Statement of Work.pdf

U.S. Department of Justice Federal Bureau of Prisons

North Central Regional Office Kansas City, Kansas

Financial Management

January 26, 2023

MEMORANDUM FOR FILE

SUBJECT: Temporary Cooling Tower Rental

SPECIFICATIONS:

INTRODUCTION

The Federal Bureau of Prisons (FBOP), Federal Correctional Institution in Greenville, Illinois intends to make a single award to a responsible entity to provide all necessary equipment, labor, materials, and incidentals to install temporary cooling towers located at the Federal Correctional Institution (FCI), Greenville. 100 U.S. HWY 40 GREENVILLE, IL 62246. The contractor is responsible to deliver two 500-ton cooling towers cabling and hookups to already existing hardware.

SCOPE OF WORK

The contractor shall be responsible for sourcing, and delivery of two 500-ton rental cooling towers, they must be capable to operate off two 400-amp electrical services. All temporary piping and power cables must be provided by the contractor. Delivery must occur no later than April 1, 2024.

Vendor is responsible for all labor and materials to install gate valves, and manifold required and associated with the chilled water piping for temp cooling towers. Vendor must be present for the initial startup.

These towers will remain in place and operational until new permanent towers are operational, a minimum of 8 weeks but the ultimate end date is unknown and depended upon new towers being installed and operational. The contractor will be responsible for deliver, connect temporary units to existing connections, maintenance while operating, and disconnect with pick-up when complete. Decommissioning and pickup must begin within 1 week of notification the rental units are no longer needed.

The contractor will be available to provide short notice maintenance should they be called by FBOP Staff if an issue arises while the temporary towers are in operation.

North Central Regional Office Kansas City, Kansas

FCI Greenville staff will ensure a representative is present to allow access to all areas requested by the Contractor. It shall be the Contractors responsibility to obtain all measurements and manufactures installation recommendations.

The FBOP will occupy the site during the entire construction period. Contractor shall perform the work to interfere with the FBOP’s operations as minimal as possible.

QUALITY ASSURANCE/INSTALLATION REQUIREMENTS

All installers/technicians shall be qualified and certified by the manufacturer to install, test, and certify the temporary towers.

UTILITIES

The FBOP will provide minimal electricity service (120V), for battery chargers, radios, small hand tools, etc. In addition, provide restroom services, and water. The contractor will provide all other supplies and materials needed to complete this project.

TESTING AND ACCEPTANCE

The contract shall be on site for the initial startup of the temporary towers and assist in troubleshooting any issues that may arise as directed by the Contracting Officers Representative (COR).

Submittals The Contractor shall provide to the COR (3) copies of the Material Safety Data Sheets (MSDS) on all materials and substances that may be used during the project. In the event the material is not approved by the Safety Manager, it shall be the responsibility of the Contractor to locate and procure an alternative product.

Provide specifications of all cable types labeled with their intended application. Cable specifications submitted shall include capacitance per specific unit of cable length. Cabling and hookups will be coordinated with the COR to ensure compatibility with existing connections.

Invoices will be submitted to the COR monthly.

CONTRACTOR SECURITY/WORKING REGULATIONS

Work Hours:

Work hours for the contractor are to fall within 6:00 AM – 3:00 PM, Monday - Friday, excluding weekends and federal holidays. Any work required to be completed at any other time than noted above must be requested in writing to the COR five (5) working days prior to the start of the work and must be approved by the Warden. In the event of any equipment being replaced

North Central Regional Office Kansas City, Kansas that would result in downtime of the normal orderly running of the institution, alternate work hours may be authorized in accordance with the time frame stated above.

Access to the site will be available during normal working hours except during emergencies. It shall be the responsibility of the Contractor to familiarize himself, his employees, and his subcontractors of the working hours and conditions in the correctional facility, as working hours may not constitute a full eight-hour workday. The Government assumes no responsibility to the Contractor nor to any of his subcontractors for shorter hours due to institutional emergencies or entry and/or exit of workers necessitated by normal institution routines.

Contractors should plan for a certain amount of time accrued for security considerations, i.e., check-in screening, delay due to inmate movements, institution lock-down, institution emergencies, etc. In the event of an institution emergency, the Contractor will be instructed to secure all work, secure, and stow all tools, equipment and materials, and the Contractor will be escorted out of the institution. Work will resume once the institution emergency passes.

Delivery of Materials:

All construction materials/equipment required for work on this project is required to be processed by the Contractor and coordinated with the institution COR for temporary storage.

Any related deliveries which are directly shipped to the contractor can be received between the hours of 7:30 a.m. to 2:00 p.m., Monday through Friday, excluding Federal Holidays. At no point will a Bureau of Prisons (BOP) staff member receive or sign for a delivery if the contractor or his representative is not present to verify and accept the delivery.

Under no circumstances will FCI Greenville or its staff be responsible for the acceptance of any Contractor or company deliveries. The contractor shall be responsible for providing their own means of loading and unloading contractor material or equipment.

The contractor shall not use the institution entry/driveway for the loading, unloading, or storage of any materials and equipment. The contractor will not impede/block the driveway at any time during or after the work shift.

Storage of Materials and Equipment:

All construction materials/tools shall be stored in a designated area mutually agreed upon between the COR and the contractor. The storage area will be a secure lockable gang box or similar, size to be determined by the contractor and the COR. If required, the contractor shall provide a securable, single point access storage container, such as a Job or Gang Box that will be left in the agreed upon storage area for the duration of the project. Size of the storage

North Central Regional Office Kansas City, Kansas container will be determined by the contractor and the COR. The container will be secured using a padlock protocol with two locks to secure it. One shall be a contractor lock and the other lock provided by the institution. If necessary, a heavy-duty chain provided by the contractor may be used to facilitate the locking requirement. All materials and equipment stored within the container will be maintained in a safe an orderly fashion.

All tools will be inventoried prior to entering the institution and will be inventoried back in to ensure accurate accountability when exiting the institution at the end of each workday.

Materials cannot be stored at a height that would create a fall hazard. All tools will be inventoried prior to entering the Institution. At the start of each workday all tools will be inventoried out on a daily tool inventory sheet and at the end of the workday all tools will be inventoried back in to ensure accurate accountability of all tools at the end of each workday.

All contractor owned extension cords that will be used during the project, regardless of length, shall be in good condition with no broken outer Insulation. Extension cords are considered a “high risk” tool having a Federal Bureau of Prisons’ tool classification of Double A. All contractor owned extension cords used for this project will be required to exit the institution at the end of every workday for the duration of the project.

All contractor owned ladders approved for use within the institution, regardless of the size, shall be stored in a pre-determined area and secured to a stationary fixture with a heavy link chain and lock which would prevent removal.

Safety and Personal Protective Equipment:

All contractors and employees shall have and wear the required personal protective equipment (PPE) prescribed by industry standards at all times while on the job site. It is the responsibility of the contractor to provide all PPE equipment. All ladders regardless of the size shall be stored, and secured to a stationary fixture with a chain and lock in a predetermined area, in a way that they cannot be removed.

If ladders are required, immediately consult with the COR to ensure the COR can make timely notification to appropriate institution staff. All extension cords regardless of length shall be in good condition with no broken outer insulation and will be secured in a locked construction gang box. Should a system require Lock-out/Tag-out, the system will be required to have both Contractor and FCI Greenville locks on the isolation point to prevent shock. All Lock-out/Tag-out procedures will be in compliance with the institution Lock-out program.

Additional Considerations:

North Central Regional Office Kansas City, Kansas

1. Contractors will NOT be allowed to bring cell phones, cameras or two way pagers into FCI Greenville. The Facilities Department maintains a digital camera that will be utilized by BOP staff to document the project work. The Contractor may request copies of these documentation photos for record keeping.

2. Contractor will be permitted to wear jeans in the institution, however, green or khaki-color clothing will not be allowed. The clothes will be proper and suitable for the services that are being provided.

3. Lunches will be consumed at the work site. Contractor shall ensure they have everything they need for their lunch when they check-in first thing in the morning.

4. Federal smoking policy on Federal property states that smoking is only allowed in designated areas. This policy will be strictly enforced.