1 SOW Window Shades.pdf

United States Department of Agriculture Agricultural Research Service

Statement of Work

Window Shades Install Campus Wide Rev 2

National Bio and Agro-Defense Facility (NBAF) USDA-ARS, Manhattan, KS

06/17/2024

Contents Project General Information

1.0 Scope of Work

2.0 Background

3.0 Contractor Requirements

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards Attachment

Project Window Shades Install Campus Wide Rev 2

General Information

1.0 Scope of Work

The contractor is to provide non-personal services for procurement and installation for listed window coverings located on the NBAF campus in the main lab and outbuildings.

2.0 Background

The National Bio and Agro-Defense Facility (NBAF) is seeking a company with extensive knowledge and expertise installing manual roller blinds, window tint and window film systems. NBAF is designed to contain BSL-2 through BSL-4 research studies. Contractors associated with providing services in the facility should fully understand the construction types and maintenance/service methods associated with these facilities. The project consists of different styles of window film and one style of roller blinds. Downtime during services shall be kept to a minimum. The facilities will be occupied during this work. The NBAF campus address is 1980 Denison Ave., Manhattan, KS.

3.0 Contractor Requirements

3.1 Work Restrictions & Conditions

3.1.1 Site Security Access: Access to the site is controlled by a security fence and visitor/contractor check-in/check-out system. A current government-issued identification with a picture ID is required for entry. Contractor/subcontractor vehicles will be checked at the main entrance gate. A visitor badge will be issued/turned in daily at the visitor center and all contractor employees will be searched. The contractor/visitor identification badge must always be worn while on the site. See 8.0 for additional security information.

3.1.2 Limited contractor vehicles will be allowed access adjacent to the work; contractor employee’s personal vehicles shall be parked in the facilities main parking lot unless approved otherwise.

3.1.3 Work shall be confined to the areas where the work is specified. Unless accompanied by a USDA employee, the Contractor, subcontractors, and their employees shall not enter buildings or facility spaces not specifically part of this project. Reasons included, but are not limited to, disease control and health requirements.

3.1.4 Failure to comply with access requirements shall be adequate grounds for removal of the Contractor/subcontractor employees from the site and barring further site access to individuals.

3.1.5 Work Hours: Regular work hours for the site are 7:00 am to 5:00 pm, Monday through Friday, excluding Government holidays.

3.1.6 Federal Holidays are listed below:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

3.1.7 Work Outside Regular Work Hours: Work scheduled outside regular work hours including late hours, Saturdays, Sundays, and Government holidays requires Security approval in advance. Make application thru the COR at least 5 calendar days prior to such work to allow arrangements to be made by the Government for access to the work area and inspection & monitoring arrangements. Requests shall include the exact dates, hours, location, and purpose of the exception. If approved, the COR will coordinate access with the site security office.

3.2 General Requirements / Tasks

3.2.1 The Contractor shall furnish a detailed cost proposal, including all prime and sub pricing showing labor cost, material cost, OH and Profit and estimated service hours including crew size and number of visits to provide services as specified in the scope of work.

Proposal must be in whole dollars, no cents. Otherwise, bids will be rounded to the nearest dollar.

3.2.2 In addition to the detailed cost proposal, to be considered technically acceptable, the Contractor shall submit both a minimum of two (2) Field Service Technicians with active qualification certificates, as defined under 7.0 Contractor’s Key Personnel and two (2) examples of Federal Government contracts within the last five (5) years that demonstrate the company has provided work of similar size, scope and complexity, and the quality of its service shall be submitted.

3.2.3 The Contractor is responsible for visiting the site prior to submitting a bid to observe existing conditions. No compensation will be provided for conditions that would be visible during an on-site visit for persons experienced performing this type of work.

Contractors that have previously visited the facility for this work do not need to revisit the site prior to providing a bid unless they wish to.

3.2.4 Where governing regulations and imposed codes and standards require notices, permits, licenses, inspections, tests, and similar items or actions to lawfully proceed with the required work, the Contractor shall obtain items and take those actions in accordance with the regulations of the governing authority. The costs of such permits, licenses, inspections, etc., are the obligation of the Contractor.

3.2.5 The Contractor’s work shall adhere to all applicable federal, state, and local code requirements as well as current industry standards, (i.e.: UBC, NFPA, UL, ACI, ANSI, FCC, ASTM, NEC, NEMA, etc.) and health and safety codes, in effect at the time of award, or as determined by the authority having jurisdiction.

3.2.6 All contractor employees, to include subcontractor employees, providing services for the NBAF shall read, acknowledge, and follow all applicable NBAF policies, SOPs, and guidelines.

3.2.7 Prevailing Wage Rates may apply. If applicable employee payroll logs for the project will be required to verify wage rates are being adhered to.

3.2.8 The Contractor shall work with Facility personnel to ensure project is accomplished in a timely manner.

3.3 Pre-Service/Repair Requirements/Tasks

3.3.1 Prior to services starting onsite the following submittals must be submitted to the contracting officer’s representative (COR), unless otherwise determined by the CO that submittals may be provided after services start. Documents shall be submitted in word-searchable PDFs that can be easily read when printed on 8-1/2 x 11 or 11 x 17 sheets.

Contractor is responsible for any costs incurred for equipment or materials ordered without prior approval:

3.3.1.1 Product Data, Shop Drawings, Installation instructions, for any replacement materials/parts differing from those already installed for approval. SDS for all chemicals that will be used shall be provided prior to being brought onsite for information only. Submittals shall be annotated/highlighted to show products’ conformance with SOW requirements. If multiple items are listed on a submittal, the specific items being submitted for use shall be annotated/highlighted for clarity.

3.3.1.2 Service schedule indicating work hours, include the daily starting and stopping time, and days of the week the Contractor proposes to carry out the work. At a minimum, the schedule shall include every task included in the contract/work with the anticipated duration of work to complete the project.

Additional activities can be added to the schedule at the Contractor’s discretion, as needed, to manage their workflow. Calendar invites shall be provided for durations when the contractor will be on site.

3.3.1.3 Accident Prevention Plan/Site Specific Safety Plan is NOT required on this project. Contractor shall submit personnel lift training documentation for their onsite technicians.

3.3.1.4 Quality Control Plan is NOT required on this project.

3.3.1.5 Individual Environmental Protection Plan is NOT required on this project.

3.3.1.6 The Contractor shall provide to the CO a list of Task order personnel of the general and subcontractors, who will be emergency contacts, including address, and telephone numbers for use in an emergency. The Contractor shall update and submit the list monthly with invoices.

3.4 Service/Repair Requirements/Tasks

3.4.1 Installation of ceramic 50% tint in the CUP as noted on Attachment A – CUP Windows.

Contractor will be responsible for cleaning the glass to the extent required for film applications per the manufacturers written instructions. Contractor to provide USDA with One (1) roll of additional film for future repairs.

3.4.2 Installation of Window Frost glass covering in one multi-room Suite, Cup Connector Conference Room, and Occupational Health offices as shown on Attachment B – Window Frosting. The window frost should block visual identification through the film, but not enough that you cannot see if the space is occupied. The film should also help with reducing solar glare that would typically come through the glass into the spaces.

Contractor will be responsible for cleaning the glass to the extent required for film applications per the manufacturers written instructions. Contractor to provide USDA with One (1) roll of additional film for future repairs.

3.4.3 Provide and install manual clutch operated Draper FlexShade window shades to match existing office shades as shown on Attachment C – Manual Roller Shades. Attachment D provides the product date for the manual roller blinds. Blinds to be Draper Clutch Operated FlexShade with an Aluminum Colored Anodized Fascia cover. Any blinds over 72” shall have spring assist. Fabric Series Sheerweave Infinity2, Color name IN2-VG2 Midnight, openness factor 3%. Approximately 270 LF total of blind to be installed.

Contractor to field verify measurements prior to fabrication. Blinds may be in two-three sections to work with manufacturer maximum lengths, contractor to verify prior to fabrication. Installations within a Lab room require DOW 786 white silicone sealant to be used at all anchor locations to the building.

3.4.4 Schedule, administer, and provide agendas/minutes for coordination meetings.

3.4.5 Update service schedule to reflect current and projected progress, frequent enough to be of timely use for project management and coordination. Submit updates with each invoice.

3.4.6 Existing Installations / Demolition

3.4.6.1 All disturbances of existing systems shall be thoroughly coordinated with the

Owner to prevent disconnecting equipment that might jeopardize on-going research.

3.4.6.2 Owner reserves the right to retain any equipment / materials removed as part of the scope of work. Contractor shall coordinate any equipment / materials to be retained with Owner prior to starting demolition operations.

Contractor shall legally dispose all equipment / materials removed that will not be retained.

3.4.6.3 Contractor shall divert project waste to recycle where practical. The Contractor shall track and document the amount of waste diverted to recycle. The Contractor shall submit diversion documentation as part of closeout. If no waste is diverted to recycle, the Contractor shall submit a letter stating this and why diversion was not practical.

3.4.7 Building will be occupied while service is ongoing. Contractor shall schedule work with location to allow location to meet current research needs.

3.4.8 The Contractor is responsible for making and removing any temporary utility connections.

3.4.9 Shutoff of utilities, if required, shall be scheduled no less than five (5) working days in advance.

3.4.10 The Contractor shall protect the work, the site, and all existing property and structures within the limits of the serviced equipment or that may be affected thereby until acceptance of the work. Any damage to property shall be repaired at the Contractor’s expense, to pre-damaged condition to the satisfaction of the COR.

3.4.11 The work performed under this contract shall be subject to continuous audit by the CO/COR/LM. Quality control is the exclusive responsibility of the Contractor.

3.4.12 Safety and health matters, as they relate to the work, are the exclusive responsibility of the Contractor. The Contractor shall furnish, erect, and maintain barricades, warning lights, signs, guards, or take other precautions as may be required by law or local authorities of the protection and security.

3.4.13 The contractor shall follow the site lock-out/Tag-out policy and coordinate implementation of LOTO with the facility as needed.

3.4.14 Contractor shall provide continuous monitoring for noise, dust, chemical vapor generation, volatile organic compounds, and vibration. At no time shall noise exposure to any ARS staff exceed 75 DB.

3.4.15 Contractor and sub-contractors shall notify in writing the Contracting Officer at least one week prior to executing high risk work (this may be included in the two week “look-ahead” update). High risk work includes, but is not limited to, tasks requiring live electrical work, hot work, work at heights, trenching/ shoring, crane operations, and confined space entry.

3.4.16 Hot work permits shall be submitted and approved before the applicable work is performed. Hot work permits are required when cutting torch, welding, soldering and/or any other spark or heat producing equipment is to be used. A Hot Work Permit will be requested at least ten (10) working day in advance of the proposed work and will be issued only for the period necessary to perform such work. Upon request, a Hot

Work Permit request form will be supplied by Owner during the kick-off meeting for this contract.

3.4.17 The material and equipment to be furnished under project shall be the standard products of manufacturers regularly engaged in the production of such materials and equipment and shall be the manufacturer’s latest standard design.

3.4.18 All materials and equipment to be incorporated in the work shall be handled and stored by the manufacturer, fabricator, supplies, and Contractor before during and after shipment in a manner to prevent warping, twisting, breaking, chipping, rusting and any injury, theft, or damage of any kind to the materials and equipment. All materials and equipment furnished by the Contractor shall be new and subject to inspection and approval by the CO/COR.

3.4.19 Submit to the CO/COR documentation of hazardous materials/waste disposed or recycled.

3.4.20 The work site shall always be kept clean and free of debris. The Contractor shall remove from the premises all unused material, trash, and debris resulting from the work to the satisfaction of the COR.

3.4.21 Contractor to provide standard warranty from deficiencies and defects. Warranty information shall include the warranty period (dates), and warranty contacts with names, addresses and telephone numbers.

3.4.22 Extended Equipment/Product Warranties: Obtain and furnish to the Contracting Officer all written warranties for equipment/products that have extended warranties (warranty periods exceeding the standard one-year warranty) furnished under the task order. The warranty period shall begin on the same date as project acceptance and shall continue for the full/product warranty period. The warranties shall be fully executed and delivered to the Contracting Officer prior to final acceptance of the facility.

3.4.23 Prior to submitting final payment, the following documents shall be submitted:

a. General contractor’s warranty on work.

b. All subcontractor and manufacturer warranties.

c. Release of liens.

d. Employee payroll\time sheets

e. Invoice

4.0 Government Furnished

4.1 The Government shall be afforded 14 calendar days review periods for submittals requiring approval and 7 calendar days for information only submittals.

4.2 The Government will furnish a reasonable amount of electricity and water if requested. Access to a toilet facility will be provided by the Government.

5.0 Deliverables / Schedule

The Contract duration for this project is 180 calendar days from Notice to Proceed issued by Contracting Officer.

Key Deliverables

Item No.

Deliverable / Item Title

Description Frequency Reference Delivery Format

Due By

1 Payrolls Certified payrolls Once per invoice request

Ref. SOW, Page 4, Section 3.2.6

PDF to

CO/COR

Each invoice submission

2 Submittals Product data sheets, shop drawings, installation instructions, SDS

Once per product

Ref. SOW, Page 5, Section 3.3.1.1

PDF to

COR

Prior to Service/Repair or chemicals being brought onsite

3 Service Schedule

Anticipated days and hours of work

Once per invoice request

Ref. SOW, Page 5, Section 3.3.1.2

PDF to

CO/COR

Prior to Service/Repair starting & with each invoice

4 Personnel lift training

Certification technician is trained on personnel lifts

Once Ref. SOW, Page 5, Section 3.3.1.3

PDF to

COR

Prior to Service/Repair starting

5 Emergency Contact List

Emergency contact info for persons working onsite

Pre Service and monthly

Ref. SOW, Page 5, Section 3.3.1.6

PDF to

COR

Prior to Service/Repair starting & with each invoice

6 Coordination Meeting Minutes

Notes captured during coordination meetings

Bi-weekly Ref. SOW, Page 6, Section 3.4.3

PDF to

COR

Within 24 hrs. after each meeting

7 Closeout Documents

Warranty, Release of lien(s)

Once Ref. SOW, Page 7, Section 3.4.22

PDF to

CO/COR

Prior to final payment

6.0 Travel

There are no anticipated travel requirements. If travel costs, flights and per diem, are needed to get technicians to the facility for services they shall be reflected on a separate cost line.

7.0 Contractor’s Key Personnel

The contractor’s key personnel shall be certified to inspect/service cranes and/or hoists. Another example:

Personnel performing maintenance/inspection/repair services must be fully qualified, competent, Field Service Technicians (FSE). “Fully qualified” is defined as factory-trained (or equivalent) and experienced to work on the equipment assigned.

8.0 Site Specific Security Requirements

8.1 Security Requirements: Personnel employed by the Contractor or any representative of, or agent of the Contractor, entering this facility shall conform to the facility security regulations and any site training requirements. The Prime Contractor is required to provide onsite escort of contractor employees or any representative of, or agent of the contractor entering this facility and therefore shall be eligible to meet requirements to obtain either a local badge or PIV depending operational requirements and must complete the approximate two hour, NBAF Site Security and Safety Orientation. Additionally, site specific bio agent training is currently being developed. When fully developed the training may be required for all persons accessing the site. The Contractor shall provide all information required for background checks to meet facility access requirements as performed by the facility security office. Contractor personnel shall comply with all personal identity verification requirements as directed by USDA-ARS Security office. Each person accessing the site will be required to provide personal details, (full name, DOB, SSN, DL#) and will undergo a routine background check, such as a National Agency Check with additional inquiries, which may include a criminal and credit check. Details required for the check should be submitted the security office NLT 5 days prior to the visit. Results of this check may return earlier. However, it should not be planned to have results earlier than 5 days. For Non-U.S. Citizens requiring access, further checks are required that can delay processing up to 30 days or more. NBAF requires visitors to present government-issued identification for access to its campus. For visitors presenting a state-issued driver’s license or identification card, NBAF only accepts such documents if they are issued by states that are REAL ID compliant or have an extension from the US Department of Homeland Security. If the state that issued the license is listed as noncompliant without an extension, an alternate form of government-issued photo ID—such as a passport, Enhanced Driver’s License (EDL), or federal employee, or military identification card—may be presented to facilitate access. If, while on site the contractor/vendor will have access to sensitive information, they must complete a National Disclosure Agreement (NDA), along with the required training per USDA and, if applicable, Select Agent regulations. This training will most likely be completed by reviewing a series of slides covering the topics of the definition of controlled unclassified information (CUI), access, handling, distribution, storage, and destruction of CUI. Each person will acknowledge receiving and understanding the training on the NDA. The process should not exceed two hours.

Acknowledgement and completion of the NDA will be turned in with the form required for the background check. Results will be returned through the Contracting Officer or Contracting Officer Representative. Contractors needs to follow Title 41, Code of Federal Regulations, Part 102-74, Subpart C Rules, and Regulation Governing Conduct on Federal Property. Additional security requirements may be imposed by NBAF Security through general updates or when the Federal Government raises the Homeland Security Alert Level. Additional directions will be provided if the situation occurs. The Contractor shall safeguard all USDA-ARS equipment, information and property provided for Contractor use.

8.2 Security Ingress/Egress for Contract Activities: Contractor Personnel, Small Tools & Equipment. The

Main Entry Control Point (ECP)serves as the initial screening point for vehicles and visitors not requiring material delivery or large work vehicle access.

8.2.1 All Vehicles, equipment, and personnel will be confirmed for NBAF access. Upon confirmation, all vehicles and equipment will be thoroughly searched at the Main ECP.

Once cleared, visitors will be directed to park in the main lot and instructed to proceed to the Visitor Center.

8.2.2 Upon entry into the Visitor Center, visitors without a Long-Term Visitor Badge (LTVB) or contractor service provider badge/PIV will be issued a short-term visitors badge for the day of their visit. Visitors will be required to present valid REAL ID Act complaint identification and sign in on a Daily Visitor Log during processing. All badges must be worn above the waist in such a manner that the photo and expiration date are always clearly visible from the front. No items may be attached to the card or affixed to the holder that would obscure the information on the card.

8.2.3 Upon receipt of the short-term visitor badge, all visitors (to included LTVB) and their belongings will be screened by guard personnel.

8.2.4 Upon successful screening, visitors will be escorted by either Contractor staff with a Contractor Service Provider Badge/PIV or an authorized USDA Escort to their designated work location.

8.2.5 Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

8.2.6 Leaving the designated work areas, escorted visitors will turn their short-term visitor badges into the Visitor Center at the end of each day. They will then exit through the Main ECP. Vehicles, equipment, and personnel are subject to additional Security Screening and egress procedures pending campus status.

8.3 Security Ingress/Egress for Contract Activities requiring material delivery or work vehicle access:

Contractor Personnel, Contract Vehicles, Tools, Equipment, Material Deliveries & Shipments. The Service ECP/Guard Post serves as the initial screening point for vehicles and visitors.

8.3.1 All Vehicles, equipment, and personnel will be confirmed for NBAF access. Upon confirmation, all vehicles and equipment will be thoroughly searched at the Service ECP.

Once cleared, visitors may be thoroughly screened by Security at the Service ECP or will be directed to park in the North Transshipping (TSSG) Parking Lot to undergo Security Screening within the Transshipping Building. Visitor will be required to sign in on a Daily Visitor Log during processing.

8.3.2 Following screening, visitors without a Long-Term Visitor Badge (LTVB) will be issued a short-term visitor’s badge and will be required to present valid REAL ID Act complaint identification and sign in on a Daily Visitor Log.

8.3.3 Escorted by either Contractor staff with a Local Badge/PIV or an authorized USDA Escort, visitors, vehicles, tools, equipment, and materials will enter NBAF through Gate 2, and travel to the designated delivery entry point(s).

8.3.4 Escort coordinates to meet an authorized USDA member at the designated delivery entry point(s). This coordination will need to be done through the contract COR.

8.3.5 Escort will card swipe (or card swipe and PIN) at the access control reader and escort visitors through the designated delivery entry point(s) into the work area.

8.3.6 Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

8.3.7 Leaving the designated delivery entry points, escorted visitors will drive out of Gate 2.

Vehicles, equipment, tools, materials, and personnel are subject to additional Security Screening and egress procedures pending campus status.

8.3.8 Visitors without LTVBs will either be directed to park in the North TSSG parking lot to return their badge within Transshipping or will be directed to turn in their badge at the Service ECP. Once the Visitor Badge is returned, the visitor will then exit the respective area and leave the NBAF premises. Those with LTVB’s will leave the premises upon exiting Gate 2.

8.3.9 Visitors that are part of the delivery crew, but whom are not in the delivery vehicle will be subject to standard site access requirements utilizing the main Entry Control Point off Denison Avenue and screening by Security at the Visitors Center. Visitors will then be escorted from the Visitors Center, by a Contractor staff with a Local Badge/PIV or an authorized USDA Escort, to join the rest of the crew.

8.4 Security Ingress/Egress for Contract Activities requiring material delivery or work vehicles access and containment access:

8.4.1 Access/Egress of containment loading areas and activities within containment are subject to additional limitations, requirements and restrictions that will be determined, evaluated, and approved on a case-by-case basis.

8.4.2 All personnel, tools, equipment, and materials are subject to additional Security Screening and ingress/egress procedures pending campus status.

8.4.3 At no time can a direct path from outside the facility into containment occur.

8.4.4 Within containment, the containment cafeteria is the only authorized place to eat and drink. Food and Drink are only allowed to enter containment through the cafeteria pass through box via the warming kitchen.

8.4.5 All Contractor Staff and Visitors will be required to check their phones into a locker outside of containment prior to entering containment.

8.4.6 Radios can be signed out for communication within containment. The radios must stay within containment.

8.4.7 Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

8.4.8 Leaving the designated delivery entry points, escorted visitors will drive out of Gate 2.

Vehicles, equipment, and personnel are subject to additional Security Screening and egress procedures pending campus status.

8.4.9 Visitors without LTVBs will either be directed to park in the North TSSG parking lot to return their badge within Transshipping or will be directed to turn in their badge at the Service ECP. Once the Visitor Badge is returned, the visitor will then exit the respective area and leave the NBAF premises. Those with LTVB’s will leave the premises upon exiting Gate 2.

8.4.10 Visitors that are part of the delivery crew, but whom are not in the delivery vehicle will be subject to standard site access requirements utilizing the main Entry Control Point off Denison Avenue and screening by Security at the Visitors Center. Visitors will then be escorted from the Visitors Center, by a Contractor staff with a Local Badge/PIV or an authorized USDA Escort, to join the rest of the crew.

Crews with minimal tools, equipment, & materials – Containment Access through Shower Block and Security Checkpoint:

8.4.11 All Contractor Staff and Visitors will follow the NBAF Facility SOP for access into the

Main Lab.

8.4.12 Access/Egress of containment areas and activities within containment are subject to additional limitations, requirements and restrictions that will be determined, evaluated, and approved on a case-by-case basis.

8.4.13 All Contractor Staff and Visitors will be required to check their phones into a locker outside of containment.

8.4.14 All Contractor Staff and Visitors will be screened and confirmed by Security for access into containment.

8.4.15 All personnel, tools, equipment, and materials are subject to additional Security Screening and ingress/egress procedures pending campus status.

8.4.16 Security will have all Contractor Staff and Visitors sign the visitor log once cleared for access.

8.4.17 All Contractor Staff and Visitors will be escorted into containment and throughout by an authorized USDA employee with containment access.

8.4.18 Upon Leaving containment, All Contractor Staff and Visitors will sign out on the visitor log.

9.0 Data Rights

Not Applicable

10.0 Section 508 – Electronic and Information Technology Standards Not Applicable Attachment Attachment A – CUP Windows Attachment B – Window Frosting Attachment C – Manual Roller Shades Attachment D – Roller Blinds Product Data