HVAC replacement Statement of Work.pdf

STATEMENT OF WORK

U.S. COAST GUARD

SECTION 1- GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES: The Contractor shall provide all personnel, management, supervision, materials, tools, supplies, equipment, transportation, labor, and other items and services necessary to replace the natural gas furnace at Alki Quarters A. The contractor must perform to the standards in this contract. All work shall comply with all applicable codes, along with Federal, State and local regulations.

1.2 PLACE OF PERFORMANCE:

Alki Quarters A, 3201 Alki Ave SW Seattle, WA 98116

1.3 PRE-BID SITE VISIT: A pre-bid site visit will be arranged for interested offerors. All interested offerors must arrive no later than 5 minutes prior to the start time indicated in order allow for coordination by the POC.

Date: 04/29/2025 Start Time: 1000 AM_ Location: Alkai Quarters A 3201 Alki Ave SW Seattle, WA. 98116

1.4 CONTRACTING OFFICER (KO): In accordance with Federal Acquisitions Regulations (FAR)

Part 1, Sub-part 1.6, the Contracting Officer (KO) is an official representative and directs all services performed under this agreement. The KO is the only representative with the authority to negotiate or initiate modifications, changes, or edits to this SOW.

Name: Michelle Myhra USCG Base Seattle Phone: (571)613-0114 E-mail: Michelle.M.Myhra2@uscg.mil

1.5 CONTRACTING OFFICER’S REPRESENTATIVE POINT OF CONTACT (POC):

Name: Kimberly Swanson Unit: Facilities Engineering Phone: (206) 217-6451 E-mail: Kimberly.J.Swanson@uscg.mil

1.6 CONTACT FOR QUESTIONS:

1.6.1 Any questions regarding the SOW must be directed to the KO.

1.6.2 Unless specifically annotated, all requests for site visits must be scheduled through the POC as per section 1.5. Request can be submitted via phone call or e-mail.

1.7 CONTRACTOR SECURITY REQUIREMENTS:

1.7.1 The Contractor shall provide a list of all on-site contractor personnel, including sub-contractors (including second and third-tier subcontractors) and suppliers, to the POC at least 72 hours in advance. The contractor shall update this list when changes occur. Contractor personnel not listed may be denied access to the Coast Guard facility. Contractor personnel will be restricted to designated working areas.

Any personnel violating this policy may lose access to the Coast Guard facility.

Contractor personnel shall have photo identification at all times while working on Coast Guard facilities.

1.7.2 Contractor and delivery personnel may be required to present personal photo identification to gain access to a Coast Guard installation. If identification does not indicate United States citizenship, Coast Guard Security may require proof of the legal right to work in the United States. Contractor and delivery personnel also may be subjected to an immigration status and outstanding criminal warrant check.

1.7.3 The Real ID Act of 2005 established minimum security standards for license issuance and production and prohibits Federal agencies from accepting, for certain purposes, driver's licenses and identification cards from states not meeting the Act's minimum standards. Anyone requiring access to a military facility under this contract, to include subcontractors, who holds a driver's license from any state without approved licenses will be required to provide identification other than that driver's license to gain access. Government IDs annotated with “Federal Limits Apply” will not be accepted for access purposes. It is the responsibility of the Contractor to ensure that their personnel have federally acceptable personal photo identification and comply with any other requirements for base access.

1.7.4 Contractors shall provide the KO or POC with 24 hours of advance notice of every delivery to the site and provide the company name, delivery person, and phone number of the firm(s) making deliveries. All vehicle access to government property requires vehicle registration and proof of liability insurance. Otherwise, access to the Coast Guard facility may be denied.

1.7.5 Due to heightened security, all contractor employees performing tasks related to this Agreement on a Coast Guard facility shall wear identification badges. The identification badges must, at a minimum, contain contractors’ business name, contractor employees’ name, and contractor employees’ photo in plain view, on front, and above the waist at all times. All contractor employees working on-site shall be required to complete a security arrival brief upon check-in. This may include the inspection and tagging of computer equipment and other electronic devices that may be required by the contractor employee to perform their assigned tasks. Time spent undergoing security inspections whether it be in regards to the entrance to USCG facilities or spaces will not be considered a government delay of work or differing site condition.

1.7.6 Contractor employee access to sensitive but unclassified (for-official-use-only) information is required under this contract. Although access to classified restricted spaces at the Area and District Command Centers is required, the classified restricted space shall be sanitized throughout the contractor’s visit and an escort shall accompany the contractor at all times.

1.7.7 Contractor’s employees shall comply with all applicable government regulations, policies and procedures, e.g., fire, safety, sanitation, environmental protection, and security, when visiting or working at government facilities. The contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not bring discredit on the United States, the Department of Homeland Security or the U.S. Coast Guard. The contractor employee shall not release any government personnel contact information or information concerning official unit business or operations to unauthorized parties.

1.7.8 The contractor employee shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, the contractor employee shall secure work areas, equipment and materials to prevent loss.

1.8 CONTRACTOR PERSONNEL:

1.8.1 Contract Manager. The contractor must provide a contract manager who must be responsible for the performance of the work. The name of this person and an alternate or alternates who will act on behalf of the contractor when the manager is absent must be designated in writing to the KO.

1.8.2 The contract manager or alternate must have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.8.3 The contact manager and alternate or alternates must be able to read, write, speak, and understand the English language.

1.8.4 The contractor must not employ persons for work on this contract if such employee is considered by the KO to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

1.8.5 Contactor personnel must present a neat appearance and be easily recognized as contractor employees.

1.8.6 The Contractor must not employ any person who is an employee of the U.S.

Government if employing that person would create a conflict of interest.

Additionally, the contractor must not employ any person who is an employee of the U. S. Coast Guard unless such person seeks and receives approval according to U. S. Coast Guard regulations.

1.8.7 Contractor’s employees shall comply with all applicable government regulations, policies and procedures, e.g., fire, safety, sanitation, environmental protection, and security, when visiting or working at government facilities. The contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not bring discredit on the United States, the Department of Homeland Security or the U.S. Coast Guard. The contractor employee shall not release any government personnel contact information or information concerning official unit business or operations to unauthorized parties.

1.8.8 The contractor employees shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, the contractor employee shall secure work areas, equipment and materials to prevent loss.

1.9 SPECIAL QUALIFICATIONS: Contractor shall have a minimum of 5 years’ experience in installation, repair, and testing of natural gas Heating, Venting, Air Conditioning (HVAC) units. All contractor and contractor employee certifications shall be submitted to KO.

1.10 WORK SCHEDULE:

1.10.1 The contractor will perform the tasks as required by the SOW under this contract during the following hours: Monday through Friday between 8:00am and 4:30pm excluding Federal Holidays unless another time is specified.

1.10.2 All work will be performed during normal business hours as long as it does not impact Base operations. Work performed shall be coordinated with the KO prior to job commencement to ensure that the schedule of work of other trades, or work being done on Base goes smoothly.

1.10.3 Special event, or adjusted work hours: If circumstances should arise wherein the contractor desires a different work schedule as required above, the contractor must request same in writing. Submit a written request to the POC a minimum of 24 hours before the requested adjusted work schedule. If the desired schedule change is to be effective on a Monday, the request must be submitted to the POC prior to 9:00am on the Friday prior to commencement of work.

1.10.4 At least three (3) business days prior to the start of work, the names or those who will be working on site shall be submitted to the POC ahead of time for inclusion into the base access list. If vehicle parking is required, the names of all drivers and their vehicle information should be submitted prior to the start date. Parking is very limited on base and efforts should be taken to minimize the number of vehicles accessing the base through the use of an offsite parking lot, garage or vanpool.

1.11 NOTIFICATION OF START AND COMPLETION OF WORK: The Contractor shall notify the

Contracting Officer in writing five (5) business days in advance of the date they intend to commence work, and five (5) business days prior to the date that work will be ready for final inspection.

1.12 AWARD: It is the government’s intent to make award to the low cost responsive and responsible offeror through issuance of a firm fixed price contract. Under FAR 4.1103 prospective contractor shall be registered in System Award Management (SAM) prior to award. Failure for contractor to be registered in SAM shall result in Contracting Officer to proceed with next successful registered offeror. Website: www.sam.gov

1.13 INVOICING: The Contractor is required to submit proper invoices through the U.S.

Department of Treasury’s Invoice Processing Platform (IPP). The POC provided in the SAM.gov registration will have their IPP login and a link to the IPP application.

Registration and annual renewal in SAM.gov is free of charge and required to do business with government, per FAR Part 4. If you have any questions about IPP, you must contact FINCEN at: SMB-FSMS VendorSupport@uscg.mil

SECTION 2- GOVERNMENT FURNISHED PROPERTY AND SERVICES:

2. General Information: The Government must provide the facilities, equipment, materials, and services listed here.

2.1. Government Furnished Facilities:

2.1.1. Electricity and water will be provided at no cost by the Government for normal building services. Additional hookups or temporary connections shall be the responsibility of the contractor and shall be removed by the contractor upon completion of work.

2.1.2. The Government will provide toilet facilities for personal sanitary use only.

Equipment shall not be cleaned in the government provided facilities. Misuse or lack of cleanliness will result in termination of toilet privileges at no additional cost to the Government.

2.2. Government Furnished Equipment:

2.2.1. NONE

SECTION 3- SPECIFIC TASKS

The contractor shall provide all personnel, management, supervision, materials, tools, supplies, equipment, transportation, and labor to fulfill all the requirements of this Statement of Work (SOW).

3.1 WORK REQUIREMENTS:

Contractor shall perform the following tasks:

3.1.1 Remove and dispose of existing natural gas furnace.

3.1.2 Furnish and install a new two stage ECM (electronically commutated motor) variable speed condensing natural gas furnace, 80,000 BTU with 96% Annual Fuel Utilization Efficiency (AFUE). New furnace must fit within dimensions of existing space (approximately 34 inches tall x 29 inches depth). Contractor to measure space prior to purchasing furnace. KO to approve furnace model prior to installation.

Suggested Manufacturer models:

Daikin DM96VC series Trane S9V2 series Goodman CGVC96 series

3.1.3 Furnish and install new furnace filter.

3.1.4 Furnish and install custom sheet metal transitions at the furnace.

3.1.5 Furnish and install new thermostat that is compatible with new gas furnace.

Thermostat shall be programmable and simple to use, with an easy-to-read large visual backlit display.

3.1.6 All materials and parts supplied by the contractor in this SOW shall be new, fully compatible, and comply with the manufacturer’s specifications and installation standards. All materials and parts shall be approved by the KO prior to installation.

3.1.7 The equal product shall be “like in kind” or better than that described, fully compatible with the existing equipment, and approved by the KO prior to purchase and installation.

3.1.8 Inspect gas line, ductwork, vents, and electrical connections for proper operation and code compliance. If any of these items fail testing and compliance standards, notify KO immediately.

3.1.9 After replacement, contractor shall test and adjust the HVAC system, and verify the system is working properly. All installation and testing to be performed in accordance with manufacturer’s specifications and in accordance with all Federal, State, and local codes and regulations.

3.1.10 Any item or service not covered in the scope of the contract will need to be authorized by the KO prior to performance of work.

3.2 QUALITY ASSURANCE AND WORKMANSHIP:

3.2.1 Contractors interested should make a physical inspection (on site) of the facility prior to preparing any offer to make an accurate assessment of the level of work required along with verifying all existing conditions.

3.2.2 All materials and parts supplied by the contractor in this SOW shall be new, and fully compatible with the entire system. All materials and parts shall be approved by KO prior to purchase and installation.

3.2.3 All inspections, installation, testing, repairs, and other work items shall be performed according to manufacturer’s specifications and comply with all Federal, State, and local codes and standards, in addition to those described in Section 4.

3.3 INCIDENTAL DAMAGES:

3.3.1 Contractor is responsible for any damage caused to Government property during the delivery, installation, and all other work performed. Any incidental damages caused by the contractor shall be repaired or replaced at the contractor’s expense.

3.3.2 Prior to performing any work, the contractor should make note of any existing conditions that could be construed as incidental damage and report it to the KO in writing.

3.4 SUBMITTALS:

Contractor shall forward all submittals as indicated below to the KO within 5 calendar days prior to commencement of work, or as specified below. All submittals shall be provided in an electronic image format unless an alternate format is approved by the KO.

3.4.1 Contractor shall provide a work plan, time tables, and material lead times to KO.

3.4.2 Contractor shall submit certifications to KO to perform work on residential HVAC units.

3.4.3 Contractor shall submit required city permits for mechanical and electrical associated with furnace replacement.

3.4.4 Any power outage shall be no more than 24 hours and to be coordinated with

Facilities representative and KO prior to start of contract.

3.4.5 Contractor shall submit product specification/catalog cut sheets to KO for approval prior to purchase.

3.4.6 Contractor shall submit all field test results and test reports to KO after work is completed to indicate that the natural gas furnace components have been properly installed, tested, adjusted, and balanced according to manufacturer requirements.

3.4.7 Operations & Maintenance Documentation: Contractor shall submit operations and maintenance documentation from the manufacturer for all items installed.

Documentation should include troubleshooting guidance, maintenance instructions, and spare parts list. Certificates of inspection should also be included if provided by the manufacturer.

3.5 ENVIRONMENTAL PROTECTION REQUIREMENTS:

3.5.1 Contractor shall provide and maintain environmental protection during the life of the Contract to control pollution or to correct conditions that develop during construction, maintenance, and repair. Comply with all local, state, and federal laws and regulations pertaining to water, air, soil and noise pollution.

3.5.2 The contractor shall provide all necessary materials, coatings and paints required by this contract. Upon completion of work, the contractor shall remove and dispose of all remaining materials in accordance with all applicable Federal, State and local laws and regulations. Under no circumstances shall materials be placed in government owned refuse containers located on site.

3.5.3 The contractor and contractor personnel shall wear proper Personal Protective Equipment (PPE) suitable for protection from the equipment as noted in this Statement of Work.

3.6 DISPOSAL REQUIREMENTS:

3.6.1 The Contractor shall keep the work area and premises free from accumulation of waste materials and comply with all Federal, State, and local regulations pertaining to storage, transport, and disposal of waste.

3.6.2 After each workday, the contractor shall remove and dispose of all debris and trash offsite, in accordance with all applicable Federal, State, and local laws and regulations.

3.6.3 The Contractor shall not use Coast Guard waste disposal facilities including garbage cans, trash piles, or dumpsters.

SECTION 4- REFERENCES

4.1 Mandatory Publications: Most recent version of the following standards and codes:

4.1.1 International Residential Code (IRC)

4.1.2 National Fire Protection Association (NFPA) Code

4.1.3 National Electrical Code (NEC)

4.1.4 ASHRAE (American Society of Heating, Refrigerating, and Air Conditioning Engineers)

4.1.5 Where equipment or materials are specified to conform to industry and technical society reference standards of the organizations such as American National Standards Institute (ANSI), American Society for Testing and Materials (ASTM), National Electrical Manufacturers Association (NEMA), Underwriters Laboratories (UL), and Association of Edison Illuminating Companies (AEIC), submit proof of such compliance. The label or listing by the specified organization will be acceptable evidence of compliance.

Appendix A

Photo of Existing Furnace