SOW HVAC PM Florence SC_2024.pdf

United States Department of Agriculture

Agricultural Research Service

STATEMENT OF WORK

HVAC Preventative Maintenance

Coastal Plains Soil, Water, and Plant Research Center 2611 West Lucas Street

Florence, SC 29501 Asset IDs 665700B001, 665700B002, 665700B003, 665700B005

Prepared by: Mel Johnson February 2, 2024

Table of Contents Overview:

Statement of Work:

Inspections and Completion:

Site Visit:

Utilization of Bio-Based Products:

Safety:

Detailed Bid:

Contractor Responsibility:

Damage to Property:

Inspection and Acceptance:

Work Hours:

Site Access During Covid-19 Recovery:

Project Contacts:

Equipment List: ……………………………………………………………………………………………………………………………………….8

Reference Photos:

Overview:

Contractor shall furnish all labor, materials, and supplies to perform the following Preventative Maintenance for HVAC systems at U. S. Department of Agriculture, Agricultural Research Service, Coastal Plains Soil, Water, and Plant Research Center (CPSWPRC), 2611 West Lucas Street, Florence, SC 29501.

All work shall be completed in accordance with all local, state, and federal codes and regulations. All work shall also meet the requirements of the ARS Facilities and Design Standards (P&P 242.1). All work shall be accomplished in a professional manner and in accordance with good workmanship and acceptable practice.

Contractor is responsible for inspecting the site and for determining the exact dimensions of the project.

Contractor shall obtain at own expense all permits, licenses, and inspections required by all local, state, and federal authorities. Contractor shall submit written specifications for all materials and supplies to be used and included in the bid.

Contractor’s working hours shall be scheduled to coincide with the normal working hours (8am-5pm) at the site. Should it be necessary to schedule working hours other than normal working hours, contractor shall arrange for access to the work area with the Location Monitor (LM) at the site at least three days prior to the need.

Contractor shall notify and schedule utility outages at least 24 hours in advance.

During work, contractor shall maintain a safe work area and remove all debris from the site. The contractor will be responsible for replacing at their cost any property damaged at the site during the service process.

Statement of Work:

Contractor shall provide a comprehensive preventative maintenance and inspection program for the heating, cooling, and ventilation equipment listed Table 1. Contractor is not limited to items of work listed and shall ensure that all preventative maintenance and inspections are in accordance with the manufacturers’ recommended preventative maintenance. These tasks are designed to prepare the equipment for optimal performance at maximum efficiency, reliability, and effectiveness during peak demand conditions.

Contractor’s proposal shall include the costs of all supplies required to complete the inspection and maintenance tasks listed below. All installed material shall be new and compatible with the manufacturers’ current model. The successful service provider must provide this facility with a checklist indicating measured values required for each unit, a guarantee that all preventative maintenance actions are within the manufacturers recommendations, and that any consequential damage to the equipment or facility that is the result of misapplied or inadequate maintenance and inspection procedures will be the responsibility of the service provider.

Part1: Periodic Inspection and Preventative Maintenance All performance measurements and recording shall be the responsibility of the contractor. Each periodic inspection and preventative maintenance tasks shall be performed at the intervals as listed:

Monthly tasks (6 AAON units– highlighted in Table 1:Equipment List)

• Replace the filter media for 6 Lab HVAC units (these units supply 100% outside air)

• Inspect and clean drain lines to insure proper drainage to roof drains.

Every 3rd Month tasks (All Split & Package Units)

• Replace the filter media for all HVAC units.

• Inspect and clean drain lines to insure proper drainage.

Once per Year (Spring) tasks (All Split & Package AC/Heat Pumps)

• Check general operating condition.

• Clean all coil surfaces (evaporator and condenser) and check for coil leaks as needed.

• Inspect all drive belts

• Check electrical contactors, capacitors, etc.

• Clean intake plenum of dirt and debris

• Check fasteners and tighten if required

• Lubricate equipment per manufacturer’s recommendations

• Check duct smoke detectors for proper operation

• Measure and record return and supply temperatures and coolant pressures for all coils

• Clean work station

• Reset thermostats to existing schedule if disturbed during service

• Report to customer, provide check list with measurements, advise of problems, and obtain signature

Once per Year (Fall) tasks (Gas Unit Heaters)

• Check general operating condition

• Clean dirt and debris from unit

• Inspect gas solenoid valve for leaks

• Check operation of pilot light, ensuring it is operational during heating season

• Check gas supply lines and valves for leaks

Part2: Diagnosis of Problems and Minor Repair of HVAC Equipment.

Contractor shall respond within 24 hours to a request for service of HVAC equipment, shall diagnose the problem, and provide the COR/LM with the repair cost. All repairs shall be approved by the USDA representative prior to completion. Labor and Freon costs shall be at the rate proposed by the contractor on a unit basis. Cost of repair parts shall be at the contractors cost plus a nominal handling fee. Invoices shall be provided per visit, itemizing each individual service call, with labor and parts listed separately.

Contractor agrees to charge the following unit prices for minor repairs:

Labor Service technician /per hour Helper /per hour

Supplies Freon type R-410A /lb.

Parts Contractor cost + nominal handling

Replacement Equipment Contractor agrees to provide the services proposed under this contract for the equipment listed below and any equipment replacing the listed equipment. In the case of new replacement units, most are covered by a one-year general warranty and a five-year warranty on compressors. Contractor shall coordinate repair of all units under warranty with the appropriate manufacturer and/or installing contractor to ensure that all benefits of the warranty accrue to the owner.

Contract Costs The contractor shall provide the costs for Part 1 (Periodic Inspection and Maintenance) for the service intervals described above.

The contractor shall provide the costs for Part 2 (Diagnosis and Repair) including full description of all rates and fees.

Contract Renewal Although this contract is for a period of 12 months, it may, at the option of the USDA-ARS, be extended for four additional years, one year at a time. Contractor shall include in the proposal the costs for Parts 1 and 2 for each of four additional years.

Inspections and Completion:

1. Upon completion of the project, contractor shall ensure proper performance and shall demonstrate the required performance to the COR/LM and/or other owner representatives.

2. Contractor shall remove all excess materials, debris, and equipment from the site.

3. Upon completion of all project requirements and inspections, the COR/LM shall approve payment.

Site Visit:

Bidders are encouraged to visit the site and be escorted by a government representative to confirm locations, dimensions, and conditions of the project before a bid is submitted. The site visit shall be for the purpose of observing firsthand any conditions relevant to the completion of this project. No consideration will be given to claims based on lack of knowledge of existing conditions, except where contract documents make definite provisions for adjustment in cost or extension due to existing conditions not readily foreseeable.

Contractor must be registered in System for Award Management, (SAM), prior to submitting a bid.

Registration can be obtained through: https://www.sam.gov/portal/public/SAM/

Utilization of Bio-Based Products:

As required by the Farm Security and Rural Investment Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c) (3)), the Offeror certifies, by signing this offer, that bio-based products (within categories of products listed by the United States Department of Agriculture in 7 CFR part 3201, subpart B) to be used or delivered in the performance of the contract, other than bio-based products that are not purchased by the Offeror as a direct result of this contract, will comply with the applicable specifications or other contractual requirements.

The contractor shall utilize products and material based from bio-based materials as applicable, (e.g.

http://www.sam.gov/portal/public/SAM/ bio-based greases; bio-based hydraulic fluids, bio-based absorbents), to the maximum extent possible without jeopardizing the intended end use of detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to the applicable Federal Specifications and Standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer (CO). Products can be found at:

https://www.biopreferred.gov

Recycling:

Contractor shall make best effort to recycle any construction debris created during the contract.

Safety:

The contractor shall be responsible for always protecting his work and ensuring the safety of his crew and ARS employees.

Detailed Bid:

Contractor shall provide a detailed bid which includes all materials, labor, and equipment in order to fully and successfully complete the Statement of Work described in this document.

Contractor Responsibility:

1. Contractor will verify all dimensions and existing site conditions prior to beginning work.

2. Contractor shall keep work area clean and take measures to control debris while work is being performed.

3. Contractor will provide daily reports of work performed to the Location Monitor.

4. All work must be performed in such a manner as to not adversely affect daily operations of the facility, its workers, and the onsite facility operations.

Damage to Property:

Any damage to the Government buildings, utilities, etc. caused as the result of the contractor’s activities shall be repaired or replaced to the satisfaction of the Government at contractor’s own expense.

Inspection and Acceptance:

A government representative shall inspect and approve the work performed on this project. The Contractor shall coordinate final inspection with the Location Monitor.

Work Hours:

Contractor work hours shall be Monday through Friday, eight (8) A.M. to five (5) P.M. with the exception of Government holidays.

Site Access During Covid-19 Recovery:

Contractor shall follow all Covid federal and local protocols at the site.

Project Contacts:

Contracting Officer (CO):

TBD

https://www.biopreferred.gov/

HVAC Equipment

Unit Manf. Installed Model No. Serial No. Bldg./Room Filter Size/No. Freon

2Heat Pump (S) Carrier 1/2007 38ARQ012-501 3406G20161 Bldg 1, Offices 16X24X2 (4) R410A 40RMQ012-B611HC 3706U23639 Bldg 1, Offices

2Heat Pump (S) Carrier 2020 FEM4X4800BL F203725245 Bldg 1, Conf/Lib 20X20X1 (1) R410A N4H448GKP100 X203925888 Bldg 1, Conf/Lib

2Heat Pump (S) Carrier 2020 FEM4X2400CL F204046138 Bldg 1, Lunch 16x20x1(1) R410A N4H424GKP100 X203715804 Bldg 1, Lunch 2Heat Pump (P) Carrier 3/2006 50JZ-024-321TP 4705G12279 Bldg 1, Rm1, 2 cut media R410a 2Heat Pump (S) Lennox 11/18 CBA27UHE-036-230-6-2 1618G22538 Bldg 1, Rm 34 20x20x1(1) R410a 11/18 14HPX-036-230-22 1918J25936 Bldg 1, Tm 37 N/A R410a 1Heat Pump (P) AAON 6/2015 RN-011-8-0-EA09-13A 201503-ANEZ11899 Bldg 1, Labs 2&3 20x25x2(4) R410A 1Heat Pump (P) AAON 6/2015 RQ-004-8-V-EA09-13A 201503-AYED02024 Bldg 1, Labs 4 20x20x2(2) R410A 1Heat Pump (P) AAON 6/2015 RN-005-8-V-EA09-13A 201503-AYEE02023 Bldg 1, Labs 1 20x20x2(2) R410A

2Heat Pump (P) Bard 09/2014 T36H1-A10 278J143144507-02 Bldg 2, Rm 2c 20x30x1(1) R410A 2Heat Pump (P) Bard 11/2013 T30H1-AF8 277N133076622-02 Bldg 2, Rm 2b 16x30x1(1) R410A 2Heat Pump (P) Bard 09/2014 T36H1-A10 278J143144508-02 Bldg 2, Rm 2a 20x30x1(1) R410A 2Heat Pump (P) Bard 11/2013 T30H1-AF8 277M133064661-02 Bldg 2, Rm 1 16x30x1(1) R410A 1Heat Pump (P) AAON 01/2024 RN-008-8-0-EB09-14A Bldg 2, Rm 3 16x20x2(4)-16x20x4(4) R410A

1Heat Pump (P) AAON 08/2023 RN-008-8-0-EB09-14A Bldg 3, Rm 3 16x20x2(4)-16x20x4(4) R410A 1Heat Pump (P) AAON 2013 RN-008-8-0-EB09-14A 201301-ANEH08046 Bldg 3, Rm 2 16x20x2(4)-16x20x4(4) R410A 2Heat Pump (P) TempStar 2016 PHR560000H000A Bldg 3, Rm 1 20x30x1(1) R410A

3Gas Heater B&M 2007 Bldg. 4 N/A 3Gas Heater Trane 8/90 GHND006ADB20000 A89L07282 Bldg. 4 N/A 3Gas Heater Trane 8/90 GHND006ADB20000 A89L07278 Bldg. 4 N/A 3Gas Heater Trane 8/90 GHND006ADB20000 A89L07281 Bldg. 4 N/A

2Heat Pump (P) Carrier 9/04 50JZ-036-311 3204G30978 Mobile Off. 1 20x30x1 (1) R410A 2Heat Pump (P) Bard 2020 T48S1-A10 382P203825578-02 Mobile Off. 2 20X30X1 (1) R410A

2Heat Pump (P) Bard 2013 W24H1-A08xx4xx 314H102706099-02 Analytical Trl unit1 20x20x1(1) R410A 2Heat Pump (P) Bard 2013 W24H1-A08xx4xx 314L122951125-02 Analytical Trl unit2 20x20x1(1) R410A

2Heat Pump (P) Bard 12/2018 T36H1-A10 278N183604974-02 Quad 310 20x30x1(1) R410a 2Heat Pump (P) Bard 2020 T36S1-A10 379P203825042-02 Quad 307 20x30x2(1) R410A 2Heat Pump (P) Bard 12/2018 T36H1-A10 278N183604975-02 Quad 309 20x30x1(1) R410a 2Heat Pump (P) Bard 2020 T36S1-A10 379P203825043-02 Quad 308 20x30x2(1) R410A

1 Monthly Service required

2 3-month Service required 3 Annual Service required S=split unit, P=package unit, pad or wall MHJ 8/13/2024

Reference Photos: