SOW - B366 Replace HVAC at Fuel Farm Building.pdf

Scope of Work and Specifications

B366 – Replace HVAC at Fuel Farm Building

U.S. Coast Guard Base Elizabeth City

July 2026

Project COR

Name: Josh Carr Email: steven.j.carr@uscg.mil Facilities Engineering Department

1. Scope:

a. This scope of work pertains to the HVAC equipment at the Fuel Farm Building to include the office area and the fuel testing lab.

b. The Contractor must provide all supervision, labor, equipment, parts, and tools necessary to install complete, operational HVAC equipment for the fuel testing lab located at Building 366. The new equipment must provide conditioned make-up air to heat, cool, and dehumidify the space in accordance with the specifications provided. The fuel testing lab is currently exhausting approximately 880 CFM through two separate exhaust fans. The new HVAC equipment must be integrated with the current exhaust equipment.

c. The Contractor must provide all supervision, labor, equipment, parts, and tools necessary to remove and replace a 4-ton packaged unit with a 3-ton packaged unit for the office area located at Building 366. This will encompass full replacement of the packaged unit to include demolition of the 4-ton packaged unit, demolition of the mini-split equipment, installation of a new 3-ton packaged unit, use of existing ducting to the maximum extent, and use of existing concrete equipment pad to the maximum extent. The Contractor must perform testing and commissioning of the new packaged HVAC unit.

d. The work will be performed at USCG Base Elizabeth City.

2. Existing Site Conditions:

a. The Contractor must satisfy themselves with the existing site conditions and the work to be performed. All potential Contractors are strongly encouraged to visit the site to field verify any/all quantities before submitting quotes/proposals. All visitors must complete a visitor access request form in accordance with Base security policy and present a valid Real ID or passport as a method of identification. Visitors with a valid Military ID or RAPIDGate pass will not be required to complete the access form. Interested Contractors must make arrangements for site visits with the Contracting Officer’s Representative (COR). All site visits are to be prearranged a minimum of three (3) workdays in advance. To arrange a site visit, the following information must be provided: full name, date of birth, and driver’s license number.

b. After award, all Contractors that require Base access will have to be pre-vetted for entry prior to commencement of work. All work that has a period of performance greater than 10 workdays may be subject to obtaining a RAPIDGate pass as a method of Base entry.

3. Government Facilities and Utilities:

a. Electrical power is available on the site. The Contractor will be permitted to utilize these utilities in performing the work, provided that the existing systems are not overloaded.

b. Telephone services will not be available for use by the Contractor.

c. Building restroom facilities are not available for use. The Contractor must provide portable restroom facilities for use by their employees.

d. The Contractor, their employees, and any sub-contractors must become familiar with and obey all Base regulations. All personnel employed on the project must keep within the limits of the work area and must not enter any other area outside of the work site unless to do so in the performance of their duties. Work site and execution must be arranged so as not to disrupt normal operations in this area. There must be no smoking in any Coast Guard building. All smoking must be done only in a designated smoking area.

4. Materials and Locations:

a. Materials must be delivered to the jobsite in their original unopened packages, clearly marked with the manufacturer’s name, brand name, and description of contents. Storage must be in accordance with manufacturer’s recommendations in a clean, dry, well-ventilated area. Stored materials must be protected from sunlight and kept away from excessive heat.

Insulation board must not be exposed to flame or other ignition sources. The Contractor must not store any highly flammable materials in the work area.

Sufficient area for staging is available on site; storage areas will be pre-approved by the COR. Special precautions must be taken to ensure construction materials and debris does not enter the airfield, runways, or taxiways.

b. Laydown areas will be approved by the COR with coordination from the Base Environmental Compliance Office. Any damage to vegetated areas must be repaired and reseeded by the Contractor.

5. Labor Laws:

a. See the attached contract clauses for applicable labor requirements and the attached wage determination for prevailing rates that must be paid to covered workers.

6. Safety:

a. The Contractor is wholly responsible for work site safety. The Contractor must implement a safety program that protects the lives and health of personnel in the construction area, prevents damage to property, and avoids work interruptions. The Contractor must provide appropriate safety barricades, signs, signal lights, etc. as well as complying with the requirements of all federal safety regulations as published by the Occupational Health and Safety Administration, 29 CFR 1910 (series), 29 CFR 1926 (series), State and Local safety laws, rules, and regulations. Any operation defined as “Hot Work” as per OSHA/NFPA requires a permit to be issued by Base Elizabeth City Fire Department. This includes welding, cutting, brazing, grinding or any work that could produce sparks or heat and may initiate a fire.

7. Environmental Compliance:

a. General Compliance

i. All work must be performed in accordance with the Base Spill Prevention Control and Countermeasures Plan (SPCCP), Clean Water Act (CWA), Clean Air Act (CAA), Base/HMF/APAC Synthetic Minor Air Emissions Air Permit, Resource Conservation and Recovery Act (RCRA)/Part B Permit, National Pollutant Discharge Elimination System Permit (NPDES), and Base Elizabeth City Stormwater Pollution Prevention Plan (SWPPP).

ii. Erosion and Sediment Control Plans must be submitted for preapproval to the Base Environmental Stormwater Program Manager at least 7 calendar days prior to commencement of related work and must align with all applicable permits and plans.

b. Certifications and Refrigerant Handling

i. Contractor personnel working on HVAC units must possess current

CFC/HCFC/HFC certifications/licenses as required under EPA regulation 40 CFR Part 82, Subpart F, Section 608 of the CAA.

Certifications/licenses must be made available to the COR and Base Environmental Compliance Office upon request.

ii. All refrigerants must be properly recovered and recycled in accordance with EPA regulations. Documentation of proper recovery and disposal must be submitted to the COR and Base Environmental Compliance Office.

c. Spill Prevention and Response

i. The Contractor is responsible for immediate cleanup of any spills.

Waste from spills must be containerized, labeled, and disposed of offsite the same day.

ii. Spill kits of appropriate type and size must be maintained in areas where chemicals are used or stored.

iii. All chemicals must be kept in secondary containment or flammable storage lockers and not exposed to the environment.

iv. All containers must remain closed when not in use.

v. All spills must be reported to the Central Dispatch at (252) 335-6257 and to Base SPCCP Program Manager (Chris Dunn) at (252) 267-9789 after containment.

d. Waste Management

i. All project generated waste must be recycled or disposed of offsite in accordance with RCRA and all applicable federal, state, and local laws as well as Base permits and plans.

ii. Hazardous waste must be analyzed, characterized, stored, profiled, and disposed of per RCRA requirements. Waste must be manifested with the Base listed as the generator and signed by the Base Environmental Compliance Office prior to removal from Base.

Manifest documentation must be submitted to the COR and Base Environmental Compliance Office.

iii. All waste and leftover chemicals/products must be removed from the Base at the end of each workday and upon project completion.

e. Chemical Management

i. All chemicals required for the project and quantities of those chemicals must be preapproved by the Base Environmental Compliance Office, Hazardous Materials Program Manager, Environmental Hazmat Minimization Program Manager, and P2 Committee. Safety Data Sheets (SDS) for all chemicals must be provided to the COR, Base Environmental Compliance Office, and Base Safety Officer at least 7 calendar days prior to bringing chemicals on-site.

ii. Chemical storage must comply with 29 CFR 1910.1200 and local VOC regulations.

f. Discharge and Water Protection

i. No discharges are allowed to the sanitary sewer without prior analysis and approval from the Base Wastewater Program Manager under the Industrial User Permit (IUP).

ii. Any flushes, backwashes, slug loads, or activation flushes must be captured, analyzed, and approved by the Base Wastewater Program Manager at least 7 calendar days prior to discharge. Disposal must comply with the City of Elizabeth City Sewer Use Ordinance, the Fats, Oils, and Greases (FOG) Program, and the USCG Base Industrial User Permit.

iii. Wastewater from maintenance or repair activities must be quantified, analyzed, and approved before being scheduled for periodic maintenance.

iv. Storm drains and waterways within 50 feet of working areas or otherwise at risk of potential discharge must be covered, sealed, or protected with silt fences (or equivalent measures) throughout the duration of the project.

v. No discharge to storm drains is permitted at any time during the project.

8. Liability of Contractor:

a. Any damage to government property caused by the Contractor must be repaired or replaced by the Contractor at no cost to the government. The Contractor must not disconnect any service without approval from the COR.

9. Site Restoration & Clean Up:

a. The work site must be cleaned up at the completion of each workday. The

Contractor must take special care to contain dust while working. Upon completion of the job, the Contractor must clean up the job site, returning it to a state of cleanliness equal to or exceeding that in which it was found. The Contractor must properly dispose of any trash, extra materials, dirt, debris, or other litter offsite. To the maximum extent possible, equipment must be driven and parked on paved surfaces. Any damage done to asphalt or concrete surfaces must be repaired and satisfy the COR prior to final acceptance. All sodded and vegetated areas must be leveled and reseeded prior to final acceptance of the contract. There will be no final acceptance of the contract until the COR approves the appearance of the job site.

10. Contract Timeline:

a. Schedule of Work

i. A workday is defined as any non-weekend or non-Federal Holiday. The Contractor must perform all work during normal base work hours. The normal base working hours are 0700 – 1500, Monday through Friday. If the Contractor would like to work outside normal working hours, permission must be obtained at least 48 hours in advance from the

COR.

ii. The Contractor must provide all required information and complete this contract within the time schedule below, unless approved by the Contracting Officer.

iii. Provide all required submittals in accordance with the timelines of Section 10.b.

iv. The COR will have 10 calendar days to review the submittals and respond to the Contractor.

v. The Contractor, upon receiving notification to proceed and acceptance of submittals, must mobilize to the site within 28 calendar days.

vi. Completion of work must be accomplished within 90 calendar days from notification to proceed and acceptance of submittals.

vii. The Contractor must schedule all work with the COR. The Contractor must understand the importance to schedule and complete all work in a timely fashion.

viii. The Contractor must notify the Contracting Officer and COR of any changes to the delivery of long lead time equipment or materials and provide a plan to minimize project delays and maintain the approved schedule.

b. Contract Submittals:

i. The following list of submittals must be submitted on the timeline indicated and define the specific minimum requirements for this contract. The submittal must contain sufficient information that can be used to determine compliance of the material with these specifications and referenced specifications.

Submittal Deliverable Required Submittal Timeline

Pre-Bid Site Visit Request Information ☒ In accordance with solicitation posting

Initial Product Data

• Fuel Testing Lab HVAC

Equipment (Include All Proposed Components)

• Office Area Packaged HVAC Equipment

☒ With quote/proposal

Certifications/Licenses

• HVAC Mechanical License

• Electrical License

• EPA License

☒ With quote/proposal

Past Performance of Related Work ☒ With quote/proposal

Final Product Data ☒ Within 14 calendar days after contract award*

• Fuel Testing Lab HVAC Equipment (Include All Proposed Components)

• Office Area Packaged HVAC Equipment

Project Schedule ☒ Within 14 calendar days after contract award

Shop Drawings ☒ Within 45 calendar days after completion of project*

Final TAB Report ☒ Within 45 calendar days after completion of project*

Operation and Maintenance Manuals ☒ Within 45 calendar days after completion of project*

Product Warranty Information ☒ Within 45 calendar days after completion of project*

Erosion and Sediment Control Plan ☐ As required

Safety Data Sheets ☒ As required

Post-Award Site Visit Request Information ☒ As required

*Final payment will not be made until all deliverables are submitted and accepted.

11. Detailed Technical Requirements:

Fuel Testing Lab

a. The Contractor must provide and install new HVAC equipment for the fuel testing laboratory at Building 366. There is currently no HVAC equipment installed; however, the fuel testing lab is currently exhausting approximately 880 CFM through two separate exhaust fans. The Contractor must ensure that the new HVAC equipment provides conditioned (heated and cooled) and dehumidified make-up air to the space. The new HVAC equipment must fully integrate with the existing ventilation fans and provide for a fully functional, code-compliant arrangement. Existing details are shown below and in the references.

b. Fuel Testing Laboratory

i. Approximate Size: 100 ft²

ii. Approximate Ceiling Height: 8 ft

iii. Approximate Volume: 800 ft³

c. Existing Exhaust Equipment

i. Fuel Testing Laboratory Room: Approximately 220 CFM

ii. Hood Cabinet: Approximately 660 CFM

d. The fuel testing laboratory at Building 366 is considered a ‘Type C Testing Lab’ in accordance with UFC 4-310-03.

e. The Contractor must provide, install, and connect new HVAC equipment which will serve the fuel testing laboratory at Building 366. The new equipment must meet or exceed the current ventilation details as defined in Section 11. The Contractor must ensure that the new HVAC equipment provides for the fuel testing laboratory space to be under slight negative pressure to prevent any fume migration into the rest of the building.

i. Fuel testing laboratory design temperature: 73°F ± 5°F

ii. Fuel testing laboratory design humidity: 30% - 50% relative humidity

f. The Contractor must provide single-zone ducted HVAC equipment with the following features (or equivalent).

i. Indoor air-handling unit or ducted fan coil with cooling and heating capability.

ii. Outdoor air-cooled condensing unit.

iii. Capacity for active dehumidification, capable of maintaining relative humidity at design conditions.

iv. Ensure exhaust fans provide required air changes and maintain slight negative pressure.

v. Filtration suitable for a fuel testing laboratory environment, including high-efficiency particulate filtration. Filtration must be at least MERV 13.

g. New HVAC Equipment (or equivalent).

i. Small constant-volume air-handling unit or dedicated outside air supply unit with 100% outside air serving the lab.

ii. Recirculating unit with outside air and appropriately sized exhaust.

h. The Contractor is responsible to ensure the size of the new HVAC equipment is in accordance with ASHRAE, OSHA, and UFC standards for this fuel testing laboratory.

i. The Contractor must verify building construction and all dimensions prior to performing any calculations or ordering materials.

j. The Contractor must verify proper operation and airflow of existing exhaust fans.

k. The Contractor is responsible to coordinate electrical work and tie into existing electrical circuits. The Contractor is responsible to test and ensure existing electrical circuits are satisfactory for new installation. The

Contractor is responsible for any new electrical devices, metal conduit, copper conductors, electrical disconnect switches, and electrical circuit breakers. The Contractor is responsible to ensure that new HVAC equipment is provided the necessary electrical power.

l. The Contractor must provide and install a new thermostat (including necessary controls) to measure and control temperature and humidity. The new thermostat must include adjustable setpoints.

m. The Contractor must install new control wiring and ensure control wiring is adequate for the new equipment. Any exterior control wiring must be in liquid tight conduit.

n. The Contractor must provide and install 26-gauge (at minimum) sheet metal trunk duct with cross brakes on all sides or rounded metal duct with insulated flexible connectors at the unit supply and return connections.

o. All sheet metal joints or connections must be sealed with mastic to prevent loss of supply air or unconditioned return air infiltration.

p. Flexible foil type duct can be used for branch ducts but must not exceed 10 feet in length.

q. All supply registers and return grilles must be aluminum. Supply registers must be high velocity type with insulated backing.

r. Duct wrap insulation must be foiled faced type and insulation rated as R-8.

s. All exterior ductwork must be insulated and covered with galvanized sheet metal. All penetrations through exterior walls must be properly sealed and flashed.

t. New refrigerant line piping material, size, and length must be per manufacturer’s specifications.

u. The Contractor must ensure that condensate drain piping is sloped to drain properly.

v. The Contractor must ensure that the unit is suitable for outdoor installation.

Outside unit must be mounted on a concrete pad. The Contractor is responsible for installation of new concrete equipment pad.

i. Concrete Equipment Pad Specifications.

1. Sized properly to accommodate HVAC unit, including clearance for maintenance.

2. Have a minimum slab thickness of 4” with reinforcement.

3. Must be normal weight with a minimal 4000 psi 28-day compressive strength.

4. Coordinate location and size with on-site Base personnel and

COR.

w. The Contractor must install supports and hangers as required for new HVAC equipment.

x. The Contractor must provide and attach UV-rated adhesive labels on the new equipment stating the model and serial number.

y. The Contractor is responsible for performing all testing and commissioning of the new HVAC equipment.

i. Commissioning

1. The Contractor must verify operation of the new HVAC equipment. The Contractor must verify supply/return airflows, supply/return temperatures, and proper operation of all modes. The Contractor must provide a TAB report for the new equipment.

2. The Contractor must ensure there are no leaks in the equipment.

3. The Contractor must charge the equipment with the proper type and quantity of refrigerant per manufacturer’s instructions.

z. Confirm final air changes per hour, exhaust airflows, and pressure relationships with the COR. There must be a minimum of 6 air changes per hour.

aa. Coordination and schedule of all inspections and testing must be approved by the COR.

bb. All work must be completed in accordance with North Carolina building code, mechanical code, and electrical code. All work must comply with manufacturers’ installation instructions and recommendations.

cc. All work must be completed in accordance with NFPA 70 (National Electrical Code).

dd. All work must meet requirements of ASHRAE 62.1 and ASHRAE 90.1 standards.

ee. All work must meet requirements of UFC 4-310-03.

ff. The Contractor must provide shop drawings showing equipment locations, ductwork routing, piping, and control diagrams.

gg. The Contractor must provide one-time basic training to on-site Base personnel of the new HVAC equipment for operations and maintenance.

Office Area

hh. The Contractor must provide all supervision, labor, equipment, parts, and tools necessary to remove and replace a 4-ton packaged unit with a 3-ton packaged unit for the office area located at Building 366. This will encompass full replacement of the packaged unit to include demolition of the 4-ton packaged unit, demolition of the mini-split equipment, installation of a new 3-ton packaged unit, use of existing ducting to the maximum extent, and use of existing concrete equipment pad to the maximum extent. The Contractor must perform testing and commissioning of the new packaged HVAC unit.

ii. The Contractor must remove the mini-split indoor unit, outdoor unit, remote control, mounting brackets, refrigerant lines, electrical connections, and all other associated components. The Contractor must repair all holes on the inside wall where the indoor unit and remote control are mounted. The Contractor must repair all holes on the outside of the building to include all penetrations.

jj. The Contractor must verify building construction and all dimensions prior to performing any calculations or ordering materials.

kk. The Contractor is responsible for making any building wall or roof openings and is responsible to ensure they are properly sealed.

ll. The packaged unit is used to cool/heat the office area, locker room, and bathroom. The Contractor shall provide a new 3-ton packaged unit with straight cooling and electrical heat. The electric heat must be 15kW.

mm. The Contractor must re-use the existing ducting to the maximum extent possible. The Contractor must modify existing ducting as required for the new packaged HVAC unit to transition to the existing ductwork.

nn. The Contractor must ensure the ducting to all spaces, which includes the office area, locker room, and bathroom, are properly balanced to ensure air flow is adequate. There are two exhaust fans in the locker room and bathroom which must be taken into consideration by the Contractor when balancing the equipment. The Contractor must remove existing, provide new, and install all duct work, supply registers, and return grilles for the equipment to be properly balanced.

oo. All supply registers and return grilles must be aluminum. Supply registers must be high velocity type with insulated backing.

pp. The Contractor must verify proper operation and airflow of existing exhaust fans.

qq. The Contractor must provide and attach UV-rated adhesive labels on the new equipment stating the model and serial number.

rr. The Contractor is responsible to coordinate electrical work and tie into existing electrical circuits. The Contractor is responsible to test and ensure existing electrical circuits are satisfactory for new installation. The Contractor is responsible for any new electrical devices, metal conduit, copper conductors, electrical disconnect switches, and electrical circuit breakers. The Contractor is responsible to ensure that new HVAC equipment is provided the necessary electrical power.

ss. The Contractor must provide and install a new thermostat (including necessary controls) to measure and control temperature and humidity. The new thermostat must include adjustable setpoints.

tt. The Contractor must install new control wiring and ensure control wiring is adequate for the new equipment. Any exterior control wiring must be in liquid tight conduit.

uu. The Contractor must use the existing concrete equipment pad to the maximum extent. The Contractor must extend the concrete pad if the footprint of the new packaged HVAC unit is larger than the existing HVAC equipment. If the concrete pad is extended, the Contractor must incorporate the usage of dowel pins into the existing concrete. There must be a minimum of 6” from the edge of the concrete pad to the newly installed packaged HVAC unit on all sides.

vv. The Contractor is responsible for performing all testing and commissioning of the new HVAC equipment.

i. Commissioning

1. The Contractor must verify operation of the new HVAC equipment. The Contractor must verify supply/return airflows, supply/return temperatures, and proper operation of all modes. The Contractor must provide a TAB report for the new equipment.

2. The Contractor must ensure there are no leaks in the equipment.

3. The Contractor must charge the equipment with the proper type and quantity of refrigerant per manufacturer’s instructions.

ww. Confirm final air changes per hour, exhaust airflows, and pressure relationships with the COR. There must be a minimum of 6 air changes per hour.

xx. Coordination and schedule of all inspections and testing must be approved by the COR.

yy. All work must be completed in accordance with North Carolina building code, mechanical code, and electrical code. All work must comply with manufacturers’ installation instructions and recommendations.

zz. All work must be completed in accordance with NFPA 70 (National Electrical Code).

aaa. All work must meet requirements of ASHRAE 62.1 and ASHRAE 90.1 standards.

bbb. The Contractor shall provide a detailed drawing and layout of the new HVAC equipment, including any duct layout changes, duct size, CFM to each register, and duct lengths. See reference drawing for approximate room dimensions.

ccc. The Contractor must provide one-time basic training to on-site Base personnel of the new HVAC equipment for operations and maintenance.

12. Inspection and Acceptance:

a. The Contractor must ensure testing and start-up to verify proper operation.

The COR will accomplish inspection and acceptance of work.

b. The Contractor must notify the COR two working days before the performance, inspection and acceptance tests are to be conducted. The tests must be performed in the presence of the COR.

c. Installation, workmanship, fabrication, assembly, erection, examination, inspection, and testing must be in accordance with appropriate sections of

29 CFR 1910, 1926.

d. The Contractor must perform all work in accordance with all Federal, EPA, OSHA, and State of North Carolina laws and regulations. The Contractor and their subcontractors must possess all required licenses and certifications for the portion of work that they are performing.

e. All work must be completed in accordance with Federal, State and local codes, manufacturer instructions, and industry best practice.

f. Installation, operation, maintenance manuals, and warranty information for the equipment must be turned over to the COR upon project completion. The Contractor must provide a one-year warranty on the equipment supplied by the Contractor (including labor) from the startup date of the equipment for any problems that might occur with the new installation.

13. Reference Documents:

a. Figure 1: Building 366 (Fuel Farm Office and Fuel Testing Laboratory)

b. Figure 2: Fuel Testing Laboratory Exhaust Fans

c. Figure 3: Fuel Testing Laboratory

d. Figure 4: Building 366 Floor Plan

e. Figures 5 – 8: Existing 4-ton Packaged HVAC Unit

f. Figures 9 – 12: Existing Mini-Split Equipment

g. Figure 13: Office Area

h. Figure 14: Locker Room

i. Figure 15: Bathroom

Figure 1: Building 366

Figure 2: Fuel Testing Laboratory Exhaust Fans (Left: 660 CFM, Right: 220 CFM)

Figure 3: Fuel Testing Laboratory

Figure 4: Building 366 Floor Plan

Figure 5: Building 366 Front Entrance

Figure 6: Existing 4-ton HVAC Unit

Figure 7: Existing HVAC Unit and Thermostat

Figure 8: Existing HVAC Unit Disconnects

Figure 9: Existing Mini-Split

Figure 10: Existing Mini-Split Outdoor Unit

Figure 11: Existing Mini-Split Bracket and Line Set

Figure 12: Existing Mini-Split Indoor Unit

Figure 13: Office Area

Figure 14: Locker Room

Figure 15: Bathroom