ELK-26Z2AL9 Replace Tubing Bundles SOW.pdf

STATEMENT OF WORK/SPECIFICATIONS

B&F Project 26Z2AL9

REPLACE TUBING BUNDLES

Federal Correctional Institution Elkton 8730 Scroggs Road Lisbon, OH 44432

January 28th, 2026

United States Department of Justice

Federal Bureau of Prisons bop00351 Approved

B&F PROJECT 26Z2AL9 REPLACE TUBING BUNDLES

Table of Contents

Section 1.0 – Intent

• Introduction

• Equipment Specifications

Section 2.0 – Scope of Work

• Part A – Description of Work

• Project Work Description

• Required Product or Equal

• Repair/Maintenance

• Reporting

• Schedule

• Inclement Weather Schedule

• Observed Holidays

• Part B – General Conditions

• Quality Assurance/Acceptance

• Rights to Project Data

• Part C – Project Management

• Contractor Quality Control

• Contractor Requirements

• Performance Evaluation

• Contracting Officer’s Representative

• Part D – Project Completion

• Completion Criteria

• Submission of Invoices

• System for Award Management

• Additional Information

1.0 Intent

Introduction The Federal Bureau of Prisons (FBOP), Field Acquisition Office in Grand Prairie, Texas, intends to make a single award to a responsible entity that will provide new tubing bundles to Correctional Institution - Elkton located at 8730 Scroggs Road in Lisbon, OH. The contract type is a requirements contract with firm-fixed prices. The Contracting Officer holds the rights for the dismissal of the awarded party and dissolution of the contract if contract goals and schedules are not met, or excessive damages have been accrued. The contract shall consist of a one-phase process to procure and deliver equipment meeting the specified qualifications. The operation will be completed in an authorized manner to limit disruption to the institution(s) and provide isolated avenues to prevent unnecessary costs to the facility. The contractor is responsible for the safe operation of equipment during this contracted period ensuring a safe delivery and schedule requirements are met and maintained throughout the term of the contract. The contractor must be reputable, and duly licensed. If required, personnel must provide certifications or documented proof of experience, demonstrating competency in executing the project. Proof must be provided to the Contracting Officer (CO) or COR upon request

2.0 SCOPE OF WORK

A. Description of Service

Project Work Description The contractor must provide the desired equipment as specified by FCI Elkton to ensure compatibility and ultimately the effective function of the heat exchanger(s) which is dependent upon its implementation. Corresponding data sheets must accompany procured tubing bundles and be submitted upon reaching a status of approval from FCI Elkton. The below table reflects the current model and serial numbers of the present heat exchangers within their perspective building and asset identification number. Labor and materials warranty requirements are minimum five (5) years from date of substantial completion

The following specifications outline the quantity and original tubing bundle characteristics during activation in 1995 which were designed to service the heat exchangers:

• (8) O.E.M. Taco T10208 (Copper tubes/.035wall)

• (2) O.E.M. Taco T14208 (Copper tubes/.035wall)

• (2) O.E.M. Taco T12210 (Copper tubes/.035wall)

• (2) O.E.M. Taco T14210 (Copper tubes/.035wall)

• (112) Magnesium Anode Rods (1-1/4in x 45in)

The following specifications outline the heat exchanger characteristics which replaced the originals in 2011:

Heat Exchanger Designation Model No. Serial No. Max. Water Pressure Manufacturer Date 1-WH1-ELK V4884-150C-IJ M19642 150PSI @210°F November 2011 1-WH2-ELK V4884-150C-IJ M180240 150PSI @210°F October 2010 2-WH1-ELK V4884-150C-IJ M184280 150PSI @210°F January 2011 2-WH2-ELK V4884-150C-IJ M165000 150PSI @210°F April 2010 3-WH1-ELK V4884-150C-IJ M205780 150PSI @210°F June 2011 3-WH2-ELK V4884-150C-IJ M164980 150PSI @210°F April 2010 4-WH1-ELK V4884-150C-IJ M164990 150PSI @210°F April 2010 4-WH2-ELK V4884-150C-IJ M184290 150PSI @210°F October 2010 5-WH1-ELK PHWS6012V-2500-W-230-NC M13911 150PSI @210°F October 1995 5-WH2-ELK PHWS6012V-2500-W-230-NC M13910 150PSI @210°F October 1995 9-WH1-ELK V4884-150C-IJ M19644 150PSI @210°F November 2011 9-WH2-ELK V4884-150C-IJ M18250 150PSI @210°F October 2010 10-WH1-ELK V5400-150C-IJ M165010 150PSI @210°F April 2010 10-WH2-ELK V5400-150C-IJ M205790 150PSI @210°F June 2011

Required Product or Equal A brand name or equal product will be accepted. Should a quotation be issued by a contractor for equal products, the contractor shall submit all product information/specification for the equal products in the contractor’s bid/proposal. Failure to submit the product information/specifications with your bid/proposal will be considered non-responsive and the contractor’s bid/proposal will not be considered.

• The contractor shall meet the standards of the contract and comply with all local, state, and federal regulations.

• The contractor will be responsible for all licenses, permits, and fees associated with the obtainment of the required equipment.

• The contractor shall remain responsible for all equipment and property until the material/equipment is verified as having been received by FBOP representatives.

Repair/Maintenance It will be the responsibility of the contractor to maintain all components of the new equipment both internally and externally. This includes the monetary cost of all material, equipment, and labor required and provided to repair, replace, or upgrade any defect and nonperforming part associated. If any part of this system requires replacement, it will be the responsibility of the contractor to provide it within 30 days or duration set by the Contracting Officer or Contracting Officer’s Representative. Correspondence acknowledging any issue presented by FCI Elkton needs must be recognized within 24 hours of written, digital, or verbal notice from the Contracting Officer and or Contracting Officer’s Representative.

Reporting Upon initiating shipping of all required equipment (or split shipments), the contractor’s supervision will notify the Contracting Officer’s Representative through a designated email of this development. All reports and documentation will be provided to the Bureau of Prisons Facility Manager no later than 30 days after processing the material.

It will be the Contractors responsibility to prepare and submit reports of significant accidents at the site and anywhere on the institution property. A significant accident is defined to include events that pose a security breech, damage to Government Property and/or any injury. Record and document date and actions.

Schedule The approved access for the scheduling of deliveries throughout the duration of this project, as designated by the Contracting Officer, will be the following weekly schedule:

• Sunday: No access granted

• Monday: 7:30 A.M – 3:30 P.M.

• Tuesday: 7:30 A.M – 3:30 P.M.

• Wednesday: 7:30 A.M. 3:30 P.M.

• Thursday: 7:30 A.M. – 3:30 P.M.

• Friday: 7:30 A.M – 3:30 P.M.

• Saturday: No access granted

This schedule does not account for Federal holidays or when the institution/facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor is required to work after hours or weekends for scheduled shutdowns to make utility service connections in the event disruption to the daily operations of the institution will occur due to incomplete milestones. The Federal Bureau of Prisons will therefore not absorb financial costs for this additional work. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this statement of work when the government facilities are not disrupted for the above reasons. When hiring personnel, the Contractor should keep in mind that the stability and continuity of the workforce are essential.

Inclement Weather Schedule In cases of severe weather, the contracting office may authorize exceptions. When exceptions are granted, the contractor shall make all postponed collections within 24 hours after the severe weather has terminated, unless the contracting officer authorizes additional time.

Observed Holidays Contractor is not required to perform services on holidays listed below:

perform services on holidays listed below.

New Year’s Day Independence Day Labor Day Columbus Day Martin Luther King Jr.’s Birthday Veteran’s Day President’s Day Thanksgiving Day Memorial Day Christmas Day

B. General Conditions

Rights to Project Data The Government has unlimited rights to all documents/material 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 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.

C. Project Management

Contractor Quality Control The contractor shall provide a Job Superintendent/manager or equivalent who speaks and writes fluent English and is always accessible when contractor personnel are on the premises. The Superintendent will: a) review and approve submittals, b) inspect the quality of work performed, and c) certify the completed work for payment and other purposes.

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this statement of work. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall submit QCP on or before the scheduled preconstruction meeting. Three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Contractor Requirements It is the contractor’s responsibility to survey the work site and carry out all work in compliance with OSHA, EPA, and NEC national codes and regulations.

The contractor shall provide a full-time Project Manager and or liaison who shall be physically on-site all normal work hours and be responsible for performance of all work. The project manager shall possess a minimum of three years’ experience within the last five years simultaneously managing facilities of similar magnitude and scope of the total requirements of the contract. The contractor shall employ competent supervisory personnel capable of training employees in methods of completing the work performance and quality standards in this contract.

Performance Evaluation In accordance with FAR 42.1502 & 42.1503: Agencies shall prepare an evaluation of Contractor Performance and submit to Federal Past Performance Information Retrieval System (PPIRS). The Department of Justice, Federal Bureau of Prisons utilizes the Department of Defense (DOD) web-based Contractor Performance Assessment Reporting System (CPARs) to provide contractor performance evaluations. Contractor shall provide and maintain a current e-mail address throughout the life of the contract. The Contractor shall register with DOD within 30 days of receiving an e-mail from the Focal Point. The e-mail will contain a “USER ID” to complete the registration. The Contractor must be registered to access and review its evaluation and/or provide a response. If assistance is required when registering, please contact the institutional Contracting Staff/Focal Point for assistance, guidance, and instructions.

Contracting Officer’s Representative The COR is responsible for the technical aspects of the project and serves as the technical liaison for the contractor. The COR is also responsible for final inspection and acceptance of all reports and other responsibilities as specified by the contract. The COR is not authorized to make any commitments, obligate the government, or authorize any changes, which affect the price, terms, or conditions of this project. All changes shall be made through the authorization of the Contracting Officer. The COR may designate an assistant COR(s) to act for the COR by naming such assistant(s) n writing and sending a written, formal document, to both the Contracting Officer and contractor prior to them assuming that duty.

D. Project Completion

Completion Criteria The Contracting Officer reserves the right to implement a deficiency list to ensure standards and conditions are met prior to the closeout and final payment of the contract. The contractor shall provide all service manuals and troubleshooting manuals to institution staff at completion of the installation.

System for Award Management Contractors intending on submitting formal bids for this work must be registered on the System for Award Management website at www.sam.gov. Only those vendors registered will be considered.

Submission of Invoices The contractor shall submit an invoice with detailed additional documents citing material/equipment that has been delivered. No invoice will be considered for payment unless accompanied by the relevant documentation.

All invoices should be on an official company letterhead including that organization’s name, address, bank number, and this project title.

Submit invoices to both the COR and Contracting Officer for review and approval.

Additional Information

• Time of Completion: 30-Calander Days

• Submittals After Award: Submit samples, cut sheets, and shop drawings to the Contracting Officer’s

Representative for review.