Scope of Work- SBE Server Room HVAC.docx

Jared DeMarinis State Administrator

Katherine Berry Deputy Administrator Victoria Jackson-Stanley, Chair Jim Shalleck, Vice Chair Michael Summers Diane Butler Eric Bryant

STATEMENT OF WORK (SOW)

Replacement of Server Room Cooling Systems Maryland State Board of Elections

Project: Server Room HVAC Replacement

1. Purpose The Maryland State Board of Elections (SBE) is soliciting proposals from qualified commercial HVAC contractors to replace the existing server room cooling systems located at:

151 West Street, Suite 200 Annapolis, Maryland 21401 The objective is to provide a reliable, redundant cooling solution capable of maintaining proper environmental conditions for mission-critical IT infrastructure operating continuously (24 hours/day, 365 days/year).

Mandatory completion requirement: The successful contractor must complete installation, startup, testing, commissioning, and final acceptance of the replacement HVAC systems no later than September 30, 2026. By submitting a bid, the bidder confirms its ability to meet this requirement unless an exception is expressly identified in the bid.

2. Existing Equipment The existing cooling equipment currently serving the server room consists of:

Contractor shall verify all existing equipment, piping, electrical service, controls, and field conditions prior to submitting a proposal.

3. Scope of Work The contractor shall provide all labor, supervision, materials, equipment, permits, testing, startup, commissioning, and disposal necessary to furnish a complete operating cooling system.

The project shall include, at a minimum:

· Removal and environmentally compliant disposal of existing HVAC equipment

· Refrigerant recovery in accordance with EPA regulations

· New indoor and outdoor equipment

· Refrigerant piping

· Condensate piping and pumps

· Electrical connections

· Controls

· Equipment supports

· Roof work

· Crane services

· Startup

· Commissioning

· Owner training

4. Performance Requirements The proposed cooling system shall be specifically designed for continuous operation supporting mission-critical IT equipment.

The proposal shall clearly identify whether the equipment is:

· Precision Cooling (CRAC)

· Precision Cooling (CRAH)

· Commercial HVAC designed specifically for IT applications If a standard comfort-cooling system is proposed, the contractor shall provide engineering justification demonstrating its suitability for continuous server room operation.

5. Cooling Load Analysis (Required) Each bidder shall provide a cooling load analysis including:

· Existing server heat load

· UPS heat load

· Network equipment heat load

· Lighting load

· Occupancy load

· Ventilation load (if applicable)

· Total calculated BTU/hr

· Recommended cooling capacity

· Safety factor utilized Proposals submitted without a documented cooling load calculation may be considered non-responsive.

6. Environmental Requirements The proposed system shall be capable of maintaining:

Temperature:

· Adjustable between 68°F and 75°F

· Normal operating setpoint: 72°F Humidity:

· Maintain relative humidity between 40% and 60%

· If humidity control is not included, contractor shall clearly state this.

7. Redundancy Requirements The proposed design shall include redundant cooling.

Contractor shall identify:

· N+1 redundancy

· Lead/Lag operation

· Duty/Standby operation

· Simultaneous operation The proposal shall explain:

· How cooling is maintained if one unit fails

· Automatic failover capability

· Runtime strategy

· Rotation schedule

8. Monitoring Requirements The proposed system shall support monitoring of:

· High room temperature

· Low room temperature

· Condensate overflow

· Compressor fault

· Fan failure

· Loss of power

· Equipment alarms The contractor shall specify available interfaces such as:

· BACnet

· Modbus

· SNMP

· Dry contacts

· Building Management System integration

9. Equipment Information Each proposal shall include:

Manufacturer Model numbers Cooling capacity SEER/EER/IEER (if applicable) Refrigerant type Airflow (CFM) Electrical requirements Weight Dimensions Manufacturer product literature Expected service life

10. Installation Requirements The contractor shall:

· Maintain continuous cooling of the server room throughout the project.

· Provide temporary cooling at no additional cost when its work would otherwise leave the server room without adequate cooling.

· Replace equipment in phases if required.

· Coordinate shutdown windows with SBE.

· Protect IT equipment from dust and debris.

· Coordinate roof access with SBE staff and building management.

11. Testing and Commissioning Contractor shall provide:

Pressure testing Leak testing Micron evacuation Factory startup Operational testing Temperature verification Control verification Alarm verification Written commissioning report

12. Documentation Provide:

Startup report Commissioning report Warranty documentation As-built drawings (if modified) Operation and Maintenance manuals Preventive maintenance schedule Recommended spare parts list

13. Warranty Minimum requirements:

· Equipment manufacturer's standard warranty

· Minimum one-year labor warranty

· Contractor shall identify emergency response times

· Contractor shall identify local parts availability

14. Maintenance Contractor shall provide pricing for:

Preventive maintenance Emergency service After-hours service Annual inspections Filter replacement

15. Contractor Qualifications Bidders shall demonstrate experience installing HVAC systems supporting:

· Data centers

· Server rooms

· Telecommunications facilities

· Network operations centers

· Government facilities

· Mission-critical infrastructure References for at least three similar projects shall be provided.

16. Alternate Proposals Contractors are encouraged to submit alternate proposals, provided they include engineering justification.

Examples include:

· Precision Cooling (CRAC)

· Precision Cooling (CRAH)

· High-reliability commercial HVAC systems

· Variable Refrigerant Flow (VRF) systems specifically engineered for IT environments Each alternate proposal shall clearly identify its advantages and disadvantages compared to the base proposal.

The proposed system shall be designed such that the failure of any single cooling unit will not result in the server room temperature exceeding the recommended operating range under the calculated design heat load. The contractor shall provide calculations or manufacturer documentation supporting this capability.

17. Proposal deadline:

Bids are due, emailed to Whitney.LeRoux@Maryland.Gov by Thursday, August 13th at 2:00 pm.

Please note a Maryland Agency, SBE is tax exempt (certificate attached).

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