Atch 1 - REVISED STATEMENT OF WORK 16 SEP.pdf

STATEMENT OF WORK

Purchase and Install

6 Computer Room Air Condition (CRAC) Unit and 2 Air Cooled Chillers

B2265 Fort Sam Houston Texas

1. PROJECT DESCRIPTION: This Statement of Work (SOW) defines the requirements for the removal and replacement of existing Computer Room Air Conditioning (CRAC) units and chillers at the facility. This is necessitated by three primary factors: the current system reaching its operational end-of-life, a mandate for enhanced energy efficiency, and the imminent closure of the original equipment manufacturer, which directly threatens future technical support and spare parts availability.

2. PROJECT SCOPE: The contractor shall provide all necessary labor, materials, tools, and supervision to complete the turnkey removal and replacement of six (6) existing CRAC units and two (2) existing chillers. The scope includes the disconnection, removal, and disposal of the old units, followed by the installation, connection, and commissioning of the new equipment.

3. SPECIAL CONDITIONS:

a. The contractor shall provide continuous cooling to the server room and ensure zero downtime. If an outage is required, it must be very limited in nature and will require at least 60 days’ notice to the Government.

b. The CRAC units are located inside a secure area and may require escorts and additional security checks for personnel, contractor shall provide a list of personnel and allow for at least 45 days for contractor personnel to be cleared for the interior portions of the work.

c. The contractor must provide temporary cooling and/or provide a phasing plan for the changeover that will utilize existing or new equipment for CE to review as part of the proposal. The contractor is to furnish, install, operate and remove temporary chilled water or spot cooling equipment, temporary power and temporary piping.

4. SCOPE OF WORK (CRACs): This Statement of Work outlines the requirements for a contractor to provide a turnkey solution to remove the six existing units and replace them with new, "same-in-kind" units that meet or exceed the performance specifications of the original equipment and government as-builts. The current systems are Data Aire units.

The contractor shall provide all necessary labor, materials, tools, equipment, and supervision to perform the complete removal, disposal, installation, and commissioning of six (6) CRAC units.

a. The existing units to be replaced are:

i. two 45 TON CRAC Units, two 40 TON CRAC Units, two 25 TON CRAC

Units.

b. The work shall be executed in phases to minimize disruption to data center operations. The contractor shall provide a phasing plan for Government approval that will minimize cooling or power outages to the maximum extent possible.

c. Safely perform lock-out/tag-out procedures for each unit to be replaced.

d. Disconnect all electrical power, control wiring, and plumbing connections (chilled water supply/return, condensate drains) from the existing CRAC units. Contractor will be responsible in removing and reconnecting the security cameras that will interfere with replacing and installing of the CRAC units.

e. Carefully rig and remove the six (6) existing CRAC units from the data center floor. The two CRAC units in the SIPR side, the customer will remove/relocate any empty equipment racks to help with remove/installation of the new CRAC units.

f. Legally and properly dispose of the old units, and any associated debris off-site.

g. Procure six (6) new CRAC units. The new units must be "same-in-kind," matching the cooling capacity (tons), airflow (CFM), and physical footprint/options of the models being replaced.

h. The contractor must be a licensed HVAC and electrical contractor with demonstrated experience in critical data center environments.

i. Install the new units, making all necessary plumbing and electrical connections.

All work must conform to local, state, and federal codes.

j. Reconnect chilled water supply and return piping. Reconnect condensate drain lines. Connect main electrical power and all control wiring if applicable.

k. Contractor will be responsible for replacing any necessary piping/3-way valves and inspect/test for any leakage.

l. Contractor shall insulate any new piping if necessary.

m. Contractor shall perform manufacturer-specified startup procedures for each new

CRAC unit.

n. Test and verify all operational modes, including cooling, heating (if applicable), humidification, and dehumidification.

o. Verify and test all alarms and safety controls.

p. Confirm proper communication and integration making a self-contained system.

q. The new 6 CRAC units will need to be have the temperature and humidity controlled through return-air sensing at the units. Contractor will be responsible in verifying that all operational modes be tested and work as intended.

r. The new 6 CRAC units will need to have factory installed smoke detectors.

s. Balance airflow to ensure it meets the specified CFM requirements for each unit.

t. Conduct a full operational performance test to demonstrate that the new units meet the specified cooling capacity.

u. The contractor shall provide the following upon project completion:

i. A final Commissioning Report for each unit, detailing startup procedures and performance test results.

ii. Two (2) complete sets of Operation and Maintenance (O&M) manuals for the new equipment.

iii. As-built drawings indicating final locations and connections for electrical and plumbing.

iv. A minimum of four (4) hours of on-site training for facility personnel on the operation of the new units.

5. PART II SCOPE OF WORK (Two Chillers with designated pumps).

This Statement of Work outlines the requirements for a contractor to provide a turnkey solution to remove two existing chiller units and replace them with new, "same-in-kind"units that meet or exceed the performance specifications of the original equipment and government as-builts. The current systems are Daikin units. The contractor shall provide all necessary labor, materials, tools, equipment, and supervision to perform the complete removal, disposal, installation, and commissioning of 2 chiller units.

a. The work shall be executed in phases to minimize disruption to data center operations. The contractor shall provide a phasing plan for Government approval that will minimize cooling or power outages to the maximum extent possible.

b. Safely perform lock-out/tag-out procedures for each unit to be replaced.

c. Disconnect all electrical power, control wiring, and plumbing connections (chilled water supply/return, condensate drains) from the existing chiller units.

d. Properly reclaim all refrigerants in accordance with current Environmental

Protection Agency (EPA) regulations

e. Contractor will be responsible for removing the current chain link fence surrounding the chiller and will have to rebuild once new chillers are in place. The contractor may reuse existing fence fabric, framing, and hardware provided they are not damaged during demolition and reinstallation activities. The contractor is responsible for storing all components securely on-site. The rebuilt enclosure shall be restored to a condition equal to or better than the condition that existed prior to the start of work. Any components damaged by the contractor's operations shall be replaced in-kind at the contractor's expense. The final rebuilt enclosure must meet the same height, layout, and operational standards as the original.

f. 502 CE will provide the necessary pruning/removal of tree to provide adequate access for removal of the existing and installation of the new chillers.

g. Carefully rig with crane and remove the two (2) existing chiller units from the chain link fence.

h. Procure two (2) Chiller units. The new units must be "same-in-kind," matching the cooling capacity (tons), airflow (CFM), pump configuration and physical footprint of the models being replaced.

i. The contractor must be a licensed HVAC and electrical contractor with demonstrated experience in critical data center environments.

j. Install the new units, making all necessary plumbing and electrical connections.

All work must conform to local, state, and federal codes.

k. Reconnect chilled water supply and return piping. Connect main electrical power and all control wiring if applicable.

l. Contractor will be responsible for replacing any necessary piping, expansion/buffer tanks, chemical pot feeder, air separators and inspect/test for any leakage.

m. Contractor shall insulate all new piping and replace existing exterior insulation on all remaining chilled water piping and components from the chillers to the building penetration point.

n. Contractor shall perform manufacturer-specified startup procedures for each new Chiller unit.

o. Conduct a full operational performance test to demonstrate that the new units meet the specified cooling capacity.

p. The contractor shall provide the following upon project completion:

i. A final Commissioning Report for each unit, detailing startup procedures and performance test results.

ii. Two (2) complete sets of Operation and Maintenance (O&M) manuals for the new equipment.

6. GENERAL: The project will be coordinated with the contractor by the CE Project Manager or Contracting Officer 48 hours before the actual work is to commence to minimize mission impact or deficiencies that may occur during the normal work week, Monday through Friday 7:00 a.m. to 5:00 p.m.

7. LOCATION: 2406 Gun Shed Rd, FORT SAM HOUSTON TX.

8. GOVERNMENT FURNISHED SERVICES: The government will provide utilities (water and electricity) and emergency, fire, and security police response. The government will also provide the building and designated work areas.

9. TRASH REMOVAL: All trash, debris and parts that were replaced by the contractor shall be removed from the job site and will be disposed of by the contractor. Use of Government-leased dumpsters is prohibited. The contractor must always maintain a clean and organized work site.

10. INSPECTION/REPORT: The contractor shall examine material and surrounding adjacent surfaces for maintenance and report and pre-existing conditions that may adversely affect operation of the units to the Government Representative prior to commencing work.

11. QUALITY ASSURANCE: The contractor shall be responsible for quality control of all tasks accomplished during the performance of the work. A Government Representative will periodically evaluate the contractor’s performance to ensure the work complies with the requirements outlined in the SOW.

12. DELIVARBLES: To ensure a successful execution with zero unscheduled downtime to critical operations, the contractor shall provide the following key deliverables throughout the life of the project:

a. Equipment Submittals Packages: Detailed technical data sheets, electrical schematics, and performance curves for approval prior to order release.

b. Rigging, Lifting and Logistics Plan: Comprehensive rigging diagrams indication crane size, lifting weights, street closure/stagging requirements, and transit routes for transporting the outdoor chillers and transporting the indoor CRAC units through the facility corridors. CE project manager will coordinate street closure and provide a staging area for the contractor. Contractors will have to provide their lift plan 2 weeks in advance to have proper coordination with the facility.

c. Method of Procedure and Phasing Plan: A detailed, step-by-step sequential plan explaining how the transition from old to new equipment will occur. This must explicitly show redundancy, and continuous cooling capacities are maintained in the data center whitespaces throughout the entirety of the project.

d. Quality Control Checklists: Daily installation progress reports, pressure testing logs for the new piping infrastructure, and flushing/cleaning certificated for the chilled water loop.

e. Health, Safety, and Environmental Plan: Detailed safety procedures, including Hot Work Permits for pipe welding/soldering, crane safety certifications, and LOTO (Lockout/Tagout) logs for electrical shutdowns.

f. Factory Acceptance Testing and Field Commissioning Reports: Documented certification of structural integrity and start up tests, verified by factory-authorized technicians, ensuring equipment performs to specifications.

g. Testing, Adjusting, and Balancing (TAB) Report: Certified third-party air and hydronic balancing report validating that the water flow (GPM), external static pressures, and airflow (CFM) match the design targets across all units.

h. Operation and Maintenance Manuals: Comprehensive physical and digital binders compiling all product guides, preventive maintenance schedules, spare parts lists, and troubleshooting procedures

i. Operations Training Program: Contractor must provide field instructions sessions for facility staff, and CE Personnel covering emergency shutoff procedures, filter changes and alarm resets.

j. Warranty Certifications: Official documentation of standard warranties (Minimum 1 year parts and labor, 5-year compressor coverage for new chillers).

13. WARRANTY: The contractor shall provide a one (1) year material and labor warranty and 5 year compressor coverage for the new chillers commencing upon final written Government Acceptance, to include but not limited to, a deterioration of defective workmanship or product at no additional cost to the Government as long as a pre-existing condition within the units did not cause material failure. All warranty information, including contact information for the warranty service, shall be provided to the Government Representative upon final inspection and acceptance of the project.

14. SITE CONDITIONS: The Contractor shall furnish and maintain adequate barricades, and warning signs, at the job site. The contractor shall clean up debris daily.

15. CODES AND REGULATIONS: All work shall be accomplished in accordance with the CEO Contract Specifications, applicable Uniform Building Codes, Air Force Base Regulations, and OSHA Requirements.

16. HOURS OF WORK: Normal duty hours are from 0700- 5:00 PM, Monday through Friday except on government holidays (if any during the work week). Contractor should coordinate work with 502d CES Project Manager.

a. FEDERAL HOLIDAYS OBSERVED

i. New Year’s Day Jan 1, 2026

ii. Dr. Martin Luther King Day Jan 19, 2026

iii. President’s Day Feb 16, 2026

iv. Memorial Day May 25, 2026

v. Juneteenth Day Jun 19, 2026

vi. Independence Day Jul 3, 2026

vii. Labor Day Sep 7, 2026

viii. Columbus Day Oct 12, 2026

ix. Veterans Day Nov 11, 2026

x. Thanksgiving Day Nov 26, 2026

xi. Christmas Day Dec 25, 2026

17. CLEAN UP: At the end of each working day, the Contractor shall clean up the work site by removing all debris. Cleaning up of the work site shall include the repair area(s), stage area(s), parking and eating area(s) and any other area(s), affected by the repair process.

Any dirt or mud tracked on any base Street, parking area, sidewalk, patio, driveway, or building shall be cleaned daily.

18. CONTRACTOR FURNISHED SERVICES: All required tools, parts, materials, and supplies shall be supplied by the contractor and should be on hand before beginning work.

19. HEALTH AND SAFETY ON GOVERNMENT INSTALLATION: In performing work under this contract on a Government installation, the contractor shall:

a. Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractors and Government personnel performing or in any way coming in contact with the performance of this contract; and

b. Take such additional immediate precautions as the CO may reasonably require for health and safety purposes

c. The CO may, by written order, direct Department of the Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be IAW the Changes clause of this contract.

d. Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the CO, shall be grounds for termination of this contract IAW the Default clause of this contract.

20. CONTRACTOR ACCESS TO DEPARTMENT OF THE AIR FORCE

INSTALLATIONS:

a. The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

b. The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and [insert any additional requirements to comply with local security procedures] to obtain a vehicle pass.

c. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

d. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with [insert any additional requirements to comply with DAFI 31-101, Integrated Defense, and DODMAN5200.02_DAFMAN 16-1405, Air Force Personnel Security Program] citing the appropriate paragraphs as applicable.

e. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

f. The contractor should provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the “Access Self-Service” option.

g. Failure to comply with these requirements may result in withholding of final payment.

END OF STATEMENT OF WORK