Statement_of_Work_-_Final_-_V2.pdf

STATEMENT OF WORK (SOW)

NEW HICKAM FLAG DISPLAY CASE PROJECT

JOINT BASE PEARL HARBOR HICKAM (JBPHH)

HQ PACAF/HO

13 August 2015

1.0 BACKGROUND

1.1 The Headquarters Pacific Air Force History Office (HQ PACAF/HO) is charged with the management of historical artifacts within the HQ PACAF building to include the flag case display in the N Wing, the Court

Yard of Heroes. This display case is in a state of decline and requires a proper case to preserve and more adequately display the flag that flew over Hickam AFB on December 7 th

, 1941. The Hickam Flag is on permanent loan to HQ PACAF from the National Museum of the USAF (NMUSAF).

2.0 SCOPE OF WORK/OBJECTIVE

2.1 The Government seeks a Contractor to design and install a new flag display case with associated systems and appurtenances. The Contractor’s efforts to complete all contract requirements shall include all required design, project management, scheduling and on-site oversight, materials, installation as well as the associated tools, manpower, vehicles, and other minor non-explicit ancillary support. The Contractor shall ensure all components of the project are to be completed on time.

3.0 PERFORMANCE REQUIREMENTS

The Contractor shall provide all support needed to perform the following:

3.1 Specific New Flag Case and Associated System/Component Requirements: The Contractor’s work, briefly stated, shall progress as follows. These requirements are further defined in the design and installation portions of this SOW.

1. The Contractor shall develop and submit for approval a design to install the new flag display case and associated systems and appurtenances.

2. The Contractor shall install the new flag display case and associated systems and appurtenances.

3. The Contractor shall conduct an installation inspection with the PROJECT MANAGER and resolve punch list items as required. The Contractor shall ensure the new flag case is fully installed and operational by 20 Nov 15 or best proposed date. The Contractor shall submit a schedule with their proposal showing how they will meet this milestone along with the other requirements of this SOW.

4. The Contractor shall cleanup project areas and demobilize.

3.2 WORK PHASES

The Contractor shall perform work according to the following design and installation requirements.

3.2.1 DESIGN

3.2.1.1 The Contractor shall develop a design submittal to install the new flag display case and associated systems and appurtenances. The Contractor’s design shall include design drawings, specifications, material cut sheets, and an installation schedule. The Contractor’s design submittal shall also address and incorporate the following requirements:

a. General Design Requirements –

1) Incorporate the guidelines for the preservation of artifacts as found in AFI 84-103, “U.S

Air Force Heritage Program” (dated 27 October 2004), in particular Chapter 7, “Conservation and Display Standards,” as follows:

“7.1.1. Protect all historical property from agents of deterioration. These include vermin, mold, mildew, mechanical stress, dust, pollution, vandalism, excessive heat and humidity, and visible and ultraviolet light extremes.

7.1.2. To preserve museum objects and prolong their usefulness to the study of material culture, keep all artifacts in normal museum conditions.

7.1.3. Normal museum conditions are considered to be a stable environment that is free from repeated daily and seasonal extreme changes of temperature and humidity. Heritage activities should strive to maintain a constant temperature and relative humidity, with no more than a 5-degree temperature or 5-percent humidity variation from the professional standard for exhibit and storage areas.

7.1.4. Protect delicate original fabrics, finishes and materials from deterioration by following generally accepted museum conservation standards found in The

Care of Antiques and Historical Collections (published by the American

Association for State and Local History, 1717 Church Street, Nashville TN

37203-2991).”

b. Viewing and Access - New case shall be capable of encasing the 10’ x 16’ flag at an approximate

45 degree viewing angle to ensure maximum visibility; Contractor to provide case dimensions based on this requirement. See new case concept design requirements for new case spatial constraints. New display case design shall provide full viewing access from the front and both sides. New display case design glass shall be non-reflective, laminated safety glass with a UV protection for full height/width. All other flag surfaces (ex. exterior back, bottom, top) shall be non-visible solid surfaces; Contractor to suggest finish. The Flag shall be displayed on an integrated conservation-friendly material surface slant board to show the flag to its fullest dimensions possible. Provide conservation-friendly powder coated steel panels for the flag to be magnet-mounted. The Contractor will work with PROJECT MANAGER for the best display slant case orientation. New case shall provide lockable access of both sides for flag inspection/removal.

c. Case Portability - New display case design shall be capable of being rolled in and out of its location by no more than two people. The new display case will accomplish this via the use of strategically placed casters constructed so as to support the case, all casters must be able to adjust vertically (up to 5” travel distance) to account for floor leveling issues, and all casters must be hidden visually to the maximum extent from the front view of the case. The casters must be adjustable such that entire case can be made level. Each caster must be able to be lock in place, to prevent the case from moving, once the case is properly placed.

d. Surrounding Architectural Coordination and Case Finish - The design shall suggest material types and finishes (ex. for the flag case) which will coordinate with the surrounding flag case area. The Contractor shall consult with the PROJECT MANAGER to obtain information required to develop and select material types and finishes. New display case design shall avoid using wood or any other material which would be attractive to termites or other insects. The new case shall be primarily glass with standard powder coat & paint colors for case metalwork , interiors, and other non-glass case materials.

e. Humidity Control - New display case design shall provide easily-accessible humidity control such as “passive humidity” through desiccant chambers.

f. Power and Lighting - New display case design shall provide LED lighting to be contained in a diffused light attic with the system assembled having a simple on/off switch on the exterior of the case. Contractor’s design to state power outlets required in terms of voltage/amps, number and proximity of power outlets. External new display case power outlets to be provided by the

Government. Contractor to assume “plug & play” electrical to integrate into new display case.

The Contractor’s new display case design shall include motion sensitive lights that come on only when viewers are present.

g. Existing Case and New Case Concept Design – New display case shall reflect the new case and display construct shown below.

1) Existing Case and Display Construct

2) New Case and Display Construct

3.2.2 INSTALLATION SERVICES

3.2.2.1 The Contractor shall contact the PROJECT MANAGERs (Primary or Alternate) within three (3) business days of contract award to request a date and time to schedule the Project Kick Off Meeting. The purpose of this meeting will be for all project stakeholders to meet one another, review roles and responsibilities, for the Contracting Officer or Contract Specialist and/or PROJECT MANAGERs to reiterate the task order requirements, and to review the finalized PROJECT MANAGER design requirements, listed in this SOW.

The location for the Project Kick-off Meeting will be at HQ PACAF, building 1102, on JBPHH. The contractor may be allowed to call in via Video Teleconference (VTC).

3.2.2.2 The Contractor should note other building tradesman may be in the project areas but should not interfere with the installation of flag case. There may not be space available to allow for the Contractors’ staging or on-site storage of flag case and associated components, in which case, delivery coordination and staging must be closely monitored. If space is available and approved by the PROJECT MANAGER, the

Contractor’s product can be staged and stored on-site in and around building 1102 provided the products are safeguarded by the Contractor against security and environmental conditions (ex. rain, non-controlled humid environment, etc. which could adverse the display case integrity). The Contractor shall work with building construction related Contractors in a coordinated fashion when the new display case is installed.

3.2.2.3 The Contractor shall coordinate all project coordination, deliveries and installation times with the

PROJECT MANAGER.

3.2.2.4 The Contractor shall provide the following installation requirements:

1. The Contractor shall provide on-site management, coordination and technical assistance via a project manager working with the PROJECT MANAGER throughout the design and installation phases.

2. The Contractor shall be responsible for confiming its crew and work to the designated project areas. The Contractor shall also be responsible for ensuring that the installation personnel are identifiable.

3. The Contractor shall meet all incoming delivery vehicles at the building entrance, unload deliveries, check for damages, and move them to the appropriate staging, storage areas, and/or project areas for installation. The Contractor must arrange delivery to the installation site location in accordance with the installation schedule approved by the PROJECT MANAGER.

4. The Contractor shall complete installation of the new flag case in accordance with the Government approved design submittal.

3.2.2.5 After installation of the new flag case, the Contractor shall provide two electronic copies (ex. CD) and bounded and indexed hard copies of each of the following final close out documents:

a. Product Warranties

b. Copies of final design documents (ex. drawing drawings, specifications, etc.)

c. Installation shop drawings (ex. electronic version of “As Installed” drawings).

d. Wire management plans

e. Installation instructions

f. Any other pertinent documents

3.2.2.6 The Contractor shall be responsible for any damage to the building and/or government property during performance of this contract. It is incumbent upon the Contractor to identify any existing damage to the building by means of a Pre-Installation and Delivery Walk-Thru, and daily submissions of checklists to the

PROJECT MANAGER prior to starting installation. Proper measures (protective runners, pads, etc.) shall be utilized by the Contractor to protect the building (elevators, walls, floors, etc.).

3.2.2.7 The Contractor shall prepare the new flag display case for immediate use (ex. “Turn-Key”)

3.2.2.8 The Contractor shall provide daily clean up and dispose of waste materials, rubbish (trash), shipping containers, packing, and other like material for all work/project areas, including staging and storage, in accordance with this paragraph and all applicable federal, state, and local regulations, standards, codes and laws. The Contractor shall make any necessary arrangements with private parties and with county officials pertaining to locations and regulations of such disposal. Any fees or charges for disposal of materials shall be the responsibility of the Contractor. Under no circumstance will eating and drinking be allowed on the installation site. After completing requirements in each work area, the Contractor shall clean the area by wiping down and cleaning and dusting new construction elements an environmental cleaner shown to not cause degradation to historical materials. The Contractor shall only use approved non-toxic cleaners.

3.2.2.9 The Contractor shall ensure all work areas will be operational (ex. the new display case is sealed, viewing sensor lights work, etc.) before being turned over to the Government.

3.2.2.10 The Contractor shall conduct post-installation orientation/training session to instruct Government users and assigned maintenance personnel on how to maintain components utilized in the project. The training shall include, but not be limited to, the following: how to care for the new flag display case, how the light sensors work to view the case, case cleaning, items to monitor for wear or environmental degradation, etc.

Orientation/Training sessions may be videotaped by the Government for future use. This training will occur at the end of the contract.

3.2.2.11 The Contractor’s work shall not interrupt building utility services (ex. electrical) without the prior written approval of the PROJECT MANAGER.

3.2.2.12 The Contractor shall ensure that the PROJECT MANAGER will be notified when the new flag case installation is complete. At that time, a walk-through will be conducted to create a punch list of missing, damaged or incorrect work items which shall be corrected by the Contractor.

3.2.2.13 The Contractor shall correct all deficiencies and make all adjustments as required, within three (3) business days, to address defects which may have been identified after completing the new flag case installation.

The Contractor shall be responsible for all costs to correct these types of deficiencies.

3.3 WORKMANSHIP

3.3.1 The Contractor shall install, and align/adjust the new flag case system components in accordance with the manufacturer’s and/or designers recommended installation instructions.

3.3.2 The Contractor shall ensure all new flag case and associated systems/components shall be new, unused, produced from current production components, and shall be delivered ready for use.

3.4 SERVICE DELIVERY SUMMARY TABLE

Performance Requirement SOW Paragraph Notes Performance Threshold

1. Provide new flag case and associated systems/component design, management, installation and delivery in accordance with the SOW

Paragraphs 2.0 and

3.0

100% delivery and compliance.

4.0 QUALITY ASSURANCE

4.1 The Contractor shall be responsible for implementing and maintaining a Quality Control Program (QCP) to ensure that the work performed meets or exceeds contract requirements and results in the correction of potential and actual problems.

4.2 Periodic Progress Meetings: The Contractor shall participate in periodic progress meetings, minimum monthly, with the PROJECT MANAGER. During these meetings, the PROJECT MANAGER will apprise the Contractor of work progress and how the Government views the Contractor's performance. Also, during these meetings, the Contractor shall apprise the Government of problems, if any, being experienced.

Note any pricing or scheduling issues considered by the Contractor shall be directly addressed to the

Contracting Officer. Additional progress meetings may occur at the request of the Contractor or PROJECT

MANAGER as needed. These meetings shall be at no additional cost to the Government and may be in the form of telephone, video-conferencing and/or on-site meetings as mutually agreed to by the Contractor and

Government.

5.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

5.1 GENERAL SERVICES. The Government will not provide any general services.

5.2 FACILITIES & UTILITIES. The Government will not provide any facilities. The Government will only provide utilities in the form of electricity needed for power tools to erect the new flag display case and associated systems and components.

5.3 MATERIALS & EQUIPMENT. The Government will not provide any materials and equipment.

5.4 HOUSEKEEPING. The Government will not provide any housekeeping.

5.5 RECORDS, DOCUMENTS AND WORK PAPERS. The Government will only provide the existing electrical plans in and around the current flag case. This information will be provided after contract award.

The Government will not provide any other records, documents, and/or work papers.

6.0 CONTRACTOR QUALIFICATIONS/REQUIREMENTS

6.1 The Contractor shall provide sufficient trained personnel fully capable of providing the deliverables requested in the SOW and have the knowledge, skills and expertise to meet the requirements specified. The

Contractor’s proposal shall evidence the ability of having worked on historical flag/artifact display cases.

6.2 The Contractor shall ensure all work performed on this task order shall be in accordance with Federal, State of Hawaii, HQ PACAF/HO and local laws, regulations and procedures.

6.3 U.S. Citizenship is required for facility access.

6.4 Confidentiality: Services rendered and all materials including records, files, documents, and work papers generated by the Contractor as part of this SOW or by the Government shall be considered Government property. The Contractor shall ensure this information shall not be disclosed, copied, modified, used except in the completion of this task order) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Governments express consent.

6.5 Contractor Point-of-Contact/Manager: The Contractor shall provide a manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be provided to the PROJECT MANAGER. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

7.0 CONTRACTOR PERSONNEL

7.1 The Contractor shall furnish sufficient personnel to perform all work specified within this contract.

7.1.1 When performing work associated with this SOW, the Contractor shall make clear to all individuals they deal with that they are Contractor employees and not DOD personnel when working in any situation where their Contractor status is not obvious to third parties. Contractor employees shall clearly identify themselves as a Contractor (i.e. company shirt, pin, visible company identification, etc.) in a visible location as to who their employer is, to avoid creating an impression that they are government officials. All

Contractor produced documents, and/or reports shall be suitably marked as Contractor products or that

Contractor participation is appropriately disclosed.

7.1.2 Contractor personnel shall not manage, supervise, direct, or task US military, DOD civilians or other personnel not associated with the Contractor while performing the tasks within this SOW.

7.1.3 Contractor personnel shall not make any commitment which commits the expenditure of US

Government resources.

7.1.4 The Contractor performing services shall be required to comply with all US Navy and Air Force rules, regulations, and training that is applicable to conduct, safety, security, and procedures governing site entry and exit.

7.1.5 Contractor personnel shall not establish an employee-employer relationship with HQ PACAF/HO under this SOW.

7.1.6 The Contractor shall not provide personal services to HQ PACAF/HO. If Contractor employees are directed by any Government employee at any time to perform services not covered under this contract, the

Contractor shall not carry out the requested service as well as immediately notify the PROJECT

MANAGER.

7.1.7 The Contractor shall not take direction from any HQ PACAF building tenants without first getting approval from the PROJECT MANAGER to ensure all work is within scope.

7.1.8 The Contractor shall maintain accountability for and control of any keys provided and shall return them to the PACAF/HO upon completion of work. Duplication of keys is not authorized.

7.1.9 Base Access – For all Contractor employees to work on JBPHH, the Contractor will provide evidence of having the ability for all Contractor personnel performing work under this task order to routinely access base or having applied for, or received approval for, participation in JBPHH’s RAPID Gate Contractor installation access system after contract award. Information regarding the RAPID Gate system is available via the following links: http://rapidgate.com/ and http://www.cnic.navy.mil/HAWAII/RegionNews/NewsArticles/CNICP_ A233891. The Contractor shall note the application for and use of Contractor identification badges will be as directed by the RAPID Gate system and JBPHH Security Regulations. A copy of the security regulations may be obtained from the

JBPHH security office. The Contractor shall immediately report instances of lost or stolen Contractor identification badges to the PROJECT MANAGER.

7.2 Federal Holidays:

New Year’s Day 1st of January

Dr. Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day 5th Monday in May

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

If the federal holiday falls on a Saturday, the holiday is observed on the proceeding Friday. If the federal holiday falls on a Sunday, the holiday is observed on the following Monday. If desired, the Contractor is allowed to work on a federal holiday once the Contractor has requested approval in writing to the

PROJECT MANAGER with an approval response provided.

7.3 Hours of operation. Normal hours of operation are 7:00 am through 4:00 pm, Monday through Friday and exclude Federal Holidays. Deviations from the hours specified above may be requested by the Contractor to be submitted to the PROJECT MANAGER. The Contractor shall give notice of the deviation of hours to the PROJECT MANAGER at least five (5) business days in advance of the proposed change.

7.4 Current rules and regulations applicable to the premises where the work will be performed shall apply to the Contractor and its employees while working on the premises. These regulations include, but are not limited to, presenting valid identification for personnel and vehicular entrance, smoking restrictions and any safety procedures as outlined in the installation regulations. Before work is started, the Contractor shall arrange with the PROJECT MANAGER a means of installation and building access, space for storage of materials and equipment, and the use of building approaches, corridors, and pathways for the purposes of executing work. The Contractor shall ensure ingress and egress of Contractor vehicles is limited to the

Kuntz gate. The Contractor shall keep within the established limits of work and avenues of ingress and egress. The Contractor shall ensure their personnel working on JBPHH become familiar with and obey all

JBPHH requirements and regulations including, but not limited to, safety, fire, traffic and security. The

Contractor shall not enter any restricted areas unless required to do so and until cleared for such entry. The

Contractor shall ensure Contractor equipment is conspicuously marked for identification.

7.5 Place of Performance: HQ PACAF/HO, Bldg 1102, 25 E Street, JBPHH, HI 96853. The Contractor shall ensure items will be delivered to HQ PACAF, building 1102, Wing N, 1 st floor

7.6 The Contractor shall ensure project scheduling and work execution will be done in conjunction with the needs of PACAF/HO office.

7.7 The Contractor shall immediately notify the PROJECT MANAGER and Contracting Officer if any problems arise which might require a work stoppage or if scheduling may be affected. The Contractor shall then provide the PROJECT MANAGER and Contracting Officer with a written account of the problem and its impact to the delivery schedule and period of performance.

DELIVERABLES

8.1 The Contractor shall provide the following deliverables:

Deliverables Time of delivery

Initial design submittal (includes product finishes, specifications, material cut sheet(s), etc.)

Submition of proposal

Final design submittal (includes product finishes, specifications, material cut sheet(s), etc.); incorporating all Government comments from previous design submittal

Preaward

Installation Schedule Kick off Meeting

Product Installation and operation and maintenance manuals

Provide after installation but before final inspection