FINAL Attachment J.6 - Sample Task Order SOW.pdf

70RWMD20R00000012 Attachment J.6

U.S. DEPARTMENT OF HOMELAND SECURITY

COUNTERING WEAPONS OF MASS DESTRUCTION

Contract No: 00-0000XXX Task Order No: 00-000000XXXX

Statement of Work

November 2020

Task Order Title: Design, Engineering, and Technical Services for Installation/Relocation of

Radiation Portal Monitor (RPM) Systems for Pier J, Port of Los Angeles/Long Beach (LA/LB), CA.

Scope: The Contractor shall conduct site survey, design, site management, construction and commissioning including fully integrating ancillary equipment for the RPMs with a command booth, and commission for Pier J, Port of LA/LB, CA:

• Main Gate

• Back Gate

• Rail Gate

Table.1 Deliverables

SOW Tasks SOW Reference

Deliverables Due Date/NLT

Site Survey IDIQ SOW 4.8

Scoping Meeting Summary

20 days after Site

Survey

Site Survey Report (includes

Conceptual Design and background radiation effects)

30 days after Site

Survey

CE 30 days after Site

Survey

Design and Construction

Schedule

30 days after Site

Survey

Design

IDIQ SOW 4.9, 4.11.3

30% Design Submittals 30 days after SSR

60% Design Submittals 20 days after 30%

90% Design Submittals 30 days after 60%

100% Design Submittals 20 days after 90%

ICE with each design submittals Per the design submittal

Updated Design and

Construction Schedule with each Design Phase Submittal

Per the design submittal

Submittal Register Per the design submittal

Approved Design Package 5 days after 100%

Construction Readiness

Review Checklist

A minimum of 7 days prior to the scheduled start of construction

Construction Readiness At least 24 hours prior

Requirements Documents: The following documents provide the project requirements, specifications, and other design standards for this task order. These documents include the IDIQ

Contract SOW, DD-003, Ref Design Description-Seaports Design Requirements Document, Pier

J_CDR, DD-065, RPM Deployment Process Document and other related Government Furnished

Information (GFI).

Estimated Cost/Price: Please provide the estimated cost/pricing in Attachment J.7 CLIN Table to perform the scenario tasks in Paragraph 1.0.

1.0 Task Order Requirements:

1.1 Construction Site Management/Project Management: The Contractor shall provide

Project Management services, including oversight of all construction and integration activities at all gates.

Checklist to the scheduled CRR

IDIQ SOW 4.10

Analysis reports of integration results and possible efficiencies

As required

Site Management IDIQ SOW 4.12

Quality Assurance/Control

Site Plan

As required

Personnel Roster 10 days after Notice to

Proceed but prior to site work RFI Register

Project Schedule

Meeting Minutes 3 days after the meeting

Construction and

Installation

IDIQ SOW 4.12.1, 4,12.2

Daily Construction Report

(includes both QA/QC sections)

Daily

Installed Equipment Lists and Site Configuration

Baseline

Commissioning

IDIQ SOW 4.13, 4.15, 4.16

Provide calibration scripts and reports as found settings, as left settings, and calibration results

As required

Update Training Materials

Provide input to update local SOP

Commissioning Package 5 days before Go-live

Provide Training Prior to or during 48-hour burn-in

Commissioning Report 2 days after 48-hour burn-in Signed Acceptance

Documents

Decommissioning IDIQ SOW 4.14

Update equipment lists and calibration baselines

1.1.1 (IDIQ SOW 4.12) Personnel Roster: The Contractor shall provide a

Personnel Roster including the name, title, company, phone number, and e-mail address for the following positions:

- Task Order Manager

- Construction Manager(s)/Field Representative(s)

- Communications Manager

Any changes to this Personnel Roster at any time during the period of performance (POP) must be approved in advance by the Contracting

Officer’s Representative (COR).

1.1.2 (IDIQ SOW 4.12) The Contractor shall participate in project conference calls, video conferences, and meetings as requested.

1.1.3 (IDIQ SOW 4.12) The Contractor shall maintain schedule projections in

MS Project format by site according to the standard CWMD WBS structure.

The Contractor shall maintain the MS Project WBS for LA/LB work activities to the lane construction task level, in accordance with the WBS.

The Contractor shall maintain a list of program milestones and test events, with critical path activities highlighted in red and visible from date of award through acceptance. Original start and end dates shall be included for each task. If estimated start and end dates change during any reporting period, the Contractor shall highlight them in blue for the next schedule iteration.

The Contractor shall also highlight high-risk schedule items or potential schedule changes/delays in yellow. The Government may request an updated schedule in iterations at any time during the reporting period.

1.1.4 (IDIQ SOW 4.12.1) Daily Construction Execution Reports: The Contractor shall submit daily site reports for each day contractor or subcontractor personnel are on site. Daily reports shall be submitted via e-mail and shall include a Word version as an attachment. FOUO information shall not be transmitted in daily reports. If any discussion information is FOUO, the

Contractor shall submit it, following all applicable CWMD program guidance on markings and transmission.

1.1.5 (IDIQ SOW 4.1) Weekly Reports: When there are no contractor or subcontractor personnel on site, the Contractor shall submit a weekly report, in contractor format, to include at a minimum: Work progress, including subcontractor work; Client stakeholder interface; Issues, to include possible cost/schedule or configuration management impacts; and Lessons Learned.

Weekly reports shall be submitted via e-mail and shall include a Word version as an attachment FOUO information shall not be transmitted in daily reports. If any discussion information is FOUO, the Contractor shall submit it, following all applicable CWMD program guidance on markings and transmission.

1.1.6 (IDIQ SOW 4.22) Procurement/Logistics Services: The Contractor shall provide logistics services in support of this Task Order including, but not limited to: air/land travel arrangements; training efforts; permitting;

procurement; and subcontracting. The Contractor shall arrange for any storage and provide delivery of equipment. These services shall include coordination and shipment of equipment purchased by other CWMD organizations upon request of the COR.

1.2 (IDIQ SOW 4.8) Site and Engineering Survey: The Contractor shall perform a combined site and engineering survey for each of the gates listed above. Enough information shall be gathered to write a Site Survey Report (SSR) and develop designs with appropriate certainty. The combined site and engineering survey shall include team members identified by the CWMD. The Contractor shall develop and submit an

SSR that includes conceptual design and design requirements in accordance with agreements with CWMD agreed upon during the survey. Follow-up engineering surveys may be required.

1.3 (IDIQ SOW 4.8) Scoping Meeting: The Contractor shall schedule, host, and participate in a Scoping Meeting with CWMD team members within 20 days of completion of the site and engineering surveys. Secondary or follow-up scoping meetings may be required. The Contractor shall submit a Scoping Meeting Summary detailing, at a minimum, items discussed, issues raised, solutions agreed upon, and remaining open action items. The Scoping Meeting Summary shall also contain a listing of all current program guidance applicable to the Task Order.

1.4 (IDIQ SOW 4.8) Site Survey Report (SSR): The Contractor shall submit an SSR

(including Conceptual design and background radiation effects). The SSR shall consist of integrated General Arrangement (GA) drawings and preliminary equipment lists.

The SSR shall be in accordance with the CWMD/CBP agreements, and as determined in scoping meetings, in SSR and all other current program guidance and requirements.

1.5 (IDIQ SOW 4.8) SSR Review: The Contractor shall schedule, host, and participate in a Conceptual Design Review to review the GA Drawings and equipment lists with the

Implementation team members identified by the CWMD at the contractor’s U.S.

location, CWMD HQ, other site identified by the CWMD, or via a virtual meeting.

1.6 (IDIQ SOW 4.9) 30/60/90% Design Review: The Contractor shall provide an analysis and recommendation for design phase submissions i.e. for all design phases (30, 60, 90, 100 percent) required. Included in this analysis must be the critical features of work and the reasoning/justification for inclusion in each design phase. The Contractor shall provide an analysis and recommendation/justification for the project delivery method of design-bid-build. Included in this analysis must be the critical analysis factors such as size of the project and project level of difficulty. Identify key decision points in the process and when these decisions should be made. The Contractor shall update the Site

Survey conceptual design in accordance with agreements reached during each the design phase review and with the concurrence of CWMD. The final drawing set shall be stamped by the architect/engineer of record. The phased design approach includes a

30% design, 60% design, 90% design, and 100% design.

1.7 (IDIQ SOW 4.9) Final Engineering Designs: The Contractor shall deliver final engineering designs that provide for a fully integrated, constructible, and fully functional system in accordance with the CWMD agreements with CBP, Pier J and other stakeholders as determined in scoping meetings, SSR, and all other current program guidance and requirements. The Final Engineering Designs will not be accepted until designs for all items to be installed or constructed are included in final version.

1.8 (IDIQ SOW 4.11.3) Construction Readiness Review (CRR): At a time approved by the

CWMD, the Contractor shall schedule, host, and participate in a CRR a minimum of 7 days prior to the scheduled start of construction. The Contractor shall provide a construction readiness checklist at least 24 hours prior to the scheduled CRR. The construction readiness checklist shall include interfaces/activities assumed to be Pier J responsibility, schedule and implementation risks, and updated equipment lists. The

CRR will not be considered successful until all listed items are completed, and all Final

Designs have been accepted.

1.9 (IDIQ SOW 4.12.1) Construction and Integration: After successful Construction

Readiness Review and written authorization by the COR, the Contractor shall install

CBP Booth and integrate the RPM and ancillary equipment in accordance with the final approved designs and all current program guidance.

1.10 (IDIQ SOW 4.12.2) Procurement: The Contractor shall procure ancillary equipment and other materials necessary to meet the approved design and equipment requirements of each site. All equipment purchases shall be in accordance with

CWMD/CBP requirements, specifications, and agreements with the project sponsor of

Pier J.

1.11 (IDIQ SOW 4.13) RPM alignment and start-up: The Contractor shall arrange for the RPM manufacturer or another individual authorized by the CWMD to travel to perform RPM start-up and alignment and assess its functionality before Inspection, Testing and Commissioning.

1.12 (IDIQ SOW, 4.13, 4.16) Commissioning: The Contractor shall support Inspection, Testing, Training and Commissioning in accordance with the DD-065, RPM

Deployment Process Document for all phases. The CWMD Inspection, Testing, Training and Commissioning Guide includes instructions and deliverables. Should site specific requirements necessitate changes to this checklist and the process or deliverables, the CWMD Program will provide updated checklists and instructions no later than 30 days prior to the scheduled Site Inspection and Testing Date. The Site

Inspection and Testing reports shall be prepared in accordance with the DD-065, RPM

Deployment Process Document

A Pier J Specific Standard Operating Procedure (SOP) is required and tailored to Pier

J by local CBP. The SOP will be incorporated into the commissioning documentation;

therefore, the site manager shall work collaboratively with local CBP to ensure that they complete and receive their approved SOP within two weeks of the scheduled go-live date. The site manager shall submit the SOP to the RPMP lifecycle documentation lead for incorporation into the commissioning or upgrade documentation package.

The site manager shall meet with the responsible local CBP representative

(chief/supervisor/port director, as appropriate) to determine what training the CBP officers will need to operate the RPM-related systems.

1.13 (IDIQ SOW 4.13) Site Inspection and Commissioning Package: In addition to the deliverables defined in the DD-065, RPM Deployment Process Document, the

Contractor shall provide the following documentation in preparation for transferring the system to CBP. One hard copy and one electronic copy shall be available for each site.

a) All system passwords, user IDs, and IP addresses (i.e. cameras, servers, workstations, software applications, etc.);

b) Provide As-Built Drawings [Updated Issued For Construction (IFC) based on final red-lined drawings];

c) System Administrator Manuals;

d) Operator/OEM Manuals for all equipment.

1.14 (IDIQ SOW 4.13) Final Commissioning Report: The Contractor shall submit a

Final Commissioning Report which shall be provided electronically and hard copy (as noted) and shall include, at a minimum:

o Executive summary of construction, installation and integration activities;

o Final As-built drawings of the site o Request for site acceptance o Photos of the construction, installation, and integration activities o Project Management data, including the final MS Project Schedule, resolution of project action or punch-list items, challenges and mitigations, and lessons learned o Master Equipment List o Spare Parts Inventory List o Special Tools o Warranty information to include expiration dates and explicit instructions for transferring the warranty to CBP o List of vendors and subcontractors integral to the installation of the RPM and ancillary equipment, including their contact information o Physical copies of software media (Vendor software and license information, Operating System CDs, Anti-virus, backup software, etc.)

o Back-up image copies of each server/workstation, clearly labeled with instructions on how to restore each system should they become corrupted backups for thumb drives, compact flash cards, or other media storage devices necessary for system operation shall also be provided o Backup of configurations for all network equipment (routers, switch configuration files) o Backup of configurations for all cameras and instructions for restoring or reloading saved configurations o Screen shots for image quality settings for all video cameras o Copies of shipping and export control documentation; and o Any updates to the Acceptance Test Package, as required.

1.15 Warranty: The Contractor shall provide warranty and repair of all procured equipment and software it has installed prior to and after acceptance by CBP per the manufacturer’s warranty.

1.16 (IDIQ SOW 4.15) Final Inspection and Commissioning Site Visits: The Contractor shall provide technical support in the areas of construction, RPM installation and integration with ancillary equipment.

2 OTHER CONTRACT DETAILS

2.1 Place(s) of Performance.

Work shall be performed at the Port of Los Angeles/Long Beach (LA/LB), CA.

2.2 Period of Performance.

The period of performance is for a 12 month base and one (12) twelve month option

2.3 Travel/Other Direct Costs (ODCs)

The Contractor will be required to travel in support of this requirement.

The Contractor shall seek Government approval in advance of incurring any expenses associated with travel. Government approval is provided by the COR and CO.

The Contractor shall provide estimated costs, including any quotes, with its approval request.

Travel costs will be reimbursed in accordance with the Federal Travel Regulations (FTR).

Allowable and reasonable costs incurred by the Contractor will be reimbursed within the Not-

To-Exceed ceiling. The Contractor shall not invoice the Government for any associated fee or profit above the actual costs incurred for travel. Once proposed costs are approved by the

Government, the Contractor shall not exceed the established ceiling.

ODCS not covered elsewhere, contractor must identify the basis of estimate (BOA) for each

ODC along with supporting cost information. ODCs must be approved prior to incurring any costs. ODCs must be approved by the COR, and must be necessary, allowable, and allocable for performance of this contract. ODCs must be submitted in sufficient time to the COR to give prior approval. Contractors will be reimbursed for other direct costs as provided in contract to be reimbursed, invoices, including ODCs must provide a detailed breakdown of the actual expenditures invoiced directly related to this contract. Contractor shall maintain the original or legible copy of receipts for all ODCs invoiced.