Amended-SOW-DRASH PMA.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

STATEMENT OF WORK

DRASH Systems Maintenance and Repair Services

For the

Laboratory Division, Technical Hazards Response Unit

Statement of Work

7/14/2023

Solicitation Number: 15F06723Q000001609

STATEMENT OF WORK

1 Scope

This is a contract to provide preventative maintenance and repair services of eleven (11) DRASH Shelter Trailer Systems, each with one (1) Environmental Control Unit (ECU)/Generator System and multiple DRASH shelters to the Federal Bureau of Investigation (FBI) Laboratory Division (LD), Technical Hazardous Response Unit (THRU).

This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction

The Contractor under this Statement of Work (SOW) will be responsible for labor and materials required to carry out all preventive maintenance as outlined in this SOW.

1.2 Background

THRU currently owns nine (9) DRASH shelter systems and provides maintenance and repair service for two (2) units operated by the Los Angeles FBI Rapid Deployment Team/Evidence Response Team

(RDT/ERT).

The last services were performed on the following dates:

Stafford- four units on 5/17/2023 Irving, TX- four units on 4/18/2023 Northridge, CA – three units on 5/4/2023

The following chart lists the model and serial numbers.

Model No. Quantity Serial No.

DRASH HP-4DL 8/20

Lister Petter 1 19-6240-001

DRASH HP-4DL 8/20

4LE1 8

20-6561C-002 / 20-6561C-001 / 20- 6544-004 / 20-6544-002 / 20-6544- 001 / 20-6544-003 / 23-8706-001 / 23-8706-002

DRASH HP-4/188 4LE1 2 TRLASY-3821 / TRLASY-3820

A DRASH system is a combination of two to five soft shelters supported by a DRASH Utilities Shelter Transporter (UST) Trailer. The integration results in a totally self-supporting shelter system with electric power as well as heating, ventilation, and air conditioning. The rear of the DRASH UST trailer has a cargo

STATEMENT OF WORK GUIDE AND TEMPLATE

capacity of 150 cubic feet, large enough to carry a complete DRASH shelter system (or three). The utilities package, permanently mounted on the trailer's chassis, integrates a diesel-powered generator set with an 8-ton environmental control unit (heat/ventilation/air conditioning).

The various components of the system (shelters, trailer, generator, and environmental control unit) require routine maintenance as well as unscheduled repairs and replacement of worn parts. Routine maintenance involves the inspection of the unit and all systems, changing of fluids, filters, and lubrication as well as battery maintenance, the addition of refrigerant to the air conditioning systems, parts, repairs, labor, and materials as necessary.

2 Applicable Documents

NONE

3 Requirements – Shelter Trailer System – ECU/Generator Preventive Maintenance

Contractor shall provide all materials, supervision, labor, tools, and equipment to perform Preventive

Maintenance/Repairs. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Facility

Safety and Health Officer (FSHO). The disposal of any fluids, liquids, filters, parts, and supplies, etc., shall be the responsibility of the contractor.

Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials brought onto the site.

If any discrepancies are found with the shelter system that are not covered under this scope of work then the contractor must provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead-time.

3. Price quote for repair labor.

Maintenance shall consist of:

The following work must be done semi-annually (twice per contract year):

A. Generator Unit

1. Conduct visual check around the generator.

2. Change oil and oil filter (to be changed after load tests).

3. Replace fuel filters and record differential pressure to start a baseline.

4. Replace air filters.

5. Clean, flush, recharge water coolant and change coolant filter.

6. Check the thermostat and replace when necessary.

7. Check the V belts and fan belts; replace when necessary and tighten the belts with proper tension.

8. Check hoses and replace when necessary.

9. Check the battery, do battery load test, replace when necessary.

10. Clean battery terminals and lugs (apply grease on terminal connections).

11. Check the fuel day tank, drain the water separator filter. Drain water and sediment.

12. Check fuel tanks to make sure full, and treat the fuel as needed.

13. Inspect exhaust piping and muffler insulation.

14. Drain condensate from exhaust condensate trap as required.

15. Inspect engine and generator wiring harness for wear and damages.

16. Inspect supports and spring isolators for soundness and stability.

17. Inspect unit thoroughly for loose fasteners.

18. Test and operate mechanical emergency shut off controls.

19. Clean radiator air passages and exhaust air ducts.

20. Clean intake louvers and ducts.

21. Check for moisture, dust, oils, greases, and debris on main stator windings, exciter, and

PMG. Clean as needed.

22. Inspect water pump and seals; replace any worn or defective parts.

23. Clean and inspect the oil cooler.

24. Turn off the generator circuit breaker and run the generator unloaded for 15 minutes. Check the generator for unusual conditions, such as: excessive vibration, excessive black or white smoke. The following indicators also need to be checked while the generator is running: oil pressure gauge, water temperature gauge, fuel pressure gauge, RPM indicator, volts; amps;

and frequency indicators. Verify all in normal condition.

25. After confirming that the genset is in normal condition, run and load the unit with the existing building load for 1 hour. The following indicators also need to be checked while the generator is running: oil pressure gauge, water temperature gauge, fuel pressure gauge, RPM indicator, volts; amps; and frequency indicators. Verify all in normal condition.

26. Start unit and run under load for 2 hour: Load Test – Load the engine to minimum of 80% using a load bank. Operate at this level for minimum of two hours. After approximately one hour, record the readings of all gauges: oil pressure, fuel pressure, oil meter, engine jacket water temperature, exhaust temperature (if equipped), and manifold vacuum (if equipped).

Engine slobbering can occur if the load testing is not conducted. Load test report shall be submitted to the COR.

27. Perform any additional maintenance tasks as recommended in the manufacturer’s operation and maintenance manuals.

28. Submit service inspection and testing report.

B. ELECTRICAL EQUIPMENT (Transfer Switch, Remote Start Control Panel, Remote Annunciator, & Battery Charger)

1. Clean dust and vacuum all the controls, meters, switching mechanism components, interior bus work, and connecting lugs of the ATS, remote start control panel, remote annunciator and battery charger.

2. Inspect/Check bus work and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration.

3. Check stationary and movable contacts.

4. Check system hardware, control wirings and power cables for loose connections.

5. Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration.

6. Check the cabinet interior for loose hardware.

7. Service or replace the batteries in ECU/Generator every two years. (As applicable)

8. Check ATS operations and calibrate TDES, TDNE, TDEN, and TDEC if necessary. Reset test switch.

Observe and record retransfer/cool down time.

9. Test engine auto-shutdown components.

10. Check all indication lights, replace any defective bulbs.

11. Check the Battery Charger and record charging amperage reading.

12. Simulate and check all the alarm codes at the Annunciator panel.

13. Inspect and test run the Genset remotely.

14. With the engine running and the generator circuit breaker open:

1. Jumper or simulate a fault on the water temperature switch

2. Jumper or simulate a fault on the oil pressure switch

3. Jumper or simulate a fault on the over-speed switch

4. Each time the switch is “jumpered,” the engine should stop and the corresponding failure lamp should illuminate. Reset the shut down mechanisms after each test.

15. Perform any additional maintenance tasks that may be recommended in the manufacturer’s operations and maintenance manuals.

C. HVAC SYSTEM- Heating, Ventilation and Air Conditioning – heating equipment, air conditioning equipment, refrigeration equipment, blowers, compressors, motors, dampers, condensers, cooling coils, pumps, duct work, air filters, heating units, and air conditioning units.

1. Check system operations.

2. Inspect equipment for refrigerant leaks. Fill refrigerant as applicable

3. Check high and low side pressures of refrigerant.

4. Repair all leaks.

5. Check compressor operation and oil levels.

6. Check system hardware, control wirings and cables for loose connections.

7. Check all control wiring and power cables (especially wiring between or near hinged doors) for sign of wear and deterioration.

8. Check the cabinet interior for loose hardware.

9. Service or replace the filters in the blower compartment.

10. Service or replace all air filters as applicable.

11. Clean all motor and blower housings.

12. Clean lint, dirt and debris from air-cooled condensers.

13. Adjust tension on all belts.

14. Lubricate all moving parts as needed.

15. Check operating pressures on all systems.

16. Clean evaporator coils if needed for efficient operation.

17. Inspect and adjust all controls as required.

18. Inspect and adjust all valves.

19. Change replaceable filters and clean permanent filters.

20. Clean drip pans, clear or flush drain lines.

21. Check incoming electric power and circuits and make sure all connections are tight.

22. Clean and dust diffusers and return air grilles.

23. Perform any additional maintenance tasks that may be recommended in the manufacture’s operations and maintenance tasks that may be recommended in the manufacturer’s operations and maintenance manuals.

D. Trailer Units:

1. Inspect/test electrical system, lights, etc.

2. Inspect/test brake system.

3. Pull wheels, examine brake systems components for wear, examine wheel .bearings/races, repack wheel bearings yearly. Replace as necessary.

4. Inspect/test break-away trailer brake system, trailer jack and coupler system.

5. Provide complete inventory lists of equipment that should be carried on each trailer to support shelter operations (floor kits, electrical kits, stakes kits, repair kits, etc.).

6. Inspect tires/wheels for wear/damage.

The following work to be done every 3 years:

Generator Unit- Read and record all gauges/meters (adjust/calibrate as required)

1. Check exhaust for excessive black or white smoke. (See manufacture’s manual) .

2. Check air box drain tubes for excess fuel or oil blow-by.

3. Check generator bearing and brackets. Lubricate generator bearing. Check for noise and overheating.

4. Check exhaust manifold, muffler, and piping for leaks and secure mountings.

5. Check fuel day tank for overheating.

6. Inspect all fuel, oil, and water piping for secure mounting.

7. Perform a complete engine adjustment and tune-up.

8. Main Stator Winding Temperature (if equipped with winding defectors)–Check and record main stator winding temperatures with engine under load.

9. Bearing Bracket Temperature (If Equipped) – Check and record all bearing bracket temperatures with the engine under a load.

10. Test and operate mechanical emergency shut off controls.

11. Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.

E. Others

1. Contractor must submit to the Contracting Officer’s Representative (COR) for review, work sheet / checklist that will be used for performing maintenance service.

2. COR must immediately be made aware of any condition discovered that could result in equipment failure.

3. Checklist and inspection report must be submitted to the COR within three working days of completing the work.

4 Key Personnel

Contractor performing the service shall meet the definition of qualified person per 29 CFR 1926.

A qualified person is one who, by possession of a recognized degree, certificate, or professional standing, or extensive knowledge, training, and experience, has successfully demonstrated his/her ability to solve or resolve problems related to the subject matter, the work or the project.

5 Place of Performance

Services shall be performed at three (3) FBI Operational Response Center (ORC) locations: ORC- Fredericksburg, VA 22406; ORC-Northridge, CA 91324 and ORC-Irving, Irving, TX 75063. Exact addressed shall be released to the awardee.

6 Electronic Invoicing Requirements

The Federal Bureau of Investigation (FBI) requires vendors to submit invoices and supporting documentation electronically through the Invoice Processing Platform (IPP). IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal

Service (Treasury) in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency. To learn more about IPP, please visit IPP.gov.

Invoice Submission

Vendors are required to create and submit electronic invoices using the IPP system. Invoices submitted by email will not be accepted. This requirement applies immediately upon contract award. For contract-specific questions, please contact the designated contracting officer for your contract.

Obtaining IPP Access

If your company has already enrolled in IPP:

You will not be required to re-register. Please contact your company's IPP account administrator so that he/she may add you as an additional user to your company’s IPP Collector account.

If your company has NOT enrolled in IPP:

Your company will be auto-enrolled for IPP using information from your SAM.gov account. Your company's Primary Electronic Business Point of Contact (POC) will be designated as an IPP administrator.

This POC will be contacted by email to register when the FBI initiates the enrollment process through

IPP. To prevent enrollment delays, please ensure your designated Electronic Business POC in SAM.gov is up to date.

Your company’s IPP administrator will be responsible for initial account registration as well as creating and managing your company’s IPP users and permissions. Please note that due to U.S. Department of the Treasury guidelines, IPP cannot set up User IDs using a shared email address.

How to register for IPP:

1. Once FBI initiates the enrollment process, your company’s designated Electronic Business POC in

SAM.gov will receive two emails from IPP Customer Support (ipp.noreply@mail.eroc.twai.gov):

• The first email contains the initial administrative IPP User ID

• The second email, sent within 24 hours of receipt of the first email, contains a temporary password

• You must log in with the temporary password within 30 days

2. Registration is complete when the initial administrative user logs into the IPP web site with the User

ID and password provided and accepts the IPP rules of behavior. Additional user accounts, including administrators, can be created after initial login.

Training

Vendor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities ranging from creating and submitting an invoice to setting up email notifications.

Additional Support

IPP Customer Support Team is available Monday through Friday from 8:00 am to 6:00 pm EST

•Phone: (866) 973-3131 or Email: IPPCustomerSupport@fiscal.treasury.gov

•For answers to frequently asked questions, visit the Vendor FAQ page on the IPP.gov web site.

7 Government Furnished Equipment or Information

Government furnished property will not be provided.

8 Personnel Availability

OPERATING HOURS:

1) Operating hours shall meet mission requirements.

2) Maintenance normal hours of operation shall be continuously from 0700 to 1630 hours daily, Monday through Friday.

3) Recognized Holidays. Except for work categorized as emergency, the contractor is not required to provide all services on the federal holidays

➢ NOTE: Any holidays falling on a Saturday or Sunday shall be observed on the date designated by the Federal Government.

4) Work categorized as emergency: Upon notification by the COR, the contractor shall provide services to support weekend/holiday, off-hours response/training schedule.

9 Security Requirements

After contract has been awarded, names of the assigned personnel performing the work shall be provided to the Government. A limited background check will be conducted. All security requirements shall be handled by the contract COR.

10 Government Representatives

The functions inherent to this contract shall be performed by the designated Contracting Officer. The duly assigned COR shall ensure all actions pertaining to this contract are requested via the Contracting

Officer.

10.1 Contracting Officer Representative

TBD

The COR will be identified via letter of COR delegation authority for this contract. The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the Scope of Work, the CO shall issue such changes.

The COR for this contract is TBD He can be reached at (insert phone number and email of COR).

10.2 Contracting Officer

This contract will be administered by:

Adelle Bolton Enterprise Contracting Officer National Acquisition Programs Unit Finance & Facilities Division, Procurement Section albolton@fbi.gov

11 Travel and Other Direct Costs

When required and authorized by the contract COR and CO, travel must be conducted in accordance with Federal Travel Regulations. Contractor personnel must receive authorization from the Government CO/COR before traveling. All travel must be pre-approved in writing and conducted in accordance with Federal Travel Regulations established by the General Services Administration. Local travel will not be reimbursed. Local travel is defined within 50 miles of assigned duty station at the request of the government. Travel to work and home does not constitute reimbursable travel. Airfare in excess of the lowest price airfare available must be substantiated by one of the exceptions listed in FAR 31.205-46(b). To facilitate approval, travelers shall include the criteria identified in FAR 31.205- 46(c) and identify the cost differences associated the travel request. CORs and program officials will still be able to approve coach class travel, but all business and first-class travel will require Procurement Section approval.

Other Direct Costs (ODCs) are authorized. Prior to purchasing any ODCs, approval must be obtained by the contract COR and CO. A written request of ODC shall be emailed to both the contract COR and CO with a description and justification for the need.