SOW 1 Sept 2024 Trailer Lease_Updated 3Mar.pdf

STATEMENT OF WORK (SOW)

FOR

802d FORCE SUPPORT SQUADRON, FORCE DEVELOPMENT FLIGHT

EDUCATION AND TRAINING SECTION

LEASE TEMPORARY SPACE TRAILER “A” & SITE RESTORATION

1.0. DESCRIPTION OF SERVICES / GENERAL INFORMATION: The contractor shall provide all management, tools, supplies, equipment, and labor necessary to lease the temporary space trailer 4011A (hereafter referred to as trailer “A”) and site restoration as defined in the

Statement of Work at location 2427 Hood St, JBSA Fort Sam Houston, San Antonio, TX 78234.

1.1. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, tools, materials, supervision, non-personal services, and all other related items necessary to maintain a fully functional leased building in support of the 802d Force Support Squadron, Force Development Flight Education and Training Section at Joint Base San Antonio

(JBSA) Fort Sam Houston, Texas. To be considered a fully functional facility, the following key aspects must be met.

Structural Integrity: The building should be constructed with a sturdy and durable frame, ensuring its stability and resilience over time.

Utilities and Systems: The building shall have fully functional utility connections, including plumbing, electrical wiring, and HVAC systems. These systems should be designed, installed and operational in accordance with local building codes and standards.

Interior Finishes: The interior of the building shall be finished, furnished, and maintained as livable spaces. This includes but is not limited to, features like flooring, walls, ceilings, doors, and windows.

Kitchen and Bathroom: The building shall include a complete and functional kitchen with sinks, cabinets, outlets as well as fully equipped bathrooms with operational plumbing fixtures.

Insulation and Energy Efficiency: The building shall be well-insulated to ensure energy efficiency and comfort for its occupants.

Compliance with Building Codes: The construction and design of the building should comply with local building codes and regulations to ensure safety and structural integrity.

Exterior Finishes: The exterior of the building shall be finished with weather-resistant materials, and it may include siding, roofing, and other exterior features.

1.1.1. The contractor will repair or restore the following: paint exterior doors, replace stained, worn, or ripped carpeting in all offices and hallways, repair laminate flooring in common areas, bathrooms, kitchen areas and testing rooms, sand, paint and stain/treat under skirting and exterior ramping, replace all exterior porch lights, replace ballasts and light diffusers, replace all blinds and repair damaged screens, install black out curtains, clean interior filters, patch and paint holes in walls, replace all bathroom exhaust fans/lights and toilets, replace kitchen cabinets, repair ceiling grids (cross tees) and mateline boards, replace damaged ceiling tiles, replace any damaged vinyl cover baseboards, replace battens, replace worn wall paneling, seal roof, paint exterior trim and siding, ensure fire suppressant system is operational and in compliance, pressure wash exterior, inspect and clean HVAC coils, replace any damaged or rotten wood, and inspect plumbing.

1.1.2. The contractor will modernize the building and install HEPA air purification and filtration system, install new sinks, and install led lighting throughout. The contractor will ensure the facility and workmanship maintains compliance with all current policies, guidance, codes, statutes and ADA rules and regulations.

1.1.3. The Period of Performance shall be for one base year of 12 months and two option years of 12 months. Any items leased or accomplished under this contract for trailer “A” shall remain in place during the base period and acquired/approved optional periods. The contractor shall provide the complete leased trailer package with approved/current configuration. This requirement is a new action to retain the current trailer and the scope of support/services.

1.2. MAINTAINENCE SERVICES: The Contractor shall provide routine and emergency maintenance service for the duration of the contract in and around the modular facilities. The

Contractor shall provide the Facility Manager a full maintenance assessment of the temporary swing space facilities condition within the first 30 days of this contract award and an approved work plan to correct any identified deficiencies These include but are not limited to HVAC systems, all electrical, water, sewer, communication, fire detection, fire warning (visual/audio) and other utility systems. All equipment, utilities, systems, devices, and safeguards shall be maintained in good working order at all times. In addition, the contractor will ensure that all maintenance personnel are trained and certified as required for specific systems and equipment.

The contractor is required to comply with all local and government regulations and standards when performing services.

1.2.1. The contractor shall respond within the required Priority Code timeframe following oral or written notification by the Facility Manager or the Contracting Officer (CO). The

Facility Manager will also determine the maintenance service required and the corresponding priority code. The contractor shall respond to service requirements in accordance with the Priority Codes listed below. The contractor shall submit a report on any item that has been repaired or replaced during the lease period. The report shall be submitted within (2) business days of completion and shall include the cause of the problem, date reported, corrective action taken, and when the repair was completed. After receipt of notice, if the contractor does not perform the service work within the required

Priority Code timeframe, the government shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the contractor’s expense. Work considered above and beyond normal maintenance or due to user negligence and resulting in an additional charge to the government shall require approval of the Contracting

Officer (CO).

1.2.1.1 Priority Code 1.

Perform onsite inspection to evaluate situation and determine course of action within (4) hours. Work to be initiated within (6) hours until complete or equivalent relief is provided. This applies to all work where major facility damage or service outage has occurred or security vulnerabilities exist (HVAC system, water, electrical, communications, sewer, any security requests). The following includes but is not limited to a list of required maintenance items to be serviced under Priority Code 1: facility lighting to include emergency lighting, smoke detectors, exit lighting, audio/visual (horn/strobe) fire alarms, and fire alarm pull stations and fire suppression system, mechanical (heating/cooling), plumbing

(clogged/blocked pipes), electrical (power), water (breaks/flooding) , or Life

Safety issues.

1.2.1.2 Priority Code 2.

Perform onsite inspection to evaluate situation and determine course of action within (8) hours. Work to be initiated within (6) hours until complete or equivalent relief is provided. This applies to all work where non-major facility damage is occurring. The following includes but is not limited to the list of required maintenance items to be serviced under Priority Code 2: leaky faucets, restroom plumbing issues, roof leaks, window and door leaks, damaged walkways/stairs, interior/exterior lock assemblies, pest control, and any electrical repairs.

1.2.1.3 Priority Code 3.

All other work not considered Priority Code 1 or 2 will be initiated within (3) business days and until complete or relief provided. Contractor shall provide monthly maintenance and service to inspect/repair/fix to include, but is not limited to the following, under Priority Code 3: A/C Filters, light bulbs, repair to skirting, decks, ramps, exterior matting/carpet, and sidewalks. The contractor shall perform routine pest control measures/treatment at minimum one per month to the interior and exterior of the facility. The contractor will implement pest control measures to prevent infestations and seal any openings where pests could enter.

1.2.2. SITE RESTORATION: Upon completion of the lease, the contractor shall provide all plant, labor, material, and equipment necessary for the removal of the trailer to include, but not limited to:

1.2.2.1. Teardown and removal of modular facility.

1.2.2.2. Demolition and removal of all existing utilities, ramps, stairs, sidewalks, and restoration of site to original condition – leveled and establishment of grass.

1.2.2.3. A (30)-day notice of intent to vacate shall be provided by the government.

All removal, demolition, and site restoration shall be completed within (45) days of date of vacancy.

1.2.3. PREVENTIVE MAINTENANCE: The contractor will perform Preventative

Maintenance Inspections (PMI) and necessary testing on the facility utility systems, mechanical systems and equipment and any other facility and equipment components as recommended by the manufacturer, at least monthly, and upon request from the Facility

Manager to ensure system reliability and operability. The Contractor shall notify and obtain approval from the Facility Manger in advance of scheduled PMI. All issues or concerns identified during maintenance checks must be reported to the Facility Manager within (2) business days and repairs or replacements initiated within (5) business days.

Any safety concern must be reported immediately upon identification and remedied as priority code 1. Routine maintenance categories include but are not limited to the following:

1.2.3.1. Regularly inspecting and cleaning air filters, checking and maintaining heating and cooling systems, verifying that thermostats are functioning correctly, ensuring proper ventilation, inspecting the building structure for signs of damage or wear, checking for leaks in the roof, inspecting windows, doors, and other openings for proper seals and functionality, inspecting for leaks in pipes, faucets, and other plumbing utilities or appliances, checking water heaters for proper operation, clearing clogged drains, testing and maintaining fire sprinkler systems and extinguishers, cleaning exterior windows, etc.

1.2.4. SECURITY: All doors and windows shall have locks; entrance/exit doors shall have deadbolts in addition to any other locks and all windows should be properly sealed and secured.

1.2.5. KEY CONTROL: The contractor shall provide keys to all locks; control and maintenance of keys will be the responsibility of the 802 FSS/FSDE, Education &

Training office. The contractor will reproduce keys to any and all locks as required at no cost to the customer. All available keys will be turned in to the contractor upon dissolution of the contract. In the event keys are lost or duplicated, the contractor will re-key or replace the affected lock or locks. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due to the contractor.

1.2.6. WORKFORCE INTERACTION: The contractor will provide the Facility

Manager the status of all service work order calls submitted by the Government. The contractor will coordinate any utility outages with the Government. A minimum of five

(5) business days in advance notification shall be given (except in urgent/emergency situations) to ensure that all appropriate personnel are notified prior to the utility outage.

1.3. GENERAL INFORMATION.

1.3.1. QUALITY CONTROL: The contractor shall appoint, in writing, a contract manager who shall be responsible for the quality and overall performance of the services, timeliness, and workmanship provided. The contractor shall provide to the Facility

Manager in writing, within two (2) business days after contract award the name, email address, physical address, business, and cell phone numbers of the appointed representative. The appointed representative will ensure he/she responds to inquiries or requests from the Facility Manager within (2) business days of verbal or written contact.

Additionally, the contract manager shall be available Monday through Friday, excluding federal holidays, between the duty hours of 7:30 a.m. to 3:00 p.m. The representative shall be available to meet with Government personnel within two (2) hours, to discuss any problem areas. After normal duty hours, the contract manager shall be available within the first hour of the next duty day. The contract manager shall have full authority to act on behalf of the contractor on all contractual matters. The contractor manager is responsible for notifying the Facility Manager in advance of any non-availability and must provide contact information for a suitable replacement to act in their place. The suitable replacement must be able to execute all duties of the appointed contract manager during their absence. The primary contractor will be responsible for holding the sub-contractor responsible of its obligations to avoid impacting the Government in any way

1.3.2. INSPECTION COMPLIANCE: The Contractor must adhere to all local JBSA directives and inspections, addressing any noted deficiencies. The Facility Manager will notify the contractor within (14) business days of any inspection violations related to the trailer. Following notification, the Contractor must submit a written plan of corrective actions within (5) business days.

1.3.3. CONFLICT OF INTEREST: The contractor shall not employ/use any employee of the Government or the Department of Defense either military or civilian if such employment would create a conflict of interest. The contractor shall not employ any person who is an employee of the Department of Defense unless such person receives prior approval in writing from the Contracting Officer.

1.3.4. HOURS OF OPERATION: Normal Hours of Operation. The contractor shall perform the services required between normal duty hours from 7:30 a.m. to 3:00 p.m., Monday through Friday, except federal holidays, unless it is an urgent or emergency requirement. When a holiday falls on a regular workday, the maintenance or repair services shall be rescheduled in the same week of the holiday.

1.3.4.1. FEDERAL HOLIDAYS ARE AS FOLLOWS:

New Year’s Day – 1st of January

Martin Luther King Day – 3rd Monday in January

President’s Day – 3rd Monday in February

Memorial Day – Last Monday in May

Juneteenth– 19th of June

Independence Day – 4th of July

Labor Day – 1st Monday in September

Columbus Day – 2nd Monday in October

Veteran’s Day – 11th of November

Thanksgiving Day – 4th Thursday in November

Christmas Day – 25th of December

1.3.4.2. URGENT/EMERGENCY WORK AFTER NORMAL DUTY

HOURS, WEEKENDS, AND HOLIDAYS: The contractor may be required to work after normal duty hours, weekends, or holidays to complete all requested urgent/emergency maintenance or repair services. The contractor shall notify the

Facility Manager and Contracting Officer (CO) of any work performed after duty hours, weekends, or holidays for informational purposes only.

1.3.5. EMPLOYEE REQUIREMENTS: All contractor personnel shall wear a contractor provided identification badge displaying the employee’s name and the name of the contractor while performing work on Joint Base San Antonio, Fort Sam Houston.

Identification badges shall be worn on the upper chest so as to be readily visible and identifiable. Contractor employees shall keep interactions with the military/DoD civilians, other Contractors, and volunteers at a professional level. The Government will restrict the performance on this contract by any individual who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of Joint

Base San Antonio (JBSA). The Contractor shall not use Government facilities or other

Government property for personal use or other business not related to this contract. The

Contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The CO may direct the Contractor to remove from performance of this contract on this installation any Contractor engaging in such misconduct. Violations shall be communicated to the Facility Manager and forwarded to the CO within 48 hours and shall include the corrective actions that will be taken.

1.3.6. INSTALLTION ACCESS: The Facility Manager will be responsible to coordinate access for all Contractor designated employees. The contractor is required to ensure all personnel maintain a valid and non-expired pass for JBSA installations and can pass the background check required for access. The contractor will notify the Facility

Manager no later than (5) business days upon hiring any new employees and provide all required information to initiate base access. Criminal History Checks will be conducted on all prime/sub-Contractors requiring base access. The Contractor shall provide the

Facility Manger a current list of employees needing access within (5) business days after receiving award or notice of award. The list shall include employee’s full name, date of birth, state driver’s license/state ID number with state of issue and country born in.

Notifications of Contractor additions and deletions shall be provided with the same information listed above and within five (5) working days. Within ten (14) business days after receipt of the approved list the Government will notify the Contractor that installation access passes are available for those employees clearing the criminal history check. Contractor shall return all issued installation badges and passes when the contract is completed or when a Contractor employee no longer requires access to the installation.

1.3.7. ACCIDENT REPORTING: The Facility Manager and Contracting Officer (CO) shall be notified immediately of any and all contractor accidents on the installation resulting in injury or death, or in damage to Government property, supplies, and/or equipment. The contractor shall maintain an accurate record of any and all accidents resulting in injury or death of its employees, and/or damage to Government property, supplies, and equipment while on Government property. A full written report of the facts and the extent of such contractor accidents and/or damages shall be provided to the

Facility Manager and CO within one (1) business day.

1.3.8. CONTRACTOR LIABILITY: The Contractor is not considered an agent of the

Government, therefore, during the performance of this contract services, the Contractor will be liable and will hold harmless the Government against all actions or claims for damages to persons and property due to the fault, negligence, wrongful act, or wrongful omission of the Contractor or his agents. The Government is not responsible for damage to personal supplies or equipment of the Contractor. The Government will not be responsible in any way for damage to the Contractor's supplies, materials, equipment, or to personal property as a result of fire, theft, accident, natural disaster, or other events.

The Contractor is liable for all damages to Government real property, when it has been determined by competent authorities that damages were due to Contractor personnel or sub-contractors’ negligence.

1.3.9. MEETINGS: The contractor may be required to attend various meetings with the

Government, Facility Manager and/or Contracting Officer (CO). These meetings may include, but are not limited to, a post award conference or meetings to discuss any contractual issues or concerns.

1.4.0. REGULATIONS & COMPLIANCE: The contractor shall comply with all federal, state, and local environmental laws and regulations regarding the handling, storing, usage and proper disposal of hazardous material. The Contractor shall comply with all local state, and federal laws and regulations that control any work performed.

The Contractor shall comply with and keep informed of any changes to these laws and regulations throughout the period of the contract. The Contractor is a recognized professional and is expected to be knowledgeable of all laws and regulations pertaining to this SOW.

1.4.0.1. SMOKING IN GOVERNMENT FACILITIES: Contractors are

advised that JBSA has placed restrictions on the smoking of tobacco products in government facilities. AFI 48-104, Tobacco Free Living, outlines the procedures used by the commander to control smoking in our facilities. Contractors and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

1.4.0.2. JOINT BASE SAN ANTONIO (JBSA TRAFFIC CODE): All

applicable Traffic Codes will be enforced and apply to all personnel operating vehicles on a JBSA installation. The governing instruction for all Traffic Codes is referenced at DAFI31-218_DAFGM2021-01 and directive is in AR 190-5 and

AFMAN 31-116. The Contractor shall ensure that all employees operating company vehicles on base have a proper and current license as required by the base and Texas law. They shall also comply with all base and local traffic regulations. Contractor vehicles shall have all proper accessories, tie-downs, signage, and operating lights when operating on a military base. Contractor shall have current and adequate liability insurance on all vehicles as required by Texas law.

1.4.0.3. CELL PHONE USAGE: Contractors are advised that DoD Instruction

(DoDI) 6055.04, DoD Motor Vehicle and Traffic Safety, prohibits cellular telephone usage when approaching, entering, or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

1.4.0.4. BASE FIRE PREVENTION PROGRAM: The Contractor will be required to comply with the applicable Fire Prevention Program, for JBSA military installations. The applicable directive is UFC 3-600-01 Fire Protection

Engineering for Facilities.

1.4.0.5. PHYSICAL SECURITY: The Contractor shall comply with Force

Protection Condition (FPCON) procedures, Random Antiterrorism Measures

(RAMS) and local search/identification requirements. The Contractor shall safeguard all Government property utilized or accessed in the performance of this contract. At the close of each work period, the Contractor shall coordinate with the Government representative to validate the worksite is secure.

1.4.0.6. WEAPONS, FIREARMS, AND AMMUNITION: Contractors are

prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on JBSA military installations.

1.4.0.7. REPORTING REQUIREMENTS: The Contractor shall comply with

AFI 71-101 Volume 1. Contractors shall report to Security Forces any information or circumstances which may pose a threat to DoD or Contractor, resources, or DoD information.

1.4.0.8. SAFETY: The Contractor shall establish and maintain a comprehensive safety program that is designed to prevent mishaps involving Contractor and

Government personnel, facilities, and equipment. Contractor shall provide this plan to the Government within five (5) days after formal request. The Contractor shall comply with all safety regulations and guidance to include 29 CFR 1910, Occupational Safety and Health Administration. The Government may issue an order to the Contractor to stop all or part of work until all safety violations are corrected. The Contractor shall notify the Facility Manager immediately of any safety violations, personnel, and vehicle accidents.

2.0. GOVERNMENT POINTS OF CONTACT: Mrs. Stephanie Miller, 210-808-8022

3.0. DEFINITIONS:

a. “Repair” refers to the process of fixing or restoring something that is damaged, broken, or not functioning properly. It involves identifying and addressing issues or faults in order to return an object, system, or structure to a functional and usable state. Repairs can apply to various things, including mechanical devices, electronic equipment, vehicles, buildings, and household items.

b. “Restore” means to bring something back to its original or former condition, state, or state of functionality. The term is often used in various contexts to describe the process of repairing, renovating, or returning something to its original state, especially after damage, deterioration, or changes over time. Restoration can apply to physical objects, historical artifacts, buildings, ecosystems, and even data or software.

c. “Modernize” refers to the process of updating or bringing something in line with contemporary standards, technologies, practices, or styles. The goal of modernization is often to enhance efficiency, functionality, and relevance to current needs and trends. This term can be applied to various contexts, including technology, infrastructure, business, government, and culture. The process of modernization may involve incorporating new technologies, improving processes, updating facilities, and adapting to current practices.