Statement of work breakdown.pdf

USCG STA Crystal River HVAC PMS Guide | v1.0

USCG Station Crystal River – HVAC Preventative

Maintenance Service Guide & SOW Breakdown

Status Active Solicitation

Author USCG Miami Contracting Office

Date August 2026

Version 1.0

Table of Contents

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1. Project Overview & Scope of Work

This document provides a comprehensive breakdown of the preventative maintenance services (PMS) and corrective repair requirements for the Heating, Ventilation, and Air Conditioning (HVAC) systems at the United States Coast Guard (USCG) Station (STA) Crystal River, located at 10684 N Suncoast Blvd, Inglis, FL 34449.

Under the Federal Acquisition Regulation (FAR) Part 13 (Simplified Acquisition Procedures – SAP), the

USCG Miami Contracting Office is structuring this procurement as a Firm-Fixed-Price (FFP) contract. The contract period of performance consists of one (1) Base Year and four (4) 12-month Option Years, representing a potential five-year total contract lifecycle.

The primary objective is to ensure the continuous, optimal, and safe operation of the station's entire

HVAC footprint, comprising 67 distinct assets situated inside Building #856389. To achieve this, the contractor is required to perform two distinct tasks:

• Task One (CLIN 001): Routine Preventative Maintenance Services (PMS) in strict accordance with the designated USCG SAM Job Plans and manufacturer recommendations.

• Task Two (CLIN 002/003): Routine Service Calls and Corrective Repairs with an annual cap of 40 labor hours and a Not-to-Exceed (NTE) parts limit of $5,000.00 per year.

2. Equipment Frequencies & Quantity Summary

A thorough review of Technical Exhibit 2 (Building Equipment List) indicates that the 67 HVAC assets are categorized under four primary service cadences. Note that several units (such as the Chiller and

Dehumidifier) are subject to multiple service schedules to ensure comprehensive seasonal and operational coverage.

Frequency Asset Count Key Systems Covered

Monthly 5 Assets Chiller (CH-1), Dehumidifier (DH-1), and three Unit

Heaters (UH-1, UH-2, UH-3)

Quarterly 10 Assets Air Compressor (SAC-1), Air Handling Units (AHU-1, AHU-

2), Make-Up Air (MAU-1), Dual Outside Air (DOAU-1), Fan

Coil Unit (FCU-1), Split Systems & Condensing Units (DAC-

1, DAC-2, DCU-1, DCU-2)

Semi-Annual 36 Assets Water Heaters (EWH-1 to EWH-3), Exhaust Fans (EF-1 to

EF-10), Wall Circulating Fans (DD-1 to DD-4), Variable Air

Valves (VAV 1-1 to VAV 2-8), Fan Coil Unit (FCU-1), Dehumidifier (DH-1)

Frequency Asset Count Key Systems Covered

Annual 30 Assets Air Dryer (AD-1), Air Handling Units, Chiller, Make-Up Air, Unit Heaters, Air Valves (AV-1 to AV-7), Split Systems &

Condensing Units, Motorized Dampers (MD-3 to MD-11), Central HVAC Control System

3. Detailed Job Plan Service Requirements

Potential vendors must perform maintenance checks in strict compliance with the following detailed job plans compiled directly from pages 33 to 41 of the SOW:

3.1 Air Handling Units (AHUs), Make-Up Air (MAU-1), & Dual Outside Air (DOAU-

1)

Applicable Job Plans: 1780 & 1783 (Quarterly), 1778 & 1958 & 1948 (Annual)

3.1.1 Quarterly Requirements (Every 3 Months)

• Interview station operators to identify any cooling or heating performance deficiencies.

• Check the control panel and the complete unit for proper overall operation.

• Listen and inspect for any unusual noise or vibration.

• Inspect belt condition, tension, and alignment; adjust or replace as necessary.

• Lubricate all fan shaft and motor bearings.

• Filter Replacements: Verify the highest filter rating the equipment can handle. If the unit is rated for

MERV-13 or higher, install a MERV-13 filter; if lower, install the highest-rated filter possible (as outlined in SOW Section 7.2 Filter List).

• Inspect exterior piping and valves for slow leaks; tighten connections.

• Clean around the unit.

3.1.2 Annual Requirements (Every 12 Months)

• Perform all quarterly maintenance checks.

• Vacuum and brush clean coils, blower assembly, motor, and drain pans.

• Pressure wash the condenser coils using an approved coil cleaner solution.

• Verify refrigerant operating pressures; add refrigerant as necessary.

• Clean and clear the evaporative drain pan and condensate drain line with solvent.

• Cycle the reverse cycle heating/cooling valves to verify smooth operation.

3.2 Air-Cooled Reciprocating Chiller (CH-1 – Over 25 Tons)

Applicable Job Plans: 2054 (Monthly), 2053 (Annual)

3.2.1 Monthly Requirements (12 Events/Year)

• Check unit for proper operation, excessive noise, or vibration.

• Run system diagnostics on the main controls.

• Verify the oil level in the lead compressor's sight glass; add oil if required.

• Monitor and log the liquid line sight glass, oil pressure, and refrigerant pressures.

• Check evaporator and condenser surfaces for early signs of corrosion.

• Verify that the plumbing and valves are leak-free; clean the chiller area.

3.2.2 Annual Requirements (1 Event/Year)

• Perform all monthly checks.

• Clean the intake side of the condenser coils, fans, and intake screens.

• Inspect all blowers and fan blades for imbalances or bent components.

• Lubricate compressor/shaft bearings.

• Perform a complete electrical inspection: check wiring, terminals, contactors, and tighten all connections.

3.3 Split Systems & Condensing Units (DAC-1, DAC-2, DCU-1, DCU-2)

Applicable Job Plans: 9327 & 1947 (Quarterly), 9321 & 1946 (Annual)

3.3.1 Quarterly Requirements

• Perform routine operational checks, check filters, clean intake screens, and verify belt tension.

• Check refrigerant pressures and cycle reverse valves.

3.3.2 Annual Requirements

• Perform deep cleaning: pressure wash coils, vacuum out electrical cabinets, clean and solvent-flush the drain piping, and check electrical contacts.

3.4 Variable Air Volume (VAV) Control Boxes

Applicable Job Plan: 1788 (Semi-Annual – 2 Events/Year)

3.4.1 Semi-Annual Requirements

• Open the VAV control box access panel and inspect the interior.

• Ensure all pneumatic tubing and electrical connections are secure and tight.

• Verify that the arm on the damper motor output shaft is tight.

• Cycle the actuator to ensure that the damper blades open and close fully.

• Lubricate the actuator linkage and damper blade pivot points.

3.5 Dehumidifiers (DH-1 – Quest 105 Dual)

Applicable Job Plans: 1807 (Monthly), 1795 (Semi-Annual)

3.5.1 Monthly Requirements

• Check filters for blockage/fouling; clean or replace.

• Inspect wheel seals for punctures.

• Verify outlet temperature.

3.5.2 Semi-Annual Requirements

• Clean the desiccant wheel and inspect the wheel faces for softening.

• Check the gear reducer oil level; lubricate all wheel, blower, and motor bearings.

• Inspect wheel and blower belts for wear, tension, and alignment.

• Check reactivation ductwork for condensation and air leaks.

3.6 Exhaust Fans & Wall Circulating Fans (EF-1 to EF-10, DD-1 to DD-4)

Applicable Job Plan: 1841 (Semi-Annual – 2 Events/Year)

3.6.1 Semi-Annual Requirements

• Cycle the local switch to test start/stop functions.

• Check bearings for noise, vibration, and overheating; lubricate bearings.

• Inspect and adjust belts.

• Clean fan blades and the surrounding structure.

3.7 Unit Heaters & Baseboard Electric Heating (UH-1 to UH-3, Baseboard Units)

Applicable Job Plans: 11337 (Monthly - Seasonal), 8486 (Annual)

3.7.1 Monthly Requirements (Seasonal)

• Ensure a 6-inch clearance around baseboard heaters.

• Vacuum louvers using a soft brush.

• Inspect for signs of overheating or soot.

3.7.2 Annual Requirements (Electric Unit Heaters)

• Disconnect and Lockout (LOTO) the circuit.

• Vacuum coils and internal heating grids.

• Change filters, check controls, and oil motor bearings.

3.8 Water Heaters (EWH1, EWH2, EWH3)

Applicable Job Plan: 6576 (Semi-Annual – 2 Events/Year)

3.8.1 Semi-Annual Requirements

• Inspect fittings and support straps.

• Flush the tank: connect a hose to the drain valve, drain accumulated sediment until water runs clear, and reseal.

• Test the temperature and pressure (T&P) relief valve.

3.9 Air Compressors & Air Dryers (SAC-1, AD-1)

Applicable Job Plans: 1740 (Quarterly), 9627 (Annual)

3.9.1 Quarterly Requirements (Air Compressor)

• Check and top off compressor oil.

• Verify the pressure relief valve, belt tension, and low-pressure cut-in.

• Drain water from the storage tank and inspect discharged fluid for corrosion.

• Clean cooling fans.

3.9.2 Annual Requirements (Air Dryer)

• Check basic operations, electrical controls, and the condensate drain for blockages.

• Check refrigerant charge and motors; top off lubricants.

3.10 Air Valves & Controls System (AV-1 to AV-7, Central Control System)

Applicable Job Plans: 1728 (Annual), 1787 (Annual)

3.10.1 Annual Requirements

• Clean control panel compartments using a vacuum.

• Verify temp/humidity sensor setpoints.

• Check pilot valves, electronic relays, and pressure regulators.

• Cycle fire dampers: remove fusible links, ensure blades operate freely, lubricate pivots, and replace fusible links.

4. SOW-Compliant CLIN Pricing Structure

To ensure mathematical accuracy and complete alignment with Section 5.13 of the SOW, the solicitation incorporates a FFP CLIN structure across a 5-year lifecycle. Vendors must provide their pricing in accordance with the spreadsheet format below:

CLIN Description Pricing Formula / Terms Price

Base Year

001 Preventative Maintenance Calculated from the 67-item Equipment Detail list

$ [Auto-Linked]

002 Corrective Maintenance Labor

Flat Rate for 40 hours (Hourly Rate * 40)

$ [Vendor Input]

003 Corrective Maintenance Parts Hardcoded NTE Parts Limit $ 5,000.00

Subtotal Base Year Total Sum of CLINs 001 + 002 + 003 $ [Calculated]

CLIN Description Pricing Formula / Terms Price

Option Year I

101 Preventative Maintenance Flat PM Price for Option Year I $ [Vendor Input]

102 Corrective Maintenance Labor

Flat Rate for 40 hours (Hourly Rate * 40)

$ [Vendor Input]

103 Corrective Maintenance Parts Hardcoded NTE Parts Limit $ 5,000.00

Subtotal Option Year I Total Sum of CLINs 101 + 102 + 103 $ [Calculated]

Option Year II

201 Preventative Maintenance Flat PM Price for Option Year II $ [Vendor Input]

202 Corrective Maintenance Labor

Flat Rate for 40 hours (Hourly Rate * 40)

$ [Vendor Input]

203 Corrective Maintenance Parts Hardcoded NTE Parts Limit $ 5,000.00

Subtotal Option Year II Total Sum of CLINs 201 + 202 + 203 $ [Calculated]

Option Year III

301 Preventative Maintenance Flat PM Price for Option Year III $ [Vendor Input]

302 Corrective Maintenance Labor

Flat Rate for 40 hours (Hourly Rate * 40)

$ [Vendor Input]

303 Corrective Maintenance Parts Hardcoded NTE Parts Limit $ 5,000.00

Subtotal Option Year III Total Sum of CLINs 301 + 302 + 303 $ [Calculated]

Option Year IV

401 Preventative Maintenance Flat PM Price for Option Year IV $ [Vendor Input]

402 Corrective Maintenance Labor

Flat Rate for 40 hours (Hourly Rate * 40)

$ [Vendor Input]

403 Corrective Maintenance Parts Hardcoded NTE Parts Limit $ 5,000.00

Subtotal Option Year IV Total Sum of CLINs 401 + 402 + 403 $ [Calculated]

Total Grand Total Contract Cost Sum of Base Year + All Option Years

$ [Calculated]

5. Security & Compliance Requirements

Because USCG Station Crystal River is a secure federal military installation, strict security compliance must be met:

1. CAC Access (Tier 1 Background Check): All personnel requiring recurring physical access (2+ times a week or 8+ times a month for 6+ months) must undergo a Tier 1 background investigation and obtain a Common Access Card (CAC).

2. Escorts & Secure Office Spaces: Access to secure offices requires physical escorts. No personal electronic devices (PEDs), including mobile phones and tablets, are permitted inside secure workspaces.

3. Cybersecurity: Any diagnostic laptop or tablet connected to the HVAC control system must maintain up-to-date antivirus definitions, remain disconnected from external networks, and be physically monitored on-site. Remote diagnostics are prohibited.

4. Uniforms & Identification: All vendor employees must wear clean, professional uniforms displaying the company name in characters legible from 10 feet.