PWS_KALA_HVAC_PMI.docx

PERFORMANCE WORK STATEMENT (PWS)

PREVENTIVE MAINTENANCE AND REPAIR SERVICES FOR HVAC SYSTEMS

for

HALE MALAMA CURATORIAL FACILITY

KALAUPAPA NATIONAL HISTORICAL PARK – KALAUPAPA, HAWAII

May 22, 2025

Prepared by: Park Facility Manager National Park Service (NPS)

1.0 DESCRIPTION OF SERVICES

Kalaupapa National Historical Park (KALA) requires preventive maintenance and repair services for the Heating, Ventilation, and Air Conditioning (HVAC) systems at the Hale Malama Curatorial Facility,, Kalaupapa, Hawaii. The Contractor shall provide all labor, materials, equipment, supplies, permits, licensing, insurance, and other services required to perform quarterly preventive maintenance and repairs on two air-cooled condensing units, two fan coil units, and one Norlake freezer, as specified. The services shall ensure optimal climate control to protect the park’s irreplaceable museum collection, prevent pest intrusion, and ensure the safety and comfort of employees and visitors in Hawaii’s humid environment.

1.0.1 Definitions

CO: Contracting Officer COR: Contracting Officer’s Representative NPS: National Park Service HSM: Health, Safety, and Welfare R&R: Repair and Replacement CRV: Current Replacement Value GPC: Government Purchase Card CLIN: Contract Line-Item Number

1.1 BACKGROUND

Kalaupapa National Historical Park, situated on the northern shore of Molokai Island, presents unique logistical challenges due to restricted access via small commuter planes and daily air freight services. The Hale Malama Curatorial Facility houses an irreplaceable collection of artifacts from pre-contact times to the mid-20th century associated with Kalaupapa and the history of Hansen’s disease. Climate control and air conditioning are critical to maintaining the collection’s condition and preventing pest intrusion, while also ensuring employee and visitor safety.

The facility was constructed in two phases: the south wing in 2004 and the north wing in 2012, resulting in two different HVAC system models:

a. Air-Cooled Condensing Units:

· Carrier, Model #: 38HDR030-3 (South Wing)

· Rheem, Model #: RANL-031JAZ (North Wing)

b. Fan Coil Units:

· Carrier, Model #: FX4DNF031, Filter Size: 16 3/8 x 21 1/2 x 1 (South Wing)

· Rheem RBHP, Model #: 21J06SH2, Filter Size: 19 3/4 x 21 x 1 (North Wing)

c. Norlake Freezer:

· Kold Locker, Walk-in with Ceiling Mount Capsule Pak, Refrigeration System, Size: KL 26X78, Model #: MRF 77810-CR 76417 (North Wing) Each system has experienced 12 to 20 years of normal wear and tear, approaching the end of their estimated design lives. Timely and appropriate maintenance is critical to ensure continued operation, protect the museum collection, and address safety concerns in Hawaii’s humid environment.

1.2 SCOPE OF SERVICE

The Contractor shall provide all labor, materials, equipment, supplies, permits, licensing, insurance, and all other items and services required for the preventive maintenance and repairs of the HVAC systems at Hale Malama Curatorial Facility. Services shall include:

· Quarterly preventive maintenance schedule for the specified systems, two (2) air cooled condensing units, two (2) fan coil units, and one (1) Norlake Freezer, models specified above, submitted annually, within 15 days of contract award and at the start of each option year for COR and CO approval. The schedule shall detail the order, start dates, and completion dates for each work element, with no deviations without prior COR authorization (requested at least 3 days prior).

· Performing work in a safe manner per OSHA requirements, with immediate verbal reporting to the CO and COR for any damage to government property, accidents, injuries, occupational diseases, or adverse environmental impacts.

· Conducting a preliminary inspection within 30 days of contract award, submitting a report within 5 days detailing system conditions and deficiencies per manufacturer recommendations and commercial standards.

· Submitting quarterly maintenance reports covering motor, belt, pulley, condensing unit, fan, exterior shell, duct connections, electrical systems, air intake filters, and other specified checks. Existing company documentation may be used if it meets all informational requirements.

· Reporting deficiencies immediately for HSM issues or within 2 days for non-HSM issues, with detailed Deficiency Reports including installation name, unit location, failure details, proposed repairs, material and labor lists, schedules, cost estimates, and contractor signature.

· Performing emergency repairs within 24 hours of notification, with costs for non-routine repairs billed separately and potentially requiring contract modification.

· For repairs exceeding $2,500, obtaining CO authorization via a bilateral contract modification. Minor repairs (≤$2,500) may be authorized by the COR using GPC or pre-funded CLIN.

· Maintaining regular contact with NPS points of contact for scheduling, repairs, and rate changes affecting contract performance.

· Responding to regular service calls within 3 days and emergency service calls within 2 hours (phone) and 24 hours (on-site), providing detailed reports for emergency calls.

The Contractor shall supply all necessary personnel, equipment, and materials compliant with federal, state, and local regulations; maintain flexibility for emergency repairs; and ensure staff are trained to handle sensitive cultural environments and emergency scenarios.

1.2.1 Contractor Qualifications

· Demonstrated expertise in HVAC maintenance and repair for commercial or institutional facilities.

· Ability to operate in remote locations with logistical challenges.

· Certified personnel (e.g., EPA Section 608 certification for refrigerant handling) and a proven safety record.

1.3 PERMITS, LICENSES & INSURANCE

The Contractor shall obtain and maintain all necessary permits, licenses, and insurance required to perform these services, including compliance with federal, state, and local regulations for waste disposal and service activities. Subcontractors must possess appropriate licensing.

1.4 GOVERNMENT-FURNISHED SUPPORT

· Access to the park’s mechanic shop tools and equipment, including forklifts, provided a fully trained and licensed operator is supplied by the Contractor. If unavailable, the Contractor must consult the CO prior to contract award; NPS may provide an operator.

· Lodging at no cost if overnight stay is required.

· Transportation to and from Kalaupapa airport to work sites.

· Coordination with NPS cultural resource staff for access to the Hale Malama Curatorial Facility.

1.5 DELIVERABLES

The Contractor shall submit the following to NPS:

· Annual Maintenance Schedule: Due within 15 days of contract award and at the start of each option year, detailing proposed quarterly maintenance dates, order of work, and completion dates for each element.

· Preliminary Inspection Report: Due within 5 days of the initial inspection (conducted within 30 days of contract award), including: installation name, date and time of work, licensed technician, service description, inspection/maintenance data, contractor signature, and detailed system conditions (motor, belt, pulley, condensing unit, fan, exterior shell, duct connections, electrical systems, air filters, evaporator and condenser coils, drip pans, electrical connections, fan/motor belt tension, blower wheel, motors, bearings, refrigerant levels, noise/vibration, door gaskets/latches, supply/return grilles, voltage/amperage readings, operating pressures, temperatures, and thermostat conditions).

· Quarterly Maintenance Reports: Due within 5 days of each quarterly service, covering the same information as the Preliminary Inspection Report, plus any deficiencies identified.

· Deficiency Reports: Due within 2 days of identifying non-HSM deficiencies or immediately for HSM issues, including: installation name, unit location, date and time of failure, technician, failure description (with pictures/drawings), justification, proposed repair description, material list, man-hour list, repair schedule, cost estimate (including travel), submission date, and contractor signature.

· Daily Performance Summaries (for emergency repairs): Submitted within 24 hours of emergency service calls, recapping actions taken, failure descriptions, justifications, repair details, material/man-hour lists, schedules, and cost estimates.

· Final Performance Report: Due at the end of the base year and each option year, evaluating overall performance against standards and recommending improvements.

2.0 CONTRACT PERFORMANCE

2.1 PRE-PERFORMANCE MEETING

The Contractor shall participate in a mandatory pre-performance meeting with NPS to discuss coordination, performance expectations, access protocols, scheduling, safety procedures, and operational requirements. The meeting shall typically occur before performance begins, but the CO may authorize performance start prior to the meeting.

2.2 CONTRACTOR WORK SCHEDULE

Pre-Performance Phase: Within 15 days of contract award, submit the annual maintenance schedule.

Active Performance Phase: Quarterly maintenance on a strict 3-month schedule, with emergency repairs as needed.

Closeout Phase: Submission of the final performance report at the end of each contract year.

Total Performance Period: One-year base period with up to four one-year option periods, starting from the contract award date.

2.3 PROGRESS MEETINGS

The CO, COR, and Contractor shall meet periodically to discuss performance, including opportunities for improvement, contract modifications, unsatisfactory inspections, and trends against performance standards. The Contractor shall provide summaries of deficiencies, root cause analyses, and performance improvement plans.

2.3.1 Progress Meeting Minutes

The CO will develop and distribute meeting minutes. The Contractor shall provide written notification of non-concurrence within 5 days for resolution.

2.4 CONTRACTOR’S QUALITY CONTROL

The Contractor shall develop and maintain a quality control program to ensure services meet manufacturer recommendations, commercial standards, and this PWS. The program shall identify, prevent, and ensure non-recurrence of defective services.

2.4.1 Contractor’s Quality Control Plan (QCP)

The QCP shall communicate:

· What will be monitored (e.g., system performance, maintenance tasks, deficiency reporting).

· How monitoring will occur (e.g., inspections, testing, report reviews).

· When monitoring will take place (e.g., quarterly, during repairs).

· Who will conduct monitoring (e.g., licensed technicians, contract manager).

· How results will be documented (e.g., reports, checklists).

2.4.2 Contractor’s Quality Control Checklist(s)

Checklists shall align with the QCP and include:

· Tasks performed (e.g., filter replacement, coil cleaning).

· Validation of task acceptability (e.g., system performance metrics).

· Inspector name.

· Inspection method (e.g., visual, testing).

· Inspection date and time.

2.5 QUALITY ASSURANCE

NPS will inspect and evaluate Contractor performance through:

· On-site inspections by NPS staff during maintenance and repairs.

· Review of quarterly, deficiency, and emergency reports.

· Investigation of visitor or staff feedback.

· Periodic performance reviews (quarterly or as needed).

Non-compliance with AQLs may result in corrective action requests or payment adjustments.

2.5.1 Service Summary

· Preventive Maintenance Completion

· Standard: All scheduled quarterly maintenance tasks are completed on time per the approved schedule, including all specified checks (filters, coils, drip pans, electrical connections, belts, blower wheels, motors, bearings, refrigerant, noise/vibration, gaskets/latches, grilles, thermostats).

· Metric: Submission of quarterly maintenance reports within 5 days of service, verified by NPS inspections.

· AQL: 100% of quarterly maintenance tasks completed on schedule.

· System Functionality

· Standard: HVAC systems maintain temperature (68–74°F) and humidity (40–60%) within manufacturer-specified ranges to protect artifacts.

· Metric: Recorded temperature and humidity readings during quarterly maintenance.

· AQL: 95% of measurements within specified ranges.

· Deficiency Reporting

· Standard: Deficiencies are reported within 2 days (non-HSM) or immediately (HSM) with complete documentation (installation name, location, failure details, repair proposals, cost estimates).

· Metric: Timeliness and completeness of deficiency reports, verified by COR.

· AQL: 100% compliance with reporting timelines and requirements.

· Emergency Response

· Standard: Emergency repairs are initiated within 24 hours of notification, with phone response within 2 hours.

· Metric: Response time logs and COR verification.

· AQL: 100% of emergency responses meet the 24-hour standard.

· Safety Compliance

· Standard: No OSHA violations or incidents due to Contractor negligence, including damage to government property or environmental impacts.

· Metric: Incident reports and NPS safety inspections.

· AQL: Zero incidents attributable to Contractor negligence.

· Repair Authorization Compliance

· Standard: No R&R work exceeding $2,500 commences without CO authorization; minor R&R (≤$2,500) is initiated within 2 days of COR authorization.

· Metric: Records of authorization requests and repair timelines, verified by COR/CO.

· AQL: 100% compliance with authorization protocols.

2.6 GOVERNMENT REMEDIES

The CO will follow FAR 52.212-4 for failure to perform satisfactory services or correct non-conforming services.

2.7 COMMERCIAL WARRANTY

The Contractor shall provide the same warranty service as offered to its most favored customers. Defects or deficiencies shall be corrected at no additional cost to NPS.

3.0 CONTRACTOR PERSONNEL

3.1 CONTRACT MANAGER

The Contractor shall designate a contract manager or alternate(s) available during work hours to address contract-related matters, including scheduling, repairs, and rate changes. The Contractor shall provide the CO with updated contact information for performance validation and complaints.

3.2 CONTRACTOR PERSONNEL APPEARANCE

Contractor personnel shall present a neat appearance, wearing distinctive clothing, overcoats, or hats with the company name or logo. Personnel shall be fully clothed (shirt, trousers, closed-toe shoes, and required PPE) and use tact, diplomacy, and courtesy in all interactions.

3.3 REMOVAL OF CONTRACTOR EMPLOYEES

The CO may require the removal of any Contractor employee who endangers persons, property, or whose employment is inconsistent with NPS interests.

3.4 EMPLOYEE RESTRICTIONS

The CO may restrict employment of any Contractor employee identified as a potential threat to health, safety, security, general well-being, or park operations.

3.5 EMPLOYEE ROSTER

The Contractor shall provide a complete roster of personnel, including names and contact information, to the COR before performance begins and update it as changes occur.

4.0 PARK GROUNDS REQUIREMENTS

4.1 WORK RESTRICTIONS & RESOURCE PROTECTION

4.1.1 Preservation of Natural Features

The Contractor shall:

· Prevent damage to natural surroundings.

· Provide temporary barriers to protect existing trees, tree roots, plants, grass areas, and lawns impacted by operations.

· Avoid fastening ropes, cables, or guys to trees, rock outcrops, or other natural features.

· Obtain CO approval before removing, injuring, or destroying trees, roots, or plants, unless explicitly required in the contract.

· Notify the CO immediately if vegetation obstructs work, as surveys for bird nests or Hawaiian hoary bat habitat may be required.

· Supervise excavation, grading, equipment movement, and other operations near trees to prevent damage.

4.1.2 Invasive Species Prevention

The Contractor shall:

· Ensure all vehicles, equipment, machinery, tools, materials, packaging, and PPE are free of invasive weeds, pests (e.g., coqui frogs, little fire ants, termites), and Rapid ʻŌhiʻa Death (ROD) spread through soil.

· Thoroughly pressure wash vehicles and equipment, focusing on bumpers, grills, hood compartments, battery areas, wheel wells, undercarriages, cabs, and truck beds.

· Vacuum and sanitize vehicle and machinery interiors with >70% isopropyl alcohol or 10% bleach solution; sanitize floor mats.

· Park vehicles and equipment on pavement, avoiding areas under trees where possible.

· Submit to NPS inspections at the Invasive Species Inspection Site before entry; non-compliant equipment will be turned away for 48 hours and require re-inspection upon re-entry.

· Ensure vehicles/equipment stored at private residences are kept in pest-free areas (e.g., garages, on pavement, not under trees) and subject to additional inspections.

4.2 INSTALLATION SECURITY AND ACCESS REQUIREMENTS

· All Contractor and subcontractor personnel shall be supervised by NPS cultural resource staff when working in the Hale Malama Curatorial Facility.

· Contractors must obtain a valid permit from the State of Hawaii Department of Health, providing required information at least 10 business days in advance.

· Personnel shall comply with Kalaupapa Visitor Rules (Appendix C).

· The CO may restrict employment of any Contractor employee identified as a potential threat to health, safety, security, general well-being, or park operations.

4.3 SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work per OSHA requirements and immediately provide a verbal report to the CO and COR for any damage to government property, accidents resulting in death, injury, occupational disease, or adverse environmental impact.

4.4 DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

Per FAR 52.237-2, the Contractor shall use reasonable care to avoid damaging government buildings, equipment, or vegetation. Damage due to negligence shall be repaired or replaced at the Contractor’s expense, as directed by the CO. If the Contractor fails to repair or replace, costs may be deducted from the contract price.

4.5 OFF-LIMIT SIGNS

The Contractor shall adhere to and post “OFF LIMITS” signs and barricades around work areas as required by federal, state, or NPS regulations, controlling access during service.

4.6 CONSERVATION OF UTILITIES

The Contractor shall instruct employees in utility conservation practices and comply with NPS energy policies as notified by the CO.

4.7 CLEANLINESS

The Contractor shall maintain cleanliness of service areas, including washing, sweeping, dusting, and other janitorial tasks, providing necessary supplies.

5.0 FINANCIAL REQUIREMENTS

5.1 PAYMENTS TO THE CONTRACTOR

Payments will be made after work completion for one-time services or per an established schedule for recurring services. The Contractor shall:

· Submit invoices via IPP, associating them with the correct contract and CLIN.

· Ensure invoices align with the CO-approved payment schedule.

· Submit final invoices resulting in a $0 balance.

· Coordinate with the COR and RO for invoice approval.

· For minor R&R (≤$2,500), confirm with the COR whether payment will be via GPC or pre-funded CLIN.

5.2 DEPOSIT PAYMENTS

Payments for equipment or materials will not be made until a benefit is conferred to NPS.

5.3 CONTRACT FINANCING

Per FAR Part 32.003, no contract financing will be provided for purchases under FAR Part 13.

6.0 GENERAL INFORMATION

6.1 DAYS AND HOURS OF OPERATION

Operational Days: Monday–Friday, 7:30 AM–5:30 PM HST (if staff are available).

Constraints: No work on Saturdays, Sundays, or federal holidays. Emergency repairs may require after-hours coordination. Regular service calls require on-site response within 3 days; emergency service calls require a phone response within 2 hours and on-site response within 24 hours.

6.2 HOLIDAYS & CLOSURES

· New Year’s Day

· Martin Luther King Jr.’s Birthday

· Washington’s Birthday

· Memorial Day

· Juneteenth National Independence Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

6.3 DELIVERY AND STORAGE OF MATERIALS

All materials delivered and placed in storage shall be protected from weather, humidity, temperature variations, dirt, dust, and other contaminants by the Contractor.

6.4 DISPOSAL OF MATERIALS

The Contractor shall dispose of debris, industrial waste, non-recyclable materials, and unserviceable equipment/materials off-site in compliance with federal, state, and local regulations. Hand-receipt items shall be turned in when replaced.

7.0 APPENDICES

· Appendix A: Estimated Project Schedule

· Appendix B: Estimated Workload Data

· Appendix C: Kalaupapa Visitor Rules

· Appendix D: Invasive Species Standard Operating Procedures

· Appendix E: Facility Map