08.08_Attachment A_20200630_MedTrailer_Rpr_ SOW_AMENDED.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW)

FOR

Medical Trailer Repairs T. Don Hutto Residential Center, Taylor, TX

1.0 GENERAL

1.1 BACKGROUND

Two (2) mobile medical trailers were purchased and readied for deployment to the Family Residential Center in Artesia, NM in the fall of 2014. The residential center was shut down before the trailers could be deployed and were redirected to the T. Don Hutto Residential Center in Taylor, TX to alleviate space issues.

T. Don Hutto is operated by Core Civic, a contractor, who completed the necessary structural and ground work to accommodate the permanent presence of these trailers. This work included a permanent and level concrete pad for the trailers to rest on, ashore connections to the facility digital, plumbing and electrical infrastructure and the installation of ADA compliant ramps for access. The trailer vendor, Mobile Healthcare Facilities, LLC deployed personnel to the site to transition the trailers from closed and mobile to open and operational.

Deficiencies cited affects the integrity of the units and surrounding structure and facilities. The deficiencies also prevent the safe and effective movement of health care staff and patients within the administrative trailer. These deficiencies also presented an unsanitary environment in the medical/dental trailers.

The purpose of this effort is to bring the two administrative and dental trailers to full operational functionality, with integrity of the structure and surrounding area within normal commercial guidelines; movement within the trailer is safe and efficient for healthcare personnel and patients; sanitary conditions are paramount and not compromised. This trailer adds much needed healthcare space capacity to the clinic located within the hardened facility.

1.2 SCOPE

The contractor shall complete repairs and renovations on the two medical trailers (referred to as

1) dental trailer and 2) administrative trailer) located at T. Don Hutto Residential Center in Taylor, TX. When not specifically referenced, all stated tasks are applicable to both trailers. The purpose of these repairs are to correct deficiencies in construction, workmanship and layout affecting the integrity of the unit; provide safe and sanitary condition in healthcare setting; and safe movement of patients and personnel. Any deficiencies discovered through the course of inspection, prior to beginning the work or during repairs, that could impact the safety and sanitary delivery of healthcare and the integrity of the units, should be addressed with the Contracting Officer’s Representative (COR) and on-site point of contact, for further decision on corrective solutions.

The contract shall provide all user manuals for trailers and/or supporting utilities such as HVAC, generators, ATS switches and dental equipment as applicable.

SOW Taylor Trailers file://hqnas/SHARED/G-A/G-ACS/CAAT%20Team/TOOLBOX/SCOPE%20PARAGRAPHS.doc

The contractor shall ensure dental trailer installation and testing of all equipment and associated plumbing and other support equipment are completed by a certified vendor.

1.3 APPLICABLE DOCUMENTS

1.3.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with to meet the requirements of this contract: N/A

1.3.2 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

Appendix A: Floor plans

2.1 SPECIFIC REQUIREMENTS/TASKS

The contractor should complete all repairs and modifications in compliance with all applicable building standards/codes.

2.2 TASK TWO. Internal and External Aesthetics and Weather Proofing

This effort applies to both trailers. This is for the transitions of exterior and interior appearance from mobile to permanent with hidden anchors, skirting and steps/ramps. The application of caulk to seams and joints and installation of base and crown molding will improve the interior appearance. Provide weatherize proofing of exterior gaps, joints and hinges creating water and airtight seals. The replacement of floor joint fillings flushed for a hazard free and ADA compliant environment.

2.2.1 Apply caulk to seal all corners, gaps, seams, and hinges.

2.2.2 Where necessary, remove tape, flashing and crown molding (inside and out) for weatherization.

2.2.3 Install floor molding and crown molding throughout both trailers.

2.2.4 Replace all floor tile to include unfinished flooring that are not covered. Replace floor hinges covering (elevated rubber joiners) with product that is flush with the floor and does not present a trip hazard allowing for a smooth rolling surface and is aesthetically pleasing. Install agreed upon flooring consistent with industry standard.

2.2.5 Weatherize cabinet mounting bolts that are exposed to the outside walls of both trailers.

2.2.6 Replace exterior seam tape with weather resistant and appropriate flashing on both trailers.

2.2.7 Fill all screws, bolts and holes to improve interior aesthetics and create a smooth rolling surface. The cosmetic fill should not be permanent preventing future access to these infrastructure fasteners.

2.2.8 Sink Pedestals: Close off gaps below all sink pedestals in both trailers (8 ea).

2.2.9 Extend installation of vinyl flooring onto gray painted wooden sections of floor, in exterior rooms, in both trailers.

2.3 TASK THREE. Cable Management

Correct the current configuration and presentation of cabling that is hazardous. Mitigate the risk of tripping and electrical fire. This effort applies to both trailers.

2.3.1 Cover exposed electrical wire with conduit outside of both trailers to protect the electrical system from the weather and minimize tripping hazards.

2.3.2 Coil excess cabling under the trailer and elevate it to avoid ground elements and submersion in water.

2.4 TASK FOUR. Lavoratory Privacy and Access

2.4.1 Replace, see through, bathroom doors with solid doors that can be secured and allow for privacy.

2.4.2 Install exhaust fan in front bathroom (nose of administrative trailer).

2.4.3 Install hand rails to steps leading to lavoratories in both trailers.

2.4.4 Correct stairs for consistent rise in front of all lavoratories and ensure non-skid surface.

2.5 TASK FIVE. Trailer Access and Entry Way (ADA Access Ramp)

Correct deficiencies from the original ramp install. There are gaps, seams and other structural issues (sections installed upside down) that create hazards and prohibit the free movement of wheeled assistance. Ensure ramps are ADA compliant. This effort applies to both trailers.

2.5.1 Remove exterior steps leading into each trailer; access is by ramp only. Affix safety railing at switch back on ramp as appropriate.

2.5.2 Correct gaps in ramp hand rails. Note: hand rails curve at the top end creating an unsafe gap between the hand rail on the stairs and the rail on the entrance platform.

2.5.3 Modify entrance thresholds in both trailers to be ADA compliant and hazard free entrances. Replace or modify current thresholds with a solution that provides a smooth and gradual transition from threshold to surface inside and outside of trailer.

NOTE: Entrance thresholds are steep and short and creates tripping hazard. This effort applies to both trailers.

2.6 TASK SIX. Door Corrections

This effort applies to both trailers.

2.6.1 Correct all doors (exterior and interior): plumb, level, square so that they swing freely, and adjust latching so that they can be closed tightly and secured.

2.6.2 Replace, see through, bathroom doors with solid doors that can be secured and allow for privacy, see Task 2.4.

2.7 TASK SEVEN. Life Safety

2.7.1 This effort applies to both trailers. Install smoke detectors, emergency exit lights, fire alarms, and fire extinguisher – shall be wall mounted; where applicable.

2.7.2 Redirect wiring for a direct connect with trailers internal electrical system (hard wiring).

2.8 TASK EIGHT. Administrative Trailer (Exterior): Generator

2.8.1 Install electrical panel box for generator; all necessary infrastructure to ensure functionality and in accordance with normal commercial practices. Purchase and post cautionary signage for generator: flammable, no smoking, etc.

NOTE: Generator has never been connected to trailer, operated or tested.

2.8.2 Connect, start up and test for operationalization.

2.8.3 Complete repairs necessary to bring system into compliance with manufacturer specifications and functionality.

2.8.4 Fill fuel tank with manufacturer recommended capacity with goal of operating for at least 72 hours.

2.8.5 Install weatherize cap.

2.9 TASK NINE. Administrative Trailer (Exterior): HVAC

2.9.1 Conduct systems test and appropriate repairs necessary to bring system into compliance with manufacturer specifications and functionality not limited to; Calibration of operating controls, motors, and flow switches, furnish and install HVAC ducting, to include supply duct and return duct, if not already available.

2.9.2 Install cover on the underside of air conditioning units to prevent equipment tampering.

2.10 TASK TEN. Administrative Trailer (Exterior): Sewer Waste Line Management

2.10.1 Insulate sewer line to prevent damage from exposure to weather and minimize the trip hazard. All plumbing fixtures shall be in accordance with the Plumbing Codes for Mobile Home Construction. Plumbing shall be within the unit and concealed within the walls or floors of the unit and routed to a single connection under the building. Sewer lines shall be vented in accordance with the Uniform Plumbing Code.

2.11 TASK ELEVEN. Administrative Trailer (Exterior): Rear Security

2.11.1 Install deterrence such as a gate to prevent unauthorized and free access to the rear of the trailer and utility connections. Contractor to recommend type of deterrence to be use to government for approval.

2.12 TASK TWELVE. Administrative Trailer (Exterior): Exhaust Damper

2.12.1 Reposition conduit to allow damper flap to open and function as required by code/ standards.

2.13 TASK THIRTEEN. Administrative Trailer (Interior): Office Enclosure

2.13.1 Extend wall to enclose office at the corner outside of the lavoratory.

2.14 TASK FOURTEEN. Administrative Trailer (Interior): Shower Plumbing

2.14.1 Restore shower plumbing to a usable and functioning condition, ensuring sewage lines are properly separated and sealed to prevent sewage odor from penetrating the trailer. All plumbing fixtures shall be in accordance with the Plumbing Codes for Mobile Home Construction. Plumbing shall be within the unit and concealed within the walls or floors of the unit and routed to a single connection under the building.

2.12 TASK FIFTEEN. Dental Trailer (Interior)

2.12.1 Add motion sensor lighting switch in main dental room and dental lab.

2.12.2 Complete installation of IT connections at wall plate in dental room and dental lab.

2.12.3 Repair water line leading in to trailer and lavoratory and weatherize to prevent freezing.

2.12.4 Repair all roof leaks, especially in and around the surrounding area of the dental Panoramic x-ray machine.

2.12.5 Install four (4) GFI electrical outlets on wall at each end of sink.

2.12.6 Install ten (10) GFI electrical outlets at spacing that accommodates work stations to adequately house personnel (exterior wall; opposite wall with sink).

2.12.7 Pull right end counter away from wall to create flush line along front edge of counter to the left; install filler behind right side counter to prevent it from being pushed back against wall and from items falling behind it.

2.12.8 Remove left wall hung cabinet.

2.13 TASK SIXTEEN. Dental Trailer Equipment (Interior)

2.13.1 Replace and install all saliva tips.

2.13.2 Replace and install all new Exposure switches

2.13.3 Replace and install all new membrance and touch pad on the Panoramic X-ray

2.13.4 Test Panoramic x-ray for operational functionality

2.13.5 Install and test all dental equipment for full operational functionality

2.14 TASK SEVENTEEN. OPTIONAL CLIN for Facilities Conditions Assessment

2.14.1 Identify and bring to the attention of the site COR and Point of Contact (POC), any deficiencies, other than those listed below found during performance of the above (below) tasks that could compromise the integrity of the entire system, threaten the safety and security of personnel, or that can cause damage to surrounding infrastructure and facilities. This effort applies to both trailers.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED Personnel

The Contractor shall provide qualified and appropriately licensed and certified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) and onsite Point of Contact (POC) prior to employee absence.

Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement.

A. Project Manager The Contractor shall provide a Project Manager (PM) who shall be responsible for all Contractor work performed under this SOW. The PM shall be a single point of contact for the Contracting Officer, COR and onsite POC. It is anticipated that the PM shall be one of the senior level employees provided by the Contractor for this work effort. The name of the PM, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the PM, shall be provided to the Government as part of the Contractor's proposal. The PM is further designated as Key Personnel by the Government. During any absence of the PM, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The PM and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the PM without prior approval from the Contracting Officer.

The PM shall be available to the COR via telephone between the hours of 0730 and 1700 local, Monday through Friday, and shall respond to requests for discussion or resolution of technical problems within 1 hour of notification.

3.5 Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.6 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The PM shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

The work schedule will be coordinated with the facility security and onsite Health Services Administrator (HSA). This work will be conducted between the hours of 0700 to 1600 Monday through Friday (except Federal holidays).

4.1 SECURITY

Contractor access to sensitive or classified information is not required under this SOW.

However, the Contractor’s personnel shall be required to obtain the necessary clearance required under this SOW to be granted access to the facility and its grounds. Contractor’s personnel criminal history checks shall be part of the general background check for performance of services in and around the facility. This process is strictly confidential, and access to the information must be limited to the Agency. The contractor employees are required to complete the Building Access Request Form, prior to facility access granted.

See Appendix B: Building Access Request form

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract shall not exceed 180 calendar days - 6 months -from the date of award.

4.3 PLACE OF PERFORMANCE

The primary place of performance is Department of Homeland Security detention center: T.

Don Hutto Residential Center, 1001 Welch St, Taylor, TX 76574.

4.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 0700 and 1600 CT, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor travel shall not be required for this requirement.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer, COR, onsite HSA or designee, no later than three (3) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at T. Don Hutto Residential Center, 1001 Welch St, Taylor, TX 98421 and/or via teleconference.

4.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan and at least a proposed project milestone schedule at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 7 business days after the Post Award Conference.

4.8 PROGRESS REPORTS

The PM shall provide a daily progress report to the Contracting Officer, COR and onsite HSA/ designee, via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted, and any contractor concerns or recommendations for the previous reporting period. The progress report will identify the milestone achieved and yet to be achieved with associated dates.

A. CLOSE OUT ACTIVITIES

The Contractor shall perform a final walk through with the onsite HSA/designee and shall be responsible for a successful closeout. Once substantial completion is attained, the Contractor will develop a punch list during a pre-walk through with the government to annonate items/work not conforming to contract or regulatory specification. All punch list items must be fixed prior to the final walk through.

4.9 PROGRESS MEETINGS

The PM shall be responsible for keeping the COR and the on-site government POCs informed about Contractor progress throughout the performance period of the contract. At a minimum, the PM shall review the status and results of Contractor performance with the COR and site POC on a weekly basis via telephone/email and daily with the on-site government POCs. The PM shall immediately bring to the attention of the on-site POC and COR any emergent technical problems and issues. The contractor shall perform a final walk through with the onsite HSA/ designee and provide a summary to COR.

4.10 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office applications and Adobe applications).

4.11 INTELLECTUAL PROPERTY

No intellectual property concerns.

4.12 PROTECTION OF INFORMATION

4.13 SECTION 508 COMPLIANCE

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L.

105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

5.0 GOVERNMENT TERMS & DEFINITIONS

BAR Building Access Request COR Contracting Officer’s Representative DHS Department of Homeland Security POC Point of Contact HSA Health Services Administrator HVAC Heating, ventilation, and air conditioning SOW Statement of Work PM Project Manager TX Texas

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The COR will have five (5) business days to review deliverables and make comments. The Contractor shall have five (5) business days to make corrections and redeliver.

8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

http://www.access-board.gov/ http://www.section508.gov/

9.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates.

See Appendix C

ITEM SOW

REFERENCE DELIVERABLE / EVENT DUE BY DISTRIBUTION

1 4.6 Post Award Conference 3 days after award CO, COR, Site POCs

2 4.7 Draft Contractor Project Plan

At Post Award Conference CO, COR, Site

POCs

3 4.7 Final Contractor Project Plan

7 days after Post Award Conference

CO, COR, Site POCs

4 4.8 Progress Reports Daily with On-Site

POC;

Weekly with COR

COR, Site POCs

5 4.9 Progress Meetings Daily with On-Site POC

Weekly with COR At Completion of Work

COR, Site POCs

4.8A

Perform a PRE- Walkthrough

NLT Day 120 after contract award

COR, Site POCs

Address all Punch list

Items from final Walkthrough

NLT Day 170 after contract award

COR, Site POCs

8 Perform a Final walk through

NLT Day 180 after contract award

COR, Site POCs