Solicitation 70Z03025QCLEV0004 - Statement of Work.pdf

Solicitation 70Z03025QCLEV0004 USCG Cleveland Moorings HVAC Maintenance

Updated: 06/27/2025 Page 1 of 8

STATEMENT OF WORK (SOW)

FOR

HVAC Service Maintenance Agreement at USCG Station Cleveland Harbor

1.0 GENERAL

1.1 BACKGROUND

The U.S. Coast Guard is procuring HVAC Services as described in the following paragraphs for U.S. Coast Guard Station Cleveland Harbor.

The purpose of this scope of work is to define the requirements and scope of the effort so the selected Contractor can identify and provide the personnel, management, supervision, materials, supplies, equipment, tools, transportation, and other items or services (except those stated herein) necessary to accomplish HVAC maintenance services at USCG Station Cleveland Harbor.

1.2 SCOPE

Provide HVAC services to the following work areas of the USCG Station Cleveland Harbor: all buildings and equipment associated with the site. See below for specific equipment:

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Specific requirements and tasks for each area are described in Section 2.0 Specific Requirements/Tasks.

1.3 APPLICABLE DOCUMENTS

N/A

2.0 SPECIFIC REQUIREMENTS/TASKS

The following paragraphs describe the requirements and tasks for the selected Contractor to provide HVAC maintenance services. Each work area is listed with the required frequency of specific tasks. Table 2.1 lists the square footage of the spaces to be included in this contract.

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Equipment Covered:

-Quarterly Inspections for the Site

-Coil Power wash to be performed when cotton wood release is finished

-Belts to be changed Annually on all equipment

-Bi-Annual Filter Change on all equipment

Preventive Maintenance Inspections:

Will perform scheduled preventive maintenance inspections in accordance with the Services Agreement page of this contract. Conduct its work during normal working hours at intervals determined by manufacturers' recommendations, usage, location, run-time intervals and/or our experience. Any exceptions to this scheduling are outlined as follows:

Scheduled preventive maintenance inspections for the covered equipment will provide those services required to maintain the system at maximum performance and reliability levels and may include the following:

Conduct an annual inspection and thorough preventative maintenance routine on each piece of covered equipment. In addition, make periodic tests and adjustments to ensure efficient and reliable operation of other major components.

Service Calls and Repairs Emergency service will be provided under the concept of this agreement. This reactive maintenance will be responded to, the day the call is made. When remote monitoring can be used, repairs will be performed, the day the call is made. When a repair is required, the owner will be notified. Subject to approval by an authorized agent, repairs made will be billed on a time and material basis for both parts and labor components used. Emergency Service is included in this agreement on a 7-day week/24 hour basis. Each site will have a separate line to be charged against for repairs and services and will be notified when the account for it has reach $1000 or less.

Maintenance Services Air Cooled Heat Recovery VRF outdoor Units

Service Procedure Function Recommended Frequency

( 1 ) Annual PM Clean heat exchanger surface.

Check for refrigerant leaks. Repairing leaks and recharging is extra.

Check condenser for blade and housing clearance.

Check operation of pressure and temperature controls.

Check condenser screws and bolts for tightness.

Check condenser motor current and voltage.

Inspect electrical connections, contactors, relays, operating, and safety controls.

Check condenser coil. Straighten fins as required.

One Summer PM

( 3 ) Run Inspection Visually inspect for leaks.

Lubricate motor bearings per manufacturer’s recommendation.

Clean and straighten fins as required.

Check operating conditions. Adjust as required.

One Spring, Fall and Winter

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MAINTENANCE SERVICES

Mechanical Systems

Service Procedure Function Recommended Frequency

Startup Inspection Cooling Review manufacturer's recommendation for startup.

Energize crank case heater per manufacturer's recommendation for warm-up.

Remove all debris from within and around unit.

Check unit for refrigerant leaks.

Check and calibrate safety controls.

Check and tighten electrical connections, contactors, relays and operating safety controls.

Check starter; tighten all terminals and check contacts for wear.

Lubricate motor bearings per manufacturer’s specifications.

Lubricate fan bearings per manufacturer’s specifications.

Check and clean fan blades as required.

Check belts and sheaves. (Replace belts once per year) Check damper operation and lubricate; adjust dampers and linkage.

Check motor operating conditions.

Check external interlocks.

Inspect filters.

Check vibration eliminators.

Check compressor oil level, acid test oil and meg hermetic motor.

Inspect coils for blockage and cleanliness.

Straighten fins as required.

Check burner or heating elements (where applicable).

Check and clean drain pan and drains.

Check operation of control circuit.

Annually

Mid-Season Cooling Inspection Visually inspect for leaks.

Lubricate fan bearings per manufacturer's recommendation.

Lubricate motor bearings per manufacturer's recommendation.

Check belts and sheaves. Replace and adjust as required.

Clean and straighten fins as required.

Check operating conditions. Adjust as required.

Log temperatures, pressures, voltages, amperages, etc.

Prepare report listing deficiencies.

Annually

Seasonal Cooling Shutdown Review manufacturer's recommendation for shutdown.

Verify economizer operation (if applicable).

Visual inspection of leaks.

Verify auxiliary heater operation (if applicable).

Inspect belts and filters.

Test all safety controls.

Annually

Heating Start up Inspection Inspect and tighten electrical connections.

Check heating coil.

Check and calibrate operating-safety controls.

Check heating elements. (Electric heat) Check operation and calibration of gas train components.

Check burner operation sequence.

Check and clean combustion blower.

Check combustion.

Inspect heat exchanger.

Check and calibrate operating-safety controls.

Annually

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Check burner elements.

Chillers

Service Procedure Function Recommended Frequency

( 1 ) Annual PM Wash all coils Check all plate frame heat exchangers Inspect all contactors and motor starters Verify proper oil amounts in each compressor Test all glycol and log percentages Check superheat and subcooling Verify proper Delta T across exchangers

One Spring PM

( 2 ) Run Inspection Visually inspect for leaks.

Log all Superheat and Subcooling Measure all compressor amp draws Monitor oil levels Check setpoints Look for leaks

One Summer and Late Summer Inspection

Walk-In Coolers

Service Procedure Function Recommended Frequency

Preseason Inspection 1 Annual PM

Inspect Coil Conditions Wash Coils on outdoor units Check operation and calibration of expansion devices Check all refrigerant pressures Inspect all electrical components Verify incoming voltages and power supply Inspect door gaskets Ohm all crankcase heaters and compressors Log all readings

Annually

(3) Operational Inspection Review owner's log. Log all operating conditions.

Inspect fan operation on evaporator and condenser Check operating and safety controls.

Verify proper oil levels

Annually

Water Heaters

Service Procedure Function Recommended Frequency

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( 1 ) Annual PM Remove burners Clean flame rods Change thermocouples Clean pilot assembly Test gas pressure Verify safeties are operational

One Spring PM

( 2 ) Run Inspection Visually inspect for leaks.

Check gas pressure Verify burners are clean Ensure flues are attached and secure Check setpoints

One Fall and Winter Inspection

Pumps

Service Procedure Function Recommended Frequency

( 1 ) Annual PM Verify proper alignment of pump and bearing assembly Check for any leaking seals Replace the drive insert Verify all coupling are tight Grease all bearings on motors and bearing assemblies Record amp draws on motors

One Fall PM

( 2 ) Run Inspection Visually inspect for leaks.

Check alignment Verify proper operation

One Spring and Winter Inspection

3.0 CONTRACTOR PERSONNEL

All persons conducting business at the USCG Coast Guard properties are required to meet all applicable safety requirements set forth by the U.S. Coast Guard. Access to the facility is controlled by USCG Stations and all persons entering the facility will be subject to search and asked to provide proper identification.

3.1 QUALIFIED PERSONNEL

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 EMPLOYEE CONDUCT

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) 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 reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure

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Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.4 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 QUALITY ASSURANCE

The Contractor and their personnel shall check in and out with the Project Officer and/or their designated representative. Any issues that arise will be addressed by the Project Officer and/or their designated representative.

The Contractor and their personnel shall complete the enclosed checklist (Tabs 1 through 7) for the daily, weekly, and monthly cleaning tasks and turn them in to the Project Officer at the end of each workday.

5.0 PERIOD OF PERFORMANCE

The period of performance for this contract is August 1, 2025 through July 31, 2026 (one year).

5.1 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with frequent visits to the United States Coast Guard at:

Location:

USCG Station Cleveland Harbor 1055 E. 9th Street Cleveland, OH 44114

Project Point of Contact Gross, Jacob MKC (and/or his designated representative for Cleveland Harbor Office: 216-937-0141

5.2 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 0700 and 1500 EST, Monday through Friday, except Federal holidays and other days specifically identified by the Commanding Officer. Contractor employees shall work no less than six hours per work day.

5.3 TRAVEL

Contractor travel shall not be required for this requirement.

5.4 SITE VISITS

Site visits will be scheduled for the following days from 09:00AM – 03:00PM EDT.

Tuesday, July 1, 2025 Tuesday, July 8, 2025 Tuesday, July 15, 2025

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Please contact the Project Point of Contact for site entry.

6.0 GOVERNMENT FURNISHED RESOURCES

The contractor will have access to the following supplies, materials, equipment, facilities, utilities, and services:

• All utility services required in the performance of this contract, including normal amounts of electricity, water, and heat for spaces assigned by the Government for use by the Contractor. Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in the performance of work. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building; no special heating or cooling of water will be provided.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment (MAN LIFT) and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in Section 6.0 Government Furnished Resources.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The Contractor shall have 21 business days to make corrections and redeliver.

9.0 CONTRACT LINE ITEM NUMBERS (CLINs)

All bid submissions shall have a breakdown of pricing into two (2) line items. Monthly pricing breakdowns shall also be included.

CLIN 0001 – Preventive Maintenance

CLIN 0002 – Service Calls and Repairs