A02 SOW 2026.pdf

Statement of Work

Preventative Maintenance Services Negative Pressure Mail Suite

Drug Enforcement Administration Warehouse

8701 Morrissette Drive Springfield, VA 22152

1. Description

The Drug Enforcement Administration (DEA) Warehouse Facility in Springfield, VA owns and operates a Negative Pressure Mail Suite (NPMS) that is utilized to provide quarantined screening against physical and bio-hazardous threats while processing all incoming mail and parcels deliverable to DEA Headquarters (HQ) and local off-site HQ offices. The NPMS is comprised of three interconnected mail screening rooms designed for receiving x-ray screening, bio-hazardous screening, and quarantine. The mail suite is designed to keep mail batches isolated from other facility operations until they have tested negative for potential chemical, biological and explosive threats.

Annual routine preventative maintenance is necessary to ensure the structural and operational integrity of the NPMS remains sound in order to maximize use of the facility while safeguarding all DEA Warehouse tenants.

2. Deliverables

Preventive Maintenance Services

Contract Service Company shall provide quarterly preventive maintenance to the “NPMS” to include inspecting and repairing the following items at the cost stated in items below.

STRUCTURE OF NEGATIVE PRESSURE MAIL SUITE

The Contractor shall:

Inspect the structure of NPMS for repairs.

Inspect for air leaks checking all panel joints.

Inspect where the walls meet the floors.

Inspect where the walls meet the door frames.

Inspect where the walls meet the air handlers and downdraft tables.

Inspect the Lexan panels sheets for dust particles between the panels and the aluminum framing. (Indicates air leak). Reseal as needed.

Dock door

Proper air seals for wear and replace as needed.

Check door closures and adjust as needed.

Check for excessive air leaks from the door bottom to the concert floor.

Check maglocks are securely attached to the door and door frame.

Note the magnet and steel plate are aligned together.

All other doors of the NPM unit

Proper seals for wear and replace as needed.

Proper closure and alignment.

Check for excessive air leaks from the door bottom to the concert floor.

Check for proper open/close and timing closing.

Check the steel plate and magnet are aligned.

Note the magnet and steel plate are aligned together.

Check all roof mounted HEPA filter inlets

Proper mounting.

Test from inside of the rooms for particulate down to .3-micron.

Inspect filters for remaining useable life, replace when needed.

Retest, when filters are replaced test particulate to .3-micron.

Recheck for proper seal.

Check pressure differential meters in all rooms

Using handheld meter testing each room for the negative pressure comparing with the meter mounted on the wall.

Check all meters for particle buildup and clean if needed.

Recalibrate meters as needed.

Check for proper attachment.

EQUIPMENT OF NEGATIVE PRESSURE MAIL SUITE

The Contractor shall:

Inspect each air scrubber viewing from the outside of the NPMR

Look for damage to each unit.

Inspect exhaust ducting for attachment and proper seal.

Check variable speed controls.

Adjust pressure differential meter readings in each room.

Test air at the exhaust points for zero reading down to .3 micron.

Inspect each air scrubber viewing from the inside of the NPMR

Look for damage to outer cabinet.

Clean the intake screen at chamber with HEPA vacuum.

Clean the chamber one with HEPA vacuum.

Inspect HEPA in chamber one for condition and mounted properly.

Change chamber one filters as needed using a N-95 mask.

When removing the filters double bag using heavy duty garbage bags.

Inspect downdraft tables

From the outside of the NPMRs.

Look for damage to the outer cabinet.

Inspect exhaust duct for attachment and proper seal.

Check variable speed controls.

Test air at the exhaust points for zero reading down to .3 micron.

From the inside of the NPMR

Look for damage to the outer cabinet.

Clean the screen attached to chamber one with HEPA vacuum.

Remove the top section looking for any repairs of the unit and clean chamber one with HEPA vacuum.

Inspect the downdraft screen is installed properly.

Inspect the HEPA in chamber one for condition and mounted properly.

Clean the manifold and chamber one with HEPA vacuum.

Change chamber one filters as needed.

When removing the filters double bag using heavy duty garbage bags.

Modified Heavy Duty Jogger

Inspect all electronic parts and replace if needed.

For preventive maintenance, change all electronic parts every 36 months.

Checking for the rubber footpad.

Checking all nuts and bolts are at proper torque.

Jogger has been discontinued. Shall continue to service as long as parts are available.

Counter tops and cabinets

Check counter attachment at all points for solid attachment.

Check countertop for damage and repair or replace as needed.

Inspect all cabinet doors, hinges and structure.

HEPA vacuum

The service HEPA vacuum is to be inspected each p.m.

Change the filter each year and dispose vacuum if there has been an event.

Check electrical cord.

Service Company shall keep the above items in good working order. Service Company shall provide all quarterly scheduled preventive maintenance during regular business with the schedule to be based on the specific needs of the equipment as determined by Service Company. In addition, Service Company shall provide unscheduled remedial maintenance (“on-call service”) when needed and approved by the Government.

3. SECURITY REQUIREMENTS

All contractor personnel supporting this procurement are entrusted with a certain level of trust due to the nature of the Drug Enforcement Administration’s (DEA) mission. The Government expects the Service Company will employ persons of integrity and trustworthiness. DEA will require the contractor to provide a list of all personnel and their Personally Identifiable Information (PII) (Full Name, Date of Birth, Social Security Number, and Place of Birth) assigned to this contract ten (10) business days prior to starting work. The Division Security Officer or delegated DEA employee will run criminal checks on all personnel assigned to this contract. All contractors shall be approved by DEA before access to a facility is authorized. While in the facility, contractor personnel shall be escorted at all times.

4. PAYMENT AND BILLING

The Contractor shall submit invoice(s) to the following e-mail address: Invoice.admin@dea.gov with copies to FSOS.Payments@dea.gov . The date of record for the invoice is established on the day of receipt of the e-mail, if it arrives before the end of the standard business hours (5pm local), or the next business day, if the invoice arrives outside of normal business hours. Scanned documents with original signatures in pdf format or other graphic formats attached to the e-mail are acceptable. Digital/electronic signatures and certificates cannot be processed by DEA and will be returned.

In addition to the items required in FAR clause 52.232-25 PROMPT PAYMENT, at (a)(3)(i) through (x), a proper invoice shall also include the following minimum additional information and/ or attached documentation.

(1) Purchase Order Number

(2) Total/cumulative charges for the billing period

(3) Dates upon which items/services were delivered

(4) The Contractor’s Taxpayer Identification Number (TIN)

(5) A statement signed by the responsible official of the concern substantially similar if not identical to the following:

“I certify that the items above have been delivered in accordance with the contract, and that all charges are true, correct, and have not been previously billed.”

Contractor’s Signature Date

Printed Name/Title/Company/Telephone Number

5. Period of Performance

The period of performance for this contract will begin January 1, 2026 and end December 31, 2026.