Statement of Work 06042025.pdf

STATEMENT OF WORK

Chiller Replacement Project

Drug Enforcement Administration Office of Training

2500 Investigation Parkway Quantico, VA 22135

Overview Statement

To meet the needs of the Drug Enforcement Administration (DEA) Office of Training’s mission and provide a training environment conducive to learning and to comply with The Federal Clean Air Act, and the Montreal Protocol and their current addendums, the DEA Office of Training requires the replacement of two (2) aging Trane RTAC-275 ton, R-134A Chillers with two (2) Trane ACR 300T Series C R513A, energy efficient, CFC compliant, and warranted chiller units which match the specifications of the existing units, and all associated materials and labor required to remove the existing chillers located on the roof of the DEA Training Academy Building, replace them with the new units, and test the functionality of the new system.

General Information

Contractors and/or vendors providing a quote for this project must have a current state trade license to perform HVAC/Mechanical (either one or both) work as defined in this SOW. The contractor and/or vendor must provide the licensing information in the quote including: Name, State of License, License designation, and License Number. If the contractor and/or vendor intends to sub-contract the HVAC/Mechanical (either one or both) then the contractor and/or vendor must have a state issued contractor’s license and provide the license information as well as providing the sub-contractors licensing information as addressed above.

This project scope of work requires a Licensed Mechanical Engineer in the State of Virginia. The costs of this engineer, including all office ‘desk work’, reviews of specifications, travel costs to verify existing conditions, monitor the work, conduct inspections, etc., shall be included in the Contractor’s cost proposal for this project. The DEA will NOT be paying separately for Mechanical Engineer services, or any other costs required to perform and complete this project, separate from the contract price.

The Mechanical Engineer shall be capable to produce all necessary calculations and specifications, verification of the weight and size of the new equipment(s) to ensure they will fit the space footprint, and not put stress (additional weight) on the roof slab; validate the Vendor/Contractor’s suggested/recommended equipment and connections, specs for materials, in order to ensure that the work to be performed, for the DEA Office of Training will achieve the desired goal which amongst several other issues is to rectify the high humidity in the Dormitory section of the building.

All contractors and/or vendors providing a quote for this SOW must be registered and “active” in the Government SAM.gov System and provide their unique ID number in the submission.

Quote Requirements

The contractor shall provide all equipment, materials, rigging, supervision, inspections, Mechanical Engineer professional services, and labor to complete the following SOW in a safe, timely, and professional manner, in accordance with all Federal, State and local codes and ordinances, EPA, OSHA and all other regulatory standards. All work is to be performed in a workmanship like manner using trade and industry accepted methods and practices.

The Contractor shall provide, based on the scope, all resources necessary to evaluate, prepare, coordinate, schedule, pre-fabricate, and obtain all parts and materials prior to the work commencement to ensure the minimal amount of downtime to the building systems. The contractor shall confirm the location, electrical sizing, physical dimensions, weight, piping, controls, operation, connections, and rigging requirements prior to ordering materials or beginning work to ensure that no shortages in service or operation will result when the replacement project is begun. Contractor shall ensure that every effort is made to prevent additional costs or modifications to the quote submitted for work required in this scope.

After the contract is awarded, the prime Contractor for the project shall identify an Administrative POC and an onsite Supervisor/Project Manager. Phone and email numbers/addresses shall be provided to the Contracting Officer, Contracting Officer Representative (COR) and the DEA on-site Facilities Unit.

By submitting the quote for this project, the Contractor agrees to begin project within 12 weeks after the contract is awarded. The project shall be completed in no more than 12 weeks after the work begins. If additional time is required due to delays in acquiring the new chillers or other materials, the contractor, no less than 90 days prior to the expiration of the performance period, shall submit an extension request to the contracting officer for acceptance and approval. The submittal should include the expected time when the equipment will be delivered to the jobsite, and work completion including all closing documents, O&Ms, etc.

As this project will require the use of an onsite crane, the contractor is required to provide this service and equipment from a certified crane company with certified crane operators to operate the equipment while onsite. The contractor shall provide all materials and staff to provide a safe area of operation for the staff/guests of the Academy and government property.

Equipment and Project Services/Work to be provided:

1. Recover and dispose of all refrigerant form the existing units before removal from their current location in an EPA/CFC mandated, environmentally friendly manner.

2. Remove and dispose of two (2) Trane RTAC-275-ton R-134A, Air Cooled Rotary Chillers from their existing location following all EPA/OSHA guidelines, in a manner that allows for the continuous operation of one chiller (existing or replacement) at all times during the project.

3. Install two (2) Trane ACR 300T - 300-ton Air Cooled, Rotary Screw Compressor Chillers, (maximum tonnage with physical size and weight matching existing as close as possible), R-513A Chillers or equal that have a minimum full load EER of 11.11 and exceed all current energy requirements.

4. The new chillers shall be multiple compressor and fan type that energize/de-energize based on demand/control requirements for efficiency. The new chillers must meet the minimum efficiency requirements for ASHRAE 90.1, LEED’S, AND AHRI Standard 550/590 (i-p) and 551/591 (SI).

5. The new chillers must utilize the existing electrical service path and automation control paths, providing at minimum, the same control, status, and monitoring capabilities as the existing chillers and connected to the building Automated Logic 10VDC system using a BACnet interface. Alterations are expected to the connection points of power and controls to accommodate the new unit’s connection locations and power requirements.

5a. The existing electrical service shall be upgraded with 4 new disconnects (2 for each Chiller) sized and fused to meet the new chillers electrical requirements.

The new disconnects shall be installed in a manner/location that does not infringe on the required clearances the chillers require.

6. The new chillers must be installed on the existing support structure without any additional columnar supports or roof alterations. The existing support framework may be modified to accommodate the required mounting/isolation hardware for the new units but any demolition of the handrails, catwalk, and toe kick on the existing framework required for removal and replacement will be reinstalled/refitted before the project is complete and shall be fitted to meet current building/safety code. If the factory clearances requirements for service cannot be met due to the existing railings, the railings shall be altered to allow for simple field removal.

8. Install new 8” pipe replacing the existing 6’ pipe where required to accommodate the new connection size and locations of the new chillers. All connection changes and or alterations shall be welded unless connecting flange to flange. All welds shall be industry standard 3 pass type using properly rated welding rod/material.

8.a Install new insulation and protective jacketing on all exterior chilled water piping and valves (disturbed or undisturbed in the project work) equal to or exceeding the current/existing R-value. Install new heat trace wiring on the exterior chilled water piping.

8b. The existing 6” chilled water flow control valves (one for each chiller, Bray Valves) are to be replaced with new 8” valves and control compatible with the building Automated Logic automation system.

9. The contractor shall replace the two existing chilled water pumps with two high-efficiency Bell & Gossett e-1510 chilled water pumps, Model 4EB, brand name or equal.

Salient characteristics for the chilled water pumps; 20 HP motor; 1750 RPM; 3 Phase;

ODP; 710 gallons per minute @ 90.0 ft. head, 11’ impeller, Variable Frequency Drive.

10. The contractor shall provide all liaison/coordination service for design support, installation, start-up, equipment operation, and warranty compliance/certification with the manufacturer of the new equipment and where needed, replacement system parts.

11. The contractor will provide all documentation (registration requirements, warranty compliance, start-up information, manuals, and technical specifications) to the government.

12. The contractor shall provide the necessary training for start-up and operation to the designated government personnel to ensure proper operation and care of the new equipment (not to exceed 8 hours).

Equipment and/or Services Shutdowns

Work shall be scheduled in a manner to minimize disruption to building occupants and operations. Proper notification and coordination shall be made when project work necessitates shutting down equipment or otherwise terminating services to the building occupants. Requests for shutdowns shall be submitted in writing to DEA with a description of the shutdown and the reason for the requirement at least two business days prior to the need. No shutdown (outside of the equipment being replaced or an unforeseen emergency or failure) shall occur without written approval from DEA.

Insurance

The contractor shall provide DEA with a copy of insurance certification at minimum equal to the total value of the project fifteen

(15) days prior to the start of work.

Hours of Contractor Access, Construction Hours, and Base Closings

The hours of contractor access will be Monday through Friday, 7:30 am to 4:30 pm. Any special access on weekends and holidays must be coordinated in advance with the COR.

Lack of coordination will not be the responsibility of the DEA, and the DEA will not be responsible for any related costs or delays in the project. All access to the DEA Training Academy will be via the FBI/DEA Training Academy’s West Gate for deliveries and commercial vehicles. Daily personnel, not in a commercial vehicle, will enter through the FBI East Gate. In the event the USMC Base Quantico, the FBI Academy, or DEA closes for any reason, the DEA will not be responsible for any costs or delays in the project. The time during which the closure occurs will be credited to the timeline for completion of the project without penalty to the contractor if the contractor requests a time extension due to the closure.

Personnel Security Access Requirements

As the DEA Office of Training is located on the Marine Corps Base (MCB), there are two separate requirements for access (MCB Access and DEA Access) addressed below:

MCB Access

• Must pre-register via DBIDS link https://dbids-global.dmdc.mil/enroll#!/

• Must have proper form(s) of identification (see Attachment A - Acceptable forms of identification to gain access to the USMC Base Quantico)

• DEA will provide a temporary DBIDS pass to each contractor employee working on this project.

DEA Access

• The Contractor must at least fourteen (14) days prior to starting the onsite work, submit a complete list of all persons (employees and sub-contractors) that they https://dbids-global.dmdc.mil/enroll#!/ purpose to have work on this project via a DEA provided access form (see Attachment B – Request for Access).

• The access forms must be emailed to the designated DEA Contact by the prime contractor. Sub-contractors may not submit the forms directly to DEA.

• Failure to comply may result in person/s being refused access to the buildings and will not be the Governments responsibility for any costs or delays in the project.

• It is the contractor’s responsibility to provide personnel suitable for access and it will not be the responsibility of the government for any additional costs or delays incurred from the submittal of unsuitable individuals by the contractor or sub-contractor.

Note: All commercial vehicles needing access to the MCB/DEA sites are subject to search at either and/or both locations.

Hazmat

If the contractor, as a part of this project brings any hazardous materials other than the normal industry expected minimums and handling rules already addressed in this scope, then they will additionally comply with the following:

Contractors and vendors are required to strictly adhere to the Occupational Safety and Health Administration (OSHA) 29 CFR 1910.1200 & 1910.106 and Environmental Protection Agency (EPA) 40 CFR 260, 261, 262, 273, and 279 regulations. To ensure the proper storage and management of hazardous materials, solid waste, non-hazardous waste, and hazardous waste brought on-site for use, contractors and vendors must use only the necessary amount of hazardous materials and solid waste materials required on-site for that work day. The contractor shall ensure no excess hazardous materials or solid waste are left onsite after conducting preventive maintenance operations on any DEA property. Once all onsite work is completed, the contractors and vendors shall take all hazardous materials, solid waste, non-hazardous waste, and hazardous waste off-site for disposal. Contractors and vendors are responsible for ensuring their employees are properly trained in hazardous materials and hazardous waste management by OSHA 29 CFR 1910.1200, 1910.120, and EPA 40 CFR 262 per state and federal regulations as required at the work site.

Clean Up and Damage Prevention

The Contractor shall be responsible for the removal and disposal of all unneeded materials and trash generated in the performance of the work in this Scope. All efforts will be made by the contractor to recycle the refuse generated in the accomplishment of this project to the greatest extent possible.

The Contractor shall keep all building and work areas safe and free of debris while working onsite. Care is to be exercised in the removal and disposal of all materials.

The contractor shall be responsible for ensuring the safety of all persons on or around their working thru a designated Safety Person, including additional personnel when needed for life safety /traffic control when using any cranes and/or rigging equipment.

The Contractor shall be responsible for any damage to Government, building, and/or personal property damaged by any persons hired, employed, or contracted during the course of completing this work.

Finalization

The Contractor shall provide a test of the entire Chiller Unit one at a time on completion of the work detailed in this Scope keeping one chiller online throughout the project. The start-up will be scheduled in advance and coordinated with all parties having a vested interest in this project.

The finalization and acceptance of this project shall include but not be limited to:

Testing all equipment installed by The Contractor Checking all fluid and pneumatic fittings and connections.

Checking all wiring and electrical connections.

Checking all refrigeration connections.

Checking and documenting voltages, temperatures, flow, and pressures.

Checking and adjusting the chemical water treatment for the chilled water loop to 800 ppm.

Submittal of all Manufacturers literature and specifications on the installed equipment.

Submittal of O & M manuals for all installed equipment with Model and Serial numbers.

Completion of all manufacturers’ checklist and warranty paperwork.

Correct any deficiencies and place equipment in service.

Onsite POC, Inspections, Testing, and Acceptance

The DEA/FBI Facilities Unit/HVAC Shop will be the onsite POC’s for this project. A designated Staff Member and an alternate name/s shall be provided to the contractor Supervisor/Project Manager and their Administrative POC as the “go to” onsite contact/s.

The contractor shall refrain from any work-related questions and/or requests from any other DEA Staff or Contractors as any questions or requests that impact the project or it’s Scope of Work must be answered by or thru the Contracting Officer. No other Government

Employee (Federal or Contract) has the authority to change requirements or financially obligate the Government.

The FBI Trade Personnel (when asked by DEA) will perform random inspections of the contractors work throughout the project to ensure that the requirements of the scope are being followed, and the workmanship is consistent with code and industry standards.

The Contractor shall be responsible for testing all the work, materials, piping, equipment, and supporting infrastructure they reuse and/or install to ensure everything is in good working condition, leak and defect free, and will minimize any potential future problems.

It is the contractor’s responsibility to report any defects and present a remedy for DEA to evaluate.

When the contractor is finished all the required work for each chiller in this project, they will request a walk thru final inspection of the completed unit to DEA. The walk thru shall take place a minimum of 2 business days after the acceptance of the request to allow for a 48-hr. running of all the installed equipment at set point without any problems or failures.

After the 48-hr. successful test, the walk-thru will verify that the requirements of the scope have been met. When the second unit is completed and successfully inspected DEA Office of Training will inform the Contracting Officer that the project is complete.

Warranty

The contractor shall warrant all material and labor to be defect and problem free for a period of 1 year after written government acceptance. The contractor shall complete all information/documentation for all warranty requirements of the manufacturer.

If available from the Manufacturer (included or at additional cost), The Contractor shall provide a 5-year extended warranty to begin from the factory approved start-up date on each chiller.

DEA will contract/provide all warranty checks required by the manufacturer to keep the warranty in affect.

Attachments:

Request for Access Form USMC access information Directions to the DEA Training Academy