HVAC PWS Revise Nov2025.docx

PERFORMANCE WORK STATEMENT

Heating, Ventilation, and Air Conditioning (HVAC) Maintenance and Repair Services Arlington National Cemetery (ANC) and United States Soldiers’ and Airmen’s Home National Cemetery (USSANC)

Part 1

PART 1: GENERAL INFORMATION

1.1 General

This is a non-personal services contract for comprehensive HVAC maintenance, repair, and HVAC system cleaning at Arlington National Cemetery (ANC), located at 1 Memorial Avenue, Arlington, VA 22211, and the United States Soldiers’ and Airmen’s Home National Cemetery (USSANC), located at 21 Harewood Road NW, Washington, DC 20011. The Contractor shall provide all necessary personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and services to ensure HVAC systems operate at a minimum of 99.9% uptime, excluding Government-furnished items.

1.2 Description of Services

The Contractor shall provide comprehensive HVAC services to ensure optimal performance and compliance with all ANSI/ASHRAE/ACCA standards and regulations. The services include:

- Preventive Maintenance: Conduct regular inspections, cleaning, and servicing of HVAC systems in accordance with ASHRAE Standard 180. This includes routine checks to prevent system failures and ensure efficient operation.

- Corrective Maintenance: Perform necessary repairs and adjustments to restore the functionality of HVAC systems, chillers, domestic hot water systems, ice machines, refrigerators, and ancillary equipment.

- Emergency Repairs: Provide rapid response services for unexpected system failures, ensuring a 4-hour on-site response time for critical systems to minimize downtime and maintain operational continuity.

- System Upgrades: Upgrade and maintain all building management systems (BMS) to meet the requirements of UFGS 23 09 23.01 and UFGS 23 09 23.02. This involves installing non-proprietary control networks down to the level of each individual device in the system.

- Equipment Replacement: Remove and install a new, appropriately sized 5 Ton HVAC unit in the ANC Administration Building’s server room, ensuring compliance with ASHRAE Standard 90.4 for data centers.

- Compliance and Documentation: Ensure all services comply with manufacturer recommendations, ASHRAE standards, and federal/state regulations. Provide detailed documentation, reporting, and training for ANC staff to facilitate ongoing maintenance and operational efficiency.

- Facility Coverage: Services cover all listed facilities, including the Visitor’s Center, Administration Building, Memorial Amphitheater, United States Soldiers and Airmen’s Home and future Southern Expansion systems, as detailed in Technical Exhibit 3 (Equipment List).

The Contractor is responsible for ensuring that all services honor the sacred mission of Arlington National Cemetery, maintaining the highest standards of performance and compliance without direct government supervision.

1.3 Background

ANC, a national shrine hosting 4–6 million visitors annually, conducts 6,000 funerals and 2,000 ceremonies yearly, including high-profile events with dignitaries and media. USSANC supports similar solemn functions. HVAC system reliability is critical to maintain visitor comfort, staff operations, and digital infrastructure (e.g., server rooms), with zero tolerance for disruptions during funerals or ceremonies. The Contractor’s services must reflect ANC’s symbolic importance, adhering to FAR 46.4, AR 702-11, and DoD 5000.02 for quality assurance.

1.4 Objectives

· Achieve 99.9% HVAC system uptime (max 8.76 hours downtime/year).

· Ensure IAQ (ASHRAE 62.1, CO₂ <1,000 ppm) and thermal comfort (ASHRAE 55, PMV ±0.5).

· Maintain equipment at ≥90% operational readiness per ASHRAE 180.

· Achieve ≥10% energy savings per ASHRAE 90.1 and FEMP.

· Comply with all federal, DoD, Army, Virginia, and D.C. regulations.

· Minimize disruptions to funerals (8:00 AM–5:00 PM) and ceremonies.

1.5 Scope

The Contractor shall provide comprehensive services for the maintenance, repair, and upgrade of HVAC systems, including but not limited to:

· Core HVAC Systems: Maintenance and repair of boilers, chillers, air handling units (AHUs), rooftop units (RTUs), and variable air volume (VAV) boxes.

· Ancillary Systems: Service and repair of domestic hot water systems, ice machines, refrigerators, exhaust fans, and control systems.

· Server Room HVAC Systems: Ensure precise temperature and humidity control in server rooms, adhering to ASHRAE Standard 90.4 for data centers.

· System Upgrades and Replacements: Upgrade HVAC control systems to meet UFGS 23 09 23.01 and UFGS 23 09 23.02 specifications and replace the 2.0 Ton HVAC unit in the ANC Administration Building’s server room.

· Compliance and Documentation: Ensure all work complies with FAR 37.1, DFARS 252.204-7012, AR 420-1, and relevant ASHRAE standards. Provide detailed documentation.

· Facility Coverage: Services shall cover all listed facilities, including the Visitor’s Center, Administration Building, Memorial Amphitheater, building 123 and 117 Service Complex and future Southern Expansion systems, as outlined in Technical Exhibit 3 (Equipment List).

The Contractor is responsible for maintaining the integrity and reliability of HVAC systems, ensuring that all services honor the sacred mission of Arlington National Cemetery without direct government supervision.

1.6 Period of Performance (PoP)

The PoP begins with the Notice to Proceed (NTP) and includes:

· Base Year: [Insert Start Date] to [Insert End Date, e.g., 12 months].

· Option Years: Four one-year options, subject to FAR 52.217-9.

· Server Room HVAC Installation: Complete within 30 days from NTP to account for onboarding delays, security clearances, and potential supply chain issues for ASHRAE 90.4 compliant equipment, unless a shorter timeline is critical due to upcoming events and approved by the COR

· Phase-In/Phase-Out: 15-day phase-in post-award; 15-day phase-out if not extended.

1.7 General Information

1.7.1 FAR Subpart 46.4 – Government Contract Quality Assurance The Contractor shall align with FAR 46.4, ensuring services meet PWS quality and performance standards, verified via the Quality Assurance Surveillance Plan (QASP).

1.7.2 Recognized Holidays

No services are required on federal holidays, unless emergency response is needed:

· New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

1.7.3 Hours of Operation

· Regular Hours:

· April–September: 8:00 AM–7:00 PM, Monday–Friday.

· October–March: 8:00 AM–5:00 PM, Monday–Friday.

· Excludes holidays and Government closures (e.g., emergencies, administrative closings).

· After-Hours Work: Scheduled with COR approval at no additional cost, avoiding funeral hours (8:00 AM–5:00 PM). Non-emergency after hours work requires 24-hour response time for COR approval to ensure flexibility, with written approval required unless deemed urgent by the COR

· Emergency Services: 24/7/365 availability, with 4-hour on-site response.

1.7.4 Place of Performance

· ANC: 1 Memorial Avenue, Arlington, VA 22211.

· USSANC: 21 Harewood Road NW, Washington, DC 20011.

1.7.5 Type of Contract

A firm-fixed-price contract per FAR 16.2, incentivizing cost control and efficiency. The Contractor assumes full cost responsibility, complying with FAR 46.4, AR 702-11, and DoD 5000.02. A contingency fund or pre-approved budget for excluded repairs (e.g., compressors, motors > 1 HP) may be established by the KO to expedite responses, with escalation procedures defined for urgent cases to minimize downtime

1.7.6 Security Requirements

· Comply with FAR 4.4 (Safeguarding Information), AR 190-13 (Physical Security), and ANC directives.

· Personnel require Joint Base Myer-Henderson Hall (JBMHH) AIE ID and, for RFID access, ANC ID Badge from G2 Security Office.

· Submit JBM-HH Form 190-16a for all personnel within 5 workdays post-award; update changes within 24 hours.

· Vehicles require ANC-issued passes; maintain an updated vehicle list (make, model, color, license plate) with COR.

· Conduct limited background checks via NCIC-III and TSDB per Army Directive 2014-05.

1.7.7 Special Qualifications

· Technicians:

· Licensed by Virginia DPOR (VA) and DCRA (D.C.).

· Completed accredited HVAC apprenticeship + 2–4 years’ experience.

· EPA Section 608 certification for refrigerant handling.

· Comply with FAR 22.10 (Service Contract Labor Standards) for prevailing wages.

· Key Personnel:

· Project Manager: 5+ years managing HVAC contracts, PMP or equivalent preferred.

· Quality Control Manager: Certified in ASHRAE standards, 3+ years’ experience.

· Safety Officer: OSHA 30-hour certification, 2+ years’ experience.

· Security: Comply with FAR 52.204-9 (Personal Identity Verification).

1.7.8 Post-Award Conference/Progress Meetings

· Post-Award Conference: Within 15 days of award, per FAR 42.5, to review PWS, QASP, and QCP.

· Progress Meetings: Quarterly with CO, COR, and Contractor to review performance, issues, and corrective actions, at no additional cost.

1.7.9 Contracting Officer’s Representative (COR)

· Identified via letter per FAR 1.602-2(d), outlining responsibilities/limitations.

· Duties: Monitor technical performance, conduct inspections, communicate with Contractor, issue technical interpretations, notify COR of deficiencies, coordinate Government-furnished property, and manage site access. Conduct quarterly performance reviews with the contractor to address emerging issues (e.g., equipment nearing end-of-life) and adjust maintenance schedules if needed, enhancing proactive management.

· Limitations: Cannot change contract terms, cost, or delivery dates.

1.7.10 Key Personnel

· Project Manager: Oversees project, liaises with COR, ensures schedule/budget compliance.

· Licensed HVAC Technicians: Journeyman/master-level, perform maintenance/repairs, DPOR/DCRA licensed.

· Quality Control Manager: Ensures ASHRAE/PWS compliance, conducts inspections.

· Safety Officer: Implements OSHA/AR 385-10 safety protocols, conducts training.

· Administrative Support: Manages documentation, scheduling, communication.

· Procurement Specialist: Sources Buy American-compliant parts, ensures timely delivery.

· Compliance Officer: Ensures FAR, DFARS, environmental, and labor law compliance.

Personnel changes require COR approval within 24 hours.

1.7.11 Identification of Contractor Employees

· Comply with FAR 52.204-9, providing ID badges with company name, employee name, photo, and job title (for key personnel).

· Badges worn visibly above waist during work, except for safety reasons.

· Contractor collects badges upon termination/completion; submits badge list to CO pre-performance, updated as needed.

· Personnel identify as contractors in meetings, calls, and documents to avoid misperception as Government staff.

1.7.12 Contractor Travel

N/A, as work is local to ANC and USSANC.

1.7.13 Other Direct Costs

N/A, unless approved by CO for specific tasks (e.g., specialized equipment rental).

1.7.14 Data Rights

· All data, reports, and documentation are Government property per FAR 27.4 and 52.227-14.

· Contractor cannot use, release, or disclose data without CO approval.

· Data must be securely stored, compliant with privacy laws, and delivered to Government upon contract end.

1.7.15 Organizational Conflict of Interest (OCI)

· Comply with FAR 9.5, notifying CO immediately of potential OCI (e.g., access to proprietary data).

· Submit OCI mitigation plan for CO approval; unmitigated OCI may bar future contracts.

1.7.16 Phase-In/Phase-Out

· Phase-In: 15 days post-award to onboard personnel, obtain badges, and review equipment.

· Phase-Out: 15 days pre-expiration (if not extended) to transition services, deliver documentation, and return badges.

1.7.17 iWatch Training

· Contractor/subcontractor employees complete iWatch training per ANC Antiterrorism Officer (ATO) standards.

· Training within 60 days of award (30 days for new hires); records submitted to COR within 90 days.

· Comply with DoD/AR antiterrorism policies.

1.7.18 Environmental Protection

· Comply with Clean Air Act, Toxic Substances Control Act, Resource Conservation and Recovery Act, Clean Water Act, Safe Drinking Water Act, FAR 23.1 (Sustainable Acquisition), and VDEQ regulations.

· Manage hazardous waste per ANC’s Manifest SOP; Contractor cannot sign profiles/manifests.

· Store hazardous materials in secondary containment; no on-site equipment maintenance.

· Prevent stormwater pollution per ANC’s MS4 permit, using silt fences, drip pans, and covering equipment during rain.

· Recycle cardboard, paper, aluminum, plastic, glass, scrap metal, concrete, and asphalt; submit recycling/disposal records to COR.

· Reduce air pollution (e.g., wet dry materials, recover refrigerants per EPA 608, cover waste).

· Provide vehicle emissions certifications for Northern Virginia; limit idling to 3 minutes per Virginia law.

· The contractor shall comply with the latest federal and state environmental regulations as of the contract start date, with updates required semi- annually (e.g., EPA or VDEQ changes) to reflect evolving standards such as new refrigerant phase -outs or efficiency requirements

PART 2: DEFINITIONS & ACRONYMS

2.1 Definitions

· Contractor: Prime supplier awarded the contract.

· Contracting Officer (CO): Government official authorized to bind the Government.

· Contracting Officer’s Representative (COR): Government employee monitoring technical performance, without authority to change contract terms.

· Defective Service: Service failing PWS standards.

· Deliverable: Physical or non-physical outputs (e.g., reports, logs).

· Key Personnel: Evaluated personnel critical to contract performance.

· Physical Security: Actions preventing Government property loss/damage.

· Quality Assurance (QA): Government procedures verifying Contractor performance.

· Quality Assurance Surveillance Plan (QASP): Document detailing surveillance methods.

· Quality Control (QC): Contractor measures ensuring PWS compliance.

· Subcontractor: Entity contracted by the prime Contractor.

· Workday: Hours services are provided per contract.

· Work Week: Monday–Friday, unless specified.

2.2 Acronyms

· ACOR: Alternate COR

· AFARS: Army FAR Supplement

· AR: Army Regulation

· ASHRAE: American Society of Heating, Refrigerating and Air-Conditioning Engineers

· CFR: Code of Federal Regulations

· COR: Contracting Officer’s Representative

· COTS: Commercial-Off-the-Shelf

· DA: Department of the Army

· DD250: DoD Form 250 (Receiving Report)

· DFARS: Defense FAR Supplement

· DoD: Department of Defense

· DPOR: Virginia Department of Professional and Occupational Regulation

· DCRA: D.C. Department of Consumer and Regulatory Affairs

· FAR: Federal Acquisition Regulation

· FEMP: Federal Energy Management Program

· JBMHH: Joint Base Myer-Henderson Hall

· KO: Contracting Officer

· MS4: Municipal Separate Storm Sewer System

· NCIC-III: National Crime Information Center Interstate Identification Index

· OCI: Organizational Conflict of Interest

· OSHA: Occupational Safety and Health Administration

· PRS: Performance Requirements Summary

· PWS: Performance Work Statement

· QASP: Quality Assurance Surveillance Plan

· QCP: Quality Control Plan

· TSDB: Terrorist Screening Database

· VDEQ: Virginia Department of Environmental Quality

· VUSBC: Virginia Uniform Statewide Building Code

PART 3: GOVERNMENT-FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Services

N/A.

3.2 Facilities

N/A, except access to ANC/USSANC facilities for service performance.

3.3 Utilities

· Government provides water, electricity, and gas for HVAC maintenance/repairs.

· Contractor ensures conservation (e.g., turn off faucets, minimize energy use).

· Report utility issues to COR immediately.

· Comply with AR 420-1 and DoD sustainability policies.

3.4 Equipment

N/A, except access to Building Management Systems (BMS) for monitoring/control, subject to NIST 800-53 cybersecurity.

3.5 Materials

N/A.

PART 4: CONTRACTOR-FURNISHED ITEMS AND SERVICES

4.1 General

The Contractor shall furnish all supplies, equipment, facilities, and services not listed in Part 3, in accordance with FAR 37.1 and AR 420-1. Accomplish work in accordance with ASME B31.1, ASME B31.5, NFPA 70, and NFPA 90A, except as modified herein or indicated otherwise for equipment, materials, installation, examination, inspection, and testing.

4.2 Services

Provide all personnel, equipment, transportation, tools, materials, supervision, and non-personal services for:

· Preventive maintenance, cleaning, and inspections per ASHRAE 180.

· Corrective maintenance and repairs per ASHRAE standards and manufacturer guidelines.

· Emergency services with 4-hour response.

· Server room HVAC replacement per ASHRAE 90.4.

· Training, documentation, and reporting.

4.3 Materials

· Use manufacturer-recommended, Buy American-compliant (DFARS 252.225-7001) materials.

· Maintain inventory of OEM or equivalent parts, ensuring availability for repairs.

· Use low-GWP refrigerants (e.g., R-454B) per EPA 608 and Executive Order 14057.

4.4 Equipment

· Provide ASHRAE-compliant tools (e.g., anemometers, IAQ meters, leak detectors).

· Maintain tools per manufacturer standards, ensuring calibration and safety.

· Use vibration isolators for noise control during maintenance.

4.5 Cemetery Access

· Obtain JBMHH AIE ID for all personnel; RFID access requires ANC G2 ID Badge.

· Submit JBM-HH Form 190-16a within 5 workdays post-award; update changes within 24 hours.

· Carry valid photo ID and JBMHH badge at all times.

· Comply with ANC security protocols and AR 190-13.

4.6 Limited Background Check

· Personnel undergo NCIC-III and TSDB checks per Army Directive 2014-05.

· Comply with JBMHH and ANC security policies, provided by COR.

4.7 Parking

· Park in designated areas; do not block funeral processions or impede operations.

· Obtain Commercial Vehicle passes for access.

· No parking on curbs, grass, or landscaped areas; overnight parking requires COR/Security approval.

· Use commercial parking garage ($12/day) if needed.

PART 5: SPECIFIC TASKS

5.1 Basic Services

The Contractor shall maintain, clean, and repair HVAC systems, domestic hot water equipment, chillers, refrigerators, ice machines, controls, pumps, exhaust fans, and ancillary equipment at ANC (Visitor’s Center, Administration Building, Memorial Amphitheater, Tomb Guard Building, Facilities Maintenance Complex, Vehicle & Equipment Maintenance Complex, Lodges, PSA, Receiving Vault, security shacks) and USSANC. Services extend to Southern Expansion post-construction, with contract modification to include new systems (Technical Exhibit 3).

5.1.1 Standard Maintenance Items

Develop and use checklists for each equipment type, based on manufacturer recommendations and ANSI/ASHRAE/ACCA Standard 180:

Air Distribution Systems

Boilers

Chillers-Absorption

Chillers-Air Cooled

Chillers-Water Cooled

Coils and Radiators

Condensing Units

Control Systems/Pneumatic & BMS Tasks

Cooling Towers and Evaporative – Cooled Devices

Coils/Humidity Control Systems

Economizers- Air Side

Engines, Microturbines

Fans (e.g., Exhaust, Supply, Transfer, Return)

Fans-Coils (Hot Water, and Stream Unit Heaters)