PR #:

STATEMENT OF WORK

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STATEMENT OF WORK (SOW)

FOR

PUNGO HVAC: REPAIR AAON HVAC AND UPGRADE CONTROLLER

1.0 GENERAL

The work consists of providing all labor, materials and equipment as required to make critical repairs and upgrade controls on a 45-TON AAON HVAC system located at 1900 Indian River rd. Virginia Beach, Virginia 23456

1.1 BACKGROUND

The AAON HVAC unit at the Pungo Transmitter Station faces a significant risk of prolonged downtime. The core issue is that the unitary controllers are obsolete, and there is no longer an inventory of replacements. With a controller failed, a lengthy retrofit process is required.

An upgrade kit must be ordered from AAON, which first requires their engineering department to create new schematics and wiring diagrams. This process, from request to the eventual arrival of the upgrade kit, can lead to considerable delays, leaving the equipment non-operational for an extended period.

1.2 SCOPE

This project requires the contractor to furnish all necessary parts, labor, and materials to Repair/replace leaking discharge pressure transducer and upgrade the control interface for a 45-ton AAON split system HVAC unit serving the RTF PUNGO server room. The primary objectives are to restore the system to full cooling capacity and modernize its controls to ensure the reliability of 24/7 mission-critical operations.

1.3 OBJECTIVE

The objective of this project is to have a reliable HVAC system that can be trusted with cooling communications equipment at a 24/7 operational site.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 Circuit 1 repair

2.1.1 Recover the remaining refrigerant from circuit #1.

2.1.2 Replace leaking discharge pressure transducer.

2.1.3 Pull vacuum to at least 500 microns and charge 75 lbs. of R410A refrigerant into circuit #1.

2.2 Controls upgrade

2.2.1 Remove failed control interface and all associated wiring and components.

2.2.2 Pull new communications cable from indoor unit to outdoor unit.

2.2.3 Install new control interface and all associated wiring and components.

2.2.4 Commission the equipment and thoroughly test the system and all associated components for proper operation to reliably support 24/7 mission.

https://uscg-my.sharepoint-mil.us/personal/gary_h_heyer_uscg_mil/Documents/SCOPE%20PARAGRAPHS.doc

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2.2.5 Provide an operational demonstration of the new control system and components to the site manager.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this SOW. This work shall only be performed by technicians authorized/certified to work on AAON systems.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must 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 must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 Contractor Key personnel must not be assigned by the Contractor to more than one key position for this requirement.

3.4 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

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3.4.1 The Project Manager must be available to the COR via telephone between the hours of 0700 and 1530 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 03 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must 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 must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 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 OTHER APPLICABLE CONDITIONS

4.1 DESIGNATED CONTRACTING OFFICER’S QUALITY ASSURANCE EVALUATOR

(QAE) REPRESENTATIVE: The designated contracting officer’s QAE representative and Point of Contact for this project is Hayden Heyer @ (757) 375-1183 email:

gary.h.heyer@uscg.mil. Inquiries concerning any phase of the specification before or after award shall be made to/routed thru Contracting Officer.

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4.2 PERIOD OF PERFORMANCE

Part and materials shall be ordered no later than 3 days after award. Work shall be completed no later than 1 month after award. (pending parts and material lead times)

4.3 PLACE OF PERFORMANCE

USCG RTF PUNGO 1900 Indian River rd. Virginia Beach, Virginia 23456

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0700 and 1530 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor responsible for all cost associated with travel to and from the site.

4.11 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in this SOW

7.0 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.

7.1 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.

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7.2 The COR will have 03 business days to review deliverables and make comments. The Contractor must have 03 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

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