DSCR-B3-Duct and Air Handler Cleaning SOW.pdf

DSCR-B3 Duct and Air Handler Cleaning

P.2025.00642

Defense Logistics Agency

DLA Installation Management Richmond

DM-FRIE

STATEMENT OF WORK (SOW)

Source Selection Information -- See FAR 2.101 and 3.104 Page 2

1. OBJECTIVES

Ensure that Warehouse 3 personnel are provided with conditioned air within the building that is free from excessive particulate and contaminants that are being distributed by the HVAC system.

2. BACKGROUND

The ducts are dirty with dust and particulate matter in Warehouse 3. Cleaning the ducts and air handlers will help eliminate the issue.

3. SPECIFIC REQUIREMENTS

This work can only be performed on a Saturday or a Sunday. All days to run consecutive.

• The contractor shall perform a visual inspection of the system to determine appropriate methods, tools, and equipment required.

• Damaged system components shall be documented and brought to the Government’s attention.

• Site evaluation and preparations: Contractor shall conduct a site evaluation, and establish a specific, coordinated plan that details how each area of the building will be protected during the project. Provide plan to PM for approval.

• Containment: Debris removed during cleaning shall be collected and precautions must be taken to ensure that debris is not dispersed outside the HVAC system during the cleaning process.

• Particulate collection: Where the particulate collection equipment is exhausting inside the building, HEPA filtration with 99.97 percent collection efficiency for 0.3-micron size (or greater) particles shall be used.

• When the particulate collection equipment is exhausting outside the building, mechanical cleaning operations shall be undertaken only with particulate collection equipment in place, including adequate filtration to contain debris removed from the HVAC system.

• Precautions shall be taken to locate the equipment downwind and away from all air intakes and other points of entry into the building.

• Controlling odors: All reasonable measures shall be taken to control offensive odors and/or mist vapors.

• Component cleaning: Cleaning methods shall be employed such that all HVAC system components must be visibly clean as defined in applicable standards. Upon completion, all components must be returned to those settings recorded just prior to cleaning operations. The cleaning of fire alarm duct detectors will require coordination with the fire prevention office and alarm technicians so that false activations can be controlled.

• Air-volume control devices: Dampers and any air-directional mechanical devices inside the HVAC system must have their position marked prior to cleaning and, upon completion, must be restored to their marked position.

• Service openings: The contractor shall utilize service openings at various points of the HVAC system for physical and mechanical entry, and inspection.

• The contractor shall utilize the existing service openings in the HVAC system where possible.

• Other openings shall be created where needed and they must be created so they can be sealed in accordance with industry codes and standards.

• Closures must not significantly hinder, restrict, or alter the airflow.

Source Selection Information -- See FAR 2.101 and 3.104 Page 3

• Closures must be properly insulated to prevent heat loss/gain or condensation on surfaces within the system.

• Openings must not compromise the structural integrity of the system.

• Construction techniques used in the creation of openings should conform to requirements of building and fire codes, and applicable NFPA, SMACNA and NADCA Standards.

Comply with all NADCA and NAIMA standards. Any operation that can produce a spark (i.e. cutting, grinding, brazing) shall require a hot work permit from the fire prevention office.

• Cutting service openings into flexible duct is not permitted. Flexible duct shall be disconnected at the ends as needed for proper cleaning and inspection.

• Rigid fiberglass duct board duct systems shall be resealed in accordance with NAIMA recommended practices. Only closure techniques, which comply with UL Standard 181 or UL Standard 181a, are suitable for fiberglass duct system closures.

• All service openings capable of being re-opened for future inspection or remediation shall be clearly marked and shall have their location reported to the owner in project report documents.

• Contractor shall take pictures and videos of the entire system before cleaning and after cleaning. The pictures and videos shall be given to the Government on CDs after each bay is cleaned.

• Ceiling sections (tile): The contractor shall remove and reinstall ceiling sections to gain access to HVAC systems during the cleaning process.

• Air distribution devices (registers, grilles & diffusers): The contractor shall clean all air distribution devices.

• Air handling units, terminal units (dual duct boxes, etc.), VAV units, blowers and exhaust fans: Ensure that supply, return, and exhaust fans and blowers are thoroughly cleaned.

• Duct systems: The Contractor shall:

o Create service openings in the system as necessary to accommodate cleaning of otherwise inaccessible areas.

o Mechanically clean all duct systems to remove all visible contaminants, such that the systems are capable of passing cleaning verification vesting’s (see NADCA Standards).

• The Contractor shall vacuum all duct systems using a high velocity H.E.P.A. vacuum system.

• The Contractor shall seal all duct systems by using an atomizing fogger, a refinishing treatment will be sent through all ductwork to encapsulate any migratory contaminants in the air circulating systems.

• All debris removed from the HVAC System shall be disposed of in accordance with applicable federal, state and local requirements

• Contractor shall be responsible for all damages that may occur during the cleaning process and shall be repaired by the contractor at no cost to the Government.

• Contractor shall clean up all trash, dust and debris in the surrounding area created by the cleaning process.

• Contractor shall remove all trash and debris from the cleaning process off Defense Supply Center Richmond. All debris removed from the HVAC System shall be disposed of in accordance with applicable federal, state and local requirements

• Contractor shall submit plan of operation prior to start of work performance.

• There is a map at the end of this document that shows where Bldg 3 is located. This is where the site visit meeting point will be.

Source Selection Information -- See FAR 2.101 and 3.104 Page 4

4. 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. 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.

5. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

In fulfillment of this effort, the Contractor shall provide the deliverables identified in this section.

All deliverables shall be submitted to the Contracting Officer’s Representative (COR) for acceptance unless otherwise directed by the Government.

Unless otherwise specified, the Government will review draft deliverables and provide comments back to the contractor or approve or disapprove the deliverable(s). The contractor will have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified are intended to be workdays unless otherwise specified.

The format for the individual deliverables will be determined through consultation between the COR and the contractor. The QASP identifies the methods the government will use to measure performance of the service provider against the requirements and performance standards of the PWS. The QASP consists of guidelines for performance surveillance, evaluation, reporting, deficiency notification, and adjustments.

a. Performance Requirements Summary The tasks the Contractor shall perform are defined in Section B – Contractor Requirements. All deliverables will be submitted to the COR for acceptance unless otherwise agreed upon.

The Government will make objective and subjective assessments of the contractor’s performance to determine whether contract performance is acceptable. The contractor is expected to perform all functions in a professional manner and prepare accurate and timely documentation. Progress will normally be tracked based on the milestone event when the contractor receives a specific task.

Performance may vary with the complexity of the acquisition and/or technical document. It

Source Selection Information -- See FAR 2.101 and 3.104 Page 5 is expected that the documentation and procedures will comply with all major regulatory and process requirements and agency policies and procedures.

b. Method of Surveillance

The Government will ensure quality assurance and timeliness of all tasks via COR Inspections and Customer Feedback. The Government will inspect and evaluate performance of each completed task or deliverable required in the SOW.

c. Inspection and Acceptance Criteria

Final inspection and acceptance of all work performed, and other deliverables will be performed at the place of delivery by the COR.

The basis for acceptance shall be compliance with the requirements set forth in this SOW, the Contractor's proposal and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses.

d. General Acceptance Criteria

General quality measures, as set forth below, will be applied to each work product received from the contractor under the resultant task order. These performance measurements are defined as:

Quality Products shall be provided as specified in SOW.

Timeliness Products shall be submitted on or before the due dates determined/specified between the COR and contractor or submitted in accordance with a later scheduled date determined by the Government.

e. Fixed Price Performance Based Service Contract Payments

• The following procedures apply:

The contractor shall submit a monthly invoice for 100% monthly amount for each SOW task. As part of the COR’s monthly certification process, the COR will indicate on the invoice submitted the amounts authorized for payment for each task based on the performance measures described herein.

• The determination for payment will be made in accordance with the procedures set forth below.

• The COR or his/her designated representative will advise the contractor of what the Contracting Officer’s (KO’s) authorized amount of payment will be for each month. The contractor may direct questions on any withholding of a payment to the Contracting Officer.

f. Performance Review and Payments

Below are the Performance Standards that will be used in evaluating performance in determining the amount of the payment owed to the contractor. These Performance Standards apply to the deliverables listed in Section B – Contractor Requirements and to all performance under this task order SOW.

Source Selection Information -- See FAR 2.101 and 3.104 Page 6

Timeliness Satisfactory Meets or exceeds contractual requirements in terms of timeliness of delivery. The timeliness of contractual performance reflects some minor problem(s) for which corrective actions taken by the contractor appear or were satisfactory.

Unsatisfactory Does not meet most contractual requirements in terms of timeliness of delivery and recovery is not likely in a timely manner. The timeliness of contractual performance contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Quality Satisfactory Meets or exceeds contractual requirements in terms of quality of work performed. The quality of contractual performance reflects some minor problem(s) for which corrective actions taken by the contractor appear or were satisfactory.

Unsatisfactory Does not meet most contractual requirements in terms of quality and recovery is not likely in a timely manner. The quality of contractual performance contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

Disincentives are applied for rating of “Unsatisfactory” as follows:

Satisfactory = 100% payment Unsatisfactory = Payment will be withheld pending resolution of cure notice(s). Termination for default or cause may result.

g. Deliverables

The following Table identifies the deliverables resulting from the tasks defined in Section B

– Contractor Requirements.

TABLE 1: DELIVERABLES:

Table 1 identifies the Deliverables resulting from the tasks defined in

Section B – Contractor Requirements

Deliverable Deliverable Reference

Deliverable Due Date

Specific Requirements 3 As Required

Source Selection Information -- See FAR 2.101 and 3.104 Page 7

TABLE 2: PERFORMANCE REQUIREMENTS:

Table 2 identifies the Performance Requirements resulting from the Deliverables in Table 1.

Deliverable Deliverable

Reference Surveillance Method and Performance Standards

Surveillance Schedule

Specific Requirements 3 100% COR Inspection Performance Standards

As Required

h. Combatting Trafficking in Persons (CTIP) The COR will monitor the vendor compliance with Combatting Trafficking in Persons (CTIP) clause in accordance with DFARS PGI 222.1703(4), such that noncompliance with 52.222-50 is documented to the KO, utilizing and annually completing the CTIP checklist at: http://ctip.defense.gov/.

i. Quality Control Plan (QCP) The Contractor shall submit a Quality Control Plan within 10 business days of contract award to the Contracting Officer’s Representative (COR). 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’s Representative (COR)’s notification and provide a revised QCP within five (5) business days. The contractor shall use the quality control report listed in Attachment 5.

6. CONTRACTOR QUALIFICATIONS

The contractor must be a dedicated HVAC/duct cleaning contractor with a minimum of 5 years’ experience in HVAC/Duct cleaning.

7. PERIOD OF PERFORMANCE

Completion date is 45 days after the award start date.

8. HOURS OF OPERATION

Normal hours for contractor work on DSCR can range from 7:00am to 5:00pm Monday through Friday excluding holidays or base closures. Each project may have different work hours. The contractor shall request what hours they would like to work from the PM for approval.

http://ctip.defense.gov/

Source Selection Information -- See FAR 2.101 and 3.104 Page 8

9. FEDERAL HOLIDAYS

The Contractor shall not provide services on the eleven Federal holidays observed at DLA unless approved by the Contracting Officer. The following holidays are observed:

a. New Year's Day (January 1)

b. Martin Luther King's Birthday (Third Monday in January)

c. Presidents’ Day (Third Monday in February)

d. Memorial Day (last Monday in May)

e. Juneteenth (June 19)

f. Independence Day (July 4)

g. Labor Day (first Monday in September)

h. Columbus Day (Second Monday in October)

i. Veteran's Day (November 11)

j. Thanksgiving Day (Fourth Thursday in November)

k. Christmas Day (December 25th)

When one of the above holidays falls on Sunday, the following Monday will be observed as a legal holiday. When the federal holiday falls on a Saturday, the preceding Friday is observed as the holiday.

10. OTHER DAYS OF INSTALLATION CLOSURE

When the Installation Commander closes the installation for any reason, including but not limited to days of inclement weather, the Contractor shall not provide services until DSCR reopens.

In cases of inclement weather or other emergency installation closures the contractor shall contact DSCR emergency notification hotline at (804) 279-3599 to verify status.

11. PLACE OF PERFORMANCE

Place of performance will be the Defense Supply Center Richmond (DSCR) located at 6090 Strathmore Rd., Richmond, VA 23237.

12. 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.

Source Selection Information -- See FAR 2.101 and 3.104 Page 9

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 weather 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. All Government inspections shall take place on a Tuesday, Wednesday or Thursday unless otherwise agreed to by the PM.

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

Source Selection Information -- See FAR 2.101 and 3.104 Page 10 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.

13. 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

Source Selection Information -- See FAR 2.101 and 3.104 Page 11

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

14. 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.

15. 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)

Source Selection Information -- See FAR 2.101 and 3.104 Page 12

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

16. 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

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 https://www.dla.mil/Aviation/Installation/Visitors.aspx https://dbids-global-enroll.dmdc.mil/preenrollui/%23/landing-page https://dbids-global-enroll.dmdc.mil/preenrollui/%23/landing-page

Source Selection Information -- See FAR 2.101 and 3.104 Page 13 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 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): Trusted Traveler program allows Uniformed Service Members, DoD civilian employees, Military retirees, adult dependent (spouse) of active duty or retired Service Members to escort. Contractors are not authorized to use the TTP to escort individuals on to the installation while conducting business as a contractor even if they possess other military credentials. The TTP only applies to installation access and does not authorize vehicle occupants to enter any controlled areas, restricted areas or other areas as designated by the Commander without first meeting the security requirements and procedures of those areas.

l. Camera Security Policy If a contractor would like to take photographs on DSCR it must follow the guidance below.

Submit requests to the PM/COR with all information filled out. This guidance applies to the use of photographic devices, i.e., cameras, video recorders (including cell phones and other electronic communications devices) on DSCR, including tenant activities.

DLA Aviation Public Affairs Office (PAO) is the approving authority for all photography on the installation pertaining to media and the taking of photographs and/or videos by non-federal employees for use in non-DLA or DoD news or promotional materials. Members of the DLA Aviation PAO will coordinate, approve and escort members of the media on the installation at all times. Under no circumstances will media be allowed on the installation or to take photographs on the installation without having a PAO representative present.

DLA Intelligence (OPSEC Program Manager) is the approving authority for all photography

Source Selection Information -- See FAR 2.101 and 3.104 Page 14 and/or videography conducted by contractors in support of projects and other mission requirements. Contractors/visitors must coordinate with their sponsors to have photos and or videos submitted to OPSEC program manager for release/approval. Sponsor will submit photographs along with DLA Form 1923 to OPSEC PM for review/approval prior to releasing for public use.

DLA Installation Management Richmond, Security & Emergency Services (DM-FRS) is the camera pass issuing authority in support of installation camera security policy. Passes will not be issued without approval from appropriate authority (PAO and/or DLA Intelligence). DLA Police Richmond (DM-FRSP) will be the enforcement authority to address non-compliance issues through proactive policing and in support of the See Something, Say Something initiatives and reporting by installation employees of suspicious activity.

Contractors who take photographs will be escorted at all times by an approved sponsor (designee responsible for the visitor/contractor access to the installation).

Requests for camera passes must be submitted by employees charged with escorting contractors/visitors. Submit requests via email to avnvisitrequest@dla.mil with “Camera Pass” in the subject line of the email or in the remarks section of the DLA form 1815. Requests should be made no later than 3 days in advance of the event date requested and must include the name, title and company of the individual to be issued the pass, area to be photographed and purpose, the escort’s point of contact information, and the desired length of the pass.

Government employees may take photographs unescorted in no-risk areas, i.e. retirement ceremonies, social events, or photographing the elk herd.

All employees are responsible to ensure that classified information under their control, and unclassified material that falls under the Privacy Act of 1974 or protected under the Freedom of Information Act, will be not photographed. Cameras will not be allowed in areas where classified information is discussed, electronically or physically stored, processed or transmitted.

Areas on the installation that are off limits for cameras are the Aviation Logistics Operations Center (ALOC), Message Center, Restricted Map Facility, SIPRNET rooms, and facilities/areas supporting Emergency Operations. Photography is also not authorized in locker rooms, and restrooms.

Government employees do not need special permission to take photographs on the installation, subject to the restrictions above. Visitors and members of the general public who are granted access to the installation may take photographs of outdoor areas such as the static aircraft displays, historic buildings, the elk herd, and at social gatherings.

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 mailto:avnvisitrequest@dla.mil

Source Selection Information -- See FAR 2.101 and 3.104 Page 15 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 (VCIN). 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.

17. 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.

a. SECURITY INCIDENTS

Source Selection Information -- See FAR 2.101 and 3.104 Page 16

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.

Source Selection Information -- See FAR 2.101 and 3.104 Page 17

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.

18. 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. The contractor shall notify the COR/PM at least 24 hours in advance of any work that involves open flames, grinding, or spark producing operations, and shall obtain a Hot Work Permit from the fire prevention office in advance of performing any work requiring a hot work permit.

c. PAYMENTS FOR UNAUTHORIZED WORK No payments will be made for any unauthorized supplies/services or for any unauthorized changes to the work specified in this SOW; this includes any services performed by the contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Any additional work to be performed beyond the terms of this SOW must be approved by a Contracting Officer in writing prior to the commencement of such work; thus, only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

d. INVOICING AND PAYMENT SCHEDULE

i. The contractor shall submit the invoice monthly. The invoice shall include the specific performance standards performed and accepted and associated performance payments being invoiced for the month. Invoices are to be sent directly to the COR/PM electronically at the address included in this SOW. Within seven days of the receipt of the invoice, the COR will review for accuracy and payment will be certified in the appropriate system by the Contracting Officer or COR. The requirements of a proper invoice are subject to FAR 52.232‐25 - Prompt Payment.

The vendor may check on the status of their invoice(s) by registering for My Invoice at https://myinvoice.csd.disa.mil/ or contacting DLA at (800) 756-4571.

ii. The following correct information constitutes a proper invoice per the Prompt Payment Act standards, and/or is required documentation for payment requests submitted electronically. Hard copy invoices cannot be accepted.

http://www.section508.gov/

Source Selection Information -- See FAR 2.101 and 3.104 Page 18

iii. Name and Address of Contractor or Vendor

iv. Invoice date

v. Contract number (including the order/call number where applicable), or other authorization for delivery of goods or services. Note: DO NOT USE THE BID OR

SOLICITATION NUMBER.

vi. Invoice number, account number, and/or any other identifying number agreed to by contract.

vii. Shipment Number, including the date (where applicable). Same as Block 2 of the DD Form 250. (See “Shipment Number Construction and Usage”, page 13 for format).

viii. Description: line item number, National Stock Number, Manufacture’s Part Number, unit of measure, quantity shipped, unit price, and extended amount, where applicable.

ix. Shipping and payment terms (unless mutually agreed that this information is only required in the contract); including terms of any discount for prompt payment offered.

x. Electronic Funds Transfer (EFT) banking information, unless agency procedures provide otherwise, or except in situations where the EFT requirement is waived under 31 CFR 208.4.

xi. Point of Contact (POC) name (where practicable), title and telephone number of person to notify in the event that the invoice…