SOW.pdf

STATEMENT OF WORK

COVID-19 Ventilation

Assessments for the

Bureau of Indian Education

7/21/2021

BACKGROUND

The Office of Facilities, Property and Safety Management (OFPSM) supports the Bureau of Indian Education (BIE) in the administration of safe schools and workplaces. Beginning in March of 2020, the COVID-19 pandemic forced in-person classes to cease. Prior to reopening the schools for in-person classes, ventilation assessments need to be performed for each BIE school locations. This includes 55 schools. These assessments are necessary to identify corrective actions that may be taken to minimize risk of COVID-19 transmission and to ensure the safety and health of all staff, students, and additional employees.

SCOPE

The scope of this project includes performing a site assessment and completing Exhibit A, Ventilation Assessment Form for each location identified in Exhibit B, Ventilation Assessment Locations. These assessments shall be performed in accordance with the Indian Affairs (IA) National Multiple Award Architectural & Engineering Contracts (NMAAEC) (Reference IA NMAAEC Statement of Work (SOW) 3.2.1 and 3.2.1.3). The selected Contractor shall provide sufficient technical, supervisory, and administrative effort to ensure the expeditious accomplishment of the work specified herein. The Contractor shall furnish all services, materials, supplies, equipment, investigations, studies, and travel required in connection with this work.

SPECIFIC TASKS

Inventory the ventilation system components, including make, model number and current condition (boilers, air handling units, chillers, air purifying technology, etc…) Inspect[EJD1], inventory, and recommend air filter replacement if needed. Determine if a

MERV-13 filter or higher can be installed with existing equipment. Inspect filter housing and racks to ensure appropriate filter fit and minimize air that flows around, instead of through, the filter.

Recommend if the Demand Controlled Devices (if applicable) can be safely disabled to maximize air flows without damaging equipment.

Inspect air damper settings and advise if air dampers can be opened further.

In facilities where the HVAC or ventilation fan operation can be controlled at the thermostat, determine if the fan can be set to the “on” position instead of “auto,” which will operate the fan continuously, even when heating or air-conditioning is not required.

Evaluate the air intake locations and identify any nearby sources of contamination that may impact system operation or air quality (e.g., pest infestation or vehicle exhaust). Verify the intake is separated from exhaust outlets (at least ten feet).

Evaluate control system and the feasibility of setting the system to run the system with maximum outside air 2 hours before and after occupancy to flush spaces with outside air.

Conduct general walk-through inspection of indoor spaces to identify any obvious signs of water leaks or mold growth.

Estimate the percentage of windows that are operable within the facility (can the windows be opened).

Denote the number and room/location where ceiling fans are installed.

Evaluate existing exhaust fans (restrooms, kitchens, laundry rooms, roof gables) to ensure they are operational. Document any restrooms, kitchens, or laundry rooms that do not have exhaust fans or any exhaust fans that are not operational.

If the system has a disinfection technology (e.g., ultraviolet bulbs, bipolar ionization, etc.), evaluate whether it is installed correctly and functioning. Document these additions on the system component inventory.

Evaluate any directional airflow or pressure differential patterns that may result in air moving from “less clean” to “clean” space (e.g., from a nurse’s office toward a classroom).

Estimate outdoor air rates for the occupied spaces, using ASHRAE Standard 62.1, Ventilation for Acceptable Indoor Air Quality to evaluate whether or not estimated values are meeting ASHRAE standards. Note: for dormitory rooms and residential facilities, ASHRAE Standard 62.2, Ventilation and Acceptable Indoor Air Quality in Residential Facilities will be used. As-built plans may or may not be available. An estimation method for evaluating outdoor air is acceptable. If the amount is estimated, not measured, present the estimation method to be used to the COR for approval.

Check the starting cycle to assure the system starts, operates, and shuts off properly.

Check the unit's refrigerant level and adjust if necessary.[EJD2]

Check control box and all electrical parts for wear or damage.

Inspect compressor and associated tubing for damage.

Search for source of unusual odors and document.

Check vent system for proper operation.

Monitor system for correct line and load.

For dual unit sites, verify load sharing between the units. Clean the evaporator with a commercial evaporator cleaning spray.

Inspect outdoor condenser coil for dirt or obstructions.

Inspect cabinet air reliefs for dirt or obstructions.

Clean the condenser coil with commercial solvent intended for this purpose.

Visually evaluate air vents and registers to document that they are dry and clean.

Check the primary condensate drain for obstructions. If found, service drain. If commercial drain solvent used, flush out drain pan and system with fresh water.

Check the secondary condensate drain for obstructions. If found, service drain. If commercial drain solvent used, flush out drain pan and system with fresh water.

Tighten all electrical connections and measure voltage and current on motors. Check running and starting amps.

Check the starting cycle to assure the system starts, operates, and shuts off properly.

Clean and adjust blower components if necessary.

Check control box and all electrical parts for wear or damage.

Inspect compressor and associated tubing for damage.

Listen for abnormal noises.

Set the temperature controls in accordance with ASHRAE 55 for Thermal Environmental Conditions of Facilities. These may be adjusted for occupancy comfort if needed.

Set the relative humidity to between 40-60%, if the system can accommodate it.

REPORTING

The assessment will be reported on a template report provided by the COR and accompanying exhibit A. Each individual site assessment shall be provided to the Contracting Officer’s Representative (COR) and the Contract Specialist (CS) within 5 business days of the assessment being performed. Additional time may be permitted, upon written request to the technical POC and contract specialist, at the discretion of the Contracting Officer (CO).

If any HVAC unit is judged to have a high probability of failure within 5 years, based on typical site use and wear, the Contractor shall provide a recommendation of necessary work required to reduce or eliminate the probability of failure within 5 business days of detection.

SAFETY

The Contractor shall comply with all Federal, State, and local safety regulations.

QUALITY CONTROL & ASSURANCE

The Contractor is responsible for overall quality control and shall utilize its own internal quality control processes in performance of this contract. The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the standards outlined in this SOW.

WORK SCHEDULE

The Contractor shall coordinate all work with the COR and the local point of contact (as identified in Exhibit B) to take place during normal business hours. Normal business hours are defined as the hours of operation for each facility being assessed. A comprehensive work schedule shall be provided by each Contractor pre-award and upon CO and COR approval will be incorporated as Exhibit C (post award). Changes to the work schedule must be coordinated and approved by the COR, or, in their absence, the CO. Scheduling will not commence until notification is made to Bureau of Indian Education leadership. The COR will provide additional contact information and instructions after award.

SITE RESTRICTIONS & LIABILITY

The Contractor must always be accompanied by a local escort maintaining a line of sight at all times when on site during the performance of these assessments. If no escort is provided, the Contractor shall contact the COR immediately for direction. The Contractor is liable for any damage they incur to Government or Tribal property in the performance of this contract, and shall indemnify and hold the Government harmless for any and all losses, damages, or liability on account of personal injury, death, or property damage of any nature arising out of the activities of the Contractor, their employees, subcontractors, or agents under this contract.

LICENSES & PERMITS

The Contractor shall ensure all licenses and permits necessary to perform this work are obtained and maintained for the duration of the contract period of performance.

CONTRACTOR FURNISHED EQUIPMENT

The contractor shall furnish all equipment required for the performance of the work under this SOW. All equipment shall comply with applicable OSHA guidelines and shall be in proper operating condition. The Contractor shall operate the equipment in accordance with the original manufacturer’s recommendation and in compliance with all applicable laws and regulations.

UTILITIES

The Government will provide the necessary utilities required for the Contractor to perform under this SOW. This includes (but is not limited to) electricity and water.

INSPECTION & ACCEPTANCE

Inspection and acceptance of all Contractor performed tasks is the responsibility of the COR, in conjunction with any local POC. In the case of a dispute between the COR and Contractor, the CO shall be the final authority.

GOVERNMENT PERSONNEL

Each of the following personnel will be identified by name, title, and contact information at the time of contract award:

The Contracting Officer (CO) is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. The CO is the only personnel authorized to make any changes in the prices, terms, or other conditions of the contract.

The Contract Specialist (CS) represents the CO in day-to-day communications with both the Contractor and COR. They are not warranted to make any changes to the contract without CO approval.

The Contracting Officer Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract. The COR will be appointed after contract award.

CONTRACTOR PERSONNEL

The Contractor shall have an on-site representative authorized to act on behalf of the Contractor, available to the CO, CS or COR to receive instructions or information regarding work under the contract. The on-site representative must be able to fluently speak and understand English and shall provide a mobile phone number to the CO, CS, and COR within 10 calendar days of award where he/she can be contacted 24/7/365. The contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner.

END