SOW_Server_Room_AC_RMRDF.docx

STATEMENT OF WORK

BUREAU OF INDIAN AFFAIRS, OFFICE OF JUSTICE SERVICES

COOLING FOR COMPUTER SERVER ROOM

ROCKY MOUNTAIN REGIONAL DETENTION FACILITY

July 26, 2023

A. BACKGROUND

The Rocky Mountain Regional Detention Facility was constructed in 2007. The building has a standard metal roof with concrete floors, with a mix of solid concrete and cinder block walls on the secured side. Ceilings near Room No. 144 (server room) are solid concrete with high ceilings. The server room houses six (6) servers in approximately 130 square feet. The servers require an operating environment of 70 degrees Fahrenheit or below to provide uninterrupted operation. The existing HVAC rooftop units are unable to maintain the required temperature in the server room.

B. LOCATION

The Rocky Mountain Regional Detention Facility is located Hardin, Montana (Latitude: 45° 43' 56.9201" N., Longitude: 107° 36’ 43.3130" W) approximately 46 miles east of Billings, Montana, 121 miles west of Miles City, Montana, and is approximately 86 miles north of Sheridan, Wyoming and approximately 166 miles southeast of Lewistown, Montana.

C. CODES AND STANDARDS

Contractor shall use the latest and most up to date codes and standards.

The contractor shall comply with all applicable federal, state, local, and tribal, code and procedural requirements.

· OSHA 29 CFR 1926, Subpart C, General Safety and Health Provisions

· ASTM - American Standard for Testing and Materials

· NFPA - National Fire Protection Association, NFPA 90A, 90 B

· NEC - National Electrical Code

· UMC - Uniform Mechanical Code

· UPC - Uniform Plumbing Code

· UL - Underwriter's Laboratories, UL 1995

· NSPC - National Standard Plumbing Code

· Uniform Plumbing and Mechanical Codes

· ASHRAE - American Society of Heating, Refrigerating, and Air Conditioning Engineers. Standard 189 & 189.1, 15, 90.1

· ASHRAE 62.1, Ventilation and Acceptable Air Quality

· OSHA - Federal Regulations - Safety

· EPA - Environmental Protection Agency-Tribal, State, and Federal Regulations

D. SCOPE FOR DESIGN SERVICES

The Contractor shall prepare all drawings and specifications for the addition of a dedicated HVAC unit in the server room. The construction documents shall conform to the BIA adopted codes and standards, which are a part of the statement of work.

1. Contractor shall conduct an assessment of the existing electrical loads, heat loads, location of waste lines and equipment layout in the server room. Contractor shall verify all items of work and notify the Contract Officer Representative (COR) of any discrepancies or concerns prior to performing any work. Survey existing conditions & determine best cooling system application.

2. It shall be the Contractor's responsibility to ensure that necessary permits and licenses have been secured prior to commencement of work.

3. Contractor shall recommend HVAC equipment of sufficient size to maintain a maximum temperature of 70 degrees Fahrenheit in the server room. New equipment shall be in accordance with the latest adopted edition of the ASHRAE handbook. HVAC applications shall comply with ASHRAE 90.1, Energy Standard for Buildings. All venting shall be installed in accordance with all applicable codes. Warranty of units are as follows; 5 years on parts and labor.

4. All new or replaced energy consuming equipment or products shall be Energy Star and Federal Energy Management Program (FEMP) designated Energy Efficient Products, where applicable. Equipment and products specified and installed shall be in the top 25% of all energy consuming equipment or products.

5. Assess the server room for the electrical requirement once equipment has been selected.

6. If a roof mounted HVAC system is selected, a structure analysis of the roof shall be performed to verify the roof meets load structure requirements.

7. New ductwork, diffusers, and grills shall be sized properly for HVAC system.

8. Contractor shall be responsible for the professional quality, technical accuracy and the coordination of all designs, drawings, and specifications. Preliminary drawings shall be submitted to the COR at 30, 60 and 90%. Contractor is encouraged to submit drawings in PDF format by electronic mail for review purposes. The 100% submittal shall incorporate corrections for all review comments prior to submission.

9. Contractor will ensure proper testing of the HVAC system shall be conducted.

10. Final construction documents shall be digital in a *.pdf format and copies of documents shall be place on three thumb/flash drive prior to construction and submitted to the COR.

E. SCOPE FOR CONSTRUCTION SERVICES

1. All Construction services shall meet the requirements of the most recent edition of the specific design criteria and codes of current industry practices, including;

· International Building Code (IBC),

· BIA Building Codes and Standards,

· DSRM Safety, Health and Accessibility Design and Guidelines for Architects, Engineers, and Design Firms,

· The Indian Affairs, Division of Facilities Management and Construction School Facilities Design Handbook, dated March 30, 2007, is located at:

https://www.bia.gov/sites/bia.gov/files/assets/as-ia/pdf/idc015811.pdf

· Uniform Plumbing and Mechanical Code

· Local Utilities, (Water, Sewer, Elec, Gas) and all other adopted codes and standards during the work processes.

· National Electric Code

· Occupational Safety and Health Administration (OSHA) All work shall be in conformance with the drawings and specifications including the furnishing of all materials, labor, equipment, transportation, and quality control necessary to perform the following:

2. Contractor is responsible for all permits prior to commencement of work.

3. Contractor is responsible for good housekeeping, including provisions and facilities for routine scrap removal, shall be maintained in all areas within the Contractors scope of operations. Any and all garbage shall be stored and removed to an approved disposal facility as specified by the permitting Agency.

4. Contractor shall furnish new HVAC equipment and all the materials required to install the HVAC equipment per manufacturer's recommended installation instruction and specifications.

5. Contractor shall trouble shoot connections, re-wire as necessary, and/or replace any equipment failing to startup and/or operate per factory specifications. Contractor shall ensure all electrical load requirements are met as related to the manufacturer's specifications. All electrical connections: fuses, wiring and circuit breaker must be correct for the Cooling system being installed.

6. The Contractor shall promptly notify the COR, in writing, of any physical conditions from those indicated or any unknown unusual physical condition at the site before proceeding with work. Problems, delays, or adverse conditions which will materially impair the ability of the Contractor or its subcontractor(s) to meet the schedule, objectives, and budget in the contract. This disclosure must include a statement of the action taken, or contemplated, and any assistance needed to resolve the situation.

7. HVAC installations shall be performed in accordance with all applicable state and local codes. All materials used must meet or exceed 10 CFR 440 Appendix A: Standards for Weatherization Services. You will need to provide unique department of interior specifications that are not industry standard such as the one listed here.

8. Contractor shall train designated facility personnel in adjustment, operation, including seasonal and emergency operations, if applicable; maintenance; and safety requirements of equipment and systems

9. The Contractor shall be responsible for monitoring and evaluating the safety, quality and appropriateness of services provided and shall maintain the quality control program.

10. The Contractor shall inform the COR of any interruption, a minimum of 48 hours in advance, for gas, HVAC, electrical or any other utilities. The notification shall include the following information: area effected, time duration, and systems affected.

11. A professional final appearance or painting and patching to match surrounding area must be completed.

F. SUBMITTALS

Submittal shall include all necessary requirements, sample warranty, drawings, specifications, and equipment product data, for compliance with applicable codes and regulations. Also included too is the project schedule and jobsite safety handbook.

Upon acceptable review during final inspection, Contractor shall submit operation manuals and contractor's installation warranty to the COR. Warranties shall commence on date of substantial completion. Do you want operation manuals?

G. SPECIAL CONSIDERATIONS

The Contractor must have a minimum of one person in supervisory capacity overseeing field work/employees and must have a favorable BIA Security background clearance during the duration of project. Individual may be a project manager, lead foreman, and/or supervisor, (or another similar field supervisory classification). The contractor must provide protection for outages of the IT systems and IT equipment in the room during selective demolition and installation of cooling system. Facility COVID Protocols must be adhered to.

H. SITE OBSERVATION VISIT AND REQUIREMENT

An initial site visit is recommended before project proposal is submitted, a date and time will be scheduled by the COR. A group site visit shall be conducted with the COR and Rocky Mountain Regional Detention Facility Maintenance after contract award, to determine and evaluate existing conditions, building layouts, and inspection of the areas identified for work under this project.

To schedule an on-site visit, Contractor shall contact the COR to arrange for inspection of areas identified for work under this project. Potential bidders are encouraged to participate in the group site visit by contacting the COR. COR, Patricia Austin (406) 657-5948 Facilities Manager, Jim Britton (406) 665-1180

I. DISPOSAL OF DEMOLISHED MATERIALS

Contractor shall provide disposal manifest for all materials deposed of into an offsite disposal facility.

Remove all tools and equipment upon completion of the AC project. Contractor shall be responsible for repair of any damage incurred to the building systems as a result of contractor workmanship or errors.

J. TRAVEL

No travel beyond the Contractor’s on-site place of performance is required.

K. SECURITY REQUIREMENTS/CLEARANCES

Upon issuance of an approved contract, the selected Contractor shall work with the COR to obtain the BIA Personnel Security background clearance. Contractor shall provide employee names and identification to designated Supervisory Corrections Specialist prior to commencing work each day.

L. UTILITIES

The Government will make available water, toilets, and electrical power to the Contractor at no charge. The Contractor is responsible for provision of any temporary lines needed to use these utilities.

Item No.

Deliverable

Objective

Due

END OF STATEMENT OF WORK