inspect the equipment, safety controls and related components to confirm equipment is working properly.

g. Providing condenser coil cleaner and clean condenser coils as recommended by manufacturer, as per Industry and BMP or as needed and determined by the COR.

h. Inspecting and recording the systems operational conditions (including temperatures, pressures, etc.).

After each inspection the contractor will meet with the COR and review the results of the inspections. At this meeting the contractor will provide a written service report including any identified deficiencies and recommended actions. After each inspection is completed the contractor will clean up their work area.

E. MANAGEMENT

The Contractor shall manage the total work effort associated with the maintenance services required herein to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records and inventories, warranty enforcement, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the required work.

1. Work Control: The Contractor shall implement all necessary work control procedures to ensure fully adequate and timely completion of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within four (4) hours of the inquiry during regular working hours, and within eight (8) hours after regular working hours.

2. Allowable Work Hours: Except as may otherwise be specified, all work shall be performed from 7:00 am to 4:30 pm Monday through Friday. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must obtain the written approval of the Contracting Officer.

3. Work Schedule: The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects.

4. Records and Reports: The Contractor shall maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports. All records and copies of reports shall be turned over to the COR within five (5) calendar days after contract completion.

F. GENERAL REQUIREMENTS AND PROCEDURES.

1. Standards: All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable building and safety codes.

a. When the Contractor completes an inspection on a system or piece of equipment, that system or equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Maintenance work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing in dimensions, finish, color, and design.

b. During and at completion of inspection, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

2. Equipment under Manufacturer's or Installer's Warranty: Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the Contracting Officer or the COR. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer or the COR so that necessary action may be taken.

3. Completed Calls. With the invoice the Contractor shall add the following information to the work authorization form and deliver one completed copy to the Contracting Officer or the COR:

a. Description of work actually completed.

b. Brief description of material and parts used, including quantities.

c. Date and time work began.

d. Date and time work was completed.

e. Signature or initials of the Contractor's maintenance staff performing the work (or supervisor), indicating that the work has been completed.

5. Access to Buildings:

a. It shall be the Contractor's responsibility, through the COR, to obtain access to buildings and facilities and arrange for them to be opened and closed.

6. Identification of Contractor Employees:

a. The Contractor shall provide to the Contracting Officer or the COR the name or names of the responsible supervisory person or persons authorized to act for the Contractor.

b. The Contractor shall furnish sufficient personnel to perform all work specified within the contract.

c. Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

d. The Contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer or the COR to be contrary to the public interest or inconsistent with the best interests of National Security.

e. No employee or representative of the Contractor will be admitted to the site of work unless he furnishes satisfactory proof that he is a citizen of the United States, or, if an alien, his residence within the United States is legal.

f. All contractor/subcontractor employees working under this contract shall be identified by a distinctive name plate, emblem, or patch attached in a prominent place on an outer garment. Employee identification shall not be substituted for station required passes or badges.

7. Identification of Contractor Vehicles:

The company name shall be displayed on each of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate and safety inspection sticker, if applicable, and shall be maintained in good repair.

8. Permits:

The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required for the prosecution of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such permits and licenses shall be provided to the Contracting Officer or the COR before work commences.

G. CONTRACTOR FURNISHED ITEMS

The contractor shall provide the equipment, tools and services to perform the requirements of this contract. The contractor will also provide maintenance material including pleated air filter, fan belts, lubricants, coil cleaner, condensate pan chemical and other miscellaneous materials.

H. GOVERNMENT QUALITY ASSURANCE (QA)

In accordance with the FAR 52.246-4, each phase of the services rendered under this contract is subject to Government inspection, during the Contractor's operations and after completion of the tasks. If the Government determines that any of the services performed do not confirm to the contract requirements the Contractor may be required to perform the services again in conformity of the contract requirements. All costs associated with rework are the responsibility of the Contractor. The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary the inspection methods utilized during the work, without notice to the Contractor.

I. PERIOD OF PERFORMANCE

This contract shall have one (1) base year, with four (4) option years for the dates below.

J. CONTRACT MODIFICATIONS

From time to time and as the need arises, work may be added or deleted due to expansion and reduction of existing activities and activation of new activities.