DFAS CO Air Quality - Statement of Need.pdf

Page | 1 eSTATEMENT OF NEED (SON)

-Industrial Hygiene Survey- Defense Finance and Accounting Services (DFAS) - Columbus

1. Introduction:

Industrial Hygiene (IH) is a critical part of a safe and productive workforce. Exposures to allergens/emissions, condensates, bio-aerosols, pest allergens, and dusts can result in serious health problems. DFAS is looking for a consultant to conduct a baseline industrial hygiene survey at 2 (two) facilities - located in Buildings 21 and 21A. Floor plans for both facilities will be provided to the Contractor prior to beginning work

Building 21 - is 695,000 square feet with seven floors divided into 3 pods (A, B, and C) with a basement and a loading dock. This building is used as office space.

Building 21A is 11,000 square feet and one-story. This building serves as a central plant and houses boilers, chillers, water cooling system, a pump, and equipment to support Building 21.

2. Scope of Work:

The Contractor shall conduct: Visual Inspection, Initial Air Quality Evaluation, Microbial Air Sampling, Airborne Ambient Dust, Airborne Fibers Sampling, Lead Dust Sampling, Decibel Testing, and other services as specified in the contract.

The contractor shall conduct an industrial hygiene survey of the facilities according to the following protocols and assumptions:

• The goal of this survey is to assess building conditions and personnel exposures to harmful pollutants in the workplace and to provide recommendations for their reduction or elimination. A nondestructive visual inspection of the accessible areas of the spaces shall be conducted to determine the absence or presence of mold or other harmful chemical, physical, or biological pollutants. Note any visibly damp or moist parts of the building and any possible sources of water leaks.

• An Indoor Air Quality Screening survey shall be conducted that tests the following parameters: Temperature and Relative Humidity, Carbon Dioxide, Carbon Monoxide, and Airborne Ambient Particulate Sampling (dust).

Contractor shall utilize a Q-Trak 7565 Datalogging Indoor Air Quality Monitor and P-Trak 8525 Ultrafine Particulate Counter or equivalent.

• Microbial samples shall be collected following industrial hygiene protocols and analyzed to measure the total concentration of countable fungal spores and to identify each of the spore types and particles and their concentrations in spores/m³. Spore traps shall be used to collect non-viable samples for Direct Microscopic Examination. At least one blank should be sent to the lab with the indoor samples for control purposes.

• Airborne sampling for fibers shall be conducted to determine fiber concentrations in accordance with the NIOSH 7400 method for Asbestos and Other Fibers by Phase Contrast Microscopy.

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Survey to be performed by a Certified Industrial Hygienist (CIH) or an Industrial Hygienist working under the direction of a CIH. All laboratory services used to analyze samples must be accredited by the American Industrial Hygiene Association (AIHA) for Environmental Microbiology. All sampling and analyses shall follow all criteria established by the U.S.

Environmental Protection Agency (USEPA), National Institute for Occupation Safety and Health (NIOSH), American Industrial Hygiene Association, and American Conference of Governmental Industrial Hygienists (ACGIH).

The Contractor’s total cost for performing the industrial hygiene survey shall be presented using Table 1 provided in this scope of work.

Table 1: Minimum samples required per industrial hygiene survey test method.

Method

Minimum Number of Samples in Building 21

(695,000 sf)

Minimum Number of Samples in Building

21A

(11,000 sf)

Minimum Number of

Outdoor

Samples

Field Blanks

Total Minimum Number of

Samples

Air Quality 24 2 2 - 28

Microbial Air 24 2 4 2 32

Airborne Fiber 24 2 - 2 28

The Contractor shall prepare a survey report, documenting the results from the visual building inspection and sampling and analyses. The report shall document all inspection and sampling and analysis procedures and results, chains of custody, including photographs and figures. Photographs should be taken inside and outside of each facility. Figures shall include the sampled locations and the locations of any areas of concern.

• The report will contain a discussion of results and comparisons of identified results to acceptable criteria published by the American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE) or other applicable agencies along with any necessary recommendations.

• The Contractor shall be provided either a CADD drawing or site plans that can be converted to a CADD drawing to visually display the sampling and survey results.

• The Contractor will submit a draft survey report electronically for DFAS review.

Once comments have been adequately addressed, the Contractor will submit one copy of the Final survey report to the DFAS in PDF format saved on a compact disk either in hard copy or electronic (whichever they prefer).

• The Contractor shall provide cost for preparing one survey report for the installation.

Certificate of Independent Technical Review All submittals must include a Certificate of Independent Technical Review (CITR).

The Contractor shall prepare a Work Plan for completing work under this Scope of Work (SOW) for DFAS as outlined in Table 1 The Work Plan may be combined into one document. The Work Plan shall outline the tasks to be performed at each facility, a schedule for survey activities, and shall include planned sampling locations and sampling and analysis procedures. These planning documents shall be developed such that amendments can easily be prepared in the event sampling would be required at additional facilities. The Contractor shall amend the Work Plan as needed for each facility.

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The Contractor shall also prepare a Quality Control Plan (QCP) that will apply to all options exercised under this SOW.

• The Contractor shall submit a Draft QCP Work Plan electronically for DFAS review.

Once comments have been adequately addressed, the Contractor will submit a Final QCP Work Plan electronically to the DFAS.

• The Contractor shall submit a Draft Work Plan amendment electronically for DFAS review. Once comments have been adequately addressed, the Contractor will submit a Final QCP Work Plan electronically to the DFAS.

In addition to the planning documents, under this task, the Contractor shall set up a kick-off call. The Contractor shall prepare a kick-off call agenda and distribute at least one working day in advance of the call and shall prepare call minutes for distribution to call attendees no later than 3 working days following the call.

Schedule A kickoff call should occur within 14 days of the Notice to Proceed (NTP). Planning documents should be submitted within 45 days from NTP, and site visits will be scheduled with the DSCC accordingly. All site visits are coordinated with the DSCC to ensure that facility POCs are available to escort the contractor during the site visit. Draft Reports shall be submitted to the government within 30 days of the site visit. The period of performance for the completion of the tasks and options shall not exceed 12 months from the Notice to Proceed. The contractor will provide a detailed schedule showing project milestones and delivery dates.

Safety The Contractor will perform all actions in compliance with all applicable environmental and Occupational Safety and Health Administration (OSHA) regulations. Additionally, the Contractor will comply with EM 385-1-1 – Safety and Health Requirements Manual 30 – November 2014 or the most recent edition.

3. Location of work to be performed:

Defense Finance and Accounting Service, Columbus (DFAS-CO), 3990 East Broad Street, Columbus, Ohio, 43213-1152, Building 21 & Building 21A

4. POC – Point of Contact for Services:

CMSgt. Mr. Richard T. Lee Email: richard.t.lee6.civ@mail.mil Cell: 614.641.9800

5. Period of Performance (POP):

Time of Delivery is 30 days from date of award (DOA) – First Year Period of Performance is Date of Award – 30 September 2026.

6. Security Requirements:

Contractor employees will be escorted by DFAS employees in the performance of the work required by this contract. They will be receiving only escorted access to the Defense Finance and Accounting Service (DFAS), Building 21, by designated DFAS employees.

The Defense Finance and Accounting Service building is located on Defense Supply Center Columbus (DSCC) base.

Hours of Operation:

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Monday through Friday, 7:00a.m. - 4:30p.m. (0700 – 1630) To avoid any confusion, it is favorable for all equipment to be delivered to the correct dock/location (Building 11, Section 1). All delivery drivers must be a United States citizen to gain access to DSCC.

Contact the Point of Contact (POC) below at least 48 hours in advance of delivery to allow access to the Defense Supply Center Columbus (DSCC) base.

CMSgt. Mr. Richard T. Lee Email: richard.t.lee6.civ@mail.mil Cell: 614.641.9800

7. Contracting Officer Representative (COR) / Government Point of Contact (GPOC):

The Contracting Officer Representative (COR) will act as the on-site technical point for the contract for the Government. The COR is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

The Contracting Officer Representative (COR) for this order is below:

Ms. Kim S. Turner Email: kim.s.turner4.civ@mail.mil

8. Invoices:

Payment: Payment is to be made using Wide Area Workflow and invoices shall be submitted to the COR/GPOC or (Acceptor-listed on final contract document) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Workflow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (Ref. clause 252.232-7003). When the 2-in-1 or Combo invoice is received by the COR/GPOC/SME or acceptor listed on the final contract document via WAWF, the COR/GPOC or acceptor listed on the final contract document will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at ww.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link.

9. Contractor Manpower Reporting:

The contractor shall report all contract labor hours required for performance of services provided under this contract for DFAS via secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://ecmra.mil/. Reporting inputs will be for the labor executing during the Period of Performance (POP) during each government Fiscal Year (FY), which runs October through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31, or each calendar year, beginning with 2017. Contractors may direct questions to the help desk at http://ecmra.mil/.

http://ecmra.mil/

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November 20, 2025

SECURITY REQUIREMENTS FOR

CONTRACTS REQUIRING ESCORTED ACCESS TO DFAS FACILITIES/NO ACCESS TO

CLASSIFIED INFORMATION, CONTROLLED UNCLASSIFIED INFORMATION (CUI) OR

SYSTEMS ACCESS

The following security requirements will be placed in Statement of Works (SOW’s) and Performance Work Statements (PWS’s) for contractor personnel not requiring direct access to DFAS systems/networks, Classified Information, CUI, to include Personally Identifiable Information (PII), Escorted Continuously by DFAS personnel, and who Do Not currently possess a current U.S. Government background investigation of Tier 1 (formerly IT-III) or equivalent and higher.

Note. Security language identified below may require modification based on specific contract requirements.

Security Requirements – UNCLEARED ESCORTED CONTRACTORS

General Requirements. Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National.

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

• The following items must be submitted to the DFAS Personnel Security Office for contractor personnel who are escorted:

1. DFAS Form 9035, Contractor Request for Investigation (CRI).

2. OF306, Declaration for Federal Employment.

3. A request from the Contracting Officer Representative (COR), in writing, for “Escorted

Access Only”.

4. A set of fingerprints, unless any of the following apply.

a. The person has been fingerprinted for the Defense Counterintelligence and Security Agency

(DCSA) within the past 30 days.

b. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

c. The person has a background investigation currently being adjudicated by the DCSA

Adjudication and Vetting Services (DCSA AVS) or another AVS.

d. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or an AVS from any other Federal agency: or

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e. The person comes directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

f. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

• Once the results of the fingerprints are received, and the results are negative for a criminal record, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed. No further action will be needed at this point.

• In cases where a fingerprint record check indicates contractor personnel have been involved in any criminal activity within the previous seven (7) years, DFAS Personnel Security will conduct a review of the record to determine if the activity is disqualifying i.e. presents a security risk to U.S. Government/DFAS personnel or assets. If it is determined that the record is not disqualifying, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed.

• Contractor personnel with current pending criminal charges or criminal cases that have not yet been adjudicated and concluded by the court having jurisdiction, are not eligible to work on the contract.

• DFAS personnel will escort and remain with the contractors 100% of the time the contractors are onsite (within a DFAS facility). Contractors will not have or need direct system access.

• The DFAS Manager of the area to which the contractors are assigned, after consulting with the COR, and the Site Force Protection Office, will determine escort requirements for contractors working outside of a DFAS facility.