Attachment 1 26Z4AS1 SOW APPRV.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Facilities Management

Washington, DC 20534

February 26, 2026

MEMORANDUM FOR BENJAMIN HENRY, CONSTRUCTION REPRESENTATIVE

FACILITIES RESOURCE MANAGEMENT SECTION

FROM: Kimberly Hudson, Chief Construction and Environmental Review Section

SUBJECT: SOW Approval for Project 26Z4AS1

FCI Oxford, Installation of Water Softener

The Construction and Environmental Review Section, Facilities Management, has reviewed and approved the Statement of Work (SOW) to be used for solicitation services at FCI Oxford for Project 26Z4AS1, Installation of Water Softener. There are no additional square footage or modifications to the primary structure, nor changes to the utilities to this project.

This SOW specifically addresses the project referenced above as defined herein and should not be interpreted as an open-ended approval for future, unrelated work.

If you have any additional questions or concerns, please contact me on (202) 451-7046.

cc: Regional Facility Administrator

STATEMENT OF WORK

FCI Oxford - B&F Project 26Z4AS1 Install Centralized Water Softening System

I. SCOPE:

A. INTRODUCTION

The Federal Bureau of Prisons (FBOP) and the Federal Correctional Institution Oxford located at 350 Elk Avenue, Oxford, Wisconsin, intend to make a single award to a responsible entity that will provide all necessary equipment, labor, materials, and incidentals to remove existing water softeners and install a new centralized water softener for the entire Institution.

B. BACKGROUND

Awarded Contractor shall provide materials, labor, and equipment to remove existing water softeners, pipe through and install a new centralized water softener and all associated components. FCI Oxford currently has several commercial-grade water softeners which are failing to efficiently reduce water hardness and protect water systems, as well as connected equipment. The new centralized system should improve water quality, minimize calcium buildup, and extend the service life of plumbing infrastructure and appliances. The contractor would place a brine tank and softener to be installed at the water tower. Water would be treated right off the water main, therefore there would be no need for bagged salt to be brought in weekly.

C. SCOPE OF WORK

The contractor shall remove and dispose of existing water softeners, replace piping as to create bypass of former location of removed water softeners. The contractor will then procure and install a new commercial-grade water softener with capacity and performance equal or superior to the requirements listed below, including but not limited to ratings, configuration, safety features, compatibility, and performance of current equipment.

This water softening system will support the entire institution. This system must be installed as per all Federal, National and local guidelines, codes and regulations. The contractor must also strictly adhere to the manufacturers’ specifications for installation. Contractor is to ensure the new water system will not affect the wastewater treatment plant on-site with a 5-yr service option for system if needed.

bop00351 Approved

Existing equipment in place is the following:

SOFT001-OXF (AD) - Marlo, Model MGT-150-2 SOFT002-OXF (CO) - Marlo, Model MGT-150-2 SOFT003-OXF (DA) - Hellenbrand, MGT-150-2 SOFT004-OXF (JU) - Marlo, Model MGT -150-2 SOFT005-OXF (MQ) - Hellenbrand, Model MGT-150-2 SOFT006-OXF (PO) - Hellenbrand, Model H15090TWIN SOFT007-OXF (SA) - Marlo, Model MGT-150-2 SOFT008-OXF (WP) - Hellenbrand, Model MGT-150-2 SOFT009-OXF(WA) - Hellenbrand, Model H15090TWIN SOFT010-OXF(WD) - Hellenbrand, Model MGT-150-2 SOFT013-OXF(M/W) - Hellenbrand, Model H15090TWIN SOFT015-OXF(ADMIN CNTRL BSMNT) - Hellenbrand, Model MGT750-3 TWIN SOFT016-OXF(FOOD SERVICE) - Capital, Model MGT-150-2 SOFT017-OXF(FPC BOILER RM) - Hellenbrand, Model H200M18021

Equipment shall be suitable for the facility’s domestic water demand and site conditions and include at a minimum:

1. Centralized Water Softener to be installed shall be equal or superior to the following requirements:

- Sized to meet facility flow rate and hardness removal requirements.

- Include resin tank(s), control valve, bypass assembly, and all required accessories.

- Brine tank and associated components.

- Resin media suitable for commercial applications

- Shall include 3) 48”x72” fiberglass tanks

- 120 cuft of high-capacity cation resin (40 cuft per tank)

- 600 lbs ¼” x 1/8”, 400 lbs #20 sub-fill per tank

- 3) Fleck 3900 control Valves with NXT 2 Controls

- 3) 3” Clack stainless steel flow meters with electronic pickup

The softeners will be set up as system #14 progressive flow which will allow one unit online until a specific flow rate is reached, then another will come online with a maximum of all three feeding the facility. This setup will reduce "channeling" and keep the facilities water softened.

D. QUALITY ASSURANCE/INSTALLATION REQUIREMENTS

All seismic zone requirements, environmental compliance, Life Safety, NFPA, ADA-ABA, and Federal, State and Local codes and regulations will be considered during all phases of this project.

Services and materials provided by the contractor will adhere to and shall be consistent with the most current industry standards, the Underwriters Laboratories (UL) and the General and the National Electric Code (NEC).

It is the contractor's responsibility to obtain permitting, should it be required. Copies of all permits must be submitted to the COR upon receipt from local agency.

E. UTILITIES

The FBOP will provide water and 120-volt circuits. The contractor will provide all other equipment, supplies, and materials needed to complete this project. The contractor should provide a type of portable restroom for their crews.

F. TESTING AND ACCEPTANCE

A complete plan detailing acceptance procedure must be submitted to the Contracting officer’s representative (COR) in advance for final check out and testing of the complete system(s). Upon successful completion and acceptance of the installation, the contractor shall provide twelve (12) monthly on-site, water quality testing by a qualified technician. Monthly results of testing shall be provided in writing to the COR.

G. HOUSEKEEPING AND MATERIAL DISPOSAL

The contractor awarded the contract will be responsible for ensuring the premises are always kept clean and free from accumulations of waste materials and rubbish. The contractor should provide open top dumpsters and the means to unload, load, and coordinate open top dumpster locations at buildings. The contractor will remove all debris, scrap, and rubbish from the work area daily, and be responsible for placing the debris in the dumpster(s). Surplus materials and all equipment shall be promptly removed from the site upon completion of the work. The Contractor shall be responsible to remove all debris and waste materials from the job site at FCI Oxford upon conclusion and acceptance of the project. These items must be disposed of in accordance with all Federal, State, and local laws.

H. SUBMITTALS

1. The contractor shall provide written submittals to the COR describing recommended equipment/materials within (15) days from receiving the Notice to proceed for approval.

2. All security clearance paperwork/documentation shall be submitted to the COR within 10 days of receipt of the Notice to Proceed.

3. The Contractor shall provide the COR three (3) copies of the Safety Data Sheets (SOS) on all materials and substances that may be used during the course of the project. In the event the material is not approved by the Safety Manager, it shall be the responsibility of the Contractor to locate and procure an alternative product.

4. For security and safety purposes, forty-eight (48) hour notice in writing, prior to disruption to the system(s) must be given to the Contracting Officer and COR.

S. Any deviations from this Statement of Work will be considered a Change Order Request and must be authorized through the institution's Contracting Officer prior to the implementation of the requested change.

6. It is the Contractor's responsibility to repair and/or replace any Government property damaged by contractors/subcontractors’ employees. Damage will be corrected and restored to previous conditions at no cost to the government.

7. It shall be the Contractor's responsibility for obtaining all measurements and data requirements to comply with manufacturer's installation recommendations. All installations must be in accordance with product manufacture's recommendations.

II. CONTRACTOR SECURITY/WORKING REGULATIONS

A. WORK HOURS

Under normal operations of the institution, the work hours for the contractor are 7:00 AM -3:00 PM.

Excluding weekends and federal holidays. Access to the site will be available during normal working hours except during emergencies. It shall be the responsibility of the Contractor to familiarize themselves, their employees, and their subcontractors of the working hours and conditions in the correctional facility, as working hours may constitute an irregular workday. The Government assumes no responsibility to the Contractor or to any of their subcontractors for shorter or longer hours due to institutional emergencies or entry and/or exit of workers necessitated by normal institution routines.

Contractors should plan for a minimal amount of time accrued for security considerations, i.e., check-in screening, delay due to inmate movements, institution lock-down, institution emergencies, etc. In the event of an institution emergency, the Contractor will be instructed to secure all work, secure, and store all tools, equipment and materials, and the Contractor will be escorted out of the institution. Work will resume once the institution emergency passes.

B. DELIVERY OF MATERIALS

All construction materials/equipment required for work on this project is required to be processed by the Contractor and coordinated with the institution COR for temporary storage.

Any construction-related deliveries which are directly shipped to the contractor can be received between the hours of 7:00 a.m. to 2:00 p.m., Monday through Friday, excluding Federal Holidays. At no point will a Bureau of Prisons (BOP) staff member receive or sign for a delivery if the contractor or his representative is not present to verify and accept the delivery.

Under no circumstances will FCI Oxford or its staff be responsible for the acceptance of any Contractor or company deliveries. The contractor shall be responsible for providing their own means of loading and unloading contractor material or equipment.

The contractor shall not use the institution entry/driveway for the loading, unloading, or storage of any materials and equipment. The contractor will not impede/block the driveway at any time during or after the work shift.

C. STORAGE OF MATERIALS AND EQUIPMENT:

All construction materials/tools shall be stored in a designated area mutually agreed upon between the COR and the contractor. The storage area will be a secure lockable gang box or similar, size to be determined by the contractor and the COR. If required, the contractor shall provide a securable, single point access storage container, such as a Job or Gang Box that will be left in the agreed upon storage area for the duration of the project. Size of the storage container will be determined by the contractor and the COR. The container will be secured using a padlock protocol with two locks to secure it. One shall be a contractor lock and the other lock provided by the institution. If necessary, a heavy-duty chain provided by the contractor may be used to facilitate the locking requirement. All materials and equipment stored within the container will be maintained in a safe and orderly fashion.

All tools will be inventoried prior to entering the institution and will be inventoried back in to ensure accurate accountability when exiting the institution at the end of each workday.

Materials cannot be stored at a height that would create a fall hazard. All tools will be inventoried prior to entering the Institution. At the start of each workday all tools will be inventoried out on a daily tool inventory sheet and at the end of the workday all tools will be inventoried back in to ensure accurate accountability of all tools at the end of each workday.

All contractor-owned extension cords that will be used during the project, regardless of length, shall be in good condition with no broken outer Insulation. Extension cords are considered a "high risk" tool having a Federal Bureau of Prisons' tool classification of Double A. All contractors-owned extension cords used for this project will be required to exit the institution at the end of every workday for the duration of the project.

All contractor owned ladders approved for use within the institution, regardless of the size, shall be stored in a predetermined area and secured to a stationary fixture with a heavy link chain and lock which would prevent removal.

D. SECURITY CLEARENCE/CONTRACTOR BADGES

Security clearance documents will only be accepted from the primary contractor. If submitted by a sub-contractor, they will be rejected. It is the primary contractor's responsibility to review security clearance submissions to ensure they are complete.

In the event a contractor or subcontractor employee cannot pass the security clearance process, it will be the contractor's responsibility to provide another candidate. By law the BOP cannot, and will not, release any information to the contractor concerning the nature of why a contractor or subcontractor employee was not able to pass the security clearance process.

All contractors and subcontractor employees will provide a check list of all employees on site each day to the COR, verifying the number of workers on site each day and that all workers are approved to be on site.

E. SAFETY AND PERSONAL PROTECTIVEEQUIPMENT

All contractors and employees have and wear the required protective equipment (PPE) always prescribed by industry standards while on the job site. It is the responsibility of the contractor to provide all PPE equipment. All ladders regardless of the size shall be stored and secured to a stationary fixture with a chain and lock in a predetermined area, in a way that cannot be removed. If ladders are required, immediately consult with the COR to ensure that he or she can make timely notifications to appropriate institution staff. All extension cords regardless of length shall be in good condition with no broken outer insulation and will be secured in a locked construction gang box. Should a system require Lock-Out/Tag- Out, the system will be required to have both Contractor and FCI Oxford locks on the isolation point to prevent shock. All Lock-Out/Tag-out procedures will be in compliance with the institution Lock- Out/Tag-Out program.

F. ADDITIONAL CONSIDERATION

1. Contractors will NOT be allowed to bring firearms, ammunition, knives, other weapons, drugs, narcotics, tobacco products, alcohol beverages, cellphones, cameras, smart watches, two-way pagers, or any other unauthorized electronic device into FCI Oxford. The Facilities Department maintains a digital camera that will be utilized by BOP staff to document the project work. The Contractor may request copies of these documentation photos for record keeping.

2. Contractors will be permitted to wear jeans in the institution, however, shorts, green or khaki-color clothing will not be allowed. The clothes will be proper and suitable for the services that are being provided.

3. Federal smoking policy on Federal property states that smoking is only allowed in outdoor designated areas. This policy will be strictly enforced.