MAYAGUEZ ADA COMPLIANCE Statement of Work.pdf

STATEMENT OF WORK

FOR

USDA NRCS Mayaguez ADA Compliance

Revision 0

4/9/2025

Table of Contents

1 INTRODUCTION

1.1 Mission

1.2 Background

1.3 Scope

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

2.2 Contractor Personnel Qualifications

2.3 Key Personnel

2.4 Location and Hours of Work

2.5 Travel

2.6 Invoicing

2.7 Identification of Contractor Personnel

3 REQUIREMENTS/TASKS

3.1 ADA Assessment and Design

3.2 Demolition

3.3 Renovation

3.4 Cleanup

4 DELIVERABLES/SCHEDULE

5 SPECIAL REQUIREMENTS

5.1 Security

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services

5.3 Applicable Documents

5.4 Restrictions Against Disclosure

5.5 Organizational Conflicts of Interest

5.6 Insurance

5.7 Mandatory Contractor Training Requirements

1 INTRODUCTION

The USDA Natural Resources Conservation Service (NRCS), Caribbean Area, requires a general contractor to perform various office improvements at two offices in Mayaguez, Puerto Rico, in alignment with the standards outlined in the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973.

1.1 Mission

The USDA NRCS mission is to protect America’s natural resources by delivering conservation solutions to agricultural producers.

1.2 Background

The USDA NRCS Offices in Mayaguez are located at 2200 Pedro Albizu Campos Avenue, Apartments 22, 23 & 24, Mayaguez, PR, 00680 (18.2098885, -67.1386830). The two locations are adjacent to each other, within the Tropical Agricultural Research Station at the University of Puerto Rico, Mayaguez Campus (UPR Mayaguez).

The USDA-NRCS Caribbean Area seeks to enhance accessibility within the NRCS Mayagüez Field Office (Apartment 22) and Ecological Sciences Office (Apartment 23) in alignment with the standards outlined in the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973. These enhancements are essential to ensure that employees and customers with disabilities have equitable access to key areas of the facility, including restrooms, emergency exit routes, and designated parking spaces.

1.3 Scope

The scope of this requirement includes but is not limited to: (1) Ensuring appropriate door clearance; (2) Adjusting the configuration and functionality of restroom layouts, including the removal, disposal, replacement, and re-installation of components such as vanities, toilets, bathtubs, and wall finishes; (3) Installation of compliant signage; (4) Ensuring safe and accessible emergency exit ramps, walkways and designated parking space that meet ADA standards.

Design development is also included as part of this effort to support ADA-compliant outcomes. Design development is an integral component of this effort, aimed at ensuring all enhancements align with the standards set forth by the ADA. This phase will involve the planning and refinement of accessible features, such as clearances, layouts, signage, and routes, with careful attention to usability, safety, and compliance. The design process will incorporate technical specifications, spatial assessments, and accessibility guidelines to inform effective solutions that meet legal requirements and support equitable access for individuals with disabilities.

2 GENERAL REQUIREMENTS

The Contractor must have an active registration in SAM (System Award Management) www.sam.gov. A detailed quote must be provided outlining the Statement of Work to include terms and pricing. The quote should be Firm Fixed Price.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees, except for the site lead. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer, in writing, immediately.

2.2 Contractor Personnel Qualifications

Certifications, Compliance and Licenses for NAICS Code 236220-26 - Office Remodeling

The specific certifications, permits, licenses, and regulatory compliance requirements within the United

States for this industry.

Certified Remodeler (CR): A certification provided by the National Association of the

Remodeling Industry (NARI) that ensures the contractor has a minimum of five years of experience in the industry, has passed a written exam, and adheres to a strict code of ethics.

Certified Graduate Remodeler (CGR): A certification provided by the National Association of

Home Builders (NAHB) that ensures the contractor has completed a specific curriculum, has a minimum of five years of experience in the industry, and adheres to a strict code of ethics.

Lead-Safe Certification: A certification provided by the Environmental Protection Agency (EPA) that ensures the contractor is trained in lead-safe work practices and can safely work on homes built before 1978, when lead paint was commonly used.

Occupational Safety and Health Administration (OSHA) Certification: A certification provided by OSHA that ensures the contractor is trained in safety and health hazards in the workplace and can safely work on construction sites.

Building Performance Institute (BPI) Certification: A certification provided by BPI that ensures the contractor is trained in energy efficiency and can provide energy audits and retrofits for commercial buildings.

2.3 Key Personnel

The Contractor shall assign to this contract the following key personnel:

1. Contractor o Construction manager

2. Subcontractors

During the first ninety (90) calendar days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After the initial 90-day period, the Contractor shall submit the information required below to the Contracting Officer at least 15 calendar days prior to making any permanent substitutions.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

2.4 Location and Hours of Work

Work under this contract is performed at Government facilities. USDA NRCS Offices in Mayaguez are located at 2200 Pedro Albizu Campos Avenue, Apartments 22 & 23, Mayaguez PR 00680. The two locations are adjacent to each other, within the Tropical Agricultural Research Station, UPR Mayaguez.

Normal agency workdays are Monday through Friday, except U.S. Federal Holidays. Agency employees typically work eight hours per day, 40 hours per week. Business hours are 8:00 AM to 4:30 PM.

The Contractor shall be responsible for establishing their work hours under this contract, except when access to a Federal facility is required, in which case the Government may limit the Contractors access based availability of agency employees. However, Contractor employees in possession of a valid HPDS- 12 PIV-II Compliant Credential (e.g., LincPass) can work unaccompanied at government locations upon Government approval. See Section SOW 5.1 for additional information.

Weather and security closures by their nature usually arise without advance notice. As such, the Government will notify the Contractor as soon as possible once any closures have been announced.

2.5 Travel

This contract will be set aside for Small Business. Market Research indicates there are local small businesses with active registrations both in the SBA and in Sam.gov. This contract is not expected to require travel from outside Puerto Rico.

Local commuting costs are the responsibility of the Contractor. Travel is considered an other direct cost.

2.6 Invoicing

Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system and in accordance with the payment clause(s) in the contract.

2.7 Identification of Contractor Personnel

Contractor employees, including subcontractors, ARE NOT required to attend meetings, send emails, answer Government telephones or place calls, or work in situations where their actions could be construed as acts of Government officials.

3 REQUIREMENTS/TASKS

The Contractor shall provide all labor, supervision, tools, equipment, supplies, transportation, permits, fees, taxes, incidentals, and materials necessary to perform the work described herein. This may include but may not limited to: demolition tools, building tools and materials, floor and office furniture protection, the coordination of a concrete mixer truck if needed, and all other equipment and supplies necessary to complete project as required.

3.1 ADA Assessment and Design

Complete Assessment and Design on the two USDA NRCS Mayaguez Offices to identify improvements needed to ensure alignment with the standards outlined in the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973.

This phase will involve the planning and refinement of accessible features, such as clearances, layouts, signage, and routes, with careful attention to usability, safety, and compliance. The design process will incorporate technical specifications, spatial assessments, and accessibility guidelines to inform effective solutions that meet legal requirements and support equitable access for individuals with disabilities.

Some improvements may include, but not be limited to:

1- Ensuring appropriate door clearance.

2- Adjusting the configuration and functionality of restroom layouts, including the removal, disposal, replacement, and re-installation of components such as vanities, toilets, bathtubs, light fixtures and wall finishes.

3- Installation of compliant signage.

4- Ensuring safe and accessible emergency exit ramps, walkways (including from back emergency door around the offices to the front), and designated parking space that meet ADA standards.

The contractor is responsible for verifying all dimensions at the site in performing the assessment. The improvements must facilitate that employees and customers with disabilities can have access to a bathroom and any other key areas of the facilities, like emergency exit routes and designated parking spaces. The design must be discussed and approved by the Contracting Officer and NRCS Caribbean Area personnel. Assessment findings will be implemented as the next deliverables.

3.2 Demolition

Complete demolition to start implementing assessment, this includes the disposal of bathtubs, vanities, toilets, doors, among others. The contractor is responsible for the pick-up and disposal of all items identified to be disposed of, and all debris related to their actions on this contract.

The contractor shall be responsible for ensuring all items that are to remain have been accounted for.

The contractor shall be responsible for any damage caused to Government property including walls, doors, glass or any other structure or equipment that is not part of the disposal. Damage will be documented prior to departure and photographs taken.

3.3 Renovation

The Contractor shall complete all renovation work necessary to meet applicable Americans with Disabilities Act (ADA) standards, as identified in the site assessment and detailed in the accepted proposal. Renovation activities must be executed in accordance with relevant codes and best practices, ensuring full accessibility upon completion.

The Contractor is responsible for procuring all necessary materials, fixtures, equipment, and supplies required to complete the renovation. This includes coordinating deliveries, ensuring product quality, and verifying that all items meet the specifications outlined in the Statement of Work. All materials and fixtures must meet or exceed industry standards for safety, durability, and performance. The Contractor shall provide written warranties for all installed fixtures and equipment, guaranteeing workmanship and materials for a period no less than one (1) year from the date of completion. If manufacturer warranties extend beyond one year, the Contractor shall facilitate the transfer of those warranties to the client.

Renovation shall also include painting of all interior office walls affected by the work, using high-quality, low-VOC paint in a finish appropriate for office environments. Color selections shall be coordinated with the client prior to application.

Should there be any additional issues like potential hidden damage, scope refinements, and other unforeseen conditions that may arise during the renovation, the contractor SHALL contact the Contracting Officer and designated NRCS Caribbean Area personnel immediately prior to continuing the work. Any changes from the proposed scope that affect the cost of the project must be documented and a contract amendment approved in writing by the Contracting Officer prior to implementation.

3.4 Cleanup

Upon completion of all renovation activities, Contractor shall conduct a thorough deep cleaning of the affected office areas. This includes—but is not limited to—cleaning all horizontal and vertical surfaces such as desks, cabinets, doors, walls, windows, flooring, and any installed fixtures to remove dust, debris, and residue generated by the renovation work. All work areas must be left in a clean, orderly, and operational condition suitable for immediate use by office personnel.

4 DELIVERABLES/SCHEDULE

Timely completion of deliverables is essential to a successful outcome. Below are the required due dates for each requirement/task.

Item No.

Deliverable Reference Due

1 ADA Assessment and Design SOW Section 3.1 Within 14 calendar days of contract award.

2 Demolition SOW Section 3.2 Start within 5 business days of acceptance of design and not exceed more than 5 business days.

3 Renovation SOW Section 3.3 No later than 2 weeks after demolition.

4 Cleanup SOW Section 3.4 No later than 2 business days after renovation.

5 SPECIAL REQUIREMENTS

5.1 Security

Contractors require only intermittent access to Federally-controlled facilities. FAR Subpart 4.13, Personal Identification Verification of Contractor Personnel, does not apply.

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services Not applicable.

5.3 Applicable Documents

The Contractor shall assess compliance with all documents listed below, as mentioned in the U.S.

General Services Administration’s National Accessibility Program Standards, Policies and Procedures (https://www.gsa.gov/system/files/National_Accessibility_Program_Standards_Policies_and_Procedur es_2-1.pdf) :

The Architectural Barriers Act (ABA) of 1968 – In 1968 Congress passed the ABA to require accessibility for persons with disabilities in facilities that are designed, built, or altered by or on behalf of the United States of America. The act also applies to federally leased properties and to non-federally owned facilities that are constructed or altered with certain types of federal funding. The ABA designates the U.S. Department of Defense (DoD), the U.S. General Services Administration (GSA), the U.S. Department of Housing and Urban Development (HUD), and the U.S. Postal Service (USPS) as the four federal agencies responsible for creating the accessibility standards that implement the ABA

Rehabilitation Act of 1973 – The Rehabilitation Act of 1973 prohibits discrimination against persons with disabilities in programs conducted or financially assisted by the U.S. government, federal employment, and federal contractor employment. The Rehabilitation Act also created the U.S. Access Board, to enforce the ABA and to develop and maintain accessible design guidelines that set the baseline for the ABA’s mandatory standards.

Uniform Federal Accessibility Standards – In 1984 the four federal standard-setting agencies— DoD, GSA, HUD, and USPS—published the “Uniform Federal Accessibility Standards” (UFAS) as the first government-wide implementing standard of the ABA. The basis for the common accessibility standard was the “Minimum Guidelines and Requirements for Accessible Design,” or MGRAD, which the United States Access Board published in 1982. Later in 1984 GSA issued a policy on accessibility in leased space, because leased facilities were not included in UFAS. For GSA, these two publications required all new, renovated, and leased federal civilian workplaces under its control to be accessible to persons with disabilities

Americans with Disabilities Act – In 1990 Congress passed the Americans with Disabilities Act (ADA), which prohibits discrimination against persons with disabilities in employment, telecommunications, and state and local governments’ activities and services. The ADA also establishes accessibility requirements for the design, construction, and alteration of state and local government facilities and private-sector facilities, namely places of public accommodation and commercial activity. The ADA does not apply to federally owned or leased properties

The Architectural Barriers Act Accessibility Standard, ABAAS – GSA adopted the “Architectural Barriers Act Accessibility Standard” (ABAAS) in 2006 as its new implementing standard for the ABA. It is based on the ADA/ABA Accessibility Guidelines published in the Federal Register by the U.S. Access Board in 2004

Applicability of ABAAS to Leased Facilities – ABAAS Section F202.6 (Leases) outlines compliance requirements for leased facilities.

5.4 Restrictions Against Disclosure

Not applicable.

5.5 Organizational Conflicts of Interest

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance would require the Contractor, including subcontractors, to provide services related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, that would cause an organizational conflict of interest, the Contractor shall immediately notify the Contracting Officer, in writing, and not perform the work until direction is provided by the Contacting Officer.

5.6 Insurance

The table below lists the kinds and minimum amounts of insurance required, as referenced in contract clause 52.228-5 (Insurance–Work on a Government Installation).

Minimum Insurance Requirements

1 Workers' compensation and employer's liability $100,000 or per statute

2 General liability:

Bodily injury $500,000 per occurrence

Property damage $100,000 per occurrence

3 Automobile liability:

Bodily injury $200,000 per person / $500,000 per occurrence

Property damage $20,000 per occurrence.

In addition, the contractor must provide coverage for any other risks as deemed appropriate, since the Government is not indemnifying the Contractor against any risks under the contract. A current duplicate (not machine reproduced) certificate of insurance must be submitted to the Contracting Officer (CO) for approval before the Contractor begins work under this contract duplicates of renewal certificates (not machine reproduced) obtained by the CONTRACTOR during the life of this contract must immediately be provided to the CO. Also, see the cause, "Insurance Additional Named Insured" below.

The insurance policy must contain an endorsement that any cancellations or material decreases in the coverage’s shall not be effective, unless the insurer or the Contractor gives advance written notices of cancellations or changes in accordance with the CO's instructions.

All premiums or costs incurred to comply with these insurance requirements will be paid by the Contractor. If the Contractor already has an organizational policy in effect, the CO requires evidence that it satisfies all the above stated requirements. The Contractor is required to provide such evidence as deemed necessary by the Contracting Officer before a notice to proceed with contract performance issued. The Government reserves the right to disapprove the purchase of any insurance coverage not in the Government's interest.

This contract requires that all insurance coverages be kept in full force and effect until all contract work is completed; the insurance requirements also apply to subcontractors.

The Government will not be responsible for any losses, damages, or liabilities beyond the amounts, limits, and conditions of the above-required insurance.

The requirement of contract clause 52.228-5 is hereby supplemented to provide that the general liability policy shall name "The United States of America, acting by and through USDA NRCS Caribbean Area," as an additional insured with respect to operations performed under this contract.

5.7 Mandatory Contractor Training Requirements

Not Applicable.