Attachment 1 SOW.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Facilities Management

Washington, DC 20534

February 24, 2026

MEMORANDUM FOR SEAN O’BRIEN, CONSTRUCTION REPRESENTATIVE

FACILITIES RESOURCE MANAGEMENT SECTION

THRU: Kimberly Hudson, Chief Construction and Environmental Review Section

FROM: John Payne, Architect Construction and Environmental Review Section

SUBJECT: SOW Approval for Project 26Z4AJ2 Repair Wastewater Aerator #4, FCI Oxford

The Construction and Environmental Review Section, Facilities Management, has reviewed and approved the revised Statement of Work (SOW) to be used for solicitation services at FCI Oxford for Project 26Z4AJ2, Repair Wastewater Aerator #4. 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 replacement of the motor and repair of the aerator for Project 26Z4AJ2 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 email John Payne, Architect at jxpayne@bop.gov.

cc: Regional Facility Administrators mailto:jxpayne@bop.gov

STATEMENT OF WORK

REPAIR WASTEWATER AERATOR # 4

FCI OXFORD - PROJECT 26Z4AJ2

I. SCOPE:

A. INTRODUCTION

The Federal Bureau of Prisons (FBOP), Federal Correctional Institution, located at County Road G & Elk Avenue, Oxford, Wisconsin 53952 intends to make a single award to a responsible entity that will restore the existing wastewater aerator drive assembly serving the facility’s wastewater treatment system.

B. SCOPE OF WORK

1. The contractor shall furnish all parts, labor, supervision, tools, equipment, transportation, and incidentals necessary to restore the existing aerator motor, gear drive, and bearing assemblies to proper operating condition to ensure reliable aeration performance and continued wastewater treatment operations. The contractor shall provide repair and installation services as required for the existing aeration equipment utilizing Manufacturer: Magna Rotor, Model: 14” JG Magna Rotor 13, Serial Number: 03115 or approve equal. All work shall be performed in accordance with the manufacturer specifications, installation requirements, and industry best practices to ensure proper mechanical operation, aeriation efficiency, and system reliability. All materials, parts, and workmanship shall meet or exceed the salient characteristics of the existing equipment manufacture’s design.

a) Motor Replacement

• Replace existing 25 HP aerator motor

• Verify motor is suitable for continuous-duty wastewater aeration service.

• Motor requirements to match existing

b) Bearing Repair and Service

• Replace damaged or worn bearings.

• Repack and lubricate bearings per manufacturer specifications.

• Verify proper seating and load handling capability.

c) Gear Drive Repair

• Drain and inspect gear oil for contamination or metal particulates.

• Replace worn gears, seals, and internal components as required.

• Replace seals and gaskets to prevent leakage.

• Refill with manufacturer-recommended lubricant.

• Verify gear mesh alignment and torque transmission capability.

d) Removal and Reinstallation

• Disconnect and remove motor and drive components as required to perform repairs/replacement.

• Perform precision alignment of motor-to-gear coupling.

• Secure all components with manufacturer torque requirements.

• All lockout/tagout procedures shall be strictly followed.

C. QUALITY ASSURANCE/INSTALLATION REQUIREMENTS

1. Work shall be scheduled to minimize disruption to wastewater treatment process.

bop60409 Approved

2. The contractor shall conduct startup testing of the aerator assembly, verify correct motor rotation, check vibration levels and bearing temperature, and verify aerator basin mix and aeration performance.

All deficiencies identified during testing shall be corrected prior to final acceptance.

3. All installers/technicians shall be qualified and certified by the manufacturer to install, test, and certify all components and services rendered pertaining to this project. Such certification must be verified in writing by the manufacturer and submitted to the Contracting Officer’s Representative (COR) seven (7) days before the project starts.

4. 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.

5. 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)

6. 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.

D. SUBMITTALS

1. Submit the requested information of the people who would perform the work inside the institution for background investigation.

2. Product Data: Submit five (5) copies of product literature/data and installation instructions for approval by the FBOP.

3. Project Reference List: Submit list of similar projects as completed by the General Contractor.

4. Contractor shall provide close out documentation prior to issuance of final payment to include but not limited to: O&M manuals, manufacture’s sealed warranty for installed equipment, redline drawings, copies of testing and inspection reports, a Post Construction Certification, and a release of claims from contractor and subcontractor.

E. WARRANTY

1. The contractor is required to provide the standard manufacture warranty upon completion of work required but prior to contract closeout.

2. Contractor will provide a 1-year warranty on workmanship on all work installed by them and any subcontractor, under this contract, and will make good on any defects not due to ordinary wear and tear or improper use, which may develop within one year from the date of final acceptance of all equipment.

3. Please refer to the Warranty clause stated in the solicitation.

F. UTILITIES

1. The FBOP will provide water, use of restrooms and minimal electricity service (120V). The contractor will provide all other equipment, supplies and materials needed to complete this project. Contractor is not responsible for utility locates.

G. TESTING AND ACCEPTANCE

1. The Contractor shall notify the COR two (2) days prior to the final testing and certification of the switchgears so that arrangements can be made to have BOP required staff available to observe testing.

A complete plan detailing test procedures must be submitted to the Contracting Officer’s Representative (COR) in advance for final check out and testing of the complete switchgear. In-house testing will be completed with FCI Oxford staff when project is complete, and any additional changes will be corrected at this time.

H. HOUSEKEEPING AND MATERIAL DISPOSAL

1. 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 will remove all debris, scrap, and rubbish from the work area daily. 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. The demolished switchgear and conductors will be taken offsite by the contractor. Waste items must be disposed of in accordance with all Federal, State, and local laws.

II. SECURITY/WORKING REGULATIONS

A. WORK HOURS

1. All work is to be completed between the hours of 7:30 AM - 3:00 PM, Monday - Friday, excluding weekends and federal holidays.

2. Any work required to be completed at any other time than noted above must be scheduled five (5) working days prior to the start of the work and approved by the COR and Contracting Officer.

3. No work will be conducted on weekends, or federal holidays, unless there is prior written approval of the Warden. All requests must be submitted to the COR at least five (5) days prior to the start of the work.

4. Access to the site will be available from aforementioned timeframe except during emergencies. It shall be the responsibility of the Contractor to familiarize himself/herself, his/her employees, and his/her subcontractors of the working hours and conditions in the correctional facility, as working hours may not constitute a full eight-hour workday. The Government assumes no responsibility to the Contractor nor to any of his/her subcontractors for shorter hours due to institution emergencies or entry and/or exit of workers necessitated by normal institution routines.

5. 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 institutional emergency, the Contractor will be instructed to secure all work, secure and stow all tools, equipment and materials, and the Contractor will be escorted out of the institution. Work will resume once the institution emergency passes.

B. SECURITY CLEARANCE/CONTRACTOR BADGES

1. The contractor shall provide the COR with all the necessary security clearance documents for all contractors and subcontractor employees accessing the institution and be security cleared for badging within 14 days of receiving the notice to proceed, as stated above. Security clearance documents will only be accepted from the prime contractor. If submitted by a sub-contractor, they will be rejected. It is the prime contractor’s responsibility to review security clearance submissions to ensure they are complete.

2. 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.

3. All contractors/subcontractors working at FCI Oxford will be issued and required to wear a picture ID/contractor badge provided by the institution. For security reasons, the badge will be worn in a visible manner as directed by the COR.

4. All Contractors and Sub-Contractor 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 pre-approved to be on the site.

C. DELIVERY OF MATERIAL

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

2. All other construction-related deliveries which are directly shipped to the contractor can be received between the hours of 7:30 AM - 1:00 PM, Monday - Friday, excluding federal holidays.

3. BOP employees are not authorized to 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 the Federal Bureau of Prisons or its employees be responsible for the acceptance of any Contractor or company deliveries.

4. The Contractor shall be responsible to provide for loading and unloading contractor material and 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.

D. STORAGE OF MATERIALS AND EQUIPMENT

1. All construction material / tools shall be stored in a designated area determined by the COR. The storage area will be a secure lockable gang box or similar, size to be determined by the contractor and the COR.

The gate/door to the storage box will be secured by a chain and or double locked with a contractor lock and Federal Bureau of Prisons lock. All materials / tools stored within the storage box/container will be neat and stored in a safe manner. 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.

2. The Federal Bureau of Prisons (FBOP) will provide a secure lay-down area for storage of all equipment and material deliveries from the Contractor. The FBOP does not take any responsibility for the security of such equipment and materials. The Contractor will work thru the COR to address any security issues relating to storage.

3. Materials cannot be stored at a height that would create a fall hazard.

E. SAFETY AND PERSONAL PROTECTIVE EQUIPMENT

1. All contract employees are required to maintain and utilize required personal protective equipment (PPE) prescribed by industry standards while on the job site. The Contractor is responsible to provide all equipment.

2. All ladders, regardless of the size, shall be stored and secured to a stationary fixture with a chain and lock in a pre-determined area. The ladders must be secured to ensure they are not mobile.

3. 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.

4. Should a system require Lock-out/Tag-out, the system will be required to have both Contractor and FBOP Employees locks on the isolation point to prevent shock. All Lock-out/Tag-out procedures will follow the institution Lock-out/Tag-out program.

F. UTILITIES

1. The contractor shall be responsible for providing portable electrical generated power for all contractor electrical requirements.

2. The Federal Correctional Institution shall not be responsible for providing any telephone or communication lines through any provider for personal or business use.

3. The contractor shall be responsible for providing and maintaining regular scheduled service on portable restrooms for contractor employees.

G. ADITIONAL 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.