Scope of Work and Specifications

STA Oregon Inlet - HVAC in Maintenance Building

August 2026

Project COR

Name: Christina Gramza Email: Christina.A.Gramza@uscg.mil SEC North Carolina Facilities Engineering Officer

1. Scope:

The Contractor shall provide all necessary transportation, labor, equipment, materials, parts, tools, necessary to remove and replace the existing HVAC mini split system and equipment. The Contractor must perform testing and commissioning of the new equipment. The work will be performed at USCG STA Oregon Inlet at the following locations:

• 8700 Coast Guard ST Nags Head, NC 27959

• Maintenance Building.

2. 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.

d. The Contractor, their employees, and any sub-contractors shall become familiar with and obey all Unit regulations. All personnel employed on the project shall keep within the limits of the work area and shall 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 shall be No Smoking in any Coast Guard building. All smoking must be done only in a designated smoking area.

3. Materials and Locations:

a. Materials shall be delivered to the jobsite in their original unopened packages, clearly marked with the manufacturer’s name, brand name, and description of contents. Storage shall be in accordance with manufacturer’s recommendations in a clean, dry, well-ventilated area. Stored materials shall be protected from sunlight and kept away from excessive heat. The Contractor shall 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 Contracting Officer’s Representative (COR) or COR agent.

Special precautions shall be taken to ensure construction materials and debris do not enter the roadways or water.

b. Laydown areas will be approved by the COR, or COR agent, with coordination from the Unit Environmental Compliance Office. Any damage to vegetated areas shall be repaired and reseeded by the Contractor.

4. Labor Laws:

a. See Section 52.222 of the contract clauses for applicable labor requirements, and the attached wage determination for prevailing rates that must be paid to covered workers.

5. Safety:

a. The Contractor is wholly responsible for work site safety. The Contractor shall 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 shall 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 the Unit. This includes welding, cutting, brazing, grinding or any work that could produce sparks or heat and may initiate a fire.

6. Environmental Compliance:

a. Environmental Discharges

i. The Contractor shall ensure all discharges do not exhibit contaminates contrary to 40 CFR (Parts 50-299). Wastewater associated with any maintenance or repair shall be quantified in a maintenance schedule. All work will be performed in accordance with Unit Spill Prevention Control and Countermeasures Plan, Clean Water Act and Unit Stormwater Pollution Prevention Plan. All spills shall be reported to SFO Environmental Protection Specialist Office (Todd Ogle) at (252) 269-0112 after containing and dialing (252) 982-6353 for Unit Officer of the Day to activate Unit Spill Response.

b. Waste

i. Any waste as a result of the project shall either be recycled in accordance with CIM 16455.10 and Unit Pollution Prevention Plan or be disposed of in accordance with the Resource Conservation and Recovery Act. Any Hazardous Waste shall be manifested off site with Unit listed as the generator and signatory. Any hazardous waste shall be analyzed, characterized, stored and disposed of in accordance with the Resource Conservation and Recovery Act and all applicable federal, state and local laws and ordinances.

c. Chemicals

i. All chemicals required for this project shall be preapproved by the

Unit Environmental Compliance Office. All applicable Safety Data Sheets shall be provided to both the Unit Environmental Compliance Office and Unit Safety Officer upon request. Proper storage shall be provided in accordance with 29 CFR 1910.1200. All installation related solid waste shall be removed from the Unit after each working day. All extra chemicals and products shall be removed from the site upon work completion, as the Emergency Planning and Community Right-To-Know Act requires Coast Guard to maintain an inventory of all Hazardous Materials located at the site. The Contractor is required to comply with local VOC laws and regulations.

7. Liability of Contractor:

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

8. 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 proposals.

All visitors must complete a visitor access request form in accordance with Unit 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 shall make arrangements for site visits with the COR or COR agent. All site visits are to be prearranged a minimum of three (3) days 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 Unit access will have to be pre-vetted for entry prior to commencement of work.

9. Site Restoration & Clean Up:

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

Contractor shall take special care to contain dust while working. Upon completion of the job, the Contractor shall clean up the job site, returning it to a state of cleanliness equal to or exceeding that in which it was found. The Contractor shall properly dispose of any trash, extra materials, dirt, debris, or other litter that remains. There will be no final acceptance of the contract until the COR, or COR agent, 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 shall perform all work during normal Unit work hours. The normal Unit working hours are 0730 – 1600, Monday through Friday. If the Contractor would like to work outside normal working hours, permission must be obtained from the COR or COR agent.

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

iii. Provide all required submittals to the Contracting Officer within 10 calendar days after contract award.

iv. The COR will have 7 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 30 calendar days.

vi. Completion of work shall be accomplished within 60 calendar days from notification to proceed and acceptance of submittals.

vii. The Contractor shall schedule all work with the COR or COR agent.

The Contractor shall understand the importance to schedule and complete all work in a timely fashion.

viii. The Contractor may notify the Contracting Officer of any long lead time equipment or materials and request a modified delivery date of the work.

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 shall 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

• 2 Ton, 3 zone ductless mini-split heat pump system

• Condensate overflow protection system for all 3 zones

• Independent wireless zone controllers

☒ With quote/proposal

Certifications/Licenses

• NC HVAC / Mechanical

License

• EPA Section 608 Certification

• Electrical License

☒ With quote/proposal

Past Performance of Related Work ☒ With quote/proposal

Final Product Data

• 2 Ton, 3 zone ductless mini-split heat pump system

Within 10 calendar days after Contract Award

Project Schedule ☒ Within 20 calendar days after

Contract Award

Operation and Maintenance Manuals ☒ Within 20 calendar days after completion of project*

Product Warranty Information ☒ Within 20 calendar days after completion of project* 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:

• The Contractor shall provide all necessary transportation, labor, equipment, materials, parts, and supervision to demo the existing HVAC equipment and install a new packaged unit IAW specification provided at Maintenance Building.

a) The Contractor shall safely disconnect electrical power and isolate the existing mini-split system.

b) The Contractor shall Recover all existing refrigerant in strict accordance with EPA guidelines and local environmental regulations. Documentation of proper recovery and disposal must be submitted to the COR and Base Environmental Compliance Office.

c) The Contractor shall Remove the existing outdoor compressor unit, all indoor air handling units, obsolete refrigerant lines, and associated mounting hardware. All debris and legacy equipment must be removed from the site and disposed of properly.

d) The Contractor is responsible to provide dumpsters and pay disposal fees. The Contractor shall perform daily site cleanup during construction, with final clean upon completion and all other accumulated trash

OFFSITE.

e) The Contractor shall provide new 208/230 volt, two (2) ton, single (1) phase packaged heat pump mini-split unit with three (3) independent ductless indoor air handling units and associated wiring and refrigerant lines, that serves the three (3) offices in the north side of the Maintenance Building.

f) The Contractor shall provide primary and secondary condensate overflow protection for all three indoor zones. This must include inline safety float switches (or condensate pumps with integrated safety cut-offs) designed to automatically shut down the associated indoor unit if a blockage occurs, actively preventing water damage to the facility.

g) The Contractor shall provide three (3) separate wireless remote controls— one dedicated to each indoor unit—allowing for fully independent temperature and fan speed regulation within each of the three distinct zones.

h) The Contractor shall be responsible for verifying the existing electrical voltage, phase, and power available including electric heat for the new HVAC equipment. 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 shall be responsible for electrical service requirements to the new HVAC equipment including all electrical devices, metal conduit, copper conductors, non-fused electrical disconnect switches, electrical circuit breakers and any other necessary items to install the new equipment. The Contractor shall provide a licensed electrician to install any necessary electrical power for the HVAC equipment.

i) The Contractor shall install new 208/230 volt, two (2) ton, single (1) phase packaged heat pump mini-split unit with three (3) independent ductless indoor air handling units, that serves the three (3) offices in the north side of the Maintenance Building.

j) The Contractor shall run all necessary new copper line sets, communication wire, and electrical whips between the outdoor compressor and the three indoor units. Ensure all exterior line sets are properly insulated and enclosed in protective, weather-resistant line hide/conduit. All through wall penetrations shall be sealed and watertight.

k) The Contractor shall install primary and secondary condensate overflow protection for all three indoor zones. This must include inline safety float switches (or condensate pumps with integrated safety cut-offs) designed to automatically shut down the associated indoor unit if a blockage occurs, actively preventing water damage to the facility.

l) The Contractor shall securely mount the outdoor compressor on a vibration-isolating pad or wall bracket as appropriate for the site, ensuring adequate clearance for airflow.

m) The Contractor shall install this equipment IAW North Carolina building code, mechanical code, and plumbing code. All work must comply with manufacturers’ installation instructions and recommendations. The Contractor shall have a mechanical license to perform the subject work as required.

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

o) All work must meet requirements of ASHRAE 90.1 standards.

p) The Contractor shall be responsible for making any building wall openings and ensure they are properly sealed.

q) The Contractor shall provide and attach a UV rated adhesive decal on the new equipment. The adhesive decal shall state the model and serial number, service start date and warranty end date of the installation and equipment warranty dates.

r) The Contractor shall provide operational testing and start-up to verify proper operation of the newly installed packaged unit. The Contractor shall provide a one-time basic training to on-site Unit personnel of the newly installed packaged unit. The training shall include operation sequence and maintenance.

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

b. Commissioning:

i. The Contractor must verify operation of the new HVAC equipment.

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

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

s) It is HIGHLY recommended that the Contractor make a site visit to properly evaluate the location of the equipment and verify all aspects and/or specifications to the existing equipment.

t) Scheduling: The Contractor shall provide a detailed schedule within twenty (20) calendar days after contract award. The Contractor shall schedule all work with the Contracting Officers Representative (COR) or COR agent.

12. Certifications and Refrigerant Handling:

• Contractor personnel working on HVAC unit must possess NC HVAC / Mechanical License and EPA Section 608 Certification 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 Unit Environmental Compliance Office upon request.

13. Inspection and Acceptance:

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

The COR, or COR agent, 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 or COR agent.

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

29 CFR 1910, 1926.

d. The Contractor shall perform all work in accordance with all Federal, EPA, OSHA, and State of North Carolina laws and regulations.

e. New equipment must be installed in accordance with manufacturer instructions, Federal, and State codes.

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

14. Reference Documents:

a. Photos attached in Word Doc.