Installation of Ductless HVAC System at USCG Station Milford Haven

Statement of Work (SOW)

This Scope of Work (SOW) details the requirements for installing a new multi-zoned ductless mini-split heat pump system and replacing existing deficient units at the U.S. Coast Guard Station Milford Haven, VA. The goal is to provide independent, energy-efficient climate control for specified zones within the Station Building.

• Demolition: Remove three (3) existing mini-split systems, including head units, refrigerant piping, condensate lines, compressors, and electrical homeruns. Proper disposal of all removed equipment and debris is required.

• New Installation: Provide and install nine (9) new multi-zoned ductless mini-split heat pump systems in designated rooms (Berthing Hallway near Gym, Berthing Area Hallway near Training Room, Communications Watchstander Room, Reserve Room, OIC’s Office, XPO’s Office, EPO’s Office, Gym, and Messdeck). Final locations and zoning to be confirmed with the Contracting Officer's Representative (COR).

• Equipment Specifications: Systems must include compressors, fans, motors, drives, coils, air-cooled condensers, air filters, controls, dehumidification settings, intercomponent piping, wiring, wall-mounted indoor fan coils with condensate pumps. Outdoor coils require marine-grade corrosion control coating.

• Electrical Work: Conduct a comprehensive demand calculation for the main service switchboard and electrical panels to ensure capacity for new loads, in accordance with NEC Article 220. Supply and install all necessary electrical branch circuit wiring, conduit, fittings, junction boxes, and protection devices per NFPA 70/NEC (2023). Update panel schedules after installation.

• Mechanical Installation: Securely mount outdoor compressor units on exterior walls or the roof, with COR approval. Route refrigerant lines neatly and protect them. Seal and weatherproof all penetrations.

• Submittals: Within 30 calendar days of Notice to Proceed (NTP), submit an Installation Plan (including demand calculation report) and Product Submittals (data sheets for all equipment).

• Testing: Perform complete operational tests of new systems for the COR, demonstrating heating, cooling, control, and condensate drainage functions.

• Training: Provide a minimum of four (4) hours of training to USCG personnel on system operation and maintenance.

• Deliverables: Submit As-Built drawings, two (2) O&M manuals, and all product warranties upon project completion.

• Period of Performance: Must not exceed 60 calendar days from NTP.

• Place of Performance: U.S. Coast Guard Station Milford Haven, 63 Mill Point Rd, Hudgins, VA, 23076.

• Qualified Personnel: Contractor must use qualified and licensed personnel with relevant HVAC experience and certifications (e.g., EPA Section 608).

• Work Hours: Normal unit operational hours (0800-1600, Monday-Friday), unless otherwise approved by COR.

• References: Includes drawings for electrical substation and system upgrades, berthing FCU replacement, site electrical data, and existing site photos.

Solicitation / RFP / RFQ

This document contains contract clauses and solicitation provisions that will be incorporated into a contract. It outlines the terms and conditions for potential bidders, focusing on compliance, performance, and submission requirements.

• System for Award Management (SAM) Registration: Offerors must maintain an active SAM registration throughout contract performance. UEI and CAGE codes must be current.

• Compliance: Adherence to various FAR clauses is required, including those related to labor standards (wage rates, equal opportunity), environmental sustainability (biobased and sustainable products), Buy American Act, and prohibition of racially discriminatory DEI activities.

• Reporting: Contractors must report on biobased product purchases annually and at contract end.

• Performance Bonds: For contracts exceeding a certain threshold, performance and payment bonds are required.

• Insurance: Specific worker's compensation, employer's liability, general liability, and automobile liability insurance are mandated.

• Accident/Fire Reporting: Contractors must report accidents or fires meeting specific criteria to the Contracting Officer.

• Applicable Law: United States law will apply to resolve breach of contract claims.

• Deviations: Clauses with authorized deviations are indicated by "(DEVIATION)" after the date.

• Offer Submission: Offers must be signed and dated, including solicitation number, Offeror's UEI, EFT indicator, technical approach, and responses to required provisions and certifications. A bid guarantee is required.

• Evaluation: Award will be made to the responsible Offeror whose offer is most advantageous, considering price and technical capability. The evaluation will follow a "lowest price technically acceptable" approach.

• Period for Acceptance: Offerors must hold prices firm for 60 calendar days.

• Late Submissions: Late offers will generally not be considered.

• Small Business Set-Aside: Offers are solicited only from small business concerns. Offers from non-small businesses will be rejected.

• Invoice Processing: Invoices must be submitted through the Invoice Processing Platform (IPP).

• Clauses Incorporated by Reference: Many FAR and HSAR clauses are incorporated by reference and available at https://www.acquisition.gov/far/.

Solicitation / RFP / RFQ

This solicitation is for the installation of a complete multi-zoned ductless mini-split heat pump system and the replacement of existing deficient units at United States Coast Guard (USCG) Station Milford Haven. This procurement is 100% set-aside for Small Businesses.

• Installation of a multi-zoned ductless mini-split heat pump system.

• Replacement of existing deficient units.

• Detailed requirements are in the attached Statement of Work (SOW).

• The Government contemplates award of a Firm-Fixed Price contract.

• Performance period: 10 calendar days after award to begin, and 60 calendar days to complete.

• Performance and Payment Bonds are required.

• Quotes must be submitted via email to frank.r.burton@uscg.mil by NOON Eastern Time on 07/14/2026.

• Evaluation criteria are detailed in section 52.212-2.

• Questions must be submitted in writing to the Contracting Officer by 7/7/26 at 12:00 PM Eastern Time.

• 100% set-aside for Small Businesses.

• NAICS code: 238220 Plumbing, Heating, and Air-Conditioning Contractors.

• Small business size standard: $19.0 million.

• Potential quoters are strongly encouraged to visit the site to field verify quantities before submitting quotes.

• A site visit is scheduled for 06/29/26 at 1000 Eastern Time at USCG Station Milford Haven.

• Interested parties must arrange site visits with Frank Burton and MK1 Michael Aguirre.

• Visitors must provide a copy of their REALID Driver's License two days prior to the site visit, including full name, date of birth, and Driver's License number.

Form / Attachment / Pricing Sheet

This document is Standard Form 25A, a Payment Bond. It is used to protect persons supplying labor and material for a contract, as required under 40 USC Chapter 31, Subchapter III, Bonds. It ensures that the Principal (the contractor) makes prompt payment to all parties furnishing labor or materials for the work performed under the contract.

• Principal: Legal name and business address of the contractor.
• Surety(ies): Name(s) and business address(es) of the surety company or companies providing the bond.
• Penal Sum Of Bond: The maximum liability of the surety.
• Obligation: Details the conditions under which the bond is valid, primarily focusing on prompt payment for labor and materials.
• Execution: Spaces for signatures, names, titles, and seals of the Principal and Surety(ies).

Bidders may be required to provide this payment bond as part of their contract obligations if awarded an opportunity. This form outlines the specific information and signatures needed to execute the bond. It is crucial for understanding the financial protection afforded to subcontractors and suppliers involved in the contract.

Form / Attachment / Pricing Sheet

This document is Standard Form 24 (Rev. 10/2023), a Bid Bond. It is used when a bid guaranty is required for an opportunity. The bond ensures that the Principal (the bidder) and their Surety(ies) are bound to the United States Government.

• Principal Information: Legal name and business address of the bidder.
• Surety Information: Name and business address of the surety or sureties providing the bond.
• Penal Sum of Bond: The amount of the bond, expressed as a percentage of the bid price or a specific dollar amount (not to exceed 20% of the bid price).
• Bid Identification: Bid Date and Invitation Number.
• Obligation: Outlines the conditions under which the bond is void (e.g., if the Principal executes further contractual documents and provides required bonds after bid acceptance).
• Signatures: Spaces for the Principal and Surety(ies) to sign and affix seals.

Bidders are required to complete and submit this form if a bid bond is specified in the solicitation. It details the financial commitment and obligations of both the bidder and their surety in the event of bid acceptance. Failure to execute the required contractual documents after bid acceptance can result in the forfeiture of the bond amount. Bidders must ensure the surety is on the Department of the Treasury's list of approved sureties.

Form / Attachment / Pricing Sheet

This document is Standard Form 25 (Rev. 10/2023), a Performance Bond. It is required for government contracts to ensure the Principal (the contractor) fulfills their contractual obligations. The bond guarantees payment to the United States of America in the event the Principal fails to perform the contract or pay required taxes.

• Principal: Section to identify the legal name and business address of the contractor.

• Surety(ies): Section to identify the name(s) and business address(es) of the surety or sureties providing the bond.

• Penal Sum of Bond: The maximum amount the surety is liable for.

• Contract Date & Number: Details of the contract the bond is associated with.

• Obligation: Outlines the conditions under which the bond is valid, primarily requiring the Principal to perform all contract terms, conditions, agreements, and modifications, and to pay applicable taxes.

• Execution: Signature blocks for the Principal and Surety(ies), requiring names, titles, and seals.

• Bond Premium: Fields for Rate Per Thousand and Total.

• The Principal's legal name and address must be inserted.

• An authorized person must sign the bond. Representatives must provide evidence of authority.

• Corporate sureties must be on the Department of the Treasury's list of approved sureties.

• Corporate seals must be affixed by corporations; adhesive seals may be required for individuals in certain jurisdictions.

• The form includes instructions regarding co-surety arrangements and individual sureties.

This form is a required attachment for certain government contracts. Bidders will need to understand the requirements for obtaining and completing this performance bond, including identifying the Principal and securing a Surety. The penal sum and surety information are critical components that bidders must address to ensure compliance with contract requirements.

Form / Attachment / Pricing Sheet

This document is a poster detailing "Worker Rights Under the Davis-Bacon Act" for laborers and mechanics working on federal or federally assisted construction projects. It is intended to inform workers of their rights regarding prevailing wages, overtime, enforcement, apprentices, retaliation, and proper pay.

• Prevailing Wages: Workers must be paid the wage rate listed in the Davis-Bacon Wage Decision.
• Overtime: Workers must be paid at least one and one-half times their basic rate for hours worked over 40 in a work week, with few exceptions.
• Enforcement: Contract payments can be withheld for wage and overtime violations. Contract termination, debarment, and civil/criminal prosecution are possible for violations and falsification of records.
• Apprentices: Apprentice rates apply only to registered apprentices.
• Retaliation: Workers are protected from retaliation for filing complaints, cooperating with investigations, or testifying.
• Proper Pay: Information on applicable wages can be obtained from the Contracting Officer listed on the form or the U.S. Department of Labor's Wage and Hour Division.

Bidders on construction projects subject to the Davis-Bacon Act must ensure compliance with these wage and hour requirements. This poster serves as a notification to workers and highlights the legal obligations of contractors regarding pay, overtime, and worker protections. Understanding these requirements is crucial for accurate cost estimation and contract compliance.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for building construction projects in specific Virginia counties (Gloucester, Mathews, and Suffolk). It outlines prevailing wage rates and fringe benefits for various construction trades. This information is crucial for contractors to understand labor costs and ensure compliance with federal regulations when bidding on relevant projects.

• General Decision Number: VA20260176, dated 01/30/2026.
• Applicable Area: Gloucester, Mathews, and Suffolk Counties, Virginia.
• Construction Type: Building Construction Projects (excluding single-family homes or apartments up to 4 stories).
• Trades and Rates: Lists specific wage rates and fringe benefits for numerous trades, including Asbestos Worker, Boilermaker, Bricklayer, Electrician, Elevator Mechanic, Power Equipment Operator, Ironworker, Pipefitter, Plumber, Carpenter, Caulker, Cement Mason/Concrete Finisher, Glazier, Laborer (various types), Painter, Roofer, Sheet Metal Worker, Sprinkler Fitter, Tile Finisher, Tile Setter, and Truck Driver.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Establishing Paid Sick Leave for Federal Contractors), outlining requirements for contractors.
• Appeals Process: Details the procedure for appealing wage determination decisions.

Bidders must use these prevailing wage rates to accurately estimate labor costs for their proposals. Compliance with the listed rates and associated Executive Orders is mandatory for federal construction contracts. Failure to adhere to these wage determinations can lead to bid disqualification or contract violations.