Attachment 001 SOW Odor Control Evaluation Inspection Training.pdf

United States Department of Agriculture Agricultural Research Service

STATEMENT OF WORK

Odor Control Evaluation Inspection & Training

National Bio and Agro-Defense Facility (NBAF) USDA-ARS, Manhattan, KS

6/25/2024

Contents Project

General Information

1.0 Scope of Work

2.0 Background

3.0 Contractor Requirements

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

Project Odor Control Evaluation, Inspection & Training

General Information

1.0 Scope of Work

USDA has a need for Evaluation, Inspection & Training of Continental Carbon Odor Control System Model- Phoenix 3000. The contractor shall have manufacturer representative & engineer evaluate/inspect the system and provide P.E. Stamped scope/drawings for repairs to get the odor control system operating within specification. Contractor shall provide in-depth training for up to 10 USDA employees on the operations and maintenance of the odor control system.

2.0 Background

The National Bio and Agro-Defense Facility (NBAF) is the nation’s first integrated Agricultural and Zoonotic Disease, research, diagnostics, training, and evaluation (RDT&E) facility with the capability to address threats from High-Consequence Zoonotic Disease agents and Foreign Animal Disease (FAD) agents. As a result, the facility is design to contain BSL-2 through BSL-4 research studies. Due to the nature of this facility, NBAF is seeking a company with extensive knowledge and expertise on wastewater odor control systems. Contractors associated with this work of the facility should fully understand the construction types, inspections and repair methods associated with these facilities. The areas requiring repair are in a non-containable portion of the facility, on the NBAF campus at 1980 Denison Ave. Manhattan, KS. Downtime of the equipment during the service shall be kept to a minimum.

3.0 Contractor Requirements

3.1 Work Restrictions & Conditions

3.1.1 Site Security Access: Access to the site is controlled by a security fence and visitor/contractor check-in/check-out system. All contractor/subcontractor employees shall sign-in and out at the main entrance gate and always wear a contractor/visitor identification badge while on the site. The ID badges will be turned in at the end of the workday. A current government-issued identification with a picture ID is required for entry. See 8.0 for additional security information.

3.1.2 All persons accessing the site must complete the approximate two hour, NBAF Site

Security and Safety Orientation. Site specific bio agent training is currently being developed. If development is completed during the duration of this contract the training may be required for all persons accessing the site.

3.1.3 Limited number of vehicles will be allowed access on the premises; contractor employee’s personal vehicles shall be parked in the facilities main parking lot.

3.1.4 Work shall be confined to the areas the service resides. Unless accompanied by a USDA employee, the Contractor, subcontractors, and their employees shall not enter buildings or facilities not specifically part of this project. Reasons included, but are not limited to, disease control and health requirements.

3.1.5 Failure to comply with access requirements shall be adequate grounds for removal of the Contractor/subcontractor employees from the site and barring further site access to individuals.

3.1.6 Work Hours: Regular work hours for the site are 8:00 am to 4:00 pm, Monday through Friday, excluding Government holidays.

3.1.7 Federal Holidays are listed below:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day

Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Independence Day

3.1.8 Work Outside Regular Work Hours: Work scheduled outside regular work hours including late hours, Saturdays, Sundays, and Government holidays requires Security approval in advance. Make application thru the COR at least 5 calendar days prior to such work to allow arrangements to be made by the Government for access to the work area and inspection & monitoring arrangements. Requests shall include the exact dates, hours, location, and purpose of the exception. If approved, the COR will coordinate access with the site security office.

3.2 General Requirements / Tasks

3.2.1 The contractor is required to attend a mandatory site visit in order to provide a valid proposal to USDA. The Contractor shall furnish a cost proposal, including estimated duration of work including crew size, to provide material and services as specified in the scope of work. Proposal shall indicate how many site visits are anticipated to complete the work and any associated travel costs.

3.2.2 Where governing regulations and imposed codes and standards require notices, permits, licenses, inspections, tests, and similar items or actions to lawfully proceed with the required work, the Contractor shall obtain items and take those actions in accordance with the regulations of the governing authority. The costs of such permits, licenses, inspections, etc., are the obligation of the Contractor.

3.2.3 The Contractor’s work shall adhere to the criteria stated within these project requirements, drawings, and specifications. All services shall comply with applicable federal, state, and local code requirements as well as current industry standards, (i.e.:

UBC, NFPA, UL, ACI, ANSI, FCC, ASTM, NEC, NEMA, etc.) and health and safety codes, in effect at the time of Task order award, or as determined by the authority having jurisdiction.

3.2.4 The Contractor shall work with COR to ensure project is accomplished in a timely manner.

3.2.5 Service schedule indicating work hours, include the daily starting and stopping time, and days of the week the Contractor proposes to carry out the work. Schedule shall cover the anticipated duration of work to complete the project. Calendar invites when the contractor is going to be on site shall be provided by the contractor.

3.2.6 Provide a daily report indicating extent of services rendered and results or efforts. The report shall indicate any issues or components that need to be repaired/replaced beyond those identified in the scope of work. Also, provide the work that will take place in a calendar invite.

3.2.7 Shutoff of utilities, if required, shall be scheduled no less than fourteen (14) working days in advance.

3.2.8 The Contractor shall protect the work, the site, and all existing property and structures within the limits of the service activities or that may be affected thereby until acceptance of the work. Any damage to property shall be repaired at the Contractor’s expense, to pre-damaged condition to the satisfaction of the COR.

3.2.9 The work performed under this contract shall be subject to continuous audit by the CO/COR/LM. Escorting subcontractors is exclusively the contractor’s responsibility’s, Quality control is the exclusive responsibility of the Contractor.

3.2.10 Safety and health matters, as they relate to the work, are the exclusive responsibility of the Contractor. The Contractor shall furnish, erect, and maintain barricades, warning lights, signs, guards, confined space entry plan, safety plan or take other precautions as may be required by law or local authorities of the protection and security.

3.2.11 The contractor shall follow the site lock-out/tag-out (LOTO) policy and coordinate implementation of LOTO with the facility as needed. Should be schedule 72 hours before the need of LOTO.

3.2.12 The work site shall always be kept clean and free of debris. Disposal of the old material or equipment is required. Restore disturbed areas to original like appearance and conditions. Upon completion of the project, and prior to final inspection, the Contractor shall remove from the premises all unused material, trash, and debris resulting from the work to the satisfaction of the COR.

3.2.13 Prior to submitting final payment, all key deliverables list in the table under section

5.0 shall be submitted.

3.3 Project Management Requirements/Tasks

3.3.1 Evaluation, Inspection & Training of the Continental Carbon Odor Control System Model-Phoenix 3000

3.3.1.1 The contractor shall provide manufacturer representative and engineer to evaluate and inspect the system and operation of the system.

3.3.1.2 The contractor shall provide detailed report of the findings from the evaluation and inspection to USDA.

3.3.1.3 Contractor shall provide in writing proposed corrective actions from the findings to include Engineering P.E. stamped drawings of the recommended repairs and modifications to the odor control system.

3.3.1.4 Contractor shall provide USDA with hands on in-depth operational and maintenance training of the odor control system per the manufactures specifications performed by odor control manufacturer authorized representative. Training shall be onsite and primarily take place within the treatment plant in front of the odor control unit. Portions of the training can be completed in a classroom setting if needed.

3.3.1.5 The contractor shall video record and provide copy of the training provided to USDA. Contactor shall submit a copy of all training materials and roster after completion of the training sessions.

3.3.1.6 Training shall cover proper operation of all system components, detailed maintenance requirements, review of the equipment and maintenance manuals, hands on demonstrations for serviceable components for maintenance task, mock replacement, and troubleshooting.

3.3.1.7 Contractor shall provide all consumables, tools, and equipment necessary to complete the training.

3.3.1.8 Training provided shall be for up to 10 USDA employees.

4.0 Government Furnished

N/A

5.0 Deliverables / Schedule

The Contract duration for this project is 240 calendar days from Notice to Proceed issued by Contracting Officer.

Key Deliverables Ite m No.

Deliverable / Item Title

Description Frequency Referenc e

Delivery Format

Due By

1 Evaluation/Insp ection of odor control system with corrective actions

Provide detailed report with corrective actions

Once Ref.

SOW,

Section 3.3.1.2/ 3.3.1.3

PDF to

CO/COR

Prior to Invoicing

2 Training Provide training with submit materials, roster and recording of training

Once Ref.

SOW,

Section 3.3.1.5

PDF to

CO/COR

Prior to Invoicing

3 Daily Reports Document and photo describing daily activities

Each day of work

Ref.

SOW,

Section 3.2.6

PDF to COR Within 24 hrs. after the date(s) covered by the report

4 Service Schedule

Schedule indicating work hours and days planned to work.

Calendar Invites

Preservice & minimum with each

Ref.

SOW,

Section 3.2.5

PDF to COR Prior to Service/Repair NTP & work is started

5 Closeout Documents Key Deliverables

Once Ref.

SOW,

Section 3.2.13

PDF to

CO/COR

Prior to final payment

6.0 Travel

Travel costs, flights and per diem, required to get qualified personnel to the facility for services shall be reflected on a separate cost line within the detailed cost proposal.

7.0 Contractor’s Key Personnel

The contractor’s key personnel must be an authorized representative of the odor control unit manufacturer.

8.0 Security Requirements

8.1 Security Requirements: Personnel employed by the Contractor or any representative of, or agent of the Contractor, entering this facility shall conform to the facility security regulations and any site training requirements. The Prime Contractor is required to provide onsite escort of contractor employees or any representative of, or agent of the contractor entering this facility and therefore shall be eligible to meet requirements to obtain either a local badge or PIV depending operational requirements and must complete the approximate two hour, NBAF Site Security and Safety Orientation. Additionally, site specific bio agent training is currently being developed. When fully developed the training may be required for all persons accessing the site. The Contractor shall provide all information required for background checks to meet facility access requirements as performed by the facility security office. Contractor personnel shall comply with all personal identity verification requirements as directed by USDA-ARS Security office. Each person accessing the site will be required to provide personal details, (full name, DOB, SSN, DL#) and will undergo a routine background check, such as a National Agency Check with additional inquiries, which may include a criminal and credit check. Details required for the check should be submitted the security office NLT 5 days prior to the visit. Results of this check may return earlier. However, it should not be planned to have results earlier than 5 days. For non-U.S. Citizens requiring access, further checks are required that can delay processing up to 30 days or more. NBAF requires visitors to present government-issued identification for access to its campus. For visitors presenting a state-issued driver’s license or identification card, NBAF only accepts such documents if they are issued by states that are REAL ID compliant or have an extension from the US Department of Homeland Security. If the state that issued the license is listed as noncompliant without an extension, an alternate form of government-issued photo ID—such as a passport, Enhanced Driver’s License (EDL), or federal employee, or military identification card—may be presented to facilitate access. If, while on site the contractor/vendor will have access to sensitive information, they must complete a National Disclosure Agreement (NDA), along with the required training per USDA and, if applicable, Select Agent regulations. This training will most likely be completed by reviewing a series of slides covering the topics of the definition of controlled unclassified information (CUI), access, handling, distribution, storage, and destruction of CUI. Each person will acknowledge receiving and understanding the training on the NDA. The process should not exceed two hours.

Acknowledgement and completion of the NDA will be turned in with the form required for the background check. Results will be returned through the Contracting Officer or Contracting Officer Representative. Contractors needs to follow Title 41, Code of Federal Regulations, Part 102-74, Subpart C Rules, and Regulation Governing Conduct on Federal Property. Additional security requirements may be imposed by NBAF Security through general updates or when the Federal Government raises the Homeland Security Alert Level. Additional directions will be provided if the situation occurs. The Contractor shall safeguard all USDA-ARS equipment, information and property provided for Contractor use.

8.2 Security Ingress/Egress for Contract Activities not requiring material delivery: Contractor Personnel, Small Tools & Equipment. The Main Entry Control Point (ECP)serves as the initial screening point for vehicles and visitors not requiring material delivery or large work vehicle access.

8.2.1 All Vehicles, equipment, and personnel will be confirmed for NBAF access. Upon confirmation, all vehicles and equipment will be thoroughly searched at the Main ECP. Once cleared, visitors will be directed to park in the main lot and instructed to proceed to the Visitor Center.

8.2.2 Upon entry into the Visitor Center, visitors without a Long-Term Visitor Badge (LTVB) or contractor service provider badge/PIV will be issued a short-term visitors badge for the day of their visit. Visitors will be required to present valid REAL ID Act complaint identification and sign in on a Daily Visitor Log during processing. All badges must be worn above the waist in such a manner that the photo and expiration date are always clearly visible from the front. No items may be attached to the card or affixed to the holder that would obscure the information on the card.

8.2.3 Upon receipt of the short-term visitor badge, all visitors (to included LTVB) and their belongings will be screened by guard personnel.

8.2.4 Upon successful screening, visitors will be escorted by either Contractor staff with a Contractor Service Provider Badge/PIV or an authorized USDA Escort to their designated work location.

8.2.5 Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

8.2.6 Leaving the designated work areas, escorted visitors will turn their short-term visitor badges into the Visitor Center at the end of each day. They will then exit through the Main ECP. Vehicles, equipment, and personnel are subject to additional Security Screening and egress procedures pending campus status.

8.3 Security Ingress/Egress for Contract Activities requiring material delivery or work vehicle access:

Contractor Personnel, Contract Vehicles, Tools, Equipment, Material Deliveries & Shipments. The Service ECP/Guard Post serves as the initial screening point for vehicles and visitors.

8.3.1 All Vehicles, equipment, and personnel will be confirmed for NBAF access. Upon confirmation, all vehicles and equipment will be thoroughly searched at the Service ECP. Once cleared, visitors may be thoroughly screened by Security at the Service ECP or will be directed to park in the North Transshipping (TSSG) Parking Lot to undergo Security Screening within the Transshipping Building. Visitor will be required to sign in on a Daily Visitor Log during processing.

8.3.2 Following screening, visitors without a Long-Term Visitor Badge (LTVB) will be issued a short-term visitor’s badge and will be required to present valid REAL ID Act complaint identification and sign in on a Daily Visitor Log.

8.3.3 Escorted by either Contractor staff with a Local Badge/PIV or an authorized USDA Escort, visitors, vehicles, tools, equipment, and materials will enter NBAF through Gate 2, and travel to the designated delivery entry point(s).

8.3.4 Escort coordinates to meet an authorized USDA member at the designated delivery entry point(s). This coordination will need to be done through the contract COR.

8.3.5 Escort will card swipe (or card swipe and PIN) at the access control reader and escort visitors through the designated delivery entry point(s) into the work area.

8.3.6 Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

8.3.7 Leaving the designated delivery entry points, escorted visitors will drive out of Gate 2.

Vehicles, equipment, tools, materials, and personnel are subject to additional Security Screening and egress procedures pending campus status.

8.3.8 Visitors without LTVBs will either be directed to park in the North TSSG parking lot to return their badge within Transshipping or will be directed to turn in their badge at the Service ECP. Once the Visitor Badge is returned, the visitor will then exit the respective area and leave the NBAF premises. Those with LTVB’s will leave the premises upon exiting Gate 2.

8.3.9 Visitors that are part of the delivery crew, but whom are not in the delivery vehicle will be subject to standard site access requirements utilizing the main Entry Control Point off Denison Avenue and screening by Security at the Visitors Center. Visitors will then be escorted from the Visitors Center, by a Contractor staff with a Local Badge/PIV or an authorized USDA Escort, to join the rest of the crew.

8.4 Security Ingress/Egress for Contract Activities requiring material delivery or work vehicle access and containment access: Contractor Personnel, Contract Vehicles, Tools, Equipment, Material Deliveries & Shipments requiring access through the Service ECP must follow all procedures outlined in Section 8.3. The Service ECP/Guard Post serves as the initial screening point for vehicles and visitors. After following processing procedures through the Service ECP, material delivery into containment is as follows:

8.4.1 Access/Egress of containment loading areas and activities within containment are subject to additional limitations, requirements and restrictions that will be determined, evaluated, and approved on a case-by-case basis.

8.4.2 All personnel, tools, equipment, and materials are subject to additional Security Screening and ingress/egress procedures pending campus status.

8.4.3 At no time can a direct path from outside the facility into containment occur.

8.4.4 Within containment, the containment cafeteria is the only authorized place to eat and drink. Food and Drink are only allowed to enter containment through the cafeteria pass through box via the warming kitchen.

8.4.5 All Contractor Staff and Visitors will be required to check their phones into a locker outside of containment prior to entering containment.

8.4.6 Radios can be signed out for communication within containment. The radios must stay within containment.

8.4.7 Escorts must always maintain line of sight of visitors and a 5:1 escort ratio.

8.4.8 Leaving the designated delivery entry points, escorted visitors will drive out of Gate 2.

Vehicles, equipment, and personnel are subject to additional Security Screening and egress procedures pending campus status.

8.4.9 Visitors without LTVBs will either be directed to park in the North TSSG parking lot to return their badge within Transshipping or will be directed to turn in their badge at the Service ECP. Once the Visitor Badge is returned, the visitor will then exit the respective area and leave the NBAF premises. Those with LTVB’s will leave the premises upon exiting Gate 2.

8.4.10 Visitors that are part of the delivery crew, but whom are not in the delivery vehicle will be subject to standard site access requirements utilizing the main Entry Control Point off Denison Avenue and screening by Security at the Visitors Center. Visitors will then be escorted from the Visitors Center, by a Contractor staff with a Local Badge/PIV or an authorized USDA Escort, to join the rest of the crew. Crews with minimal tools, equipment, & materials- Containment Access through Shower Block and Security Checkpoint:

8.4.11 All Contractor Staff and Visitors will follow the NBAF Facility SOP for access into the

Main Lab.

8.4.12 Access/Egress of containment areas and activities within containment are subject to additional limitations, requirements and restrictions that will be determined, evaluated, and approved on a case-by-case basis.

8.4.13 All Contractor Staff and Visitors will be required to check their phones into a locker outside of containment.

8.4.14 All Contractor Staff and Visitors will be screened and confirmed by Security for access into containment.

8.4.15 All personnel, tools, equipment, and materials are subject to additional Security Screening and ingress/egress procedures pending campus status.

8.4.16 Security will have all Contractor Staff and Visitors sign the visitor log once cleared for access.

8.4.17 All Contractor Staff and Visitors will be escorted into containment and throughout by an authorized USDA employee with containment access.

8.4.18 Upon Leaving containment, All Contractor Staff and Visitors will sign out on the visitor log.