SOW_010825.pdf

STATEMENT OF WORK

TO

LABORATORY CHILLER IMPROVEMENTS AT SAN JUAN DISTRICT OFFICE

(SJDO)

I. PROJECT OVERVIEW

The project entails providing labor, materials, and equipment for the installation of a new state of the art energy-efficient 100-ton chiller with copper-copper coils on the SJDO, specifically, east wing of Building 1. This chiller must be compatible with existing utilities and infrastructure, ensuring seamless integration with the current system. The existing chiller will remain operational as a backup and will be interconnected with the new chiller to facilitate switching during maintenance or emergencies.

The works include, but they are not limited to maintaining uninterrupted laboratory operations through prior coordination, adapting the installation to comply with existing Danosa Roofing Sealing treatment standards, and ensuring compatibility with the Building Automation System (BMS) for remote monitoring. Structural modifications will be made to support the new chiller without compromising the roof’s integrity. Only damaged components of the existing chiller, as designated by the government, will be removed; full demolition or disposal is not required.

The contractor must utilize certified professionals and approved rigging techniques to guarantee safety. Coordination with the Contracting Officer Representative (COR), Building Manager (BM), and laboratory personnel is mandatory for scheduling and staging activities. All materials, equipment, and designs must receive prior approval from the COR.

Location: FDA San Juan District Office (SJDO)

Address: 466 Fernandez Juncos Ave, San Juan, PR 00901

Period of Performance: From Feb 26, 2025 to FEB 25, 2026.

The work involves:

• Site preparation, structural modifications, and compliance with Danosa Roofing Sealing treatment standards.

• Rigorous adherence to safety standards during rigging, transport, and placement.

• Full compatibility testing of mechanical, electrical, and control systems to ensure reliability and efficiency.

• Integration with the BMS for remote monitoring and automated control.

Key considerations include:

• Maintaining uninterrupted laboratory operations through precise scheduling and coordination.

• Ensuring all work complies with federal, state, and local regulations.

• Using high-quality, energy-efficient components compliant with Department of Energy (DOE) standards.

Key Personnel:

• Project Manager

• Field Supervisor

II. GENERAL REQUIREMENTS

1. Regulatory Compliance

a) All work must adhere to applicable federal, state, and local laws, codes, and standards, including OSHA, NEC, ASHRAE, and EPA regulations.

2. Equipment and Material Standards

a) The new chiller must have copper-copper coils for enhanced thermal efficiency and durability.

b) All materials, including piping, valves, supports, and insulation, must meet federal facility standards.

3. Documentation and Submittals

a) Submit project documentation, including the following, for COR approval:

b) Detailed project schedule.

c) Equipment and material submittals.

d) Shop drawings, technical specifications, and as-built drawings.

4. Coordination and Scheduling

a) Coordinate all activities with the COR, Building Manager (BM), and laboratory personnel to minimize disruptions.

b) Submit a preliminary schedule with key milestones and update it regularly.

5. Spare Parts and Warranty

a) Provide a list of 10% spare parts for critical components.

b) Deliver warranties for all equipment and workmanship.

6. Security

a) Contractor shall complete and submit the “eArrive Form” to obtain a temporary Personal

Identity Verification (PIV) to access the working areas within Bldg. 1.

7. Submittals

a) There is no specific format required for submittals, but it must be provided in Microsoft Word, PowerPoint, or PDF format.

8. Government Furnished Equipment (GFE)

a) The equipment and components associated to the electrical and mechanical connections of the existing chiller.

III. CIVIL WORKS

1. Site Preparation

a) Conduct a thorough site assessment, including structural evaluation and utility mapping.

b) Designate staging and storage areas in consultation with the COR.

c) Establish safety barriers and implement dust and noise control measures.

2. Structural Assessment

a) Perform a structural analysis to ensure the roof can support the chiller’s weight, accounting for static and dynamic loads.

b) Reinforce the roof as necessary, preserving the integrity of the Danosa Roofing Sealing treatment.

c) Install protective enclosures, pitch pockets, and other measures to prevent leaks or roof damage.

3. Equipment Setup

a) Mobilize cranes, rigging systems, and certified riggers for the safe transport and placement of the chiller.

b) Use approved rigging techniques to protect workers, equipment, and the building structure.

IV. MECHANICAL WORKS

1. Removal Chiller Modifications

a) Remove damaged components from the existing chiller, including compressors, fans, or piping, as specified by the government.

b) Clean, inspect, and test the remaining components to ensure full functionality as a backup system.

2. New Chiller Installation

a) Procure and install a DOE-compliant 100 tons chiller with copper-copper coils for optimal efficiently.

b) Inspect a new 100 tons chiller for any shipping damage or defects.

c) Install the new chiller on the east wing roof of Bldg. 1, ensuring proper alignment, support, and pitch pockets on Danosa Roofing treatment.

d) Connect the new chiller to existing electrical, water, communication, and control systems.

e) Connect the new chiller to the existing system using insulated piping, valves, and supports that meet ASHRAE standards. Current Laboratory Chiller: a) Make: Multistack; b) Model:

ASP030XC13H2AS1ABESN-R410A

f) Install new piping, corrosive resistant valves and fittings required for the new chiller, ensuring proper insulation and support.

g) Apply anti-corrosive treatment to all exposed components, including piping, coils, and casings.

h) Contractor shall ensure the new chiller is fully integrated with the existing air handling unit (AHU) and Building Automation System (BMS).

i) Contractor shall verify that the control systems are compatible and communicate effectively.

j) Perform mechanical testing to verify system integration and performance.

k) Clean the site thoroughly, removing all debris and ensuring the area is safe and clear for construction.

l) COR to coordinate with all stake holders the location of the crane and new equipment prior to installation.

V. ELECTRICAL WORKS

1. Electrical Interconnections

a) Disconnect and reconnect electrical systems in compliance with NEC and federal standards.

Current Laboratory Chiller: a) Make: Multistack; b) Model: ASP030XC13H2AS1ABESN- R410A

b) Upgrade electrical panels, breakers, conduits, and wiring as necessary to support the chiller’s load.

c) Ensure proper grounding and surge protection to safeguard equipment.

d) Contractor shall clean the site thoroughly, removing all debris and ensuring the area is safe and clear for construction.

2. Integration with Control System

a) Connect and calibrate sensors and controllers to integrate the new chiller with the BMS.

b) Perform functional testing to ensure seamless operation, including monitoring, alarms, and controls.

VI. TESTING AND COMMISIONING

a) Conduct comprehensive testing of the chiller under various load conditions to verify performance, efficiency, and reliability.

b) Perform tests for all control systems, sensors, switches, and safety devices to ensure proper operation.

c) Perform BMS integration testing to validate remote monitoring and control functionality.

d) Perform a comprehensive commissioning activities, including functional testing, calibration, and performance verification and provide a final report to the COR.

e) Contractor shall ensure the chiller operates within the specified temperature and humidity ranges.

f) Contractor shall perform load testing on the electrical panel and circuits.

g) Contractor shall monitor system performance and make any necessary adjustments.

VII. PROJECT CLOSEOUT

1. Documentation

a) Provide as-built drawings, manufacturer’s instructions, operation and maintenance and equipment manuals, warranties, and spare parts inventory. This manual must be approved by the COR – 2 copies.

b) Contractor shall include locations of all components, wiring diagrams, and connections.

c) Submit a final report summarizing activities, test results, and recommendations.

2. Training

a) Conduct comprehensive training sessions for personnel on the operation, maintenance, and troubleshooting of the new chiller and backup system.

3. C. Cleanup and Handover

a) Remove all debris, equipment, and temporary installations from the site.

b) Conduct a final inspection with the COR to ensure project completion and satisfaction.

VIII. QUALITY ASSURANCE AND CONTROL

1. Quality Assurance

a) Develop a detailed quality assurance plan, including regular inspections and progress reporting.

b) Verify that all work meets design specifications and standards.

2. Quality Control

a) Monitor all installation activities to ensure compliance with federal facility standards.

b) Address any deficiencies promptly and document corrective actions.

IX. DETAILED BREAKDOWN OF KEY ACTIVITIES

Items Activity Description Responsibility

1 Structural Analysis Roof load analysis for chiller installation.

Contractor

2 Site Preparation Designation of staging areas, safety barriers, and utility mapping.

Contractor

3 New Chiller Installation Placement, piping, electrical connections, and corrosion treatment.

Certified Technicians

4 Integration Testing Functional tests for BMS and backup chiller interconnection.

Contractor

5 Documentation & Training Delivery of manuals, as-builts, and training sessions.

Contractor

X. GENERAL INFORMATION

1. Measuring

The contractor shall be responsible to measure all requested areas. It is incumbent upon the contractor to accurately measure the proposed installation site.

2. Transportation

All materials ordered by the contractor shall be delivered to the facility and received by the contractor prior to start the installation activity. All materials shall remain in the possession of the contractor until work have been completed. No materials shall be delivered directly to the work area unless the work is to start within twenty-four (24) hours. The contractor is responsible for the delivery and transportation of all materials.

3. Cleaning

The contractor is responsible for damages of any areas adjacent to project site and shall return the impacted areas, surfaces, or equipment’s to their original conditions or better. Damages include but are not limited to:

a) Green area, i.e., plants, shrubs, sidewalks, driveways, vehicles, etc.

b) The work area shall be left in a clean and neat condition after completion of work, so daily general housekeeping is required.

c) No refuse shall be deposited on the FDA facilities waste dumpsters unless COR authorize it.

Contractor shall provide for disposition of all job-related waste outside of the premises at its own cost.

4. Notification and performance

The contractor shall, within one (1) workday after receipt of notice to proceed (NTP) coordinate access to the work site with the CO and BM. Within one (1) week of the Notice to Proceed (NTP), the contractor shall prepare a construction schedule for all work to be performed and submit to the FDA for review. The contractor shall provide an update schedule whenever the milestone dates will be affected or not met if defers from its original project planning and notify the COR seven (7) days in advance. The contractor shall mobilize and start project within ten

(10) days after notice to proceed has been issued.

5. Contractor personnel

The contractor’s employees shall always comply with all site regulations and shall conduct themselves in a professional manner. The key personnel such as project manager or Field Supervisor must be able to read, write, speak, and understand English. All personnel shall have valid ID (passport or physical driver license) to enter the facility and those operating vehicles and machinery be duly authorized to do so by state law.

6. Tobacco policy

The contractor shall ensure that all contractor employees do not use tobacco products within the facility, around fuel tanks and generators, within any clearly marked “No Smoking” areas or within any flight line aircraft parking areas. Smoking is allowed only in designated areas.

7. Safety and accident reporting

The contractor shall be responsible for all local, state, and federal occupational safety requirements. The contractor shall ensure that all installations are always conducted safely. The contractor shall ensure that all contractor employees are issued and properly use all required safety protection equipment, to include special harnesses. The contractor shall use mechanically sound and safe vehicles and equipment in the performance of services under this contract. The contractor shall take necessary corrective actions if the contractor’s employees are conducting operations in an unsafe manner. Additionally, the contractor and contractor’s personnel shall be knowledgeable of and comply with all other facility incident-reporting procedures.

8. Environmental compliance

The contractor is required to comply with all applicable Commonwealth and Federal laws and regulations. The laws and regulations include but are not limited to environmental and occupational safety and health. The Government will inspect for environmental compliance at their discretion and will notify the CO of any discrepancies found.

9. Materials

All materials and equipment used in the performance of the identified services on the installation shall follow industry standards, local, and federal laws and will be used in accordance with manufactures’ recommendations. Materials will be used for intended purposes and will be stored and utilized in accordance with industry standards. The contractor will, provide within three (3) hours of a request, the MSDS for any materials being used.

10. Delivery and storage of materials

Delivery of materials shall be coordinated with the FM. No storage buildings are available to store materials, supplies and tools. The FM will coordinate with the contractor for designation of a staging area and/or possible facility location for temporary storage unit provided by the contractor.

11. Project administration

The Contractor shall attend the preconstruction meeting and participate in any additional meetings or teleconferences when issues will require their input or resolution or based on COR Requests. Upon project completion the contractor shall notify the government when the project is fully completed and request a final inspection fourteen (14) calendar days in advance.

12. Correspondence

All correspondence relative to the contract shall be prepared referencing the project title, contract number and subject tittle. Reports of telephone communication and discussion shall be prepared referencing the date, time, persons involved and provided to the Contracting Officer Representative (COR) within five (5) working days from the call.

13. Contracting Officer Representative (COR)

Technical correspondence shall be addressed to:

Alex Velez-Cruz Building Management Specialist 466 Fernandez Juncos Avenue San Juan, Puerto Rico 00901-3223 Office Tel: 787-729-8581 Mobile: 240-205-1663 e-mail: alex.velez-cruz@fda.hhs.gov

14. Contracting Officer (CO)

Correspondence regarding invoicing or contractual issues shall be addressed to, The designated Contracting Officer at:

mailto:alex.velez-cruz@fda.hhs.gov

Sheneil Green Contracting Officer FDA Office of Acquisitions and Grant Services 5630 Fishers Lane, Room 2085 Rockville, MD 20857 Email:sheneil.green@fda.hhs.gov

15. Working Hours

The work shall be performed Monday through Friday from 6:00 AM to 6:00 PM. For work outside the normal working hours, including weekends or government holidays the Contractor must obtain prior approval. Any work that might cause excessive or continuous noise to FDA operation shall be considered to be done outside normal working hours.

The Contractor shall notify the FDA COR in writing five (5) business days in advance the reasons and work to be performed in order to allow for the necessary coordination and notifications.

16. Inspections

The Contractor shall use any appropriate visual method (i.e., photographs, video) to demonstrate ongoing progress and events. They will have appropriate information to describe the work and or event. These will become part of the project permanent record. These will be in addition to any written records/reports.

Any work that does not comply with the requirements of the contract shall be promptly rejected and identify by the Contractor in a written document to the COR.

17. Milestone Inspection

The COR shall conduct milestone inspections along with other individuals he might designate.

The desire and intended result of this effort is to provide assurance of the Contractor’s conformance with plans and specifications. Following these milestone inspections, the Contractor shall prepare a detailed deficient list of items not conforming to contract requirements together with recommended action for their correction. Unless otherwise identified, a minimum of two (2) milestone inspections shall be conducted. The specific milestone inspections shall be at the direction of the COR.

18. Final Inspection, Substantial Completion and Acceptance

A detailed check off list of Deficiencies and Omissions (D&O) shall be maintained by the Contractor. The Contractor shall notify the FDA when all Deficiencies and Omissions are complete and when they shall request a final inspection. The Contractor shall allow the FDA five (5) business days to notify and coordinate key personnel who must attend. The Contractor shall have subcontractors available for the final inspection. If the FDA does identify any D&O, the Contractor shall provide a date by when these items will be corrected. A punch list will not be developed until it is established that all D&Os have been corrected. The Contractor will request another inspection once all D&Os are complete and signed off on each item as mailto:sheneil.green@fda.hhs.gov complete, substantial completion will be established at that time and then a punch-list will be performed. Contractor shall complete punch list within a reasonable time agreed with FDA.

XI. TECHNICAL SPECIFICATIONS

1. General Specifications

a) Chiller Capacity: 100 tons.

b) Air Supply: 100% fresh air.

c) Coils: Copper-Copper

d) Energy Efficiency: Must meet or exceed DOE standards for energy efficiency.

e) Control: Capable of precise temperature and humidity control suitable for laboratory settings.

f) Compatibility: Fully compatible with the existing AHU.

g) Corrosion Resistance: Heavy-duty anti-corrosive treatment for all exposed components.

h) Noise Level: Low-noise operation suitable for laboratory environments.

i) Location: Rooftop of Building 1.

2. Mechanical Specifications

a) Chiller Unit

• Type: Air-cooled or water-cooled chiller (specify based on existing infrastructure)

• Cooling Capacity: 100 tons

• Refrigerant: Eco friendly refrigerant, compliant with current regulations

• Condenser Coils: Copper-Copper and corrosion-resistant with anti-corrosive coating

• Evaporator: Shell and tube or plate type, with anti-corrosive treatment

• Compressor: High-efficiency, low-noise screw or scroll compressor

b) Piping and Fittings

• Material: Copper or stainless steel for corrosion resistance.

• Insulation: Closed-cell foam or equivalent for thermal insulation.

• Valves and Fittings: High-quality, corrosion-resistant materials.

• Connections: Flanged or welded connections as per industry standards.

c) Controls and Sensors

• Temperature Sensors: High-accuracy digital sensors for temperature monitoring.

• Humidity Sensors: High-accuracy sensors for humidity control.

• Control Panel: Microprocessor-based control system with user-friendly interface.

• Integration: Compatible with BMS.

d) Anti-Corrosive Treatment

• Components: All exposed components, including coils, piping, and casings.

• Coating: Heavy-duty anti-corrosive coating, suitable for the rooftop and laboratory environment.

3. Electrical Specifications

a) Electrical Connections

• Power Supply: 3-phase, 460V, 60Hz (verify existing supply).

• Main Disconnect: Safety-rated main disconnect switch.

• Wiring: High-quality, UV-resistant wiring suitable for rooftop installation.

• Conduits: Weatherproof and corrosion-resistant conduits.

b) Electrical Controls

• Control Voltage: 24V or 120V control circuits.

• Motor Starters: High-efficiency, soft-start motor starters.

• Overload Protection: Thermal overload protection for all motors.

c) Electrical Panels

• Main Panel: NEMA-rated, weatherproof enclosure.

• Sub-panels: As required for local control and monitoring.

4. Communication and Control Specifications

a) Control System Integration

• BMS: Integration with existing BMS for centralized monitoring and control.

• Communication Protocols: BACnet, Modbus, or equivalent.

• Remote Monitoring: Capability for remote monitoring and diagnostics.

b) Control Features

• Temperature Control: Setpoint control with ±0.5°F accuracy.

• Humidity Control: Setpoint control with ±2% RH accuracy.

• Alarms: Visual and audible alarms for critical parameters.

• Data Logging: Continuous data logging for performance monitoring.

c) Testing and Commissioning

• Functional Testing: Comprehensive testing of all control functions.

• Calibration: Calibration of all sensors and control devices.

• Commissioning Report: Detailed report of all testing and commissioning activities.

5. Documentation and Training

a) Documentation

• As-Built Drawings: Detailed as-built drawings of the installation.

• Operation Manuals: Comprehensive operation and maintenance manuals.

• Warranty Information: Manufacturer's warranty for all components.

b) Training

• Personnel Training: Training sessions for laboratory personnel on chiller operation and maintenance.

• Support: Ongoing technical support and assistance.

6. Quality Assurance and Control

a) Quality Assurance

• Standards Compliance: Ensure compliance with all relevant standards and regulations.

• Inspection: Regular inspections and quality checks during installation.

b) Quality Control

• Monitoring: Continuous monitoring of installation process.

• Issue Resolution: Prompt resolution of any issues or deficiencies.