SOW - VIARNG Armory Condenser Replacements.docx

VIRGIN ISLANDS ARMY NATIONAL GUARD

STATEMENT OF WORK (SOW)

FOR

Lieutenant Colonel Lionel A. Jackson (LTC LAJ) Condensers Replacement

16 July 2026

Statement of Work (SOW) LTC LAJ Condensers Replacement

1. General. The objective is to furnish the building with fully functional condensing units that provide controlled air to the designated offices or drill hall. The condensing unit must be compatible with the existing air handling system.

a. Background. The Virgin Islands Army National Guard (VIARNG) utilizes heating, ventilation, and air conditioning (HVAC) systems to support operational readiness, occupant comfort and equipment protection across multiple buildings and facilities. The current project is initiated to replace the inoperable condensing units and restore environmentally controlled air to the facility. The condensing units at the LTC Lionel A. Jackson (LTC LAJ) Readiness Center were installed several years ago and have fallen into disrepair. The systems must be replaced in order to provide a climate-controlled environment for soldiers, government employees, and other visiting personnel of the facility.

b. Scope. The contractor shall furnish all materials, tools, supplies, equipment, labor, and professional supervision required to replace the existing condensing units and conduct servicing of the existing air handling units at the LTC LAJ Readiness Center. The sizes and manufacturers of the existing condensers to be replaced are listed on the attachment (Attachment 1). The facility is located at the Estate Bethlehem Military Compound (EBMC) on the island of St. Croix, U.S. Virgin Islands.

c. Specific Tasks. The contractor shall:

· Conduct a site survey to assess the full scope of work contemplated under this contract within the first five days of the contract.

· Remove and dispose of the existing condensing units to include the proper disconnection of refrigerant lines, electrical cables and control cables. Disposal of the existing units shall be completed in accordance with (IAW) applicable laws.

· Install new condensing units to include the proper connection of all refrigerant lines, electrical cables and control cables. The units shall be coated with an anti-corrosive product prior to installation in order to protect the units from harsh environmental conditions. The product shall be durable with good adhesion strength without adversely affecting the efficiency of the system.

· Connect the new condensing units to the existing air handling units and ensure that they are fully functional.

· Install surge protectors to support and protect the units from uncontrolled power surges.

· Perform a full and complete service of the existing air handling units to include the replacement of filters, cleaning of condensate lines and drain pans, lubrication of motors and moving parts, belt adjustment and/or replacement, checking for and repairing any refrigerant leaks and balancing the systems.

· Clean all vents and registers in offices, hallways and other rooms served by these units.

d. All inspections, tests, cleaning and other maintenance activities shall be performed IAW schedules required by the manufacturer’s recommendations and operating history.

e. The contractor shall furnish all labor, materials, parts, tools, equipment software, firmware and supervision to clean, inspect, test, adjust, diagnose and maintain all items and components associated with the HVAC systems identified in the contract.

f. Work Duration and Schedule. The contractor shall be required to perform the work during the hours of 8:00 a.m. and 5:00 p.m., Mondays to Fridays except on Federal holidays. Arrangements to work at different times or days must be coordinated through the Construction and Facilities Management Office (CFMO) to gain access to the facility.

g. Performance Requirements. The contractor and its employees shall be subject to and shall at all times conform with any and all rules, regulations, policies and procedures pertaining to the security at the facilities. Any violations or disregard for the rules, regulations and policies may be cause for immediate termination of the contractor.

· Performance Period. The contractor shall complete all work within 90 calendar days of contract award.

· Work Schedule. Work shall be performed during normal duty hours (unless otherwise approved) to minimize operational disruptions.

h. Quality Assurance. All work shall comply with the standards expressed in the Federal and Territorial Building Codes. The contractor shall submit a Quality Assurance Plan (QAP) to monitor and evaluate performance for review and approval of the Contracting Officer Representative (COR). The plan shall include routine inspections, service checklists, technician signoffs and customer feedback tracking. The Government reserves the right to inspect work at any time to ensure compliance with performance standards.

i. Submittals. The contractor shall submit technical data, documents and specifications to the CFMO at the following email addresses: byron.a.todman.civ@army.mil and andrea.a.bryan-mcintosh.civ@army.mil. Submit copies of permits, licenses, certifications/certificates and similar documents established for compliance with standards and regulations and bearing on the performance of the work. Submit training certificates, DD 369, employee listing and like documents to the VING Security Branch at ng.vi.viarng.mbx.g34@army.mil. See paragraph 2.c. for details on required security related documents. Copy the CFMO on all correspondence and ensure that the project name is listed in the subject.

Prior to award of a contract, all questions are to be sent to the contracting office personnel as stated in the solicitation instructions. No questions or requests for information are to be sent to the above listed personnel.

j. Deliverables

· Technical data, documents, specifications and certifications.

· Maintenance Plan, Quality Assurance Plan and schedule of work.

2. Project Management and Coordination

a. Project Coordination/Point of Contact

· The contractor shall always have a supervisory point of contact on the jobsite during the workday. This person shall have the authority to act on behalf of the prime contractor. A list of all key personnel to include phone numbers and email addresses shall be submitted to the CFMO.

· The submission of a proposal by a contractor shall be accepted as prima facie evidence that they have examined all aspects of the work required and have satisfied themselves as to the nature and location of the work and all matters that can affect the work or cost thereof under this agreement. Any failure of the contractor to acquaint themselves with all available information including physical survey of the site of the proposed work will not relieve them from successfully performing all work for a complete and acceptable job.

· The above brief outline of principal features of the work in no way limits the responsibility of the contractor to perform all work and furnish all labor and materials required by the specifications. Any omission from the specifications or misdescription there shall not relieve the contractor from performing all the work required or furnishing the materials necessary to completely fulfill the intent of the contract.

· The contractor shall confine operations at the jobsite to areas permitted by the CFMO or his representative. The contractor shall not unreasonably encumber the jobsite with materials or equipment and shall assume full responsibility for the protection and safekeeping of the products stored on the premises.

b. Safety

· Safety requirements shall be in accordance with all Federal and Territorial laws and codes. The current Department of Labor Occupational Safety and Health regulations will govern the overall job safety program. The guidance from current version of the United States Army Corps of Engineers (USACE) EM 385-1-1 Safety and Occupational Health (SOH) Requirements is also acceptable for the overall job safety program.

· The contractor will not, under any circumstance, permit any person to enter the work areas without the appropriate protective clothing and equipment.

· For the safety and security of all personnel, the work area and equipment must be secured at all times. The contractor will ensure that no unauthorized personnel enter the work area.

c. Security

· The contractor and their employees shall at all times produce and display picture identification identifying the individual as an employee of the vendor.

· The contractor shall comply with all regulations imposed by the base/post commander and/or agency occupying the space where work is to be performed. Any necessary security clearances shall be obtained prior to commencement of work.

· It is expected that new security requirements to satisfy contractor personal identification requirements in Homeland Security Presidential Directive (HSPD-12), “Policy for a Common Identification Standard for Federal Employees and Contractors,” and Federal Information Processing Standards Publication (FIPS PUB) Number 201, “Personal Identity Verification (PIV) of Federal Employees and Contractors” will be enacted during the life of this contract. The contractor shall comply with all requirements at no additional cost to the Government.

· The contractor shall ensure that all parts of the facility where work is being performed are adequately protected against vandalism and theft.

· The contractor shall follow instructions provided by the Security Forces for access to the Estate Bethlehem Military Compound. If a gate pass is not granted to a contractor allowing the delivery of goods, execution of warranty support or performance of services, please contact the COR. Be sure that all your employees have the proper identification (driver’s license, state ID, immigration card, U.S. Passport, etc.). If they do not have the proper ID, they will be turned away. A list of all employees’ full legal names shall be submitted for clearance by the Security Forces.

· The prime contractor and all its subcontractors will be required to wear safety vests while performing work on the installation.

· The U.S. Government will not be held liable for any delays or breach of contract caused by refusal of the Security Forces to allow entry.

· All prospective contractors MUST be U.S. citizens or MUST have established and maintained legal residence in the U.S. and are authorized by the U.S. Government to work in the U.S. (i.e. Green Card, work authorization, etc.). All prospective contractors MUST have at least one form of U.S. Government issued photo identification (drivers’ license, U.S. Passport, U.S. work visa, etc.) for entry to the installation.

· All prospective contractors/contractor employees are subject to a Criminal History Check to enter the facility.

· Note: For the purposes of contracting services, it is implied that all parties agree to a Criminal History Background Check once entered into any contract. Any documents that are provided and found to be fraudulent to include, but not limited to driver’s license, contractor’s license, etc. will result in an arrest and potential termination for default from the contract. All contractors are subject to search in order to obtain entry onto the installation and while working on the installation. Any refusal to submit to a search of their person or vehicle will be deemed as a violent act of aggression against the installation and will be cause for dismissal from the installation and revocation of future privileges and installation access.

d. Security Training

· AT Level I Training. All contractor employees, including subcontractor employees, requiring access to National Guard installations and facilities shall complete AT Level I Awareness Training. The contractor shall submit certificates of completion for each employee and subcontractor employee within 15 days of contract award to the VIARNG Security Branch Office and CFMO. AT Level I Awareness Training is available at the following website: https://jko.jten.mil/courses/AT-level1/launch.html.

· iWatch Program. The contractor and all employees, subcontractors and their employees shall coordinate to receive the iWatch training from the Anti-Terrorism Office and the Physical Security Officer within 15 calendar days of contract award. New employees shall be trained within 15 days of being hired to work on this project. Please watch the short “iWatch Video” on how you, as a contractor, can be vigilant and report suspicious activities – See Something, Say Something – as you perform your job in support of the U.S. Army contract. (Approximately 8 min and 28 sec). The video can be found at https://www.mepcom.army.mil/Home/Contractors/.

· OPSEC Training. This web-based course provides Operational Security (OPSEC) awareness for military members, government employees and contractors. The course provides information on the basic need to protect unclassified information about operations and personal information to ensure safe and successful operations and personal safety. The course can be found at https://securityawareness.dcsa.mil/opsec/index.htm.

· Submit the certificate of completion to the Security Branch at ng.vi.viarng.mbx.g34@army.mil and CFMO at byron.a.todman.civ@army.mil and andrea.a.bryan-mcintosh.civ@army.mil.

3. Existing Features. None

4. Reporting Information

a. Routine Reporting and Invoicing

· Invoices shall be submitted after receipt of final acceptance in Wide Area Workflow (WAWF). See contract clause Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7006 for specifics.

· The contractor shall maintain a Daily Project Log consisting of a 3-ring binder. The daily project log will be utilized each day to document the following:

a. Date and time of the project.

b. Name of competent person and qualifications.

c. Brief description of daily work activities.

d. Work area sign-in and sign-out sheet/log.

· All waste disposal tickets for hazardous materials (final disposal manifest, if applicable).

b. Personnel Qualifications. All personnel shall be legal to work in the United States and its territories.

Updated Exhibit #1 Condensing Units Listing