Statement of Work.pdf

Statement of Work (SOW) Air Handler Unit #1 & #2 Compressor Replacement and Refrigeration System Restoration on Bldg 100

1. Introduction

The United States Coast Guard is seeking a qualified mechanical contractor to furnish all labor, supervision, materials, equipment, tools, transportation, and incidentals necessary to replace failed refrigeration compressors and restore two existing air handling units (AH-1 and AH-2) to full operational service.

The objective of this project is to safely replace the failed compressors, verify the integrity of each refrigeration system, eliminate any refrigerant contamination, and return both air handling units to reliable operating condition in accordance with manufacturer recommendations, applicable building codes, EPA regulations, and industry best practices.

2. Scope of Work:

The contractor shall perform the following work:

2.1 General Requirements

Coordinate all work with the United States Coast Guard.

Provide qualified technicians experienced in commercial HVAC refrigeration systems.

Provide all required labor, supervision, tools, lifting equipment, testing instruments, consumables, and materials necessary to complete the project.

Isolate equipment and safely shut down utilities prior to commencing work.

Follow all applicable OSHA safety requirements and facility-specific safety procedures.

2.2 Air Handling Unit AH-2

The contractor shall:

Recover all refrigerant from the refrigeration system using EPA-approved recovery procedures.

Properly dispose of or recycle refrigerant in accordance with federal regulations.

Disconnect and remove the failed compressor.

Perform an acid test of the compressor oil and refrigeration circuit.

If acid contamination is present:

o Perform complete system acid cleanup.

o Neutralize contaminants using approved methods.

o Replace contaminated compressor oil.

o Conduct follow-up testing confirming removal of acid contamination.

o Furnish and install a new compressor compatible with the existing system.

o Replace all associated mounting hardware, fittings, seals, electrical connections, and installation materials necessary for proper operation.

o Evacuate the refrigeration system to manufacturer-recommended vacuum levels.

o Recharge the system with new R-410A refrigerant in accordance with manufacturer specifications.

o Start, commission, and verify proper equipment operation.

Record and verify:

o Suction and discharge pressures o Refrigerant temperatures o Superheat o Subcooling o Compressor amperage o Overall equipment performance

Repair/renew latches on all condensing units access panels to ensure proper sealing.

2.3 Air Handling Unit AH-1

Recover all refrigerant using EPA-approved procedures.

Disconnect and remove the failed compressor.

Perform an acid contamination test on the refrigeration circuit and compressor oil.

If contamination is identified:

o Perform complete acid cleanup.

o Replace contaminated oil.

o Verify successful contaminant removal through follow-up testing.

o Furnish and install a new compressor compatible with the existing equipment.

o Replace all required mounting hardware, fittings, electrical terminations, and installation components.

o Pressurize the refrigeration system using dry nitrogen.

Perform a comprehensive leak inspection of all accessible:

o Refrigerant piping o Valves o Brazed joints o Mechanical fittings o Service ports o Accessible refrigeration components o Repair minor accessible refrigerant leaks identified during testing that can be corrected without major system modification.

o Document any additional deficiencies discovered outside the project scope and provide written recommendations to the Government.

o Evacuate the refrigeration system to manufacturer-recommended vacuum levels.

o Recharge the system with new R-410A refrigerant.

o Start and commission the unit.

Verify and document:

o Operating pressures o Refrigerant temperatures o Superheat o Subcooling o Compressor amperage o Overall operational performance

2.4 Testing and Commissioning

Upon completion of installation, the contractor shall perform complete operational testing to verify proper equipment performance.

Testing shall include, at a minimum:

Refrigerant charge verification Compressor operation Electrical performance Operating pressures Temperature differential Refrigerant circuit performance Leak verification Safety control operation Overall equipment functionality

The contractor shall correct any deficiencies identified during startup before requesting final acceptance.

2.5 Environmental Requirements

The contractor shall comply with all applicable federal, state, and local environmental regulations regarding refrigerant handling.

Requirements include:

EPA-certified refrigerant recovery Proper refrigerant disposal or recycling Prevention of refrigerant releases Proper handling and disposal of contaminated oil and waste materials

2.6 Codes, Standards, And Safety

All work shall comply with:

National Electrical Code (NEC) OSHA regulations Applicable federal, state, and local codes Coast Guard facilities and safety requirements

The Contractor shall coordinate outages with the Unit Representative and comply with all lockout/tagout procedures.

2.7 Contractor Qualification and/or Certifications:

Be licensed to perform commercial HVAC mechanical work in the State of California.

Employ technicians qualified to service commercial refrigeration systems utilizing R-410A refrigerant.

Comply with all OSHA safety requirements.

Maintain EPA refrigerant handling certification.

Demonstrate experience performing compressor replacements on commercial

HVAC equipment of similar size and complexity.

2.8 Deliverables

The Contractor shall provide:

Startup and commissioning reports Refrigerant charge documentation Operational test results Leak testing results Acid testing documentation (if applicable) List of installed equipment and major components Manufacturer warranty information Written notification of any additional deficiencies observed but not included within this Scope of Work

2.9 Final Acceptance

Final acceptance shall occur after:

Completion of all work described herein.

Successful startup and commissioning of both air handling units.

Submission of all required closeout documentation.

Verification by the United States Coast Guard representative that both systems are operating safely, reliably, and in accordance with manufacturer specifications.

3. Type of Contract Contemplated:

This will be a firm-fixed priced purchase order.

4. General Requirement:

Prior to contract issuance the prospective contractor MUST HAVE completed and current enrollment into the System for Award Management (SAM), enrollment information can be found at: https://www.sam.gov/. Failure to do so WILL result in disqualification and reissuance of the contract.

CONTRACTOR REQUIREMENTS

1. During the execution of this contract, the Contractor shall conform to the rules and regulations as set forth by EPA and OSHA Safety and Health Standards, 29 CFR Part 1926 - Safety and Health Regulations for Construction and California Code of Regulations, Title 8, Div. 1, Ch. 4, Subchapter 4 Construction Safety Orders, and EM 385-1. When the standards differ, the more restrictive standard shall apply. The contractor shall provide barriers, temporary fencing, trench covers, etc. wherever work could cause injury to workers, visitors, Coast Guard personnel, or dependents. An Accident Prevention Plan shall be submitted by the contractor prior to any commencement of work.

2. The Contractor and/or its personnel shall refrain from smoking while inside any federal buildings, within 50 feet of any entrance to the buildings, and within 50 feet of any flammables. A designated smoking area is available on-site.

3. The Contractor shall provide all management, supervision, labor, materials, supplies, and equipment (except as otherwise noted herein).

4. Refuse, excess or waste materials resulting from construction operations shall become the property of the Contractor and shall be recycled and/or disposed of off Government property. All disposals shall be done in accordance with federal, state, and local laws and regulations.

5. The location or lay down area of materials will be available on base with location to be determined by COR and Facilities Engineer depending on size. The Contractor shall be responsible for protecting materials stockpiled against weather, damage, theft, and other risks of loss. The Coast Guard assumes no responsibility for material or equipment left in the storage area.

6. Limited water and standard 120v electricity are available. Cost of these utility connections and disconnections of machinery or equipment shall be the responsibility of the Contractor. Personnel using extension cords to bring power from another location for construction, maintenance, remodeling, etc., shall employ portable ground fault circuit interrupters (GFCIs), even if connecting to building wiring. Use of portable generators is authorized at contractor expense to power portable equipment.

7. The Contractor shall plan, schedule, coordinate and assure effective service to meet U.S. Coast Guard requirements.

8. Investigate the site per FAR 52.236-3 to ascertain the general and local conditions which can affect the work or its cost. Photographs may be provided for reference; however, it is highly encouraged the contractor field verify to identify all factors or interferences concerning the job being sought.

9. Contractor shall field verify all information provided.

GOVERNMENT RESPONSIBILITIES

1. The government will provide Contractor personnel with access to all spaces necessary for any component associated with this project during normal business hours. Office building hours are as follows: Monday through Friday 0700 through 1700 (7am – 5 pm).

2. No work shall be scheduled during Federal Holidays or Weekends, unless prior approval.

3. All Contractor access to designated restricted and/or controlled access spaces will be coordinated with the Command Security Officer prior to accessing these spaces. Once in these spaces, Contractor personnel will be monitored by Coast Guard personnel with appropriate access and clearance to be inside these designated restricted and/or controlled access spaces throughout the performance of work in these spaces. At no time shall the entry points of these spaces remain unlocked to facilitate ease of installation.

REPORTING REQUIREMENTS

The contractor is required to provide verbal progress reports daily for the period of project duration.

The progress report shall cover all work completed during the day and shall present the work to be accomplished during the subsequent period. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation.

CONTRACTOR EXPERIENCE

1. The Contractor shall provide a Certificate of Insurance to indicate the liability, property, and accident coverage held by the Contractor, as well as any optional insurance recommended by the Contractor.

2. The Contractor and its personnel shall conform with the same high standards of behavior applicable to the maintenance of government equipment. All individuals performing any portion of maintenance and/or installation associated with this project shall be properly trained and qualified for the work to which that is assigned.

SECURITY REQUIREMENTS

1. The Contractor and its personnel performing work under this project shall be always escorted whenever work is to be performed in designated restricted and/or controlled access spaces. At no time shall the Contractor and its personnel be left unattended while working in designated restricted and/or controlled access spaces. Escorts shall be Coast Guard members currently assigned to the designated facility complex with appropriate clearance levels and access to be in the specific designated restricted and/or controlled access space at the time work is to be performed.

2. The Contractor shall provide employee information for all foreign nationals (defined as those employees not currently designated a U.S. Citizen as determined by applicable U.S. law, regulation, or policy) prior to the commencement of any on-site work related to this project and entry onto the premises of the U.S. Coast Guard owned facilities. Individuals determined to meet the criteria to be considered a foreign national will be allowed access to U.S. Coast Guard owned facilities; however, these individuals will be prohibited from accessing the designated restricted and/or controlled access spaces, even when under escort, unless otherwise approved by the Command Security Officer.

3. The Contractor shall provide a personnel roster of all individuals assigned to perform work under this project, listing the dates work is to be performed by the individual – daily rosters may be provided for ease of facilitating the next day’s work.

4. The Contractor and its personnel shall provide a valid non-expired state or federal issued photo identification card or credential upon accessing U.S. Coast Guard owned facilities and whenever entering the main entrance. Identification cards or credentials shall be handed to the sentry and front desk watch-stander for visual inspection and validation. Failure to provide a valid non-expired state or federal issued photo identification card or credential will prevent your access to U.S. Coast Guard owned facilities, even if under escort.

5. Any U.S. Coast Guard facilities credentials issued to the Contractor and its personnel shall clearly indicate an expiration date no later than the period of this project. Each credential issued will be tracked and surrendered upon request by the Coast Guard or upon completion of this project, whichever occurs first. All issued credentials shall be always worn and visible. Whenever actively working, the credential may be removed as a safety precaution but shall be immediately returned to a visible location on person when no longer a safety concern.

6. Contractors shall provide the COR with 24 hours of advance notice of every delivery to the site (e.g., concrete, lumber, parts, etc.) and provide the company name, delivery person, and phone number of the firm(s) making deliveries. All vehicle access to government property requires vehicle registration and proof of liability insurance. Otherwise access to the Coast Guard facility may be denied.

PERIOD OF PERFORMANCE

The installation of all associated components in this project shall be completed within thirty (30) calendar days after award date.

INVOICE INSTRUCTIONS

In conjunction with the subject award, proper invoices will be submitted through the Invoice Processing Platform (IPP) at https://www.ipp.gov/. IPP is a secure web-based electronic invoicing system provided by the U.S. Department of the Treasury's Bureau of the Fiscal Service in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency.

Actions to take:

If you are already enrolled in IPP: If your company is already registered to use IPP, you will not be required to re-register, and you do not need to contact IPP.

If you are NOT already enrolled in IPP: The point of contact you provided in your SAM.gov registration will receive two emails from ipp.noreply@mail.eroc.twai.gov. Please note that emails from this email address may filter into your spam or junk folder. The first email will have the IPP Logon ID and a link to the IPP application. A second email, which will be sent within 24 hours of the first email, contains a temporary password. Once your contact receives these emails, please ensure they log into IPP and complete the registration process.

Once registered to use IPP, your company may submit invoices electronically, receive e-mail notifications when requests are paid, view payment history, and access remittance downloads. The e-mail notification of payment is sent when a payment is distributed to your bank account and may include the following payment information: Date of payment, dollar amount, invoice number, paying agency, payee name, and ACH trace number.

Vendor training materials, including a first-time login tutorial, are available on the https://www.ipp.gov/ website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities, ranging from creating and submitting an invoice to setting up email notifications. Live webinars are held monthly and provide a great opportunity to learn the basics of the system and to call in and ask the IPP team questions about the IPP application.

IPP Customer Support is available to assist users of the system and can answer your questions related to accessing IPP or completing the registration process.

Toll-free number: 866-973-3131 Email address: IPPCustomerSupport@fiscal.treasury.gov

Hours of operation: Monday through Friday (excluding bank holidays) from 8:00 am - 6:00 pm EST