Attachment 1 - SOW.pdf

Defense Logistics Agency

DLA Installation Management Richmond

DM-FRIE

B66D HVAC System replacement

P.2025.00737 July 18, 2025

STATEMENT OF WORK (SOW)

1. OBJECTIVES

Install two separate fully functional heat pump systems so that the office and cubical area can be individually operated.

2. BACKGROUND

The current system was abandoned in place a few years back and does not fulfil the climate needs of the individuals occupying the area. The current system is also using a refrigerant that is no longer compliant with the current U.S. Environmental Protection Agency standards.

3. SPECIFIC REQUIREMENTS

The contractor shall:

• Remove the Heat Pump outside of building 66E on the northwest corner

• Remove the mini split and condenser unit, seal and recondition area to match existing walls

• Remove all the ductwork associated with the current heating system being replaced.

• Remove current steel beam platform the HVAC unit is currently mounted on

• Install a leveled concrete pad as a base for the new HVAC systems

• Install 2 separate, 2.5-ton and 1.5-ton, heat pump and have them properly mounted and secured onto the concrete base.

• Install 2 separate, 2.5-ton and 1.5-ton, condenser air handler in the ceiling of the office area the new heat pumps are intended for.

o The 2.5-ton heat pump system is intended for the larger cubical area of the office area.

o The 1.5-ton heat pump system is intended for the smaller single office room in the same office area.

• Install new supply ducts, with insulation, for each air handler consisting of a minimum of 2 air diffusers in the single office and a minimum of 4 diffusers in the cubical area.

o Dimensions for supply duct and diffusers shall be no smaller than 24” x 24”

• Install two digitals, manually operated thermostats, on an area of the wall where the thermostat is easily accessible and able to operate.

• Charge the new systems with the appropriate amount of its recommended refrigerant in order to operate at its maximum efficiency.

• Use existing equipment such as, but not limited to: conduit, refrigerant line, disconnect, diffusers and any other fully functional electrical component.

o Must recondition any existing equipment that they are to reuse to receive any replacement material they are installing.

• Provide commissioning and startups IAW with this SOW.

4. CONTRACTOR QUALIFICATIONS

The Contractor shall be normally engaged in HVAC, as their primary line of business and shall have at least 5 years of documented experience working on Air Conditioning systems.

5. PERIOD OF PERFORMANCE

The completion date shall be no later than 180 days after notice to proceed.

6. PROPOSAL EVALUATION

The proposal/quote and all documentation received by the Government from the contractor before the solicitation end date will be reviewed and evaluated based on the criteria listed below. The submission will be deemed either technically acceptable or technically unacceptable. The contractor is required to provide all documentation at the time of the submission and before the solicitation end date. Failure to provide all required documents will result in contractor’s proposal/offer being technically unacceptable.

Technically Acceptable – meets the minimum requirement and contains no deficiencies.

Demonstrates an understanding of the services required to meet or exceed the contract requirements. An acceptable quality level of contract performance is anticipated.

Technically Unacceptable – does not meet the minimum requirement and contains one or more deficiencies and/or omissions. Failure to demonstrate an understanding of the services required to meet the contract requirements. Acceptable quality level of contract performance is not anticipated.

The following is a list of documents that shall be provided as separate PDF and/or hardcopy documents along with the proposal:

• Project narrative – a narrative outlining the way the contractor is planning to accomplish the project (list of definable features of work, projected timeline, etc.)

• List of previous relevant project experience (last 5 years) along with award amounts, project descriptions and POC information.

7. IMPORTANT CONSIDERATIONS

Administrative

a. Technical correspondence (where technical issues relate to compliance with the requirements herein) will be addressed to the Contracting Officer with an information copy to the Contracting Officer Representative/Project Manager/Facility Operations Specialist

(COR/PM/FOS).

b. The contractor awarded this contract shall have the Quality Control system Manager (CQC- SM) onsite at all times when work is being performed. Government employees overseeing this project (PM, COR, FOS, Safety, etc.) reserve the right to order a stop work order if the contractor QC manager is not onsite while work is being performed. Provide the name(s) of the QC Manager to the PM/KO in writing (submittal required). The government will not be responsible for any additional costs incurred by the contractor if a stop work order is issued.

c. All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms, or conditions of this SOW) will be addressed to the COR/PM/FOS with an information copy to the Contracting Officer.

d. Upon any invoice submission into WAWF the contractor must email the PM/COR to advise them an invoice has been submitted for approval. The government will not be responsible for any late fees if the contractor fails to follow-up.

e. All documentation, records, and schedules, as described in this SOW, are the responsibility of the Contractor and the property of the Government and shall remain so upon termination or completion of the contract. The Contractor shall keep these items current.

f. The contractor shall always keep conditions in mind throughout the life of this contract.

Whenever weather conditions indicate strong winds, tornadoes, hurricanes etc. the contractor shall take all necessary action to prevent all materials, debris etc. from becoming flying hazards. Any damage or harm caused by contractor material, debris etc. will be the sole responsibility of the contractor at no cost to the Government.

g. Weather delays for a contract extension will only be considered if the following conditions are met. The delay must be a minimum of 4 hours that impacts the critical path of the project. The delay and reason why the contractor believes they are entitled to a delay must be documented in the daily report for that day and must be submitted by 8:00am the next business day. The contractor must send a separate email to the PM and KO explaining why they believe a delay is warranted by 8:00am the next business day. Requests for weather delays received after the above timeline will be denied.

h. The Contractor should conduct a site visit to each location to verify all measurements, sizes, interferences, quantity of material etc. for this project. The contractor shall verify via email if they will be attending any scheduled site visit with the COR/PM and contracting officer at least 2 business days’ ahead of the site visit.

i. For all meetings conducted by the contractor via internet the contractor shall use Microsoft Teams. A call-in telephone number shall be provided for those without computer access.

j. For all government inspections, meeting etc. the contractor shall send a Microsoft Outlook invite to COR/PM and/or FOS within the specified timelines. Set the reminder time in Outlook to a minimum of 4 hours ahead inspections, meetings etc.

k. The contractor shall provide the minutes of all meetings the same day the meeting was held.

l. Music of any kind is not permitted. Use of any ears buds or the like is prohibited.

General & Construction

a. The contractor is required to and shall adhere to The Buy American Act.

b. The contractor is responsible for all materials, hardware, tools, labor, equipment, etc. pertaining to execution of work under this SOW unless otherwise specified.

c. All demolished and excess dirt/materials/etc. shall be removed off the premises of the installation. The areas that were disturbed shall be fixed to restore original condition.

d. All hardware, equipment shall be tested, started up and fully operational after turnover.

e. The contractor shall consider ALL electrical, mechanical, plumbing, security or any other interferences that may impede their work to be part of their work under this SOW. The contractor shall remove, disable, relocate etc. all interferences as needed ensuring all items function as they were intended to at the conclusion of the contract. All items that need to be terminated for any reason are the responsibility of the contractor.

f. Anytime any electrical work is completed the contractor shall update all affected panel schedules. The contractor shall rewrite (type written) the entire panel schedule(s) completely. Any new or replaced receptacles, switches, and any other electrical equipment shall receive a type written tag with panel name/number and circuit number of the panel/circuit that it is fed by. The location of the tag is to be confirmed with the COR/PM.

Place the old panel schedule behind the new one.

g. Anytime any utilities (water, heat, AC, gas etc.) will need to be shut down for any period of time during the duration of the contract, the contractor shall provide 14 calendar day advance notice to the COR/PM.

h. All new openings that are to receive a frame and door(s) or any door/frame that was replaced shall receive a typewritten tag indicating the door number. The contractor is to request the correct door number and installation location from COR/PM in case the tag is missing, or the opening was a new requirement.

i. The contractor shall provide a back flow preventer for use on any hydrant. The contractor shall provide documentation that the back flow preventer has been inspected within the previous six months prior to using the hydrant. No hydrant shall be used without the proper documentation. The contractor shall provide the Government COR/PM three business day notice if they will need to access a hydrant. The contractor shall fill out and submit to the COR/PM the hydrant application 3 business days in advance. The application must be approved by the fire department and a copy provided to the contractor prior to hydrant use.

At no time will the contractor use the hydrant without an approved hydrant application. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount of water to accomplish cleaning vehicles and equipment etc.

j. Any door locks or hardware required shall accept Best cores using the Best 7-pin lock system, heavy duty series for the core and cylinder. The contractor shall provide a core for each lock provided pre-pinned to DSCR specifications. Contact the PM 60 days before the final inspection to obtain the pin schedule. The contractor shall have the pinned cores mailed directly to the FRIM shop supervisor. The mailing shall have a tracking number.

k. The Contractor shall diligently prosecute their work and must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for any reason.

l. The contractor is forbidden to use any government equipment or tools i.e. ladders, lifts, etc.

unless the contractor’s use of government tools and/or equipment is expressly permitted in this SOW. If any government employee offers the contractor use of any government tools, equipment, lifts, etc. they shall not use the items and report the incident to the contracting officer and COR/PM immediately.

m. The contractor shall provide and allow the use of contractor equipment, ladders, tools, lifts (including operator and fall protection), for government use to conduct all inspections.

n. The contractor shall provide portable sanitary facilities which will be used by contractor’s personnel and will be the responsibility of the contractor. Upon completion of the project all portable sanitary facilities shall be removed off the installation. No contractor personnel are allowed to use government restrooms.

o. Anytime there is a chance dust could be created by the contractor a MERV 8 filter shall be installed over all HVAC returns to prevent dust from entering the HVAC system. If the contractor fails to install these filters they will need to have the HVAC system and all ducts professional cleaned by a third party at no cost to the government.

8. PRE-CONSTRUCTION MEETING

After award, and prior to the pre-construction meeting, the contractor shall provide a Site-Specific Safety Plan, their OSHA 300A Logs, Activity Hazard Analyses, and Quality Control Plan for review and approval by the DLA Aviation Safety Office and DLA PM/COR/FOS. After award and prior to the initiation of work, a pre-construction meeting will be held with the Contractor, Contracting Officer, Contract Specialist/Contract Administrator, and any other individuals designated by the Government. The purpose of the Pre-Construction meeting is to discuss matters of mutual interest concerning the resulting delivery order. General conditions, work schedules, coordination, security, safety, permits, and other matters pertinent to work accomplishments shall be discussed in this meeting.

PRE-CONSTRUCTION DELIVERABLES

Name of Deliverable Due Date Recipient

Site Specific Safety Plan Within 10 business days of award (PM/COR email)

OSHA 300A Log Within 10 business days of award (PM/COR email) Activity Hazard Analyses Within 10 business days of award (PM/COR email)

QC Plan Within 10 business days of award (PM/COR email) Payment Bond Within 5 business days of award (Contract specialist email)

Performance Bond Within 5 business days of award (Contract specialist email) Security Vetting Requests NLT 5 working days prior to start of work (PM/COR email)

The contractor shall submit a site-specific safety plan following the US Army Corps of Engineers engineering Manual EM-385-1-1 (latest edition). All safety related items must be approved by the DLA Aviation Safety Office before work can begin. The QC Plan shall meet all QCP standards outlined in the Submittals section of this SOW. These documents should be emailed to the Project Manager/COR and the Contract Specialist outlined in Points of Contact section of this SOW.

Until all required and accurate documentation meeting all outlined criteria is provided, a pre-construction conference will not be held and the Notice to Proceed will not be issued. Any excessive delay in providing these deliverables may be a basis for the contract to be terminated.

9. SUBMITTALS

The contractor shall provide submittals for Government review and/or approval for all materials, equipment, supplies and other items to be used in the completion of this project prior to completing any commitments for purchases (see information below and in Attachment 4). Submittals shall be provided in both electronic format (PDF) via email to COR/PM/FOS and hard copies. All hardcopy submittals shall be single sided prints with the material/equipment being submitted on clearly indicated by the contractor.

Failure to provide required submittals on time may result in a ‘stop work’ order. The government will not incur any additional costs for delays or cost overruns caused by any such issue.

The list below along with the information in Attachment 4 outlines requirements for submittals:

Quality Control Plan (QCP) The Contractor shall submit a Quality Control Plan within 10 business days of contract award. This plan shall describe the Contractor’s methodology for compliance with the Deliverables and Performance Requirements Summary above. The Contracting Officer, or his/her authorized representative will notify the Contractor of concurrence or required modifications to the QCP within 10 business days of receipt. The Contractor shall make appropriate modifications within five

(5) business days of the Contracting Officer, or his/her authorized representative’s notification and provide a revised QCP within five (5) business days.

Include, as a minimum, the following to cover all construction-operations, both onsite and offsite, including work by subcontractors, fabricators, suppliers, and purchasing agents, subcontractors’ designers of record, consultants, architect/engineers (AE), fabricators, suppliers and purchasing agents:

a. A description of the quality control organization, including a chart showing lines of authority and acknowledgment that the CQC staff will implement the three-phase control system for all aspects of the work specified. Include a CQC System Manager that reports to the project superintendent.

b. The name, qualifications (in resume format), duties, responsibilities, and authorities of each person assigned a CQC function.

c. A copy of the letter to the CQC System Manager signed by an authorized official of the firm which describes the responsibilities and delegates sufficient authorities to adequately perform the functions of the CQC System Manager, including authority to stop work which is not in compliance with the Contract. Letters of direction to all other various quality control representatives outlining duties, authorities, and responsibilities will be issued by the CQC System Manager. Furnish copies of these letters to the Contracting Officer/Gov’t rep.

d. Procedures for scheduling, reviewing, certifying, and managing submittals, including those of subcontractors, offsite fabricators, suppliers, and purchasing agents, subcontractors, designers of record, consultants, architect engineers (AE), offsite fabricators, suppliers, and purchasing agents.

These procedures must be in accordance with SOW Submittals section.

e. Control, verification, and acceptance testing procedures for each specific test to include the test name, specification paragraph requiring test, feature of work to be tested, test frequency, and person responsible for each test. Laboratory facilities accepted by the Contracting Officer are required to be used.

f. Procedures for tracking preparatory, initial, and follow-up control phases and control, verification, and acceptance tests including documentation.

g. Procedures for tracking construction deficiencies from identification through acceptable corrective action. Establish verification procedures that identified deficiencies have been corrected.

h. Reporting, scheduling, and communication procedures, including proposed reporting formats, deadlines, meeting notifications, etc. Communication with the Government shall be outlined and defined.

i. A list of the definable features of work. A definable feature of work is a task which is separate and distinct from other tasks, has separate control requirements, and is identified by different trades or disciplines, or it is work by the same trade in a different environment. Although each section of the specifications can generally be considered as a definable feature of work, there are frequently more than one definable feature under a particular section. This list will be agreed upon during the coordination meeting.

j. Completion inspections (punch-out, pre-final, final), startups, training, and turnover of all final documentation to the Government.

k. The contractor shall use the quality control report listed in Attachment 5.

Three phase Inspection The contractor is required to follow the U.S Army Corps of Engineers three phase inspection process. If the contractor is not familiar with this process it can be found on the internet. The contractor shall take all notes from all inspections, startups, training etc. Provide all notes, type written to the PM within one business day.

a. Preparatory phase inspection – The general contractor shall provide notice to the Government within 3 business days prior to calling for a preparatory meeting for each Definable Feature of Work (DFOW). No work can start on a DFOW without a preparatory meeting. The supervisor leading that DFOW MUST attend the preparatory meeting AND stay on the work site acting as a supervisor until that DFOW has been completed.

b. Initial phase inspection – The general contractor shall provide notice to the Government two business days prior to calling for an initial inspection.

c. Follow up inspections – The general contractor shall conduct follow up inspections daily, by the on-site supervisor to ensure all contract requirements are being met. The contractor shall schedule a pre final inspection after it verifies all work conforms to the contract for either that DFOW and/or when all work is completed. The contractor shall provide notice to the Government within 3 business days of when it would like to hold pre final inspection(s).

Contractor Punch-Out Inspection Near the completion of all work or any increment thereof the Contractor Quality Control System Manager (CQC-SM) shall conduct an inspection of the work and develop a punch list of items which do not conform to the approved drawings, specifications, SOW, etc. The CQC-SM shall provide the list of items identified as deficient to the COR/PM/FOS in writing via email. The CQC- SM will make a backcheck inspection to ensure all previously identified deficiencies have been corrected. Once this is accomplished, the CQC-SM shall notify the Government COR/PM that the project is ready for the Government/Contractor Pre-Final Inspection.

Government & Contractor Pre-Final Inspection This inspection shall not be scheduled until the contractor provides the information required under the Contractor Punch-Out Inspection section above. The contractor shall give the Government 5 business days’ notice for the Government/Contractor pre-final inspection to be scheduled with the Contractor’s CQC-SM/Superintendent to verify that all work is complete. The CQC-SM shall develop a new joint punch-out list (if applicable) from this inspection and provide to the COR/PM in writing via email. The CQC-SM will perform a backcheck inspection to ensure all previously identified deficiencies have been corrected. Once this is accomplished, the CQC-SM shall provide the final completed punch list and notify the Government COR/PM/FOS that the project is ready for the Final Inspection.

Final inspection This inspection shall not be scheduled until the contractor provides the information required under the Government/Contractor Pre-Final Inspection section above. The contractor shall provide the Government 10 business days’ notice when they would like to hold the final inspection. The COR/PM may have to change the final date based on other government personnel’s schedule that are required to attend. Any schedule changes will be at no cost to the government. New punch list items may be developed during the Final Inspection. The contractor CQC-SM shall develop a new joint punch-out list (if applicable) from this inspection and provide to the COR/PM/FOS in writing via email. The CQC-SM will make a backcheck inspection to ensure all previously identified deficiencies have been corrected. Once this is accomplished, the CQC-SM shall notify the Government COR/PM that the project is ready for the Final Inspection backcheck.

Startups/Training The contractor shall not hold any required training on the same day any startups of equipment are required. All inspections shall be held on different days that startups or training is scheduled (i.e., each task shall be held on a different day). The contractor shall provide manufacturer training on all equipment/systems installed. The contractor shall provide 10 business days of any training and 10 business days of any startups of equipment for the Government maintenance personnel to arrange to be present. The contractor shall provide a minimum of three different dates and times for training and startups to allow government personnel to schedule to attend.

Daily Reports Once construction has begun, the contractor shall perform daily inspections of the project, to be conducted by a qualified employee outlined in the QCP. The contractor shall provide the COR/PM/FOS with daily inspection reports detailing the work accomplished that day, weather conditions, safety related topics, etc. The contractor shall use the daily report form in Attachment 5.

The contractor can propose to use an alternate daily report form but must be approved by the PM.

The daily report shall be type written. The daily report is due the next business day by 8:00am.

Construction schedule The contractor shall, within two weeks after receipt of the notice to proceed but at least 5 business days prior to beginning of any construction work, provide the COR/PM/FOS with a fully detailed construction schedule in a Gannt chart format. For projects lasting longer than 90 days, an updated version of this schedule shall be provided on the first Monday of the month. Contractors shall provide a “two-week look ahead” for the work scheduled for the next two weeks not later than noon every Monday, regardless of project duration.

Equipment Data Sheet After final acceptance of the entire project the contractor shall completely fill out the equipment data sheet found in Attachment 1 for all equipment removed and/or installed. The contractor shall include the sheet(s) in the closeout documents (Section 13 of this SOW). All information provided on the equipment data sheet shall be type written. Upon request the project manager will provide the form to the contractor in Adobe PDF format.

Warranty After final acceptance of the entire project the contractor shall provide a one-year written warranty letter along with any other warranties for the project. No warranty start date for any equipment installed will start until after the final acceptance for the entire project. The warranty letter shall be included into closeout documents (Closeout Documents Section of this SOW). At a minimum, the warranty letter shall include the following information.

a. Contractor name

b. Contract phone number

c. Project title

d. Warranty start date

e. Warranty end date

f. Name and phone number of the person to call for warranty issues

g. Contractors physical address

Warranty Response The contractor shall physically respond on site within 2 business days after being notified of a warranty issue to survey the issue and develop the plan to make corrections.

10. REQUESTS FOR UTILITY MARKING

The contractor shall:

1. Submit routine requests to the PM/COR at a minimum of 14 calendar days in advance.

2. Mark the area to be excavated with white marking paint prior to submitting request to

PM/COR.

3. Provide the PM/COR with a satellite (Google maps/earth) map image showing where the area marked in white paint is located to aid the marking crews.

4. Maintain all utility markings for the duration of the work once the initial markings have been completed.

The contactor shall use the following APWA Uniform Color Codes for temporary marking of underground utilities:

RED – Electric Power Lines, Cables, Conduit, and Lighting Cables YELLOW – Gas, Oil, Steam, Petroleum, or Gaseous Material ORANGE – Communication, Alarm or Signal Lines, Cables, or Conduit BLUE – Potable Water GREEN – Sewers and Drain Lines WHITE – Proposed Excavation Limits or Route PINK – Temporary Survey Markings, Unknown / Unidentified Facilities PURPLE – Reclaimed Water, Irrigation, and Slurry Lines

11. CONSTRUCTION TRAILER SIGN REQUIREMENTS

The following section is only applicable if the contractor is required to provide a construction trailer per Specific Requirements Section of this SOW, or if the contractor chooses to provide one voluntarily at no cost to the government. Contractor trailers placed at DSCR shall have a project sign posted at the trailer location within 5 days of trailer placement. Sign shall be 2’x4’ ¾” plywood painted white with black letters 3” tall, mounted of on 4x4 post, Top of the plywood sign shall be 7’ high from grade located within 10’ of the main entrance to the trailer. Coordinate with DSCR PM for sign placement.

Project sign shall include the following information.

1. Project Title

2. General Contractor

3. Contact Name and Phone Number

4. Project Completion Date

The contractor shall schedule a site visit at the trailer location with the DLA PM one day prior to trailer placement to ensure site use is correct. The contractor shall schedule a site visit the day after the trailer is removed and any equipment, debris etc. is removed. Any equipment, materials etc. left will be considered abandoned. Final payment will be withheld until all equipment, materials etc. are removed. If the contractor damages any Government provided utilities the contractor shall repair/replace at their own cost.

12. APPLICABLE DOCUMENTS

The contractor is required to reference and follow latest editions of the following publications:

a. Unified Facilities Criteria (UFC)

b. International Building Code (IBC)

c. International Mechanical Code (IMC)

d. International Plumbing Code (IPC)

e. National Fire Protection Agency (NFPA) 72, 70, 101, 90A, 13, etc.

f. National Electric Code (NEC)

g. AHRI/ASHRAE publications

h. ASME publications

i. USACE EM 385-1-1 Safety Manual

j. Americans with Disabilities Act and Architectural Barriers Act Accessibility Guidelines

k. 29 CFR 1926 OSHA Construction Industry Regulations

l. 29 CFR 1910 OSHA General Industry Regulations

13. CLOSEOUT DOCUMENTS

Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract. Before the conclusion of the project (end of POP) and within 5 working days of the final inspection the contractor shall provide 2 loose leaf binders, a CD containing all the information from the binders, and an electronic PDF copy (emailed to the PM/COR/FOS) with all project documentation: warranty, O&M’s, submittals, etc. The binders shall have a table of contents and be tabbed. If the PDF file size is larger than 10Mb the contractor shall notify the COR/PM and request a drop-off link from the COR/PM. Warranty letter shall be placed after the table of contents. At a minimum the following information shall be provided (as applicable) in the following order:

a. Table of Contents

b. Warranty Letter

c. All submittals and warranties

i. Lighting / gear

ii. Fire protection

iii. Mechanical

iv. Electrical

v. Plumbing

vi. Other divisions if applicable

d. Equipment Data Sheet(s)

e. Any paint that is used provide the manufacture, color codes and sheen in the closeout documents.

f. Any other pertinent documents for the project

14. INSTALLATION SECURITY REQUIREMENTS

Work to be performed under this contract or task order may, in full or in part, be performed at the Defense Supply Center Richmond), with physical access to a federally controlled facility. Prior to beginning work on a contract, DLA and its field activity offices require all contractor personnel working on the federally controlled facility to have a minimum of a favorably adjudicated National Agency Check with Written Inquiries (NACI) or NACI equivalent.

a. The Contractor shall comply with current visitor pass requirements for access to and/or performance of work at DSCR, which can be found at https://www.dla.mil/Aviation/Installation/Visitors.aspx

Effective May 7th, 2025, DSCR will no longer accept state-issued identification that does not meet the Real ID Act of 2005 standards for identity proofing. Visitors seeking unescorted access to DSCR must present a Real ID-compliant driver’s license or identification card, or an alternative ID. Acceptable alternate IDs:

https://www.dla.mil/Aviation/Installation/Visitors.aspx

U.S. or foreign passport or passport cards Federal personal identity verification cards Non-federal PIV-interoperable cards

i. Combination of the following:

ii. Non-Real ID Driver’s license and a Transportation Worker ID Card (TWIC)

iii. Non-Real ID Driver’s license and a Veteran’s Health ID cards (VHIC)

iv. Non-Real ID Driver’s license and an original or certified copy of your Birth

Certificate and Social Security Card

ii. Enhanced Driver’s Licenses are Real ID Compliant (EDLs Michigan, Minnesota, New York, Vermont, and Washington).

b. Anytime a contractor would like to access DSCR, for one or more days, they shall submit the request a minimum of 5 business days prior to the visit date. Requests submitted less than 5 business days in advance may not be approved in time.

c. No employee or representative of the Contractor will be admitted to the work site unless he/she furnishes satisfactory proof that he is a citizen of the United States or an alien who has been lawfully admitted for permanent residence, or who presents evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

d. Personnel Information: All authorized non-military personnel utilizing the base are required to always have in their possession an installation visitor pass or access control badge. This pass shall be worn on the outer most garment above the waistline. This pass is issued by the DSCR Visitor Center, located at Building 210. The Visitor Center is open Monday through Friday except federal holidays from 6:30 a.m. to 4:30 p.m.

e. Badge Requests: To obtain pass/badge for one day or more, the contractor shall complete DBIDS pre-registration online using the following link DBIDS Pre-Enrollment or at https://dbids-global-enroll.dmdc.mil/preenrollui/#/landing-page. Once pre-registration has been complete, the visitor/contractor shall record and send the QR code/alpha-numeric code as a PDF/screenshot to the COR/PM over email (if multiple people are visiting or being vetted, the contractor shall compile all QR/alpha-numeric codes into a single email) at least 5 business days prior to visit/start date. The contractor shall include requested dates and names of personnel in the email. The COR/PM will notify contractor upon their approval or denial. If approved, the contractor will have 30 days to pick up their visitor pass or project badge. When picking up the project badge the contractor is required to present their QR or alphanumeric code along with a valid form of ID.

f. The contractor shall arrive at the visitor’s center at least 1 hour prior to any scheduled site visit time, to get through the access process and meet on time. If the contractor misses a site visit due to not arriving at least 1 hour early another site visit will not be held.

g. Proof of Identity: Official identification consists of any current Government issued picture identification. Examples of official identification are valid state issued driver's license, military ID card, military dependent ID card, green card, etc. Expired identification is not valid.

h. Pass or Badge Management: Expired, invalid, inaccurate, inoperative, or terminated pass or Access Control Badge shall be returned to the Contracting Officer or his designee for disposition. These cards are the property of the U.S. Government and shall not be retained by the cardholder upon expiration, replacement, or when the DoD affiliation of the employee has been terminated. The Contract Officer or his designee shall deliver all https://dbids-global-enroll.dmdc.mil/preenrollui/#/landing-page https://dbids-global-enroll.dmdc.mil/preenrollui/#/landing-page returned contractor badges to the Visitor Center (Building 210) within 5 business days. If the Pass or Access Control Badge is lost or stolen, a police report will be completed, and the applicant must submit a new request through DBIDS pre-registration portal.

Compliance with this requirement is mandatory and certification thereof to the Contracting Officer is required prior to submitting final invoices. Failure to return badges will hold up Contractor's final payment.

i. Contractor Security Responsibilities: The contractor is responsible for employees and subcontractors under their employment. Contractors will ensure that employees are familiar with and obey installation traffic, safety, and security regulations. Contractor employees, including subcontractors, are required to always wear the ID card conspicuously on their outer clothing and above the waist while working on DSCR.

Personnel are subject to challenge and removal from the work area if the ID card is not being worn. It is the COR/designee’s responsibility to enforce this requirement. Failure to do so is just cause for ordering that work on a contract be stopped.

j. Firearms, Weapons, Illegal Drugs (federal level), and Contraband are prohibited on DSCR property. Violators may be prosecuted. State issued/authorized concealed weapons permits are not valid on Federal (DSCR) property. See Attachment 7 for additional details.

k. Trusted Traveler Program (TTP): This program is active. The TTP allows for Trusted Agents (TA) to provide escorted access to the Installation. Only DoD civilian employees, active/retired military members and spouses of active/retired military members can act as TA’s. The following are not authorized to act as a TA: military dependents (except spouses), contractors, DOD civilian spouses or anyone else not specifically mentioned above. The TA must be traveling in the same vehicle as and personally accompany the person(s) being escorted for the entire duration of their visit. All persons being escorted, who are 18 years or older, must have and present a valid government issued identification.

The TA is vouching for the identity, fitness, and valid purpose for being on the installation of all persons being escorted. TAs are responsible for the actions of escorted persons and for meeting all local security requirements. It is solely the responsibility of the TA to fully understand all security requirements prior to vouching for any individuals.

For guidance, a TA may email DSCRVisitRequest@dla.mil with questions about this program. TAs are not authorized to vouch for foreign nationals and the TTP will not be used to circumvent any other installation access control procedure.

l. Camera Security Policy Contractors must consult with their COR/PM/Sponsor prior to any/all image capturing. The COR/PM/Sponsor is responsible for determining if the proposed image capturing is in support of projects or mission requirements AND if it needs to be approved through the PAO or OPSEC Program Manager as prescribed in DM-FR SOP 5200.01, (see responsibilities below). If the image being captured is in a LOW-RISK AREA and not subject to PAO or OPSEC Manager approval, the COR/PM/Sponsor may approve the image capturing by the contractor.

Image capturing of SENSITIVE AREAS or if SENSITIVE AREAS may be in the background may not be taken by contractors and must be pre-approved by the OPSEC Program Manager. If approved, image capturing of SENSITIVE AREAS or if SENSITIVE AREAS may be in the background must be taken by the COR/PM/Sponsor on a government mailto:DSCRVisitRequest@dla.mil issued device and submitted to the OPSEC Program Manager along with DLA Form 1923 for final approval prior to release to the contractor.

Approval responsibilities:

a) DLA AVIATION PUBLIC AFFAIRS OFFICE (PAO) must any other image capturing that is to be used in non-DLA/DoD news or promotional materials.

b) OPSEC PROGRAM MANAGER (DLA INTELLIGENCE & SECURITY) will approve all image capturing conducted by contractors/sub-contractors in support of projects and other mission requirements in SENSITIVE AREAS or where SENSITIVE AREAS may be in the background.

COR/PM/Sponsor: May only approve image capturing by contractors in LOW-RISK Areas and not for use in non-DAL/DoD news or promotional materials.

Definitions:

a) Image Capturing: Image capturing including but not limited to photographs, video recording, livestreaming or other representation whether digital or physical.

b) Image Capturing Device: Device capable of recording or transmitting photographs, video and/or audio.

c) Livestreaming: Broadcasting of audio or video, while or while not recording it, allowing others to watch or listen in real-time. This includes but is not limited to Microsoft Teams, Zoom, Facetime, Facebook, Tik Tok or any other social media platform.

d) SENSITIVE AREA: Areas marked RESTRICTED or CONTROLLED and communication closets, switch rooms, information technology sites, vaults, arms/ammunition storage areas, access control points, installation fence line or other life safety or Installation security assets.

Low-Risk Areas: Locations where SENSITIVE AREAS are not at risk of being photographed whether directly or appearing in the background

Unmanned Aircraft Systems (UAS), commonly referred to as drones, are strictly prohibited unless special exemption is approved. Refer to DSCR SOP 4301.UAV for more information

m. The Government is not responsible for job site security. Removal of material from jobsite and DSCR are subject to security checks. The contractor is to notify DSCR security of any special measures (watchmen, alarm, etc.), security concerns, security problems, or unusual activities within the job site.

n. Traffic laws and enforcement:

i. Motor Vehicle Operation: Ingress and egress of personnel will be subject to the

DSCR security regulations. All personnel must be made aware of the base speed limits, which is 25 mph (unless otherwise posted). Speed limits are enforced, and violators will be ticketed. DSCR traffic violations are processed through the federal court system.

ii. Seatbelts are mandatory.

iii. Use of cellphones while driving is prohibited. Exception: use of "hands free" devices for cellphone use is authorized.

iv. Parking is in designated areas only, between two white lines. No parking is permitted in fire lanes, on seeded areas, in reserved parking slots, or assigned handicapped parking. Any equipment or vehicle that does not fit within a standard parking space must contact the Contracting Officer to determine a designated area for parking such equipment or vehicle.

v. Traffic accidents should be reported immediately to the DSCR Emergency Dispatch by calling 911 or (804) 279-4888 for non-emergencies.

vi. All personnel entering DSCR are subject to random vehicle inspections/searches at any time while on the Installation. The purpose of these inspections is to detect the theft of Government and private property, or entry onto DSCR with firearms, weapons, alcoholic beverages, illegal drugs, or contraband.

o. Truck deliveries:

i. The contractor shall notify the Contracting Officer of truck deliveries and escort trucks from the truck gate to its destination.

ii. All commercial vehicles will enter DSCR through the Commercial gate adjacent to the North Gate access control point (ACP). All commercial vehicles will also depart the installation via the North Gate. Commercial vehicles include, but are not limited to, semi-trucks, box trucks, passenger busses, cargo vans, dump trucks and walk-in vans. All such vehicles entering the gate will be processed through an entrance security inspection point before continuing onto the Installation.

iii. Vehicle Inspection: DLA police per the most current Police Standard Operating Procedure will conduct Commercial/large vehicle inspections on all vehicles. The inspection may be upgraded based upon Force Protection Conditions (FPCON).

iv. Shipment Validation: All deliveries to DSCR will have some form of identifying documentation. For example, a bill of lading must identify: 1) a DSCR POC and 2) a delivery location. Validation will consist of reviewing the delivery documentation by DLA police officers as provided by the delivery truck driver. Failure to do so may result in delivery delay or denial of the delivery. The source of delivery will be identified and verified by DLA police officers.

v. Driver Vetting: DLA police officers will vet all delivery/commercial truck drivers prior to allowing entrance onto DSCR. Vetting will consist of conducting a background check of the driver and all passengers using Virginia Criminal Information Network/National Crime Information Center . Any driver or passenger having an outstanding warrant will be handled in accordance with DLA/DSCR procedures. If the driver and/or passengers have personal weapons (firearms) or dangerous weapons, they will not be authorized entrance to the facility. If procedural requirements have not been met, the driver will not gain access.

vi. Increased FPCON requires increased screening requirements. FPCON Charlie and Delta require the opening and visual inspection of each package.

15. PHYSICAL SECURITY

The contractor shall be responsible for safeguarding all Government equipment, information and property accessed while performing the work of this SOW. At the end of normal duty hours and/or after normal duty hours, all Government facilities, equipment, and materials shall be secured. The contractor is not authorized to, in any way, disengage, or disrupt the electronic security system. If there is a need to change the security system this office should be consulted and the Installation Operations ESS Team will complete the work and NOT the contractor.

a. SECURITY INCIDENTS

i. In the event keys are lost or duplicated, the contractor shall, upon direction of the

Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its sole option, may replace the affected lock or locks or perform re-keying. When the Government, the total cost of re-keying or the replacement of the lock, performs the replacement of locks or re-keying or locks shall be deducted from the monthly payment due the Contractor.

ii. The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

b. LOCK COMBINATIONS The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

c. SAFETY AND HEALTH REQUIREMENTS The contractor shall comply with all applicable federal and state safety rules and regulations pertaining to this SOW in Attachment 2.

d. ENVIRONMENTAL REQUIREMENTS The contractor shall comply with all applicable federal and state environmental laws and regulations pertaining to this SOW in Attachment 3. Any concrete washout shall be properly contained (kiddie pool, plastic etc.) and allowed to dry prior to disposal. No concrete washout will be permitted directly on the ground anywhere on DSCR.

e. DISCLOSURE OF INFORMATION Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

f. LIMITED USE OF DATA Performance of this effort may require the contractor to access and use data and information proprietary to a government agency or government contractor that is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others. Contractor and/or contractor employee shall not divulge, or release data or information developed or obtained in performance of this effort until made public by the Government, except to authorize Government personnel or upon written approval from the Contracting Officer. The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner that provides for greater rights to the contractor.

g. DATA RIGHTS The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without prior written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

16. OTHER PERFORMANCE REQUIREMENTS

a. SECTION 508 COMPLIANCE REQUIREMENTS

Any/all electronic and information technology (EIT) procured through this effort must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements section 508 of the rehabilitation act of 1973, as amended, and is viewable at http://www.section508.gov.

b. PERMITS The contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required to perform under this contract. Evidence of such permits and licenses shall be provided to the Contracting Officer and/or his designated representative before work commences and at other times as requested by the Contracting Officer and/or his designated representative.