Atch 1 - SOW - HVAC Unit - 15 Sep Revised 2.0docx.pdf

Statement of Work (SOW)

Project: Replacement of Seven (7) Bard HVAC Units

1. Executive Summary This Statement of Work (SOW) defines the requirements, deliverables, and scope of work for decommissioning, removing, replacing and disposing seven (7) existing Bard wall-mounted HVAC units. The existing units will be replaced with new, energy-efficient Bard units or equal to the existing unit utilizing modern, environmentally compliant refrigerant in strict accordance with EPA regulations, local building codes, and industry best practices. If a brand-name product is not provided, any proposed 'or equal' substitute must satisfy all specified salient characteristics; however, Unit 5 is a functional specification rather than a brand name and must strictly meet the stated requirements without substitution.

2. Project Objectives

• Decommission and Remove: Safely recover refrigerant and decommission seven outdated Bard units.

• Install New Units: Supply and install seven brand-new, high-efficiency Bard wall-mounted units or equal to the existing unit featuring up-to-date, non-ozone-depleting refrigerant.

• These seven units directly support high-sensitivity, mission-critical operational spaces—specifically Electrical Panel & Switchgear Rooms and Chiller Plant & Control Locations—the primary engineering objective is to maintain strict, non-stop climate thresholds to prevent thermal equipment failures, safety tripping, or localized moisture issues.

• Compliance & Safety: Ensure all work meets local mechanical, electrical, and environmental safety regulations (specifically EPA Section 608).

• System Integration: Connect new units to existing electrical systems, ductwork, and environmental controls, ensuring fully operational climate control in the designated facility spaces.

3. Detailed Scope of Work The Contractor shall provide all labor, materials, equipment, tools, transportation, and fully licensed, certified, manufacturer-authorized HVAC technicians with supervision necessary to complete the following tasks:

Phase 1: Pre-Installation & Site Preparation

• Conduct a comprehensive site survey to verify electrical compatibility, structural wall integrity, mounting brackets, and ductwork dimensions.

• Coordinate with facility management to establish a safety perimeter, staging area, and work schedule to minimize operational downtime.

• Secure all necessary approvals required by local base jurisdictions before commencing physical work.

Phase 2: Decommissioning & Removal of Existing Units

• EPA Section 608 Compliance: Safely and legally recover all existing refrigerant from the legacy units using certified recovery equipment in strict accordance with EPA Section 608 regulations. No venting of refrigerant is permitted under any circumstances. Recovery Cylinders: CE will provide the necessary recovery cylinders to the contactor to recover any refrigerant remaining in the existing Bard Units. The Contractor must submit a highly detailed, certified Refrigerant Recovery Log & Manifest directly to CE prior to physical equipment disassembly. A separate recovery log must be completed for each of the seven (7) individual units (indexed by unit physical location and manufacturer serial number

• Electrical Disconnection: Safely disconnect electrical power and control wiring, following standard Lock-Out/Tag-Out (LOTO) safety protocols.

• Mechanical Removal: Detach the seven (7) Bard units from their wall mounts and duct connections.

• Outage Coordination: Contractor will remove units that are currently down first to avoid any outage/cooling into the spaces that have functioning units.

• Disposal & Recycling: Transport and legally dispose of the old units, including the recovered refrigerant, at a licensed disposal/recycling facility. Provide disposal manifests and certificates to the client within 10 days.

Phase 3: Equipment Procurement & Specifications

The Contractor shall procure seven (7) brand-new Bard wall-mounted units or equal to the existing units meeting or exceeding the following minimum technical requirements:

• Capacity: Contractor is still responsible and confirms the current tonnage of the current units.

• Legacy Equipment Inventory (Existing Units to Be Replaced)

• The Contractor is responsible for removing, cataloging, and replacing the following specific legacy models currently installed at the facility:

Unit Number

Equipment Location / Serviced Space Mfg Legacy Model Number Preliminary Replacement Model Tonnage

Unit 1 Electrical Panel Room / Switchgear Bard WA602-C15V W60AF-C15VP 5 TON

Unit 2 Electrical Panel Room / Switchgear Bard WA602-C15V W60AF-C15VP 5 TON

Unit 3 Chiller Plant Room Bard W48A2-C09XPXXXJ W48AF-C09XPXXXJ 4 TON

Unit 4 Chiller Plant Room Bard W48A2-C09XPXXXJ W48AF-C09XPXXXJ 4 TON

Unit 5 Chiller Control Room Bard PA13482-C *SEE NOTE BELOW*

Unit 6 Critical Support Area Bard WA372-C15B W36AF-C15BP 3 TON

Unit 7 Auxiliary Infrastructure Room Bard WA701-C15B W72AF-C15BP 6 TON

• Unit #5 can be replaced with a similar Wall-mounted Air conditioner and Heat

Pump (matching current configuration) and relocate to the ground level on a metal stand. Contractor will be responsible in utilizing existing supply/return openings and provide exterior ductwork as weatherproof, insulated, corrosion-resistant with sealed joints, metal weather jacket, code-compliant supports, and properly flashed/sealed wall penetrations. Verify compliance with the adopted mechanical code, manufacturer requirements,

• Type: Wall-mounted Air Conditioner and Heat Pump (matching current configuration).

• Refrigerant: Eco-friendly, up-to-date refrigerant compliant with current EPA regulations (R-454B / R-32 depending on current model availability and safety standards).

• Electrical: Must match existing facility power supply (460V/60/3 phase; to be verified during site survey).

• Controls: New digital programmable thermostats.

• Filtration: MERV 8 minimum, or as specified by facility standards.

Phase 4: Installation of New Units

• Sleeve & Framing Inspection: Inspect, clean, and structurally reinforce the existing wall framing, sleeve, and duct interfaces. Prepare wall openings, inspect flashing, and install new heavy-duty mounting brackets or wall sleeves as required.

• A Heavy Lifting Equipment: The Contractor shall provide all heavy lifting equipment (e.g., , rigging, forklifts, ) required to safely lift, transport, and mount the units. The Government will not provide material handling equipment, operator support, or storage for contractor-leased lifting machinery.

• Mandatory Minimum Clearances: The Contractor must ensure the physical placement of each installed unit conforms to the manufacturer's engineering specifications to prevent hot air recirculation and facilitate maintenance. Mount the seven (7) new 4-ton Bard units or equal to existing securely to the exterior walls.

• Weatherproofing & Air Barrier Standards:

• Water-Tightness Verification (AAMA 501.2): Conduct a localized, low-pressure water spray test on the first installed unit (following modified AAMA

501.2 guidelines) to verify zero water ingress into the building envelope prior to completing the remaining six installations.

• Provide new thermostat replacements for each new unit.

• Ensuring airtight seals with high-grade, weather-resistant gaskets and sealants.

• Connect electrical power lines and control wiring. Install new electrical disconnects if existing units are worn or out of compliance.

• Install condensate drain lines according to manufacturer specifications and local plumbing codes.

• All technical, electrical, rigging and mechanical tasks are strictly limited to master/journeyman HVAC technicians holding active State licenses and active EPA Section 608 Universal Certifications.

Phase 5: Testing, Commissioning, & Startup

• Factory-Authorized Startup for Warranty Validation: Regardless of the brand installed, the Contractor must perform an official manufacturer-certified commissioning startup. This setup must be executed by a technician holding active factory-training credentials for the selected brand (or co-signed by an authorized manufacturer representative) to validate, register, and preserve the factory's parts and compressor warranties.

• Evacuation & Evacuation Testing: Evacuate system lines to a minimum of 500 microns(if field-charged) and conduct a 15-minute vacuum rise test to guarantee system seals are 100% leak-free.

• Verify proper airflow, temperature differentials, and thermostat/control system response.

• Provide a certified air-balancing and commissioning report for each of the seven units.

Phase 6: Site Cleanup & Handover

• Clean up all construction debris, packaging, and materials from the interior and exterior of the facility. 100% removal and off-site disposal of all project-related waste.

• Staff Training Seminar: Conduct an on-site, hands-on training session (minimum of 2 hours) for the client's facility maintenance team. Training must cover:

• Master thermostat and smart controller programming.

• Interpretation of lead-lag controller diagnostics and active system alarms.

• Routine preventive maintenance procedures (e.g., filter replacement schedules, coil cleaning practices, and winterization)

• Joint Walkthrough & Final Walk-through List: Execute a comprehensive post-project walkthrough alongside the CE Project Manager. Any cosmetic, structural, or functional discrepancies identified must be documented.. The Contractor must resolve all items to 100% satisfaction before final project sign-off.

4. Project Deliverables & Key Milestones

To secure final payment, verify equipment engineering alignment, and receive final closeout sign-off, the Contractor must supply the following deliverables strictly in accordance with the timeline boundaries below:

Phase

Deliverable

Description

Required Timing & Milestone

Dependencies

Pre-Installation Procedure

Physical Field Verification & Submittals

Signed field dimensional notes, electrical circuit reviews, and manufacturer specification sheets for proposed models.

Copies of Licenses must be provided prior to mobilization.

MUST be submitted and approved by CE prior to ordering any equipment or materials immediately after contract award.

Phase 1:

Mobilization

Site Safety, Rigging, & LOTO Plan

Written safety barricade design, , and physical Lock-Out/Tag-Out (LOTO) logs co-signed by the Facility Manager.

Due 5 business days prior to any physical on-site labor or equipment staging.

Phase 2: PART 1 Decommissioning

EPA Recovery & Certified Weight Manifests (to CE)

Cylinder serial inventory, electronic scale calibration certs, individual Tare/Gross/Net calculations, and technician universal cards.

Submitted daily during disassembly phase; consolidated final log due within 3 days of phase completion.

Phase 2: PART 2 Decommissioning

Demolition & Disposal Certificates

Certified environmental disposal receipts from approved recycling and hazardous waste handling facilities for 7 units.

Due within 5 business days following the physical removal of the old cabinets from the site.

Phase 3:

Installation

New Unit Integration & Weatherproofing Logs

Physical mounting, leveling check, ASTM C920 sealant lot logs, structural clearance checklist, and water-tightness results

(AAMA 501.2).

Water-tightness test results must be approved prior to starting subsequent unit installations. All remaining logs are due within 48 hours of mechanical mounting.

Phase 4:

Commissioning

Certified Startup & Performance Report

Certified factory-authorized startup sheets, static pressure

To be submitted within 3 business days of individual system metrics, balanced blower CFM readings, temperature split dry-bulb checks, and BAS alert tests.

startup; must be approved before beginning the Phase 6 Handover.

Phase 5: Closeout

Closeout, Training, & Handover Package

O&M binders, local inspection permits, custom low-voltage wiring schematics, registered warranty certs, signed training attendance logs, and completed Punch List Sign-off.

Must be completed, submitted, and signed off by CE before authorization of final project payment release.

5. Health, Safety, & Environment (HSE)

• The Contractor must strictly adhere to OSHA safety standards throughout the project.

• Lock-out/Tag-out (LOTO) procedures must be enforced prior to working on any electrical components.

• Proper Personal Protective Equipment (PPE) must be worn by all field personnel.

• All refrigerant handling must be performed by EPA Section 608 Universal

Certified technicians.

6. Warranty & Support Manufacturer's Warranty: Standard manufacturer warranty on parts and compressor typically 5 years parts, 5 years compressor, or as specified by manufacturer. Contractor will be responsible to ensure all new equipment is registered with manufacturer within 90 days of installation and provide supporting documentation.

• Workmanship Warranty: The Contractor shall provide a minimum of 1-Year warranty on all installation labor and workmanship from the date of final acceptance. Contractor shall respond within a 48 hour period to address any issues that are covered under the 1 year warranty.

7. HOURS OF WORK

• Normal duty hours are from 0700-500 PM, Monday through Friday, except on federal holidays (if any during the work week). The contractor shall coordinate the work with the 502d CES Project Manager. Any work outside of normal duty hours must be approved in advance by the Government.

• The following table details the chronological dates for all 11 federal holidays occurring within the 2026 calendar year (January 1, 2026, through December 31, 2026).

Holiday Name Official Designation / Rule 2026 Date of Observance

New Year's Day January 1st Thursday, January 1, 2026

Martin Luther King Jr. Day Third Monday in January Monday, January 19, 2026

Washington's Birthday (Presidents' Day)

Third Monday in February Monday, February 16, 2026

Memorial Day Last Monday in May Monday, May 25, 2026

Juneteenth National Independence Day

June 19th Friday, June 19, 2026

Independence Day July 4th Saturday, July 4, 2026 (Observed Friday, July 3, 2026)

Labor Day First Monday in September Monday, September 7, 2026

Columbus Day (Indigenous Peoples' Day)

Second Monday in October Monday, October 12, 2026

Veterans Day November 11th Wednesday, November 11, Thanksgiving Day Fourth Thursday in November

Thursday, November 26, Christmas Day December 25th Friday, December 25, 2026

8. Special Requirements PROJECT LOCATION: Building 1472, 3290 CPL JOHNSON RD. JBSA Fort Sam Houston, TX

OUTAGES: Any electrical outages shall be coordinated and scheduled with Civil Engineering if needed. Contractor will be responsible to coordinate with CE Project Manager to dictate which units will be changed first.

SITE MAINTENANCE: The Contractor shall protect adjacent property, buildings and their contents from dust, dirt or other materials. Work areas shall be maintained in a neat, clean, and safe condition and shall, at a minimum, be cleaned at the end of each shift. All streets and roadways in/ adjacent to the site shall always remain free of project generated trash and debris.

STAGGING AREA: Contractor can utilize between the mail and the cooling plant to place a roll-up dumpster to dispose of the existing bard units.

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

POLICE PROTECTION: The 802nd Security Forces Squadron shall provide security and law enforcement response and services to the contractor.

FIRE PROTECTION: The JBSA Fort Sam Houston Fire Departments shall provide initial response, EMS, and fire protection services to the Contractor.

TRAFFIC REGULATIONS: Contractor employees shall comply with all base traffic regulations and are subject to random vehicle speed control checks. Contractor’s personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones, except hands-free phones, is prohibited while driving on military installations in San Antonio, TX

DAILY CLEANING: The Contractor shall keep the site free from debris when setting up and tearing down. The Contractor shall collect all trash, debris, refuse, garbage, etc., that is generated and place it in appropriate containers with lids or approved covers on a periodic basis. The materials shall be hauled from the site by appropriate means daily, unless otherwise approved by the designated Planning Technician. Disposal shall be outside the limits of Government property. Disposal shall be by sanitary landfill or other approved methods and shall conform to all local, state, and federal guidelines, criteria, and regulations. Upon completion of the work, the Contractor shall leave the work site and storage area(s) in a clean, neat, and workmanlike condition satisfactory.

CONTRACTOR FURNISHED ITEMS: All required tools, parts, materials, and supplies shall be supplied by the contractor and should be on hand before beginning work. This includes providing all necessary personal protective equipment (PPE) for workers.

SECURITY REQUIREMENTS: Contractor shall be subject to a background check through the 502d Security Forces Squadron to gain access to the Government installation and shall comply with DAFFARS Clause 5352.242-9000, “Contractor access to Air Force Installations” and all on-base traffic laws.

Elimination of Use of Class I Ozone Depleting Substances (ODS)

(a) Contractors shall not:

(1) Provide any service or product with any specification, standard, drawing, or other document that requires the use of a Class I ODS in the test, operation, or maintenance of any system, subsystem, item, component, or process; or

(2) Provide any specification, standard, drawing, or other document that establishes a test, operation, or maintenance requirement that can only be met by use of a Class I ODS as part of this contract/order.

(b) For the purposes of Department of the Air Force policy, the following products that are pure (i.e., they meet the relevant product specification identified in AFI 32- 7086) are Class I ODSs:

(1) Halons: 1011, 1202, 1211, 1301, and 2402;

(2) Chlorofluorocarbons (CFCs): CFC-11, CFC-12, CFC-13, CFC-111, CFC-112, CFC-

113, CFC-114, CFC-115, CFC-211, CFC-212, CFC-213, CFC-214,

CFC-215, CFC-216, and CFC-217, and the blends R-500, R-501, R-502, and R-503;

and

(3) Carbon Tetrachloride, Methyl Chloroform, and Methyl Bromide.

[NOTE: Material that uses one or more of these Class I ODSs as minor constituents do not meet the Department of the Air Force definition of a Class I ODS.]

Health and Safety on Government Installations

(a) In performing work under this contract on a Government installation, the contractor shall:

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

(2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

(b) The contracting officer may, by written order, direct 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 in accordance with the Changes clause of this contract.

(c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

Contractor Access to 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 for 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 any other required documentation 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 AFI 31-101, Integrated Defense, and AFI 31-501, Personnel Security Program Management.

(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 shall 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.