DRAFT NIST_Air_Filter_SOW_Boulder.pdf

STATEMENT OF WORK

Title:

Procurement and Delivery of Air Filters for Building Equipment

I. BACKGROUND INFORMATION

The Office of Facilities and Property Management (OFPM) at the National Institute of Standards and Technology (NIST) maintains building equipment across its campus. Regular preventive maintenance (PM) is required to ensure proper function of HVAC and other mechanical systems, including replacement of air filters. This requirement evolved from the need to maintain air quality standards and system efficiency throughout the facility lifecycle. NIST seeks to establish a longer-term fixed-price agreement to improve consistency and cost control.

II. PURPOSE

The purpose of this acquisition is to establish a firm-fixed-price contract for the procurement and monthly delivery of air filters to the NIST campus in support of preventive maintenance activities. The objective is to ensure continuous availability of required filter sizes, delivered in a timely and reliable manner, to support scheduled PM activities.

PLACE OF PERFORMANCE

All work (manufacturing, packaging, coordination) shall be performed at the Contractor’s site. Delivery of air filters shall be made to the NIST Boulder, Colorado campus.

Regular Business Hours:

Deliveries shall be scheduled between 8:00 AM and 3:00 PM, Monday through Friday, excluding Federal holidays and NIST closures.

PERIOD OF PERFORMANCE

The period of performance shall be a base year plus four (4) one-year option periods (Base + 4), beginning from the date of award.

SPECIFIC REQUIREMENTS

Task 1 – Procurement and Monthly Delivery of Air Filters

• 1.1 Provide air filters in the types and quantities specified by the Government, broken down into three groups, each corresponding to a designated maintenance team.

• 1.2 Clearly label and package each group of filters by team (e.g., “Team A,” “Team B,”

“Team C”) to ensure ease of distribution upon receipt.

• 1.3 Deliver filters monthly to the designated delivery point(s) at the NIST Boulder campus.

• 1.4 Include a packing slip with each delivery that lists the filter sizes and quantities provided for each team.

• 1.5 Provide advanced shipment notification (including estimated delivery date and tracking information) to the Government point of contact.

• 1.6 Replace any filters that arrive damaged or that do not match the Government’s specifications at no cost to the Government.

• 1.7 Coordinate delivery times with the Government to ensure filters are received during business hours and in the correct staging location.

GENERAL REQUIREMENTS

• Filters provided must meet or exceed MERV ratings specified by NIST.

• The Contractor shall not substitute any filter models or brands without prior written approval from the COR.

• All shipments must include a packing slip identifying the filter types, sizes, and quantities delivered.

• Contractor personnel involved in deliveries must comply with all NIST security and access requirements.

GOVERNMENT RESPONSIBILITIES

• Filter specifications and required quantities per delivery

• Delivery locations and point-of-contact information

• Coordination for security access during delivery times

GOVERNMENT FURNISHED PROPERTY

None.

INSPECTION & ACCEPTANCE

Filters will be visually inspected upon delivery. Damaged or incorrect filters shall be replaced at no cost to the Government. The Government reserves the right to reject non-conforming deliveries.

REQUIREMENTS FOR CONTRACTOR PERSONNEL

Contractor delivery personnel must carry a valid ID and comply with NIST’s visitor access procedures. All personnel must wear high-visibility clothing and any other PPE required on-site.

V. SCHEDULE OF DELIVERABLES

Deliverable # Description Format Due Date Quantity

1 Monthly delivery of air filters

Physical Delivery & Packing Slip

Monthly, per COR-provided schedule

Varies monthly

Standards of Acceptance: The NIST POC or COR shall review all deliverables and respond with an acceptance or request for revision email to the Contractor Point of Contact (POC) within five (5) business days of receipt.

VI. PAYMENT SCHEDULE

This is a firm-fixed-price contract. The Contractor will be paid monthly upon receipt and acceptance of delivered filters and submission of a proper invoice.