Fort_Yuma_Cooling_Tower_SOW-Posted.docx

INDIAN HEALTH SERVICE FORT YUMA SERVICE UNIT

STATEMENT OF WORK (SOW) Cooling Tower Refurbishment - Three (3) Cells

1. Background The Fort Yuma Health Center operates three EVAPCO cooling tower cells that require refurbishment of internal heat-transfer and drift-control components. The existing fill supports support the tower media/packing, which promotes even water and air distribution for heat transfer. The Government requires replacement of the fill media, fill supports, and eliminator assemblies in all three cooling tower cells to restore and maintain reliable cooling tower performance.

2. Objective The Contractor shall furnish all labor, supervision, tools, equipment, rigging, standard safety equipment, transportation, and materials necessary to refurbish three (3) cooling tower cells associated with the facility HVAC system replacing the specified fill media kits, fill supports, and eliminator kits, and shall return each affected cell to an operable condition following completion of the work.

The Contractor shall provide all supervision, labor, technical expertise, tools, transportation, material, parts, licenses, permits, tribal permit, certifications, equipment, and management necessary to perform the specified work requirements. Work shall include incidental and ancillary components, materials, or equipment accessories customarily required by code, guideline, or industry standard practice to make a building feature complete, a system complete and operational, or an item of equipment serviceable and functional - whether or not such incidental or ancillary components are identified, named, or shown in or on any document provided to the Contractor.

The IHS clinic shall remain open and in full operation during the performance of this work. The Contractor shall sequence work so that no more than one (1) cooling tower cell is out of service at any given time, ensuring the remaining operational cell(s) continue to provide cooling to occupied clinic space throughout the project.

3. General Requirements

3.1 The Contractor shall survey the work areas with the Contracting Officer Representative (COR)/Point of Contact (POC) to verify the final location and condition of all work prior to work commencing.

3.2 The Contractor shall obtain prior approval from the COR/POC before commencing any on-site work.

3.3 The Contractor shall, within seven (7) calendar days after issuance of the award or notice to proceed (NTP), submit specifications and a complete materials list to the COR/POC for review and approval prior to purchase and installation.

3.4 The Contractor shall procure the associated replacement materials only upon IHS review and approval.

3.5 The Contractor shall provide environmental protection measures as necessary to prevent polluting discharges of any type, and to avoid being a source of nuisance or interference to clinic operations or Government personnel in the proximity of the work.

3.6 The Contractor's material/product selection, and installation means and methods, shall be completed only by qualified personnel.

3.8 The Contractor's employees shall be aware of, and consent to, either constant physical escort or video surveillance by closed-circuit cameras always while working within the building and adjacent work sites.

3.9 The Contractor shall be responsible for securing its equipment and materials stored on site.

3.10 The Contractor shall remove and dispose of all trash and debris generated by the project.

3.11 The Contractor shall provide a minimum one (1)-year warranty for labor and material, consistent with Section 11 below.

3.12 Prior to commencing any on-site work, all Contractor personnel shall obtain visitor access badges through Fort Yuma Health Center Security. Badges shall be worn and visible at all times while on Government property and shall be returned to Security upon completion of daily work or demobilization, as directed by the COR/POC.

3.13 Consistent with FAR Part 44 (Subcontracting Policies and Procedures) and the Government's requirement for direct privity and accountability with the awarded Contractor, an authorized representative of the prime Contractor shall be physically present on site for all required meetings (including the pre-installation/pre-construction meeting, progress meetings, and the final completion/punch-list meeting) and shall be physically present on site at all times while work under this SOW is being performed, to supervise and oversee the work.

The prime Contractor may not delegate attendance at meetings, or on-site supervision of work, solely to a subcontractor. Any use of subcontractors shall be disclosed to and coordinated with the COR in advance, and the prime Contractor shall remain fully responsible for subcontractor’s performance, conduct, and compliance with all requirements of this SOW.

4. Scope of Work The Contractor shall perform the following work for all three cooling tower cells:

· Coordinate mobilization, site access, work sequencing, and equipment shutdown with the Contracting Officer Representative (COR) or designated Fort Yuma Service Unit representative before beginning work.

· Mobilize qualified personnel, tools, equipment, and replacement materials to the Fort Yuma Health Center.

· Verify the identity of each cooling tower cell and confirm that replacement components are compatible with EVAPCO Model ESWB 9-34K12 and the listed equipment serial numbers before installation.

· Implement lockout/tagout (LOTO) in coordination with facility personnel before entering or performing work on the cooling tower equipment. The Contractor shall verify a safe zero-energy condition before work begins.

· Work one (1) cooling tower cell at a time. The Contractor shall not remove more than one cell from service simultaneously, so the clinic's cooling needs continue to be met by the remaining operational cell(s) for the duration of the project.

· The Contractor shall coordinate all work activities with the COR and facility personnel to minimize disruptions to patient care, clinic operations, staff activities, and visitor access.

· Remove existing internal components as necessary to complete the refurbishment. Protect adjacent equipment and existing systems from damage during removal and installation.

· Furnish and install three (3) complete fill media kits - one (1) kit per cooling tower cell.

· Furnish and install twelve (12) fill supports - four (4) supports per cooling tower cell.

· Furnish and install three (3) complete eliminator kits - one (1) kit per cooling tower cell.

· Install components in accordance with the equipment manufacturer's requirements and accepted industry practices. Components shall be properly seated, supported, aligned, and secured.

· Inspect the completed installation for loose materials, obstructions, improper fit, or other deficiencies. Correct deficiencies attributable to the Contractor before requesting acceptance.

· Remove tools and work-generated debris from the cooling tower and surrounding work area daily. Leave the work area clean and orderly.

· Demobilize personnel and equipment after completion and Government acceptance of the work.

· Replacement parts furnished under this contract shall be Original Equipment Manufacturer (OEM) parts or manufacturer-approved equivalent parts that meet or exceed original equipment specifications.

5. Contractor-Furnished Materials and Services Three (3) fill media kits.

Twelve (12) fill supports, four (4) per cooling tower cell.

Three (3) eliminator kits.

All incidental hardware, fasteners, consumables, tools, lifting/rigging equipment, and standard personal protective equipment required to complete the stated work.

Labor, supervision, transportation, mobilization, and demobilization required for the stated work.

Documented evidence of prior experience performing cooling tower, HVAC/mechanical equipment refurbishment, or comparable construction/renovation work in an occupied, operational healthcare or medical facility, including at least three (3) verifiable references for similar projects completed within the last five (5) years.

All replacement materials shall be new, unused, and compatible with the existing EVAPCO equipment unless the Contracting Officer authorizes an equivalent in writing.

6. Government-Furnished Support / Site Conditions The Government will coordinate reasonable access to the work area and facility. Subject to site availability and coordination, the Government will provide or identify the following:

Site access and designated parking/staging areas.

Access to available 110-volt electrical service near the work area, as applicable.

A location for disposal of ordinary work-generated debris, if made available by the facility.

Facility coordination for equipment shutdown and basin draining. Final LOTO responsibilities shall be coordinated before work begins.

A facility point of contact for operational coordination.

The Contractor remains responsible for determining what is required to safely perform its work and shall promptly notify the COR of any site condition that prevents performance of the stated scope.

Based on information currently available to the Government, no known hazardous materials, chemical treatment systems, asbestos-containing materials, lead-containing materials, mold, or other hazardous substances associated with the cooling tower system have been identified.

If suspect hazardous materials or unknown conditions are encountered during performance, the Contractor shall immediately notify the COR and suspend work affecting the condition until further direction is provided

7. Safety and Infection/Facility Control Contractor shall comply with applicable OSHA requirements, manufacturer safety instructions, Fort Yuma Health Center safety and infection-control requirements, and the Contractor's approved safety practice Contractors shall be required to meet all applicable Infection Control Risk Assessment (ICRA) requirements for the duration of the project. Prior to commencing on-site work, the Contractor shall develop and submit an ICRA permit/plan for review and approval by the Infection Control Officer and/or COR. The plan shall identify the ICRA class/level applicable to each affected work area, required containment measures, and monitoring procedures. No work shall begin in or adjacent to occupied areas until the required ICRA permit/plan has been approved.

Contractors shall implement and maintain all ICRA-required containment and infection-control measures applicable to the work, including dust/debris control, barriers, sealed transitions, walk-off mats, negative air pressure where required by the approved ICRA, and other measures directed by the Infection Control Officer or COR.

Contractors shall always maintain a safe and secure work area and shall protect patients, staff, visitors, facility property, and ongoing healthcare operations.

Contractors shall use appropriate fall protection, personal protective equipment, and safe lifting/rigging practices for the work being performed.

Contractor shall immediately report spills, property damage, unsafe conditions, infection-control breaches, or incidents to the designated Government representative.

Contractor shall not perform confined-space entry unless specifically required, coordinated, and authorized. Any requirement not included in the awarded scope shall be brought to the Contracting Officer before proceeding.

8. Division 01 Requirements - Coordination and Site Controls Contractor shall schedule a pre-installation/pre-construction meeting with the Maintenance Supervisor and COR, COO, Infection Control Officer, and Safety personnel before mobilization and installation activities.

Contractor shall verify existing field conditions, equipment identification, access, clearances, staging requirements, shutdown requirements, basin condition, and compatibility of proposed replacement components prior to installation. Work may be performed during normal clinic business hours, Monday through Friday, 7:00 a.m. to 5:00 p.m., except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor shall coordinate the exact work schedule before mobilization.

The Contractor shall service the three cooling tower cells sequentially, one at a time, so that the clinic's occupied space remains cooled by the remaining operational cell(s) throughout the project. The Contractor shall not begin work on a subsequent cell until the prior cell has been returned to service or otherwise coordinated with the COR.

Contractors shall always maintain a safe and secure work area and shall control tools, materials, equipment, and access to the work zone.

Contractor shall coordinate all cooling tower shutdowns, lockout/tagout, basin draining, return-to-service activities, and any operational impacts with the facility POC and COR. Shutdowns affecting cooling service shall not occur without prior facility authorization.

Contractors shall sequence work to minimize disruption to normal clinic operations, patient care, and facility services. Any activity with the potential to affect occupied spaces or patient flow shall be coordinated in advance with the COR and Infection Control Officer.

Contractors shall remove work-generated debris daily and leave the work and staging areas clean, orderly, and free of hazards at the end of each workday.

Contractor shall maintain all approved ICRA containment and monitoring measures for the duration required by the approved ICRA permit/plan and shall not remove containment until authorized by the Infection Control Officer and/or COR.

9. Inspection, Testing, and Acceptance Upon completion of each cooling tower cell, the Contractor shall conduct a visual and functional completion check appropriate to the work performed. At a minimum, the Contractor shall verify that:

All specified fill media, supports, and eliminators are installed in the correct quantities and locations.

Components are properly fitted, supported, aligned, and secured.

No debris, loose material, or tools remain inside the tower.

No damage caused by the Contractor is present.

The cooling tower cell is ready to be returned to service, subject to normal facility startup procedures.

The Contractor shall notify the COR when work is ready for Government inspection. Final acceptance will occur after the Government verifies that the required work is complete and deficiencies identified during inspection have been corrected.

Once all punch list items have been addressed by the Contractor, a final completion meeting will be held for final sign-off of the project. If punch list items have not been properly addressed, another meeting will be scheduled until all items are signed off.

10. Deliverables

11. Warranty The Contractor shall warrant materials and workmanship for a minimum of one (1) year after Government acceptance, consistent with the supporting vendor proposal. Warranty service shall correct defects attributable to furnished materials or Contractor workmanship at no additional cost to the Government, subject to normal equipment operation and maintenance requirements.

12. Period of Performance The period of performance for this task order is thirty (30) calendar days from the date of award/notice to proceed (NTP). The Contractor shall not begin on-site work until the schedule has been coordinated with and accepted by the Government. Any anticipated delay shall be reported promptly to the COR and Contracting Officer.

13. Place of Performance Fort Yuma Health Center 401 Picacho Road Winterhaven, California 92283

14. Tribal Permits, Site Access, and Regulatory Compliance

14.1. General Requirement

The Contractor shall be responsible for obtaining, maintaining, and complying with all permits, licenses, registrations, approvals, certifications, inspections, fees, and authorizations required to perform the work described in this contract.

The Contractor shall comply with all applicable Federal, Tribal, State of California, State of Arizona, local, utility, and Authority Having Jurisdiction (AHJ) requirements associated with the performance of this contract.

The Contractor shall include all costs associated with permits, licenses, registrations, fees, inspections, approvals, tribal business licenses, Tribal Employment Rights Office (TERO) requirements, and related compliance activities in its proposal. No additional compensation shall be provided by the Government for such costs.

14.2. Fort Yuma Quechan Indian Tribe Permits and Approvals

The project site is located within the jurisdiction of the Fort Yuma Quechan Indian Tribe. The Contractor shall be responsible for identifying, obtaining, and maintaining all required tribal permits, approvals, registrations, licenses, inspections, and authorizations necessary to perform the work.

The Contractor shall coordinate directly with the applicable Quechan Tribal offices and shall comply with all applicable tribal laws, ordinances, regulations, permitting requirements, licensing requirements, and administrative procedures.

The Contractor shall obtain all required tribal approvals, permits, and licenses prior to commencing on-site work.

The Contractor shall be responsible for acquiring all necessary Tribal work permits, maintaining a valid Tribal Business License (including any required renewals), and meeting all Tribal Employment Rights Office (TERO) requirements.

Any costs associated with Tribal work permits, Tribal Business Licenses, TERO registration, TERO fees, assessments, reporting, or compliance activities shall be borne solely by the Contractor.

A copy of all required permits, licenses, registrations, and approvals shall be submitted to the Facilities Engineer prior to commencement of work.

For informational purposes only, contractors may contact the following office regarding tribal permit, licensing, and business requirements:

14.3. Fort Yuma Quechan Indian Tribe Economic Development Department Point of Contact: Brian Golding Sr., Director Phone: (760) 572-5270 Office Address: 604 Picacho Road, Winterhaven, California Additional information regarding tribal business requirements may be available through the Quechan Tribe Economic Development Department website: Quechan Tribe Economic Development Department The Contractor remains responsible for verifying current contact information, permit requirements, fees, application procedures, processing times, and all applicable tribal requirements.

14.4. Tribal Employment Rights Ordinance (TERO) Requirements

The Contractor shall comply with all applicable Fort Yuma Quechan Indian Tribe Tribal Employment Rights Office (TERO) requirements.

The Contractor shall be responsible for:

· TERO registration, if required;

· Payment of all applicable TERO fees and assessments;

· Submission of required employment and workforce reports;

· Compliance with applicable tribal preference requirements;

· Coordination with the Tribal Employment Rights Office; and

· Compliance with all tribal employment-related requirements applicable to the work.

Failure to obtain required TERO approvals shall not relieve the Contractor of responsibility for timely contract performance.

14.5. Site Access Requirements

Contractor personnel shall report to the Facility Security Office upon arrival each day for check-in procedures as directed by the Government.

At the time of issuance of this source sought and or solicitation, no tribal gate access requirements or reservation access permits have been identified for contractor entry onto the reservation.

The Contractor shall remain responsible for complying with any security procedures, identification requirements, or access controls that may be in effect at the time of performance.

Prior to commencing any on-site work, all Contractor personnel shall attend a safety briefing conducted by the Fort Yuma Health Center Safety Officer.

The briefing is anticipated to last approximately fifteen (15) to thirty (30) minutes and will be conducted at the Fort Yuma Health Center.

No Contractor personnel shall begin work until the briefing has been completed.

14.6. Documentation Requirements

Prior to mobilization, the Contractor shall provide documentation demonstrating compliance with all applicable permit, licensing, registration, and TERO requirements.

Copies of permits, licenses, registrations, approvals, inspection reports, and tribal clearances shall be furnished to the COR upon request and included in the contract closeout package, as applicable.

14.7. Tribal Permits, TERO Requirements, and Site Access

The Contractor shall be responsible for obtaining, maintaining, and complying with all permits, licenses, registrations, approvals, inspections, certifications, fees, and authorizations required to perform the work under this contract.

The Contractor shall comply with all applicable Federal, Tribal, State, local, utility, and Authority Having Jurisdiction (AHJ) requirements associated with performance of this contract.

All costs associated with permits, licenses, registrations, approvals, inspections, tribal business licenses, tribal work permits, TERO compliance, fees, assessments, and other regulatory requirements shall be included in the Contractor's proposal. No additional compensation shall be provided by the Government for such costs.

14.8. Fort Yuma Quechan Tribal Requirements

The project site is located within the jurisdiction of the Fort Yuma Quechan Indian Tribe.

The Contractor shall be responsible for obtaining and maintaining all Tribal work permits, Tribal Business Licenses, registrations, approvals, inspections, and authorizations required by the Tribe prior to commencing on-site work.

Because the Fort Yuma Health Center is located on the Fort Yuma Indian Reservation, the Contractor shall obtain a valid Quechan Indian Tribe Tribal Permit prior to commencing any on-site work. At the time of solicitation issuance, the Tribal Permit fee is approximately $150.00 per year. The Contractor is responsible for verifying current permit requirements, application procedures, processing timelines, and fee amounts.

For informational purposes only, the Quechan Tribe Economic Development Department has indicated that Tribal Business License processing generally requires approximately five (5) to seven (7) business days. The Contractor remains responsible for allowing sufficient time to obtain required permits and licenses prior to commencement of work.

The Tribal Business License requires annual renewal and applicable fees. All costs associated with obtaining, maintaining, renewing, and complying with Tribal permits, Tribal Business Licenses, registrations, approvals, inspections, and other Tribal requirements shall be the sole responsibility of the Contractor and shall be included in the Contractor's quotation. Such costs shall not be separately reimbursed by the Government.

The Contractor shall maintain proof of all required Tribal permits, licenses, registrations, and approvals on site and shall provide copies to the Facilities Engineer prior to commencement of work.

Failure to obtain or maintain required Tribal permits, licenses, registrations, or approvals may result in work stoppages, fines, penalties, or other enforcement actions by the Tribe. Any resulting delays, costs, penalties, assessments, or impacts to contract performance shall be the sole responsibility of the Contractor and shall not entitle the Contractor to additional compensation or an extension of the period of performance.

Tribal permit and licensing requirements apply to both the prime contractor and all subcontractors performing on-site work. The Contractor shall be responsible for ensuring compliance by all subcontractors.

For informational purposes only, contractors may contact the following office regarding Tribal business permits, licensing requirements, and related business activities:

Fort Yuma Quechan Indian Tribe Economic Development Department Point of Contact: Brian Golding Sr., Director Phone: (760) 572-5270 Office Address: 604 Picacho Road, Winterhaven, California 92283, [quechantribe.com] Additional information may be available through the Quechan Tribe Economic Development Department.

The Contractor remains responsible for independently verifying all current contact information, permitting requirements, licensing requirements, fees, application procedures, and processing timelines.

14.9. Tribal Employment Rights Ordinance (TERO)

The Contractor shall comply with all applicable Fort Yuma Quechan Indian Tribe Tribal Employment Rights Office (TERO) requirements.

The Contractor shall be responsible for:

· TERO registration, if required;

· Payment of all applicable TERO fees, assessments, charges, and related compliance costs;

· Submission of required employment and workforce reports, if required;

· Compliance with applicable tribal preference requirements;

· Coordination with the Fort Yuma Quechan Indian Tribe TERO Office; and

· Compliance with all other tribal employment-related requirements applicable to the work.

For informational purposes only, contractors may contact:

Fort Yuma Quechan Indian Tribe Tribal Employment Rights Office (TERO) Director: Caine Palone Phone: (760) 919-3410 Office Address: 1901 Agnes Road #3, Winterhaven, California 92283. [quechantribe.com] The Contractor is solely responsible for verifying current TERO requirements, fee schedules, assessments, reporting obligations, registration procedures, and compliance requirements prior to commencement of work. The Government makes no representation regarding current TERO fee amounts or assessments. [quechantribe.com], [quechantribe.com] Failure to obtain required TERO approvals or comply with applicable TERO requirements shall not relieve the Contractor of responsibility for timely contract performance.

14.10. Site Access Requirements

Contractor personnel shall report to the Facility Security Office each workday upon arrival for check-in procedures as directed by the Government.

A valid government-issued driver's license shall be required for identification purposes.

Prior to commencing on-site work, Contractor personnel shall complete the required safety briefing and obtain visitor access badges through Fort Yuma Health Center Security.

Visitor access badges shall be worn in a visible manner at all times while on Government property and shall be returned to Security upon completion of daily work or demobilization, as directed by the COR or designated Government representative.

Designated parking and staging areas will be coordinated with facility personnel.

Contractors shall be escorted while inside the facility as required by Government personnel.

At the time of solicitation issuance, no reservation gate access requirements or special reservation entry permits have been identified.

14.11. Documentation Requirements

Prior to mobilization, the Contractor shall provide documentation demonstrating compliance with applicable tribal permit, licensing, registration, and TERO requirements.

Copies of permits, licenses, registrations, approvals, inspection reports, and applicable tribal clearances shall be furnished to the COR upon request and included in the contract closeout package as applicable.

15. Hours of Operation Government offices are accessible Monday through Friday, 8:00 a.m. to 5:00 p.m. (local time), except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

Contractor on-site work under this SOW may be performed Monday through Friday, 7:00 a.m. to 5:00 p.m., except Federal holidays, subject to Section 8 coordination and sequencing requirements above.

16. Government Points of Contact Contracting Officer (CO): To be identified in the award.

Contracting Officer Representative (COR): Edmund Thundercloud, 760-572-4167, Edmund.Thundercloud@ihs.gov FYSU Maintenance Supervisor: Pablo Guizar, 760-572-4705, Cell 760-556-1121, pablo.guizar@ihs.gov Only the Contracting Officer may authorize changes to contract scope, price, or terms.

Fort Yuma Service Unit - Cooling Tower Refurbishment SOW

17. Contractor Qualifications The Contractor shall possess demonstrated experience performing cooling tower refurbishment, repair, maintenance, or replacement services on cooling towers, closed-circuit coolers, or similar HVAC heat rejection equipment.

The Contractor shall provide all labor, supervision, equipment, tools, transportation, materials, replacement parts, and incidental services necessary to perform the work required under this contract.

Personnel assigned to perform services under this contract shall possess the qualifications, training, certifications, licenses, and technical expertise necessary to safely and effectively perform the required services in accordance with applicable industry standards, manufacturer recommendations, and regulatory requirements.

The Contractor shall comply with all applicable Federal, State, local, facility, and Occupational Safety and Health Administration (OSHA) requirements.

The Contractor shall demonstrate successful completion of at least three (3) projects of similar scope and complexity within the previous five (5) years involving cooling tower refurbishment, repair, maintenance, replacement, or comparable HVAC heat rejection systems.

Experience servicing EVAPCO, Marley, Baltimore Aircoil Company (BAC), or equivalent cooling tower systems is desirable but not required.

Replacement parts furnished under this contract shall be Original Equipment Manufacturer (OEM) parts or manufacturer-approved equivalent parts that meet or exceed original equipment specifications.

As part of its quotation, the Offeror shall provide documentation demonstrating compliance with the qualifications identified in this section, including a brief description of completed projects of similar scope and complexity.

Fort Yuma Service Unit - Cooling Tower Refurbishment SOW