Draft SOO - FRC Ground Level HVAC and Roof Replacement.pdf

Statement of Objectives FRC Ground Level HVAC and Roof Replacement

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PURPOSE:

The objective of this project is to remove and replace the roof membrane and insulation layer, also removal and replacement of HVAC units that are located on rooftop of the FRC building.

The objective of the roof membrane and insulation replacement is to resolve existing leak issues and prevent potential future damage. The removal and Replacement of the two existing HVAC unit and replacing with three smaller units is to enhance energy efficiency by optimizing power consumption while improving climate control within the building. Project location, Federal Regional Center (FRC) building at 800 North Loop Denton, TX 76209.

SCOPE:

This project entails the complete removal of the existing roof membrane and insulation from the FRC’s ground-level roof and replacing with new insulation and a modern roof membrane.

Followed by installation of a more efficient HVAC system that ensures effective power usage and improves workplace comfort and control. HVAC replacement will be executed in two phases:

• Phase One: The removal of two existing rooftop HVAC package units. The removal process must comply with EPA regulations to ensure no refrigerants are released into the atmosphere, in accordance with environmental standards.

• Phase Two: The installation of three commercial-grade HVAC units with a SEER rating of 18 or higher. Only reputable brands (e.g., Trane, Lennox, York) will be accepted. The units must be sized according to the building's heat load requirements. The contractor is responsible for providing all necessary electrical connections, including breakers and power disconnects, as well as redesigning ductwork to deliver optimal heating and cooling throughout the building. The units will be integrated into the existing Metasys system for advanced temperature control. The areas for the 3 new HVAC units are the Native Nations Room, Approximately 873 SqFt, the shipping/receiving office, approximately 368 SqFt, and the Lobby/Security office, approximately 1150 SqFt.

The contractor will also be responsible for the disposal of old roof membrane, insulation, old HVAC units and all waste material associated with this project. All necessary materials, tools, equipment, and Personal Protective Equipment (PPE) must be provided by the contractor, and all work must comply with Davis-Bacon wage requirements.

The primary aim of this project is to address leaks that is associated with the gradual damage or deterioration that happens over time. The installation of three more efficient HVAC units will ensure effective power usage and improves workplace comfort and control.

BACKGROUND:

The Federal Regional Center (FRC) is an underground bunker-type facility built in the 1960’s during the cold war. The facility has a ground floor and two underground floors.

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EXISTING CONDITIONS:

The current roof is in poor condition, with several prior repairs for leaks. The underlying insulation has separated from the roof substrate, leading to water pooling and improper drainage.

The roof lacks scuppers, and water is currently drained via three 6-inch cast iron drains.

GENERAL:

The contractor shall provide all necessary management, labor, materials, tools, and equipment to complete the roof membrane and HVAC replacement and perform inspections. This includes cleaning all areas where work is conducted to maintain the facility’s appearance. All work must comply with applicable laws, regulations, instructions, and commercial best practices.

BUILDING WORKING HOURS:

Work shall be conducted during the operational hours of the FEMA Denton Campus, which are 7:30 AM-4:30 PM, Monday through Friday, excluding Federal holidays. Any deviations from these hours require prior approval from the Contracting Officer (CO) or Contracting Officer’s Representative (COR).

MINIMUM REQUIRED SERVICES:

The contractor will submit a detailed Performance Work Statement (PWS) outlining the tasks, schedules, and resource requirements. The PWS must include: • A project schedule, including a Gantt chart outlining all milestones.

• Provisions for minimizing disruptions to employees, including noise levels, power outages, and operational impacts.

• Physical oversight during the entire project lifecycle.

The contractor must comply with FEMA's Build America, Buy America Act (BABAA) requirements and follow the procedure for waiving "Buy America" preferences if necessary. Any hazardous materials encountered during the project will be reported to the Project Officer, who will determine if additional testing or protective measures are required.

1. Remove all waste/disposable HVAC, roofing and insulation materials from the building’s steel roof structure.

2. Dispose of old materials off-site in compliance with environmental regulations.

3. Install sub-membrane insulation using Energy Guard, Polyiso, or an equivalent energysaving material.

4. Install a new PVC, TPO, or EPDM roof membrane with a minimum 25-year materials warranty. Tar and gravel systems will not be accepted.

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5. Install new cast iron drains with top-mounted caged units.

6. Install three commercial grade HVAC units with a SEER rating of 18 or higher.

7. Inspect the original metal roof surface to ensure it is in good condition.

8. Inspect HVAC units to ensure proper unit operation.

PROJECT DESCRIPTION AND OBJECTIVES:

The project will consist of five primary phases: planning and preparation, demolition/removal of old materials, installation, cleanup, and final review and inspection. The contractor shall submit a detailed Performance Work Statement (PWS) outlining their approach to each phase. A project schedule must be included, and any deviations from the provided timeline must be justified in writing. The schedule below reflects business days.

PLANNING AND PREPARATION:

• The Contractor shall coordinate with FEMA project plan and schedule.

• The Contractor shall check measurements prior to installation,

• The Contractor shall do a site visit to bid the project. This ensures the contractor has a full understanding of the security and safety aspects involved in this project.

DEMOLITION/REMOVAL:

• The Contractor shall remove old roofing and HVAC materials from FEMA R6 site.

• The Contractor shall do all work to OSHA standards and manufacture specifications.

• The Contractor shall remove extra material, waste, and dispose of extra material off government property.

INSTALLATION/CONNECTIONS:

• The Contractor shall give a one-year warranty on parts and labor after final acceptance by the government.

CLEANUP:

• The Contractor shall thoroughly clean the area daily, and properly dispose of all debris and surplus materials from FEMA grounds.

• The Contractor shall perform the final clean up.

• The Contractor shall recycle metal waste from project and give report to COR.

FINAL REVIEW AND INSPECTION:

• The Contractor and FEMA will do a joint inspection of the work, area, and the operation of the new equipment.

• The Contractor provides all required reports to FEMA.

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DELIVERABLE SCHEDULE:

The government expects that a following deliverable schedule (or better) will be followed in delivering this SOO. The cumulative days mentioned below are business days, not calendar days.

TASK DELIVERABLES Completion Timeframe

Planning and Preparation

The plan shall include detailed project schedule, drawings, noise impacts, schematics, impacts to employees. Plans to detail how Contractor will manage health and safety of crew on site.

5 days After Award Date

Roster Submission Upon award provide a list of employees on a NCIC form that will need access to the facility during the Period of Performance of the contract. Ensure a supervisor is onsite throughout the duration of the project.

2 days after award date

Design Design an efficient and environmentally responsible HVAC unit system and roof membrane package to ensure safe and compliant maintenance procedures.

5 days after award date

Removal and Installation

Remove old HVAC units, roof membrane and insulation in a safe and environmentally responsible manner. Install roof membrane, insulation and an efficient and environmentally responsible HVAC system to ensure safe and efficient future operations at FRC ground floor.

30 working days after design complete

Cleanup

All material other damaged/unusable parts are removed from site. Contractor is responsible for independent disposal mechanism.

1 day after installation is complete

Review and Inspection Contractor provides associated reports: Recycled product; construction debris disposition report; accident reporting (if applicable)

2 days after cleanup is complete

PERIOD OF PERORMANCE:

45 Days

PLACE OF PERFORMANCE

FEMA Denton Campus 800 N. Loop 288 Denton, TX 76209

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GOVERNMENT FURNISHED EQUIPMENT (GFE)/GOVERNMENT FURNISHED

INFORMATION:

There is no GFE with this project.

CONTRACTOR STAFFING PLAN AND KEY PERSONNEL:

Will submit a name of maintenance personnel who will work in the facility no later than 2 days after award date. All personnel must be able to obtain a favorable adjudication from the Office of Chief Security Officer (OCSO) prior to commencing work.

SECURITY

All personnel require access to information up to the sensitive but unclassified, for official use only (FOUO) levels. Contractor must ensure contractor employees receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals will be U.S.

citizens. The contractor shall follow the standards established within DHS and FEMA policy.

Unauthorized Disclosure of Classified or Unclassified Information:

Contractors and Subcontractors who are working on this contract shall receive Unauthorized Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

OPSEC Training:

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief.

Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training:

Insider Threat training for Contractors can be found at:

http://cdsetrain.dtic.mil/itawareness/index.htm.

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm http://cdsetrain.dtic.mil/opsec http://cdsetrain.dtic.mil/opsec http://cdsetrain.dtic.mil/itawareness/index.htm http://cdsetrain.dtic.mil/itawareness/index.htm

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Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract.

All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

For Official Use Only (FOUO) Information:

In accordance with DHS Management Directive 11042.1 contractors, consultants and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and nongovernmental activities.

The contractor will:

1. Be aware of and comply with the safeguarding requirements for “For Official Use Only” (FOUO) information as outlined in this directive.

2. Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

3. Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified Information Non Disclosure Agreement (NDA), as a condition of access to such information.

Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon date of the DHS Policy and not applied retroactively.

Unauthorized Disclosure of Classified or Unclassified Information Contractors and Subcontractors who are working on this contract shall receive the Unauthorized Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

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OTHER CLAUSES

HSAR 3052.204-71 Contractor employee access.

As prescribed in (HSAR) 48 CFR 3004.470-3(b), insert a clause substantially the same as follows with appropriate alternates:

Contractor Employee Access (SEP 2012)

(a) Sensitive Information, as used in this clause, means any information, which if lost, misused, disclosed, or, without authorization is accessed, or modified, could adversely affect the national or homeland security interest, the conduct of Federal programs, or the privacy to which individuals are entitled under section 552a of title 5, United States Code (the Privacy Act), but which has not been specifically authorized under criteria established by an Executive Order or an Act of Congress to be kept secret in the interest of national defense, homeland security or foreign policy. This definition includes the following categories of information:

(1) Protected Critical Infrastructure Information (PCII) as set out in the Critical Infrastructure Information Act of 2002 (Title II, Subtitle B, of the Homeland Security Act, Pub. L. 107-296, 196 Stat. 2135), as amended, the implementing regulations thereto (Title 6, Code of Federal Regulations, part 29) as amended, the applicable PCII Procedures Manual, as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the PCII Program Manager or his/her designee);

(2) Sensitive Security Information (SSI), as defined in Title 49, Code of Federal Regulations, part 1520, as amended, Policies and Procedures of Safeguarding and Control of SSI, as amended, and any supplementary guidance officially communicated by an authorized official of the Department of Homeland Security (including the Assistant Secretary for the Transportation Security Administration or his/her designee);

(3) Information designated as For Official Use Only, which is unclassified information of a sensitive nature and the unauthorized disclosure of which could adversely impact a person's privacy or welfare, the conduct of Federal programs, or other programs or operations essential to the national or homeland security interest; and

(4) Any information that is designated sensitive or subject to other controls, safeguards or protections in accordance with subsequently adopted homeland security information handling procedures.

(b) Information Technology Resources include, but are not limited to, computer equipment, networking equipment, telecommunications equipment, cabling, network drives, computer drives, network software, computer software, software programs, intranet sites, and internet sites.

(c) Contractor employees working on this contract must complete such forms as may be necessary for security or other reasons, including the conduct of background investigations to

8 | P a g e determine suitability. Completed forms shall be submitted as directed by the Contracting Officer. Upon the Contracting Officer's request, the Contractor's employees shall be fingerprinted, or subject to other investigations as required. All Contractor employees requiring recurring access to Government facilities or access to sensitive information or IT resources are required to have a favorably adjudicated background investigation prior to commencing work on this contract unless this requirement is waived under Departmental procedures.

(d) The Contracting Officer may require the Contractor to prohibit individuals from working on the contract if the Government deems their initial or continued employment contrary to the public interest for any reason, including, but not limited to, carelessness, insubordination, incompetence, or security concerns.

(e) Work under this contract may involve access to sensitive information. Therefore, the

Contractor shall not disclose, orally or in writing, any sensitive information to any person unless authorized in writing by the Contracting Officer. For those Contractor employees authorized access to sensitive information, the Contractor shall ensure that these persons receive training concerning the protection and disclosure of sensitive information both during and after contract performance.

(f) The Contractor shall include the substance of this clause in all subcontracts at any tier where the subcontractor may have access to Government facilities, sensitive information, or resources. (End of clause)

Alternate II (JUN 2006) When the Department has determined contract employee access to sensitive information or Government facilities must be limited to U.S. citizens and lawful permanent residents, but the contract will not require access to IT resources, add the following paragraphs:

(g) Each individual employed under the contract shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by a Permanent Resident Card (USCIS I-551). Any exceptions must be approved by the Department's Chief Security Officer or designee.

(h) Contractors shall identify in their proposals, the names and citizenship of all non-U.S.

citizens proposed to work under the contract. Any additions or deletions of non-U.S. citizens after contract award shall also be reported to the Contracting Officer.

(End of clause) [71 FR 25773, May 2, 2006, as amended at 71 FR 48802, Aug. 22, 2006; 77 FR 50636, Aug. 22, 2012; 77 FR 54836, Sept. 6, 2012]

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PROJECT OFFICERS

The project officers for this work are: