Attachment 1 - Scope of Work.pdf

SCOPE OF WORK

ROOF REPLACEMENT and RENOVATION OF ARS 26

REVISION 1, 06 April 2023

PART 1 GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to remove and replace the roof on ARS 26 at the USDA Agricultural Research Services, in Stillwater, OK. USDA shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to USDA. The goal is to support mission accomplishment by providing dry, safe, and clean space for occupants, users, and visitors to facilities identified under this contract. To meet this goal, close coordination is required between the Contractor and the Contracting Officer’s Representative (COR) to efficiently replace the roof, while minimizing disruptions to operations within the facilities.

1.1 Description of Services: The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services, except for those items specified as USDA furnished property and services, necessary to provide a fully functioning replacement roof for the existing roof on building 26. Building 26 has approximately 21'x102' with a 1/12 pitch roof. The Contractor shall perform to the standards defined in this Scope of Work (SOW).

1.2 Period of Performance: The period of performance (POP) shall be 365 calendar days.

1.3 Place of Performance: The work to be performed under this contract will be performed on building 26 at the USDA Agricultural Research Services Complex, 1301 N Western Rd, Stillwater, OK 74075.

1.4 Hours of Operation: The Contractor is responsible for providing services between the hours of 0800 to 1630, Monday through Friday except Federal holidays or when the facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5 Work Coordination: The Contractor’s service personnel shall contact the facility operations spec, Daniel

Hover, at (405) 213-9035 on each visit to the Facility prior to beginning work that day to relay what work is being completed during the visit, and to gain access into the building if necessary.

1.6 Federal Observed Holidays

New Year’s Day Labor Day Birthday of Martin Luther King, Jr. Columbus Day Washington’s Birthday Veterans Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day Independence Day

1.7 Quality Control Program (QCP): The Contractor shall develop, implement and maintain an effective

QCP to ensure services are performed in accordance with (IAW) this SOW. The QCP, including changes, shall be forwarded to and accepted by the Contracting Officer (CO). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies and shall review the plan with his onsite personnel to ensure complete understanding. The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract. The QCP must be provided within 30 days of the notice to proceed and shall be kept current, reflecting the pertinent contract modifications and building changes or conditions, with updates being submitted within five (5) days of changes being made. The QCP must be IAW the Performance Requirements Summary (PRS) of this contract. The plan shall include but is not limited to the following:

• The name of the Project Manager

• A communication plan that shall describe methods of direct and indirect communication with USDA-

ARS regarding performance of the contract.

• The Contractor shall give immediate written notice to the CO or COR of any condition which is

• discovered that may present a hazard to equipment or personnel.

• The method(s) for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

• On site records of all inspections conducted by the Contractor and necessary corrective action

• taken. This documentation shall be made available to the CO and/or COR during the term of the contract.

• A contingency plan to provide for continuing service for the roof replacement in the event of

• employees’ absences, strikes or work stoppages. Work stoppage or strike participation by Contractor personnel against the Contractor does not relieve the Contractor of his responsibility to fulfill the requirements of this SOW.

1.8 Contractor Performance Assessments: The Contractor will evaluate his contract services, correcting any deficiencies, which deviate from the commercially acceptable standard for Thermoplastic Polyolefin (TPO) roof systems. The Contractor shall furnish a copy of the evaluation/inspection reports to the designated COR for this contract as requested.

1.9 USDA-ARS Performance Assessments: USDA-ARS performance assessments apply to administrative work and physical work performed onsite. The COR will evaluate the contractor's performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what USDA-ARS must do to ensure that the contractor has performed IAW the performance standards.

It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Although USDA-ARS may develop a QASP, USDA-ARS surveillance of Contractor performance is not limited to the QASP or the performance objectives, incentives/remedies, etc. USDA-ARS has the right to inspect and test all services called for by the contract and commitments made by the Contractor during the solicitation process, to the extent practicable at all places and times during the term of the contract. USDA-ARS will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, USDA-ARS may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, USDA-ARS may: (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements, and (2) reduce the contract price to reflect the reduced value of the services performed. If the Contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, USDA-ARS may: (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by USDA-ARS that is directly related to the performance of such service, or (2) terminate the contract for default. "Services", as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

1.9.1 A USDA-ARS Inspector may accompany Contractor personnel during work visits to observe and / or ask for explanation of work performed. The intent is not to delay the Contractor in any way.

1.9.2 Performing quality assurance in accordance with the SOW does not preclude USDA- ARS from conducting inspections as defined in Federal Acquisition Regulation (FAR)

52.212-4 Contract Terms and Conditions for Commercial Items for Inspection/Acceptance.

1.9.3 If performance or quality measures are not being met by the Contractor, USDA-ARS will revisit the QCP and may request revisions. Upon review of the plan and related documents, USDA-ARS will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

1.9.4 If it is found that the roofing system has deficiencies, the Contractor will be notified of these deficiencies and it shall be their responsibility to make the necessary corrections within three (3) calendar days.

1.10 Type of Contract: USDA-ARS will award a Firm-Fixed-Price contract.

1.11 Post Award Conference / Performance Evaluation Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO and COR shall have performance evaluation meetings with the Contractor to review the Contractor's performance as needed. At these meetings the CO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise USDA-ARS of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. Meetings may be held quarterly thereafter as determined beneficial by USDA-ARS and Contractor.

1.12 Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.13 Personnel

1.13.1 Contractor Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work and shall be the central point of contact with the Government. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available from 0800 to 1630, Monday through Friday except Federal holidays or when the USDA-ARS facility is closed for administrative reasons.

1.13.2 Special Qualifications: Where applicable the contractor and its personnel shall be certified by appropriate federal and state regulatory agencies to install roofs in Oklahoma. All work shall be performed with, and under the supervision of, skilled and experienced roofer directly employed by the Contractor, and in accordance will all applicable codes.

1.13.3 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are USDA/Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.13.4 Employee Badges: The Contractor shall furnish each employee a contract identification badge that shall be conspicuously displayed when working. The ID badge shall include the full name of the employee, company name, a badge serial number and the employee’s picture.

1.13.5 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon USDA. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 USC 423 relative to release of acquisition related information, or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the Installation.

1.14 Reporting and Record Keeping Requirements:

1.14.1 Schedule: The Contractor shall provide a work schedule listing the sequence of activities for the roof replacement. The schedule shall be submitted to the COR NLT than 10 working days prior to commencing work on this SOW. Updates to the schedule shall occur as needed but not less than monthly. If deficiencies are identified that require repairs outside the scope of this contract, the Contractor shall notify the COR in writing within 24 hours upon discovery of the deficiency.

1.14.2 Daily Action Reports: The Contractor shall notify the COR each day in writing of all work that was completed.

1.15 Payments: Payments shall be submitted on a monthly, fixed price basis. Projections between the time pay requests are submitted and the end of the month will not be permitted.

1.16 Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be immediately brought to the attention of the CO and/or the COR for final resolution. The Contractor shall notify the CO and COR in writing in addition to any verbal notification of such conflicts within 24 hours of occurrence. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the CO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately notify the CO or

COR.

1.17 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. 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 Security office.

1.18 Physical Security: The Contractor shall safeguard all USDA equipment, information and property provided for Contractor use. At the close of each work period, USDA facilities, equipment, and materials shall be secured.

PART 2

CONTRACTOR FURNISHED ITEMS AND SERVICES

2. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

2.1. General: The Contractor shall furnish all equipment, materials, supplies, services and employee training required to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

2.2. Acceptable Manufacturers: Replacement roof shall be a white, 26 gauge mechanically fastened, roof system with a manufacturer’s 20-year guarantee.

2.3. Roofing Accessories: i.e. screws, enclosures, and sealants.

PART 3

SPECIFIC TASKS

3. SPECIFIC TASKS: The Contractor shall be responsible for quality control and safety inspections. Work shall be performed in such a matter to meet the performance requirements stated herein.

3.1 Performance Standards:

3.1.1 The Contractor shall remove the existing R panel roof and replace it with new 26 gauge R panels and rig cap. Using new fasteners in the field , new stitching screws on the overlaps. Tacky tape is to be used under each overlap.

3.1.2 The Contractor shall provide mechanically attached, 26 gauge new gutters, downspouts, and new drip edge over brick wall.

3.1.3 The Contractor shall remove all pink insulation from the building that is accessible. Some is behind the cold seed storage and can not be reached.

3.1.4 The Contractor shall remove all wood paneling, drop ceiling tiles and frames, and wood framing that isn't part of building frame work that is accessible. Some is behind the cold seed storage and can not be reached.

3.1.5 The Contractor shall flash all roof walls and penetrations

3.1.6 The Contractor shall submit roofing material and accessories product data and installation instructions to the COR for approval, minimum of 30 days prior to procurement.

3.1.7 The Contractor shall furnish all labor, tools, and equipment usually furnished with such service, unless stated elsewhere in this contract, and be fully responsible for the performance roof related to workmanship.

3.1.8 Contractor shall provide Portapotties for workers. All work on the roof shall be accomplished utilizing the latest industry practices, specifications, and codes.

3.1.9 The contractor shall clean around the facility daily, any construction debris or waste materials removed or generated during the execution of this work. Waste and Debris shall be placed in a vessel furnished by the contractor with a lid. If a lid is not provided other means shall be utilized to prevent materials from being displaced from the vessel due to wind.

3.1.10 Labor pay shall be in accordance with Davis Bacon Construction Act.

3.1.11 The Contractor shall accept equipment and accessories in Factory shipping packaging.

3.2 Contractor Responsibility: The Contractor shall be responsible for giving immediate notice to the CO and/or COR of any condition that is discovered that may present a hazard to either the equipment or building equipment.

3.3 Contractor Negligence or Omission: The Contractor, at no additional cost to the Government, shall accomplish all repairs resulting from prior acts of negligence on his part, or the part of his employees and agents, or omission in performing services required in this contract. Should the Contractor and the CO be unable to agree as to whether damage was caused by a negligent act or omission of the Contractor, such dispute shall be settled pursuant to FAR 52.212-4 Contract Terms and Conditions – Commercial items, Disputes.

3.4 Warranty: The roof system shall come with a 20-year manufacturer’s guarantee and 2-year contractor’s guarantee.

PART 4

DELIVERABLES SCHEDULE

Deliverable SOW Paragraph

Frequency Submit To

Quality Control Plan (QCP) 1.7 Within 30 days of NTP / Within 5 days of changes being made

CO

Contractor’s Performance Assessment 1.8 Upon Request COR

Schedule 1.14.1 NLT 10 Working days prior to beginning work on this SOW

COR

Daily Action Reports 1.14.2 Daily if any work was performed COR

Written Notification of Conflict with Environmental & Occupational Safety Laws, Rules and Regulations

1.16 Within 24 hours of occurrence CO & COR