SOW-AIRR_Shelving_0001.pdf

STATEMENT OF WORK

American Indian Records Repository

Shelving Unit Systems

1. Introduction The Bureau of Trust Funds Administration (BTFA) is seeking services to support Project Management (PM), Reassembly Management, Document Preparation and Quality Control of Documents, specific to special projects, located at the American Indian Records Repository (AIRR) in Lenexa, KS. These special project services include targeted PM, Reassembly Management, Document and Quality Control of the documents, which may or may not be specific to special projects, such as one-time, short-term urgent senior Departmental Leadership, Department Bureau Leadership, Solicitor’s office, etc requests. These services are not to perform the day-to-day on-going mission of the AIRR.

2. Background The work covered by this contract is primarily focused on high-priority, urgent, and short-term requests that BTFA receives from senior Departmental leadership. In other words, the requests originate at senior levels above and outside of BTFA and are not part of BTFA’s prior normal course of business. For example, such a request would include the requests that the Department has made for BTFA work to support the Secretary’s Boarding School Initiative.

BTFA is responsible for managing all Indian Trust records for the Department of the Interior. The BTFA Office of Trust Records (OTR) is responsible for managing a records and information program that upholds the legal obligation of the trust relationship between the Federal government and Native American Indians and Alaska Natives. OTR is responsible for implementation and maintenance of the records management program for BTFA as well as coordination of the management and disposition of all Indian Trust Records with the National Archives and Records Administration (NARA). The Director of OTR reports to the BTFA Associate Chief Information Officer. OTR has staff in Washington, D.C.;

Albuquerque, NM; strategic BTFA Field locations; and at the American Indian Records Repository (AIRR) in Lenexa, KS.

The AIRR uses a Versatile Database system for records indexing. The AIRR is the location of the BTFA’s Digital Center of Excellence (DCE) which is digitizing the paper records to manage and provide secure access to authorized federal employees and contractors for all Indian Trust records research, litigation and document production support. AIRR has 810,000 cubic feet of paper-based Indian Trust records and over 1.7 billion pages of related records for BTFA, Assistant Secretary Indian Affairs, the Bureau of Indian Affairs (BIA) and the Bureau of Indian Education (BIE). The AIRR is currently growing at a rate of approximately 27,000 cubic feet of new paper records each year.

3. Description of Services The Contractor shall deliver and install 300 units of records storage shelving for the American Indian Records Repository (AIRR).

4. SCOPE:

4.1 The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to procure and install records storage shelving as outlined below. All shelving and installation shall meet manufacturers and NARA specifications for records storage.

4.3. The Contractor shall be responsible for any missing parts and components not included in order to perform the services of this contract.

5. SALIENT CHARACTERISTICS:

• Shelving shall have a weight capacity of, at a minimum, 800 lbs per shelf.

• Shelving unit must contain eight (8) shelves with an overall height of 87 inches

• Shelves must be 42 inches wide by 30 inches deep and fit/accommodate, six (6) Federal Records center boxes NSN 8115-00-117-8249 (box measurements (10” tall by 15” deep x 12” wide))

• Shelf frames should be made of steel with an electroplated substrate with a finish that is resistant to abrasion and rust.

• Shelves shall be solid steel and surface polymer construction, be smooth and resist rust or abrasion

6. DELIVERY AND INSTALLATION

6.1. Delivery:

6.1.1 Contractor shall deliver all records storage shelving to the AIRR Annex Area, 17501 W 95th 44-47, Lenexa KS. 66219. The dock at the AIRR location has the capability to accommodate 18 wheeled tractor trailers and box trucks.

6.1.1 The packaging shall be able to prevent damage or deterioration during shipment, handling, storage, and installation. A protective covering shall be maintained, in place and in good repair until removal is necessary.

6.2. Installation:

6.2.1 All shelving shall be setup/installed within 90 days of contract award. The setup/installation shall be done in accordance with specifications outlined in federal and local safety standards. The Contractor shall have the experience, capability, and knowledge to install the shelving units. The Contractor shall coordinate the delivery date at least 14 days prior to the installation date. Installation shall commence no later than 5 days after delivery. Space will be made available in the warehouse directly attached to the dock. The warehouse is accessible by a 10’ X 10’ roll up garage door. The contractor will coordinate with the COR who will coordinate with the AIRR Dock management to ensure delivery times are available.

The contractor will inform the COR and others within DOI of any delays in installation as soon as possible. Contractor will work with the COR and others within DOI to determine any adjustments to the installation timeline. Any changes will be at no additional cost to the Government.

6.2.4 The contractor shall clean up, remove, and dispose of waste materials or rubbish in accordance with this paragraph and all applicable federal, state, and local regulations, standards, codes and laws. Any fees or charges for disposal of materials shall be the responsibility of the contractor. The contractor shall always keep the job site, including staging and storage areas used by the contractor, free from accumulations of waste material or rubbish. This material shall be removed daily to eliminate the accumulation of debris. Prior to completion of the work, the contractor shall remove from the vicinity of https://www.grainger.com/product/SKILCRAFT-File-Box-Corrugated-Fiberboard-31NJ29?msockid=0f54fb7602b669a3165eee7403d968e0 https://www.grainger.com/product/SKILCRAFT-File-Box-Corrugated-Fiberboard-31NJ29?msockid=0f54fb7602b669a3165eee7403d968e0 the work all shipping containers, packing, rubbish, unused materials, and other like material, belonging to the contractor or used under the contractor’s discretion. Under no circumstance will eating and drinking be allowed in the designated room where the installation will occur.

7. SITE POLICIES AND GUIDELINES:

There shall be no smoking on AIRR property at any time. Food and drink will not be allowed in the dock or annex area. The Contractor is responsible for all actions of its employees. All contractor personnel employed in the performance of this contract shall comply with all DOI, BTFA, and AIRR building regulations, policies, and guidelines while on the premises.

8. KICKOFF MEETING

8.1. The COR will coordinate a kickoff meeting with all stakeholders within five (5) days of contract award, to include vendor, COR, CO, and AIRR management. Time and date shall be coordinated by the COR.

9. INSPECTION AND ACCEPTANCE

9.1. Upon completion of the shelving installation, the Contracting Officer's Representative (COR) will conduct a thorough inspection to ensure that all shelves are undamaged and installed in accordance with the specified guidelines. This inspection will verify that the installation meets the required standards of quality and safety. The contractor shall correct any deficiencies within 10 calendar days of notification of the deficiency, at no additional cost to the government

9.2. The Contractor shall provide a punch list of items and replacement parts and/or short ship items from the manufacturer(s) within 21 days of installation completion. The list shall be submitted to the authorized government representative with a remediation plan to complete all items within five (5) business days of submission.

9.3. The COR shall ensure all work is completed satisfactorily prior to final acceptance. Disputes shall be resolved by the Contracting Officer and COR.

10. PROTECTION OF PROPERTY:

The Contractor shall be responsible for any damage to the building which occurs during delivery and installation. It is incumbent upon the contractor to identify any existing damage to the building by means of a Pre-Installation and Delivery Walk-Through with the COR. Proper measures (protective runners, pads, etc.) shall be utilized by the contractor to protect the building (walls, floors, etc.). All damages to such property and furnishings shall be repaired or replaced as recommended by the COR and approved by the CO at no additional cost to the government. The contractor shall provide all material to protect all floors, carpeted areas, walls, carpeting, marble, etc., from damage and soil during the installation and shall cover the floors with protective materials (i.e., Masonite, plywood, or similar durable covering) as needed. The protective materials shall not be bolted, glued, or stapled to floors, carpeted areas, walls, ceilings, or doors but instead shall either be free-standing or braced so as not to cause any damage. If Masonite is taped to floors, the contractor is responsible for cleaning the marks left by the tape or other material that might adhere to the floor. Any damage caused by the contractor shall be the responsibility of the contractor to repair or replace. The contractor shall establish and maintain this protection and maintain it throughout the full term of the contract.

11. HOURS OF OPERATION:

11.1. The Contractor shall deliver items and provide installation services from 8:00 AM to 4:30 PM Monday through Friday, Central Standard Time (CST), except Federal holidays.

11.2. Prior to any service performed outside of normal working hours, the Contracting Officer and/or authorized government representative must provide approval.

12. PERIOD OF PERFORMANCE:

The period of performance is 90 days after contract award date. Installation of shelving will be completed within a 21-day timeframe which is part of the total 90-day period of performance.

13. SECURITY:

13.1. All Contractor employees shall be escorted by AIRR personnel throughout the facility to ensure access to all applicable areas.

13.2. All Contractors will check/sign in at the front desk each day prior to starting work and as they exit the facility.

14. FEDERAL HOLIDAYS:

The Contractor is not required to perform services on the following Federal holidays:

• New Year’s Day January 1st

• Birthday of Martin Luther King Jr. 3rd Monday in January

• Washington’s Birthday 3rd Monday in February

• Memorial Day Last Monday in May

• Juneteenth National Independence Day June 19th

• Independence Day July 4th

• Labor Day 1st Monday in September

• Columbus Day 2nd Monday in October

• Veterans Day November 11th

• Thanksgiving Day 4th Thursday in November

• Christmas Day December 25th

In addition to the days designated as holidays, the Government observes the following:

• Any other day designated by Federal Statute.

• Any other day designated by Executive Order.

• Any other day designated by the President’s Proclamation