Statement of Work HVAC Maintenance Eagle Point National Cemetery.pdf

Statement of Work HVAC Maintenance Requirement

Eagle Point National Cemetery

The National Cemetery Administration (NCA) honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of appearance and procedures performed by the Contractor at Eagle Point National Cemetery shall reflect the nation’s concern for those interred here and exhibit absolute decorum, composure, and stability (Enforceable under Title 38, USC Part 1, Chapter 9, Section 5901).

1. GENERAL

1.1 Scope- The contractor shall perform HVAC, Ice Machine and Air Supply Maintenance at Eagle Point National Cemetery. Contractor shall provide all materials, parts, equipment, labor, and supervision necessary to perform Maintenance Services on all listed below units. Contractor shall provide an HVAC Maintenance Plan, Ice Machine Maintenance Plan and Air Supply Plan.

2. Location: Eagle Point National Cemetery, 2763 Riley Rd., Eagle Point, OR 97524

3. Period of Performance- A base year and four (4) option (12 month) periods.

4. Location of equipment, quantity, and model numbers.

Location 4 Ton Units

2 Ton Units Air Handler Model #

Admin Building 1 1 2 Ton RH3VZ2417STACNJ 4 Ton RH3VZ4821STACNJ

Public Restrooms 1 2 Ton RH3VZ2417STACNJ

Maintenance Building 1 1 2 Ton RH3VZ2417STACNJ 4 Ton RH3VZ4821STACNJ

Location 4 Ton Units

2 Ton Units Heat Pump Model #

Admin Building 1 1 2 Ton RD17AZ24AJ3NA 4 Ton RD17AZ48AJ3NA

Public Restrooms 1 2 Ton RD17AZ24AJ3NA

Maintenance Building 1 1 2 Ton RD17AZ24AJ3NA 4 Ton RD17AZ48AJ3NA

Location 4 Ton Units

2 Ton Units Filter Sizes

Admin Building 1 1 2 Ton 16x20x2/4 Ton 20x25x2

Public Restrooms 1 2 Ton 16x20x2

Maintenance Building 1 1 2 Ton 16x20x2/4 Ton 20x25x2

Location ConsERV Model Number Admin Building D01l-FSS-ASHHHH

Public Restrooms D02l-FSS-ASHHHH

Maintenance Building D03l-FSS-CSHHHH

5. Specific tasks

5.1 The Contractor shall perform the following maintenance on a quarterly basis on all units:

Check exterior conditions of the equipment and report any deficiencies.

Inspect all motors and bearings.

Check equipment general conditions and proper operation.

Check coil condition.

Check refrigerant cycle in both heating and cooling.

Check safety controls.

Check condensate pans and drains for obstructions.

Replace filters with MERV13 pleated filters (All filters must be dated and initialed by the installing mechanic) Check and tighten belts. Provide and replace with cog belts if worn. (Site must have 1 additional belt for each belt driven motor) Check bearings. Lube, as needed.

The Contractor shall report all findings and maintenance performed to COR within 3 business days.

5.2 The Contractor shall perform all maintenance on all units on an annual basis:

Clean evaporator and condenser coil. Coils are to be cleaned with a non-acidic, detergent coil cleaner suited for condenser and evaporator coils

Verify refrigerant charge and super heat and subcooling meet manufacturer recommendations.

Verify refrigerant levels and temperature drop across the evaporator coil.

Check contacts for burn, pitting or resistance issues.

Flush condensate drains and fill P traps.

Flush and clean roof scuppers Check and set time clocks and schedules for all thermostats. Replace batteries as needed.

The Contractor shall clean all ductwork and Air Vents.

The Contractor shall report all findings and maintenance performed to COR within 3 business days.

Location Ice-O-Matic

Honor Guard Room Model # CIM 0330 H A5

5.3 The contractor shall perform all maintenance on the Ice Machine once every Six Months:

Check ice bridge thickness.

Check water level in Sump.

Clean the condenser (air-cooled machines) to ensure unobstructed air flow.

Location Filter Sizes Admin Building 2@ 20x25x2

Public Restrooms 2@ 20x25x2 Maintenance Building 2@ 20x25x2 / 2@ 12x20x2

Location ITEMS

Maintenance Shop Exhaust Air Supply Duct/Air Supply Duct/ Control Panel Model # ET1725CR (Intermatic)

Calb Trol RM Two Air Vents Fertilizer RM Two Air Vents

Check for leaks of any kind: water, refrigerant, oil, etc.

Check the bin control switch (if applicable) for proper adjustment.

Check the Water Regulating Valve (water cooled machine) for proper adjustment by measuring the discharge pressure which should be adjusted to maintain 250 psi (17.01 bar/1.723 MPa). Adjust the water regulating valve as required. Water exiting the condenser should be between 100 F (38 C) and 110 F (43 C).

Check all electrical connections.

Oil the fan motor if the motor has an oil fitting. (Self-Contained air-cooled models only).

Check the water filter (if applicable) and replace if dirty or restricted.

Inspect the evaporator water distribution tube to insure even distribution of water across the face of the evaporator.

Clean Remote Condenser if applicable.

The Contractor shall report all findings and maintenance performed to COR within 3 business days.

6. Point of Contact-The following personnel will be the cemetery representatives for this contract

Cemetery Director: Noel Lalanne

TEL: (541)826-2511

Noel.Lalanne@va.gov

COR: Jason Becker

TEL: (541)864-0737

Jason.Becker@va.gov

6.1 Parking: The Contractor shall coordinate with the Cemetery Director, or COR for parking facilities and any other needs for the work. Public access to the National Cemetery shall not be impaired.

6.2 All work will be coordinated with the Contracting Officer’s Representative (COR). Only the Contracting Officer (CO) has the authority to make changes to the contract that affects price and/or time. Work will be conducted in such a manner to minimize the impact on the Cemetery operations.

7. FEDERAL HOLIDAYS: The cemetery will be open on one day of every HOLIDAY/three-day weekend. Additional work hours may be authorized for the convenience of the Contractor upon written approval of the COR(s).

New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

7.1 When a National Holiday falls on a Sunday, the following Monday shall be observed as a National Holiday. When a National Holiday falls on a Saturday, the proceeding Friday is observed as a National Holiday by U.S. Government agencies. Also included, would be any other day, specifically declared by the President of the United States of America to be a National Holiday.

a) The Contractor is required to discontinue his work efficiently in advance of Easter Sunday, Mother’s Day, Father’s Day, Memorial Day, Veteran’s Day and/or Federal Holidays to permit him to clean up all areas of operation adjacent to existing burial plots before these dates.

b) Cleaning up shall include the removal of all equipment, tools, materials, and debris and leaving the area in a clean, neat condition.

c) Site work will be accomplished between the hours of 8:00 and 4:30, Monday through Friday, except Federal Holiday’s. Work outside of the Cemetery’s normal operating hours of 8:00 am to 4:30 pm shall be permitted on by approval of the COR and to only meet the Period of Performance.

8. REQUIREMENTS:

8.1 The Contractor shall submit a Maintenance Plan that outlines the maintenance activities to be performed throughout the year within 30 days of contract award and delivered electronically to COR Team.

8.2 The Contractor shall develop and provide a work completion report delivered to COR for all work performed during maintenance visit. The contractor shall deliver the report to the COR upon completion of work.

8.3 The Contractor shall provide a fall protection plan, before they start work on the project, and submit to the COR electronically.

8.4 For all repair work outside of the scope of this SOW, provide a quote for repair to COR within 5 workdays of the identified need.

8.5 Before beginning any work, the Contractor shall survey the site and examine the drawings and review the scope of work to determine the extent of the work. The Contractor shall take the necessary precautions to avoid damages to existing items to remain in place, to be reused or to remain the property of the Cemetery. Any damaged items shall be repaired or replaced at the Contractors expense as directed by the COR.

8.6 Thoroughly clean up the work area at the end of each day’s work and at completion of the project. Leave premises clean and free of waste, scrap, used equipment or other material intentionally or incidentally delivered to the site by Contractor or Contractor’s personnel.

8.7 The Contractor shall protect from damage all existing improvements, equipment, structures, facilities, grounds, and utilities at or near the work site or adjacent property. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuse to repair the damage promptly.

8.8 Upon completion of contact, deliver work complete and undamaged. Existing materials, equipment, structures, facilities, grounds and disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in good condition as existed before commencing work.

8.9 At Contractor’s own expense, Contractor shall immediately restore to service and repair any damage caused by Contractor’s workmen to existing piping and consults, wires, cables, etc., of utility services or of fire protection systems, communication systems (including telephone) which are not scheduled for discontinuance or abandonment.

8.10 Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original existing construction, except as otherwise shown or specified.

8.11 The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site not to be removed and do not reasonably interfere with the work required under this contract.

8.12 The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be made known by the Contractor. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in the performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

8.13 All utilities required for the continuous operation of all existing facilities shall be always maintained in service except when disruptions are needed. The contractor shall inform the Cemetery Director and the Contracting Officer (CO) in writing 2 weeks prior to the need shutdown. When the option exists, implement options to minimize interruption of services to the facilities.

8.14 Coordination of Construction with the Cemetery Director: The burial activities at a National Cemetery shall take precedence over construction activities. The Contractor must cooperate and coordinate with the Cemetery Director, through the COR, in arranging construction the construction schedule to cause the least possible interference with Cemetery activities in actual burial areas. Construction noise during the committal services shall not disturb the service. Trucks and workmen shall not pass through the service area during this period.

9. STANDARDS OF EMPLOYEE CONDUCT:

9.1 The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National Cemeteries are national shrines. The standards of work appearance and procedures performed by the Contractor at this cemetery shall reflect this nations concern for those interred there.

Due to the sensitive mission of the cemetery and exhibit absolute decorum, composure, and stability all times.

9.2 Contractor personnel shall be required to adhere to the following standards of dress and conduct, as briefly mentioned here while performing work in the National Cemetery. These standards are enforceable under Title 38, USC, Part 1, Chapter 9, and Section 5901.

9.3 Clothing shall be presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine. Uniform shirts and hats are preferred. Clothing shall be clean and cleanliness and personal hygiene are imperative. T-shirts and/or tank tops as outer garments are prohibited. Protective/Safety clothing and shoes shall meet or exceed OSHA and state requirements.

9.4 Behavior and language must be appropriate, reverent, and respectful at all times.

9.5 Eating and drinking (except water) is prohibited in the work areas and within the sight of a committal shelter during a service.

9.6 Use of intoxicating beverages, any tobacco products, and illegal drugs on the Cemetery is strictly prohibited.

9.7 Contractor personnel shall not lean, sit, or stand on or against headstones or monuments. No tools, equipment’s or other items will be placed on or leaned on headstones or monuments.

9.8 The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employee(s) from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or contrary to the best interest of the Government. If the Contractor fails to act in this regard, or the reason for removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action will be referred to the Contracting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later date or time. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause;

unless the removal is directed by the COR and in later found to be invalid or and/or unreasonable by the Contracting Officer.

10. Compliance-

10.1 The Contractor shall follow all applicable State, Federal and OSHA safety regulations for work performed.

10.2 All work shall be performed in accordance with National, State, and Local Codes including the International Building Code (IBC), the International Mechanical Code (IMC), the International Plumbing Code (IPC), and the National Electrical Code (NEC).

10.3 All work shall be performed in accordance with the drawings and specifications. It shall be the Contractor’s responsibility to comply with all the applicable codes. The Contractor shall apply and obtain all applicable permits to comply with local, State and Federal regulations.

11. CONTRACTOR QUALITY CONTROL:

11.1 The Contractor shall guarantee that all work done under this contract shall be free form defaults and no faulty materials or workmanship with one (1) year warranty or extended manufacturer’s warranty. The Contractor hereby agrees to repair or replace deficiencies within the specified time frame by the direction of the Contracting Officer (CO) at the Contractor’s expense. And shall be corrected to the satisfaction of the Government.

12. Site- Supervisor-

12.1 The Contractor shall provide a Job Site Superintendent who speaks and write fluent English on site, and at all times when Contractor personnel are on the premises. The Job Superintendent will:

a. Review and Approve submittals.

b. Inspect the quality of work performed.

c. Certify the completed work for payment and other purposes.

Attachment A

Maintenance Shop

Carb Trol Rm

Fertilizer Bay