Statement of Work Template HVAC.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project General Information

1.0 Scope of Work

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

8.0 Security Requirements

Project Lewis and Clark Interpretive Center HVAC

General Information

1.0 Scope of Work

Contractor Requirements

3.0 Technical Requirements / Tasks

The Contractor shall provide all management, tools, materials, equipment, incidentals, and labor necessary to ensure proper operational of all HVAC system components at the Government office located at the Lewis and Clark National Historic Trail Interpretive Center (LCNHTIC), a public facility located in Giant Springs Heritage State Park in Great Falls, Montana, in a manner that will maintain a satisfactory condition and present a functioning HVAC system

The objective of this HVAC contract is to assist the Forest Service in providing a comfortable temperature environment with continuous fresh air to all who work and visit the facility and sufficiently supply humidity to protect the exhibit area.

PLACE OF PERFORMANCE

The LCNHTIC is located at 4201 Giant Springs Road, Great Falls, Montana. The facility to be maintained consists of approximately 17,100 square feet, which is divided into 22 rooms.

PERFORMANCE BASED SERVICE CONTRACT

This work is being solicited as a performance based, commercial item contract. Performance based means the Contractor is responsible for a quality end product. If an end product is not provided, an adjustment to the payment will be made. A commercial item contract streamlines the terms and conditions to resemble those already used in the everyday commercial marketplace. To meet performance expectations HVAC equipment shall be operational 365 days per year.

QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

Records of quality inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the site-specific quality control inspection plan shall be provided with the quote. The plan shall include (1) control procedures for security of Government-provided items such as keys, lock combinations; (2) location of the inspection documents; (3) corrective or preventive actions that will be taken to meet quality standards; (4) a customer comments feedback system; (5) designation of a quality control inspector that works directly with the Forest Service Contracting Officer Representative.

BUILDING SECURITY

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. The Contractor shall double check door access is closed and locked when exiting building.

The Contractor shall prevent their employees from disturbing papers or other personal property on desks, opening drawers and cabinets, making personal use of the government property furnished under this contract, or personal use of electronic equipment telephones, fax machines, computers, copy machines, etc.

The contractor shall supply to the COR, a complete list of contractor’s employees working in the Center. The contractor shall notify the COR immediately of any personnel changes.

SAFETY

The Contractor is solely responsible for personnel selection, training, and supervision, as well as provision and use of the equipment, supplies and methods used in performance of this work, to ensure safe site working conditions for the personnel employed under this contract. The Contractor shall also abide by all applicable laws, regulations and best management practices regarding worker safety. In the event of an emergency such as fire, injury or criminal activity, the Contractor’s staff shall immediately call 911 before calling the COR or Contractor. No one under the age of 18 is allowed on the worksite due to safety reasons.

SUPERVISION AND QUALIFICATIONS

4.0 Government Furnished

1. Water and electrical power for Contractor's use to perform service.

Note: The Contractor shall notify the Government when Government furnished supplies are within two weeks of depletion.

5.0 Deliverables / Schedule

Work Schedule Work schedule will be performed on a quarterly basis with one maintenance visit per quarter 1st Quarter August 1st through October 31st 2nd Quarter November 1st through January 31st 3rd Quarter February 1st through April 31st 4th Quarter May 1st through July 31st

During quarterly visits the technicians shall inspect, adjust, lubricate, repair, and maintain the system components listed below:

Qty. Tag(s) Description 1 AHU-1 Trane Air Handler 1 ACC-1 Trane RAUCC50 air cooled condenser 2 B-1 & B-2 HW Boilers 2 BP-1 & BP-2 Boiler Pumps 1 HWP-1 & HWP-2 Pumps 1 H-1 Humidifier 1 Controls Tracer Summit Control System 2 EF Exhaust Fans 1 WT Water Treatment 1 UH Maintenance Room Unit Heater

During planned maintenance visits, services shall include:

1) Examination of all equipment to see that each component functions properly.

2) Lubrication of all gears, bearings and other points of contact.

3) Check and adjust as needed all linkage and drives to ensure proper operation.

4) Test and Cycle equipment after service is complete to ensure proper operation.

5) Tighten electrical connections yearly.

6) Replace belts on AHU-1 and Exhaust Fans yearly.

7) Check motor amperages, circuits and fluid levels.

8) Clean condenser coils and straighten fins, check condenser fans for proper operation.

9) Perform startup and shutdown procedures.

10) Have boiler water tested yearly.

11) Boilers yearly combustion analysis.

Temperature Control System:

1) Check system time and date.

2) Check software service patch is current, upgrade to latest service patch if needed.

3) Check alarms and bring to maintenance staff attention any alarms that need corrected.

4) Run following Standard Live Report/Site Reports

a) All Objects in Alarm Report

b) All Objects in Override Report

c) Equipment Diagnostic Report

d) Site Commissioning Report

Performance Expectations The service provider shall repair or replace, in an expedient manner, all broken or worn system components. The Contracting Officer Representative (COR) a written report following the completion of all scheduled visits. To meet performance expectations HVAC equipment shall be operational 365 days per year.

6.0 Travel

None

8.0 Security Requirements

Contractor shall double check entrance door to make sure it is locked.

404.1301 Policy

If the contractor’s employee will NOT have route unaccompanied physical access to a Federally controlled facility and/or routine unaccompanied access to a Federally-controlled information system, they may be excluded from coverage by this subpart.

USDA Mandatory Training Procedures for Contractor Employees As stated in the USDA Mandatory Training Procedures for Contractor Employees Memo signed by Donald Baker Director of Office of Contracting and Procurement (OCP) November 1, 2023, the following information will be included in all service contracts when a contractor employee has routine physical or network access.

The contractor must ensure their employees (including subcontractor personnel) complete the training courses(s) listed below in the frequency identified. The contractor must maintain records of course completion and provide them to the Contracting Officer or Contracting Officer Representative upon request. Trainings apply to contractor employees and subcontractor employees who have USDA systems or network access. access. Contractor employees who do not have USDA systems or network access are exempt.