A2_-_SOW.pdf

FOR OFFICIAL USE ONLY

STATEMENT OF WORK

FOR

FNARS ANTENNA

MAINTENANCE AND REPAIR

10 June 2019

PREPARED BY:

Federal Emergency Management Agency

National Continuity Programs Continuity Communications Division Communications

Management Branch 19844 Blue Ridge Mountain Rd Mount Weather, VA 20135

FEMA NCP Contracting Officers Representative (COR): David C. Gillespie, 540-542-3103

1.0 PURPOSE

The purpose of this Contract is to provide annual inspection, preventative maintenance, new antenna installs, moving antennas and repair of the U.S. Antenna Products Model LP 1001CA FEMA National Radio System (FNARS) Rotatable Log Periodic Antennas, Collins Rotatable Log Periodic Antennas, Spiracones, and other 5kw and above antenna arrays by various manufacturers. The contract will be a Fixed Cost Proposal.

BACKROUND

The FNARS is a Government owned radio system connecting State and Territorial Emergency Operations Centers (EOCs) to The Federal Emergency Management Agency (FEMA) Operation Centers.

The 8ea FNARS Rotatable Log Periodic Antennas to be serviced and maintained under this contract are at the following locations:

a. Region 1 FRC:

63 Old Marlboro Rd, Building A, Maynard, MA 01754 (1ea)

b. Region IV FRC:

404 Pinetree Blvd. Thomasville, GA 31792 (1ea)

c. Region VI FRC:

800 Loop 288, Denton, TX. 76201 (1ea)

d. Region VIII FRC:

Denver Federal Center, Building 710, Box 25267 Denver, CO 80225-0267 (2ea)

e. Region X FRC:

130 228th ST. SW, Bothell, WA. 98021 (1ea)

f. MWEOC:

19844 Blueridge Mt Road, Bluemont, VA. 20135 (2ea)

The RLP’s are manufactured by United States Antenna Products, 5263 Agro Dr, Frederick, MD 21703.

All other antennas will not be maintained on an annual basis and will only be repaired only when in a degraded state or inoperable. Installing and moving antennas will be on as needed basis.

2.0 TASKS

Towers and Antennas must be maintained to the Original Equipment Manufacturer (OEM) standards and at a minimum the following will be performed:

2.1 Annual Inspection/Preventative Maintenance

a. Inspect the antenna. Check bolting, members, transmission line, insulators, and element condition. Check carefully for corrosion at the connections.

Ensure that all bolts are tight and in good condition on the boom-to-mast bracket. Ensure bolt tensioning is in accordance with manufacturer’s specifications.

b. Lubricate the tower top brass bushing for the main mast.

c. Visually inspect the tower components for corrosion. Where level 1 or level 2 corrosion is noted clear the area and coat it with an appropriate like cold galvanizing compound or paint. This includes fiber glass coated material.

Where level 3 corrosion is found make a note on the report to have the item replaced.

d. Visually inspect the tower for any structural problems such as bent, broken, or missing members. Check the connections and all of the members. Pay special attention to the foundation connections and leg members at the base of the tower. Nuts and bolts should be spot checked for tightness.

e. Visually inspect the concrete tower foundation for cracks, pits, flakes, and spalling or any other deterioration.

f. Using a theodolite transit, measure the tower plumb. If the tower is out of plumb by more than 1” carefully inspect the foundation for differential settlement or other causes of the change.

g. Visually check all of the ground wires and connections at the base of the tower. Look for missing wires, broken wires, and broken connections.

Perform a site suitable resistance test of the tower grounding.

h. Inspect all of the electrical boxes for condition and serviceability. Open all boxes to check internal conditions. Check all conduit and mounting hardware.

i. Test the photocell operation and the function of the light. Inspect the wiring for any deterioration.

j. Inspect the rotator. Check the motor mounting, gear box attachment hardware, top tapered roller bearing, and both lower and upper bronze bearings. Check the function of the tower base control box including the operation of the GFI outlet.

k. Lubricate the lower bronze bushing and the top tapered roller bearing.

l. Check the antenna rotator for function. Rotate the antenna throughout its range of travel using the local control. Verify rotator alignment for orientation to north as indicated at the control unit.

m. Inspect and service both the primary and secondary reducers in the rotator.

Check the oil level in both units. Yearly, change the oil in both units. Use only the oil recommended by the manufacturer for the anticipated temperature range and note that some units require synthetic oil while others do not.

n. Check the rotator drive chain for breaks, stretching, and general condition.

Add chain lubricant. Check and adjust the tension.

o. Inspect the rotary joint for function, corrosion, and air tight integrity. Check the rotary joint mounting hardware for proper movement in the sliding attachment fixture.

p. Inspect the coax cable and feed line connector at the base of the tower.

q. Inspect the cable entry area at the building. Check for any damage to the cables or grounding and the condition of the weather sealing. Check the bus bar connections for tightness.

r. Using a network analyzer or equivalent equipment, measure and record the antenna VSWR. In addition, the following tests will be performed:

1). Distance to Fault (DTF) 2). Return Loss

s. Check the function of the pressurization system for the transmission line and antenna.

t. Provide an inspection and maintenance report to be kept for reference in assessing future antenna/tower issues.

u. Spot check 1/3 of all bolts on the tower are tight and in good condition.

Ensure bolt tensioning is in accordance with manufacturer’s specifications.

Each year of the contract different bolts will be selected to ensure that all bolts are tightened once every 3 years.

2.2 Repairs

a. Upon discovery or notification of the need for equipment repair, the contractor shall inspect the equipment and perform diagnostic work to identify the scope of repair required.

b. The contractor shall provide the COR with the relevant diagnostic information and a firm fixed price quote to repair the equipment, including replacement parts and materials, as necessary. The quote must include a schedule for completion of the work and must detail the resources proposed to accomplish the repair.

c. Upon receipt of funding for the repair and notice to proceed from the COR, the contractor shall complete the repair in compliance with all aspects of this

SOW.

d. Additional written technical direction may be provided by the COR, detailing specific services and repairs beyond inspections and preventative maintenance, and any other aspects of the repair and site conditions that may not be detailed in this SOW.

3.0 HOURS AND FACILITY ACCESS

Normal business hours shall be Monday thru Friday, from 8:00 a.m. to 4:30 p.m. No onsite work shall be performed outside these hours or on holidays unless prior approval is obtained from the CO or the COR. The Contractor shall coordinate with the COR to arrange access to the work site. The Contractor will be required to report to the appropriate facility and submit to (if required) vehicle searches before access will be granted. Contractor will be prepared to provide their employees’ personal information (Full Name, social security number, date of birth, driver’s license number, and home address) to the COR 72 hours prior to beginning work so that information can be vetted with Security. For emergency work, information will be provided as soon as it is practical, but Contractors will not be able to access sites until vetting procedures are complete. Contractors will be escorted by a properly cleared/badged Government employee. The Contractor shall make the effort to cause a minimum damage to parking lots, other paved areas, items that need to be moved during the course of the project, and other areas not included in this SOW. Damage caused by the Contractor will be repaired at the Contractor’s expense.

4.0 DELIVERABLES

a. Prepare and submit a program schedule to include anticipated maintenance dates in

Microsoft Project format. Schedule is due to the COR NLT 10 days from award.

b. Prepare and submit status reports in Microsoft Office Suite tools and format and participate in teleconferences as required.

c. COR must accept all plans for inspection, services, preventive maintenance and repairs being performed. To include but not limited to schedule, drawings, and manufacturer information. An electronic copy must be provided to the COR for distribution and coordination.

d. The Contractor shall provide the COR and the CO a report summarizing the diagnosis, method of repairs, and validation/testing methods verifying the repairs.

e. The Contractor shall provide warranties on newly purchased and repaired equipment for the length of time provided from the manufacturer. Warranties will commence to the Government upon Government receipt of the equipment.

f. The antenna system shall be fully tested in all modes, to the satisfaction of the COR and/or TM before final departure. Operational tests must be conducted with other stations as approved by the COR for distribution and coordination. Testing reports will included the following:

1). A full frequency sweep testing of the antenna and the transmission line.

2). A standard System Operational Verification Test (SOVT) for each site for each visit including concurrence with the Government representative onsite.

g. Progress Meetings: The Contractor shall be prepared (at the discretion of the COR) to provide a Progress Meeting to the COR/Technical Monitor prior to leaving the site daily.

5.0 ADDITIONAL REQUIREMENTS

a. The Contractor shall provide all labor, personnel, equipment, tools, materials, and supplies necessary for completion of this task. Contractor is responsible as a minimum to provide all paint, oil, and lubricants that are required for this task.

b. All data, software, equipment, analysis results, and reports/briefings generated are the property of the United States Government and may not be released to third parties without the express written consent of the Contracting Officer Representative (COR)/Contracting Officer (CO).

c. No deviation or substitution of materials specified herein shall occur without prior approval of the COR or CO.

d. Towers/antennas are approximately 100’ tall. Inspection and maintenance will require personnel to climb. Maintenance personnel will be certified to climb towers and will adhere to all safety standards.

e. Environmental Issues: Contractor will coordinate with the local representatives before any work is started and/or equipment is set up on the site. Any known environmental issues will be disclosed to the Contractor prior to the start of a prescribed Task Order.

Any environmental issues identified by the Contractor will be reported to the onsite Technical Monitor or the COR.

f. When working onsite, the Contractor shall remove all project-related debris and properly dispose of it offsite in accordance with all applicable federal, state, and local requirements. Any disturbed site areas must be restored to pre-construction condition.

g. Equipment/Safety: The Contractor shall provide all equipment necessary for completion of the entire project and operate the equipment in a safe manner and adhere to all applicable safety standards.

h. Telephone: Telephone service should not be expected to be available onsite for the Contractor’s use. Contractors may use cellular phone devices onsite. Depending on the cell phone service, reception may or may not be present.

i. Restroom Facilities: There are normally no public accessible restroom facilities at most sites. The Contractor must provide their own restroom facilities.

j. Utilities: The Contractor shall provide a generator(s) in order to access power at the work sites due to the remoteness of some sites.

k. Contractor employees working onsite shall wear an identification badge that at minimum displays the Contractor name, the employee’s photo, and the employee’s name. 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.

l. The Federal Government owns the FNARS hardware and associated systems. The contractor shall use only such equipment in support of requirements outlined in this

SOW.

m. In accordance with this SOW, the Government shall exercise its right to review deliverables prior to formal delivery and acceptance.

n. The Contractor shall coordinate services, deliverables, and delivery schedules with the COR or his/her designee, with the understanding that all work shall be within scope of this SOW. Contractor shall submit all deliverables to the COR for inspection and acceptance.

o. All cyber identity and cyber attribute data—including data at rest, data in transit, generated data, and metadata—will remain the property of the United States Government at all times. None of this data will be shared or distributed, other than within the operating parameters of the program, without prior written permission from FEMA. At the conclusion of the contract, the Contractor shall return all Government-owned data to FEMA on an appropriate storage medium and will definitively purge all Contractor-owned equipment of Government-owned data.

p. The Contractor shall provide all equipment and certified personnel associated with the entire project to operate in a safe manner and adhere to all Federal, State and local safety standards; including OSHA standards.

q. Work to be performed under this SOW requires a minimum of two (2) tower and antenna certified people to be present at the job site.

6.0 CONTRACTOR REQUIRED INSURANCE TO WORK ON A GOVERNMENT INSTALLATION.

The contractor shall, at its own expense, provide and maintain during the entire performance period of this contract at least the kinds and minimum amounts of insurance required in paragraph d. below.

a. Five days after contract award, the contractor shall certify to the CO in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective

(l) for such period (cont.) as the laws of the State in which this contract is to be performed prescribe, or (2) until 30 days after the insurer or the contractor gives written notice to the CO, whichever period is longer.

b. The Contractor shall insert the substance of this clause, including this paragraph c., in subcontracts under this contract that require work on a Government installation and shall require subcontractors to provide and maintain a copy of all subcontractors' proofs of required insurance and shall make copies available to the Contracting Officer upon request.

c. The following coverage is the minimum insurance required for work under this contract:

(1) Workers' compensation and employer's liability. Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational disease i s not compensable under those statutes, it shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(2) General Liability.

(a) The CO requires bodily injury liability insurance coverage w ritten on the comprehensive form of the policy of at least $500,000 per occurrence.

(b) The CO requires property damage liability insurance coverage written on the comprehensive form of the policy of at least $500,000 per occurrence.

(3) Automobile Liability. The CO requires automobile liability i n s u r a n c e written on the comprehensive form of the policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and enough to meet normal and customary claims.