1.1.3 SOW - NWSE Earle LED Light replacement BPA No COR.docx

Department of Homeland Security (DHS) DHS Statement of Work (SOW)

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

NWSE Earle Office light replacement.

Frances Serrano, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)Statement of Work (SOW) For NWSE Earle light replacement.

<Contracting Officer enter final date solicitation is released>

1.0 GENERAL

1.1 BACKGROUND

The existing fluorescent lighting system at the FEMA Regional Response Coordinating Center (RRCC) at 201 NJ-34, Building C-54, Colts Neck, NJ 07722 is outdated, inefficient, and no longer meets modern energy and office lighting standards. As a result, a complete replacement of LED light fixtures is needed to meet the demands of the highly occupied FEMA Region 2 RRCC. This upgrade is driven by several key industry-recognized motivations: Energy reduction, Improved lighting quality and visual comfort, enhanced safety and OSHA compliance, lower maintenance requirements and costs, and elimination of hazardous materials.

1.2 SCOPE

The scope of work encompasses all labor, materials, equipment, and services required to replace the existing fluorescent lighting with new LED fixtures. The contractor shall perform the following:

A. Pre-installation assessment: Conduct a detailed survey of the office space to document the quantity, type, and locations of all existing fluorescent light fixtures. Confirm ceiling types, mounting methods, and electrical circuiting. Evaluate any special areas, such as conference rooms, activation rooms, and corridors, for suitable lighting solutions. Identify opportunities for installing occupancy sensors (e.g., in conference rooms, restrooms, and open office areas) and verify that the existing lighting layout provides sufficient illumination for the required needs.

B. Procurement of LED light fixtures: Specify and obtain LED replacement fixtures that fit the existing mounting configurations (e.g., 2x4 or 2x2 ceiling mounts, linear strip lights, etc.). New fixtures shall provide equivalent or improved light output compared to the fluorescent lights they replace and meet the quality requirements, including a color temperature of 4000-5000K and a Color Rendering Index (CRI) of 80 or higher. Prior to purchase, submit the cut sheets/ specifications of the proposed LED light fixtures for approval to ensure they meet SOW requirements.

C. Installation of new LED light fixtures: Install new LED fixtures in the same locations and mounting positions as the old fixtures, utilizing existing ceiling openings and support system to maintain the original lighting layout. Perform any minor modifications as necessary. Ensure all electrical connections are secure, with wiring conforming to the National Electrical Code (NEC) and local code requirements. All fixtures shall be installed level and flush, matching the ceiling appearance, and securely fastened.

D. Occupancy sensors and controls: Where identified as feasible from the assessment, install occupancy sensors or integrate control modules to automatically turn off or dim lights in unoccupied areas. This may include ceiling-mounted sensors covering open office areas, and wall switch vacancy sensors in private offices or conference rooms, and integral sensor units in fixtures if available. Tie the sensors into the lighting circuits or control system so that lights operate in manual – On/Off, and Auto On/Off. Appropriate time delay configuration shall be installed (e.g., lights off after 15 minutes of no motion) to ensure energy savings without inconveniencing occupants.

1.3 OBJECTIVE

The objective of this project is to replace all existing fluorescent light fixtures in the office spaces with energy-efficient LED light fixtures. The upgrade aims to enhance lighting quality, improve energy efficiency, ensure compliance with OSHA and IES illumination standards, reduce maintenance and operational costs, and better control the lighting system.

2.0 SPECIFIC REQUIREMENTS/TASKS

a) Site assessment and inventory

i. Conduct a full survey of the existing lighting layout with the Facilities Point of Contact

ii. Document quantity, type, and condition of all fluorescent light fixtures.

b) Product submittal and approval

i. Submit LED fixture specifications (cut sheet) for approval.

ii. Fixtures must match existing mounting (e.g., 2x4 or 2x2 ceiling tiles).

c) Removal and disposal

i. Safely remove fluorescent lamps, ballasts, and fixtures.

ii. Dispose of mercury-containing components per EPA regulations.

d) LED light fixture installation

i. Install new LED fixtures using the existing electrical layout.

ii. Ensure all wiring complies with the National Electrical Code (NEC).

e) Occupancy sensor installation (where feasible)

i. I. Install ceiling or wall-mounted occupancy/vacancy sensors in private offices, conference rooms, and low-traffic areas.

ii. Configure sensors to automatically turn off lighting after 15 minutes of inactivity.

f) Lighting performance verification

i. Measure light levels after installation.

ii. Ensure a minimum of 30 foot-candles at desk height in all office areas.

g) Documentation and training

i. Provide OM manuals and fixture warranty info.

ii. Brief Facilities manager staff on lighting operation and sensor settings.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If, for any reason, the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Project officer before employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the Project Officer.

3.5.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance level, and badge expiration date.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure that Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by the Department of Homeland Security established rules, regulations, and policies concerning safety and security.

3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 Other Applicable Conditions

To gain access to the Naval base, the contractor must pass the Navy’s Security requirements by submitting the Base Access Request Form SECNAV_12. (Attachment A). All highlighted fields are required. Please note the base requires a 14-day lead time.

4.1 Security

Contractor access to classified information is not currently required under this SOW.

4.2 Period of Performance

The period of performance for this contract is one year from the date of award.

4.3 Place of Performance

Address: 201 NJ-34 Building C-54, Colts Neck, NJ 07722. FEMA

4.4 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0700 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 Travel

Contractor travel shall not be required for this requirement.

4.6 Post-Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the Project Officer no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 201 NJ-34 Building C-54, Colts Neck, NJ 07722. FEMA or via teleconference.

4.7 Project Plan

The Contractor shall provide a draft Project Plan at the Post-Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the Project Officer not later than 15 business days after the Post-Award Conference.

4.8 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due 15 business days after the date of award, and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

A description of the Contractor’s emergency management procedures and policy A description of how the Contractor will account for their employees during an emergency How the Contractor will communicate with the Government during emergencies A list of primary and alternate Contractor points of contact, each with primary and alternate:

Telephone numbers E-mail addresses

4.8.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 8 hours of activation or as directed by the Government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first.

In case of a life-threatening emergency, the Project Officer shall immediately make contact with the Contractor Project Manager to ascertain the status of any Contractor personnel who were located in Government-controlled space affected by the emergency. When any disruption of normal, daily operations occurs, the Contractor Project Manager and the Project Manager shall promptly open an effective means of communication and verify:

Key points of contact (Government and contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

Essential Contractor work products expected to be continued, by priority

4.8.2 The Government and Contractor Project Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances.

Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 Progress Reports

The Project Manager shall provide a Weekly progress report to the Contracting Officer and Project Officer via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted, and any Contractor concerns or recommendations for the previous reporting period.

4.10 Progress Meetings

The Project Manager shall be available to meet with the Project Officer upon request to present deliverables, discuss progress, exchange information, and resolve emergent technical problems and issues. These meetings shall take place via teleconference.

4.11 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

5.0 Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

5.3 NWSE – Naval Weapons Station Earle

5.4 -

6.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract..

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 Government Acceptance Period

The Project Manager will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the Project Manager will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the Project Officer prior to proceeding to next deliverable or event in this SOW.

N/A

Contracting Officer

Xxxx

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