Attach_2_Task 1_HVAC Study Design_03.25.2024.pdf

Task #1 Statement of Work

OC-2024-120420

Project Title: FDA San Juan HVAC Improvements – Study & Design Location: U.S. Food and Drug Administration (FDA); San Juan, Puerto Rico

1.0 Description of Work

1.1 Background Information

FDA San Juan (SJ) currently has a disparate cooled air distribution system of dated mechanical units. The equipment has deteriorated from the marine conditions that exist at FDA SJ and require constant repairs and maintenance to attempt to meet the heat loads of the building. Even with additional units added, the cooled air distribution is inadequate and affects indoor air quality.

1.2 Purpose and Scope of Work

The purpose of this statement of work (SOW) is to provide FDA SJ with a detailed, holistic engineering study and design to replace the existing cooled air distribution system with a centralized system for the building. These documents may later be used to award a construction project to implement the design.

2.0 Period of Performance

The work shall proceed promptly upon order execution and the issuance of the Notice to Proceed by the Government for the activities indicated.

The actual performance of the work and delivery of the required documents shall be in accordance with the project schedule and shall be completed within 319 calendar days of the NTP unless otherwise agreed upon by the Project Officer (PO) and final approval/modification by Contracting Officer (CO).

3.0 Specific Requirements

3.1 The Contractor shall provide all necessary supervision, labor, material, insurance, training, and equipment to:

3.1.1 Contractor shall conduct in-person surveys to determine the existing conditions of the Heating, Ventilation, and Cooling equipment serving Building 1 at the project site at FDA San Juan.

3.1.1.1 Contractor shall provide all appropriate subject matter experts during site walkthroughs required for full investigation of existing equipment, spaces, and infrastructure. Specific trades required shall include, but not limited to mechanical, electrical, structural engineering.

3.1.1.2 FDA shall make available to the Contractor all applicable building and equipment documentation, to the extent such documentation exists and is maintained by FDA either digitally or physically. FDA does not guarantee the availability of all Contractor-requested documents. Examples of documentation may include building as-builts, Operations and Maintenance (O&M) equipment repair reports, Building Automation System (BAS) data, equipment cutsheets, and previously conducted surveys/investigations.

3.1.1.3 On-site survey shall include interviews/meetings with key facilities/stakeholders including: Facilities team, O&M contractors, controls contractors, and engineering staff.

3.1.1.4 Contractor shall allocate resources for potential prolonged visits and/or repeat visits to the project site, subject to the perceived effort level required to survey in full.

3.1.2 After on-site investigation, Contractor shall provide a written document with its findings (study). Findings shall include, but not limited to existing conditions report, calculated heat load of affected spaces, calculated existing cooling load, air distribution analysis/deficiencies, and remediation recommendations.

3.1.2.1 The survey report/findings (study) shall inform FDA of its current posture with regard to the HVAC/cooled air distribution system. Recommendations based on in-field findings shall provide FDA with several options.

3.1.2.2 FDA shall have the opportunity to review Contractor-proposed recommendations and provide feedback. FDA may request Contractor to further refine or improve upon recommendations.

3.1.2.3 FDA shall instruct Contractor which recommendations are acceptable or desired. In the case that multiple recommendations are acceptable, FDA may require Contractor to provide general rough order of magnitude (ROM) costs associated with implementation/construction for each recommendation. These costs are entirely for FDA decision-making purposes and will not constitute a bid for construction or similar work outside the scope of this study and design SOW. The Contractor shall not disclose cost estimates and related information outside of designated Government POCs (CO, COR/PO).

3.1.3 After final acceptance of the study, Contractor shall transition into design phase.

Design phase shall include the following submittal milestones: 35%, 65%, 95%, Final.

3.1.3.1 FDA shall have the opportunity at each design milestone to review the design in-full and provide comments to Contractor. Typical design review period is minimum fourteen (14) calendar days. Any review period lasting over fourteen (14) days shall be communicated to Contractor POC/PM by FDA PO at the earliest known time.

Contractor shall resolve all FDA-provided comments before submission of the following iteration. All comments will be backchecked for correction in the subsequent design submittal.

3.1.3.2 Each design iteration shall include some combination of: drawings, basis of design, calculations, cost estimates, and specifications. Specific requirements for each milestone can be found in the most-current edition of National Institute of Health (NIH) Design Requirements Manual (DRM), Appendix E.

3.1.3.3 Contractor shall account for additional project site visits, as needed.

3.1.3.3 The intention of the Final design submittal is to have a design package that will be ready to be issued for bid/construction.

3.2 The Contactor shall ensure compliance with NIH Design Requirements Manual (DRM) in all aspects of study and design.

4.0 General Requirements:

4.1 The Contractor shall:

4.1.1 Adhere to Project Management responsibilities as defined herein.

4.1.2 Appoint a Project Manager who shall be the Government’s primary point of contact and provide all necessary project representation for the successful accomplishment of the said work. The project manager shall be thoroughly familiar with all requirements and schedules. The project manager shall be identified and approved prior to contract award.

4.1.3 Coordinate all project related activities including documentation through the Project Officer (PO) for approval unless otherwise denoted.

4.1.4 Bring any questions and/or industry specification additions to the attention of the PO for direction.

4.1.5 Provide appropriate and timely communication and coordination efforts with the facility department and the PO to avoid disruption of facility operations while performing contract work such as meetings, proposed phasing plans, outage notifications, etc. (where applicable).

4.1.6 Obtain necessary badges per FDA policies and guidelines (if applicable).

4.1.7 Provide (to the PO) a list of possible employees and sub-contractors who require access to the FDA premises for the specific project awarded.

4.1.8 Provide utility outage notifications per facility department requirements (if applicable).

4.1.9 Perform all necessary measurements and sizing associated with the work assigned.

4.1.10 Confirm existing conditions of work assigned.

4.1.11 Perform all associated project work in accordance to FDA and NIH Guidelines;

Executive orders, Energy Policy Act (EPAct), Energy Independence and Security Act (EISA), Sustainable design and Federal Regulations; Local City, County, and State building codes and regulations; National Electrical Code (NEC), American Society of Mechanical Engineers (ASME), National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA), Underwriters Laboratories (UL), American National Standards Institute (ANSI), and Institute of Electrical and Electronics Engineers (IEEE) rules and regulations and standards;

and all other applicable industry standards.

4.1.12 Restore all affected areas back to pre-project conditions or better by the completion of the specified project including necessary patching, repairing and/or replacing.

4.1.13 Provide all necessary drawings, documentation, and literature for all deliverable items where applicable.

4.1.14 Provide all labor and equipment necessary to accomplish the above specified tasks.

5.0 Government Furnished Material and Resources

5.1 The Government shall provide, but are not limited to, the following items:

• Site Utility Drawings (Upon request-PDF)

• Point(s) of contact at the FDA Site (at Kickoff Meeting)

• Photographs of work-site conditions and others as needed.

6.0 Submittals

6.1 General: Under this SOW, unless otherwise denoted, the Contractor shall provide all services necessary to perform the following activities as related to completing the FDA San Juan HVAC Improvements – Study & Design mentioned above:

• Project Kick-Off Meeting

• Project Schedule (with earned value and loaded dollar values)

• Plan of action (Plan shall include names of Team members and PM – and phone/email)

• Point-of-contact, Project Manager

• Progress Meetings

• Meeting Minutes for review and approval by PO (within three business days)

6.2 Deliverables: Provide all deliverables in accordance with the project schedule and NIH Design Requirements Manual (DRM), Appendix E

6.2.1 Physical Deliverables (Format): The documentation process shall be compiled and provided per submission unless otherwise denoted:

1. Two (2) copies of the Final 100% Design submittal shall be provided physically in binders and electronically per CD/DVDs (if applicable).

2. Non-Stick, Locking Slant D-Style, three ring view binders, 8 1/2x 11 inches.

3. Title, FDA Logo, Contract and Project Number, Submission % (if applicable), etc. shall be located on the front cover and spine of binder(s).

4. CD/DVDs shall contain electronic copies of any Reports, Calculations, Modeling(s), Drawings, Videos, Photos and Final 100% Design submittal per final submission. CD/DVDs shall have printed labels.

5. Three (3) drawing submissions: 35% Design (electronic), 65% Design, 95% Design (electronic), Final Design (electronic).

6. Two (2) physical copies of as-built marked-up drawings, documentation, etc. for review and discussion. Also, provide electronic copies of the drawings, etc. All electronic drawings shall be provided in PDF and Computer-Aided Design (CAD).

7. Two (2) copies of Final Drawings shall be provided in PDF and CAD.

6.2.2 Electronic Deliverables (Format): Provide electronic deliverables in the following format using the latest version of software unless otherwise denoted or agreed upon:

Reports: MS Word and Adobe PDF

Presentation: MS PowerPoint Spreadsheets: MS Excel

Schedule: MS Project (saved to PDF) with schedule of values Drawings: AutoCAD 2015 or later version and PDF Catalog Cut Sheets: PDF Modeling: PDF

6.3 Project Schedule: Contractor shall provide a schedule for the FDA San Juan HVAC Improvements Study & Design for approval by FDA. Schedule shall include the following key milestones:

Submittal/Phase/Activity Task Time Interval Kick-off Meeting Document Request/Procurement Site Visit/Survey Study Preparation 35% Design - Submittal 65% Design - Submittal 95% Design - Submittal Final Design – Submittal Close-Out (O&M Manuals, As-Builts)

6.4 Project Contacts:

All technical questions shall be submitted to:

POC: To be provided at award Engineering Management Branch Office of Facilities Engineering and Mission Support U.S. Food and Drug Administration

6.5 Communication and Coordination:

6.5.1 The Contractor shall prepare a detailed schedule for the project and provide to the Project Officer (PO) and Contracting Officer (CO).

6.5.2 The Contractor shall appoint a Project Manager (PM), who shall be the

Government's single point of contact, and provide all necessary project representation for the successful accomplishment of the work.

6.5.3 The Contractor shall hold weekly progress meetings unless otherwise denoted or agreed upon by the PO. Meetings shall be scheduled as required to satisfy the complete understanding and concurrence of stakeholders regarding the services to be rendered. The progress meetings shall be held virtually (MS Teams, Zoom) or per conference call unless otherwise denoted or agreed upon. The Contractor shall participate in additional meetings (such as on-board reviews) when prevailing issues require their input or resolution.

6.5.4 The progress meetings shall focus on the various task denoted in the order; and shall cover project progress, timelines, existing and potential impediments, personnel, and delivery of services.

6.5.5 The Contractor shall take minutes of each meeting and distribute a narrative summary to each person in attendance within three (3) business days of any such meeting for review and comment prior to finalization. Meeting minutes shall be approved by the FDA PO prior to finalization or distribution.

6.5.6 The Contractor shall notify the Government in writing 15 business days prior to utilities shutdowns. Shutdowns shall be performed after hours or on weekends unless otherwise notified or agreed upon.

6.6 Liability: The Contractor shall assume all risk and shall be liable for any damages to persons or property in connection with the above-mentioned project.

6.7 Progress Payments: The Government shall only approve invoices for progress payments that reflect the percentage of the task completed (earned value) and submitted in accordance to order requirements. The Contractor shall be responsible for furnishing the Government with the appropriate documentation to justify the invoice. The Contractor shall provide a detailed cost breakdown per invoice. The cost breakdown shall only include cost incurred during the invoice period. Contractor shall provide to FDA COR/PO and CO monthly status reports that detail work completed, and funds expended.

6.8 Working Hours: All field work shall be performed Monday through Friday from 6 A.M. to 5 P.M. unless otherwise denoted or agreed upon (where applicable). No work shall be performed on Federal holidays or on days that the Government is closed unless otherwise denoted or agreed upon.

6.9 Order Numbers: The order number assigned to this project shall be used on all reports, invoices, and any other related correspondence.

6.10 Quality Control: The Contractor shall be solely responsible for the quality of his work.

Deficiencies and omissions shall be corrected prior to FDA’s acceptance of work at no cost to the Government.

6.11 Cost Proposal: The cost proposal should be in the CSI format with detailed breakdown (labor, material, equipment per line item).

6.12 Release of Information: All documentation shall be the property of FDA. Documentation and information shall not be released to any other agency (government, private, or individual) without the prior approval of the CO and PO.