FCI EST Asphalt and Delivery Coordination_SOW.pdf

FEDERAL BUREAU OF PRISONS

FCI ESTILL

B&F PROJECT 26Z3AV8 – ASPHALT PAVING FSA (SUPPLY ONLY)

Statement of Work (SOW) – Asphalt Supply & Coordination

1.0 Objective & Project Description

1.1 Under Firm-Fixed-Price / FAR Part 12 & 15 Commercial Supply and Services, the Federal Bureau of Prisons (FBOP), Federal Correctional Institution (FCI) Estill, 100 Prison Rd, Estill, SC 29918is executing an internal paving project using an FBOP-supervised team of trained inmate laborers.

1.2 The government requires a single commercial Vendor to provide a seamless, synchronized supply chain encompassing Hot Batch Asphalt manufacturing, specialized liquid tack coating, automated chemical spraying equipment, and a coordinated dump truck delivery fleet.

1.3 The Total Pavement Area slated for resurfacing is 732,528 Square Feet (SF). The Vendor shall serve as the sole logistics coordinator, assuming total responsibility for the physical delivery of all required materials to the project site. The FBOP inmate paving crew will perform all manual labor, mechanical spreading, grading, and compaction.

2.0 Scope of Work & Vendor Responsibilities

The Vendor must deliver all components in a perfectly synchronized manner to match the real-time installation speed of the inmate work crew.

2.1 Component A: Hot Batch Asphalt Supply & Dedicated Hauling Fleet

a. Material Mix Specification: Supply an estimated total of 10,000 tons of hot batch asphalt.

The asphalt mix must strictly conform to South Carolina Department of Transportation (SCDOT) Surface Type C RAP, governed by the 2025 Standard Specifications for Highway Construction.

b. Logistical Hauling Fleet: Provide a dedicated fleet of tandem, tri-axle, and/or quad-axle dump trucks with commercial drivers to deliver a continuous stream of material to the facility.

c. Delivery Flow Rate Target & Flexibility: The delivery rate is targeted to average between 1,000 and 1,500 tons per day over an estimated 7-day operational window. Both parties acknowledge that an exact, unvaried daily flow rate cannot be guaranteed due to the inherent constraints of institutional security operations, weather shifts, and inmate labor pacing. The Vendor shall maintain continuous communication with the FCI Estill Contract Monitor to dynamically scale, accelerate, or slow down truck dispatches in real time based on the active consumption rate at the paving pad.

d. Government Exemption from Delay/Standby Charges: Because real-time fluctuations, delivery slowdowns, and temporary operational pauses are inherent to secure institutional environments, the government shall not be held liable for any additional charges, penalties, or surcharges. The Vendor explicitly agrees that no standby fees, truck detention rates, asphalt plant restart fees, or material cooling/spoilage penalties will be billed to or bop00351 Approved paid by the government if dispatches are slowed, paused, or dynamically adjusted to match the real-time pacing of the project.

e. Thermal Control: All hauling vehicles must be equipped with secure thermal tarps. Material must arrive at the facility within workable SCDOT temperature thresholds (270°F to 325°F).

Any batch that drops below workable paving temperatures (<175°F) due to transit or staging delays will be rejected at the gate at the Vendor's sole financial expense.

2.2 Component B: Tack Coat Emulsion Supply & Automated Tanker Spray Truck

a. Material Specification: Supply an estimated total of 14,000 gallons of liquid tack coat emulsion conforming strictly to type AASHTO MP 36-18.

b. Equipment & Operator: Provide a certified tanker spray truck and a commercial driver/operator to mechanically apply the tack coat emulsion.

c. Application Flow Rate: The spray truck must apply the emulsion uniformly over a course of 7 days, averaging approximately 100,000 square feet of surface prep per day directly ahead of the active paving crew.

d. Equipment, Operator, & Shift Definition: Provide a certified tanker spray truck and a commercial driver/operator to mechanically apply the tack coat emulsion.

e. Billing and Shift Alignment: The vendor's billable shift for this operator and equipment combination is strictly defined as coinciding with, and not exceeding, the standard institutional delivery hours of 6:30 AM to 6:30 PM (a maximum 12-hour window). The government will not pay partial shift premiums, early-mobilization rates, or overtime adjustments if the vendor's operator arrives early or remains in the staging area outside of these defined operational hours.

2.3 Component C: On-Site Logistics Coordinator & Quality Control (QC) Specialist

a. Mandatory On-Site Presence: The Vendor shall provide a designated, experienced On-Site Logistics Coordinator / Quality Control Specialist who must be physically present at the paving site at all times during active project execution.

b. Logistical Management Duties: This individual will serve as the single point of contact between the FBOP Contract Monitor and the Vendor's manufacturing plant. They are responsible for tracking the real-time position of the hauling fleet, pacing arrival schedules at the prison gate, and adjusting dispatch intervals to prevent trucks from bottlenecking at the facility.

c. Quality Control Verification: The Coordinator shall visually inspect and verify the physical condition of every delivery prior to offloading. They must check batch tickets, verify that thermal tarps remained properly secured during transit, and ensure that only submittal-approved SCDOT Surface Type C RAP material enters the facility.

3.0 Mandatory Regulatory Clauses & Protection Framework

The following Federal Acquisition Regulation (FAR) provisions are integrated into this contract to manage risk, define liabilities, and protect the agency from unexpected costs:

3.1 Estimated Quantities Clause (Variation in Area and Volume)

a. Quantities are Estimates: The total pavement surface area of 732,528 SF, the 10,000 tons of hot batch asphalt, and the 14,000 gallons of tack coat emulsion stated in this SOW are approximations and engineering estimates only.

b. Final Variance: The actual square footage prepared and the total volume of materials required may vary based on final field measurements, subgrade depth variations, milling consistency, and real-time project site conditions.

c. Billing Adjustment: The government reserves the right to increase or decrease the final delivered quantities as required by site conditions. The Vendor shall be compensated based on actual quantities delivered and accepted at the established contract unit prices. The Vendor is not entitled to an equitable adjustment or profit markup solely because of a variance between estimated and final values.

3.2 Unforeseen Institutional Contingencies & Security Delays

a. Emergency Prison Lockdowns (FAR 52.242-15 Stop-Work Order): The Contracting Officer (CO) reserves the right to issue an immediate, verbal or written Stop-Work Order due to unexpected institutional emergencies, inmate disturbances, or security lockdowns. Upon receipt, the Vendor must instantly halt all asphalt plant batching and truck dispatches. The government is not financially liable for hot mix material that spoils in transit due to an active security lockdown.

b. Gate Screening Delays: Administrative and physical security screening at the prison gates is a standard condition of performance. Delays at the gate do not constitute a basis for government-caused delay claims or price adjustments.

c. Operational Flow Adjustments: The FBOP Contract Monitor reserves the right to temporarily slow down or pause incoming truck dispatches mid-day based on the real-time pace of the inmate labor crew. The Vendor must maintain active communication between the job site and their plant dispatch engine.

3.3 Adverse Weather & Environmental Constraints

a. Temperature Thresholds: Materials shall only be manufactured, dispatched, and applied when ambient air temperatures are rising above 45°F and the underlying base surface is completely dry.

b. Weather Pauses: The Contracting Officer reserves the right to suspend daily deliveries without financial penalty to the government if rain, high winds, or freezing temperatures threaten the structural integrity of the asphalt application. The 7-day operational window will extend by the exact number of days lost to verified adverse weather.

3.4 Delivery Hours, Calendars, & Lead Times

a. Standard Operational Hours: Regular delivery hours are strictly limited to 6:30 AM – 6:30 PM, Monday through Friday, excluding weekends and federal holidays.

b. Off-Hour Exceptions: Any delivery required outside of standard hours must be requested and formally scheduled at least five (5) working days prior to the start of the work.

c. Authorized Signatures: Only designated FBOP Facilities Department staff members are authorized to receive, inspect, or sign for material deliveries. The Vendor will not be compensated for materials dropped without an authorized FBOP employee signature.

3.5 Risk Allocation & Material Ownership (FAR 52.246-16)

a. Responsibility for Supplies: The Vendor retains total ownership, risk of loss, and financial liability for all asphalt, tack coat, and equipment until the materials are physically delivered, inspected, and accepted at the final paving pad inside the facility.

b. Right to Reject: The FBOP reserves the right to sample and test material batches at the gate.

If a batch fails to meet SCDOT Type C RAP specifications or AASHTO chemical requirements, it will be rejected, and the Vendor must replace it at no additional cost to the government.

4.0 Institutional Security & Gate Pass Protocols

4.1 Contraband & Vehicle Searches: All delivery vehicles are subject to thorough physical searches at the perimeter gates. Weapons, ammunition, alcohol, drugs, and personal wireless electronics are strictly prohibited.

4.2 Photography and Mobile Devices: Delivery personnel are strictly prohibited from taking pictures or recording videos anywhere on the institution grounds, particularly where inmates are present. Cell phones must remain turned off and stored inside the locked vehicle cab at all times.

4.3 Professional Attire (Dress Code): On-site personnel and delivery drivers may wear standard jeans.

However, clothing containing the colors blue, orange, lime-green, or khaki is strictly prohibited to prevent drivers from blending in with inmate uniforms or institutional emergency responses. All attire must be proper and suitable for industrial delivery services.

5.0 Required Contractor Submittals

No material production or truck dispatches shall commence until the Contracting Officer and the Safety Manager have provided written approval for the following submittals:

1. Certified Mix Design: Laboratory certification proving the hot mix asphalt complies with 2025 SCDOT Surface Type C RAP standards.

2. Safety Data Sheets (SDS): Three (3) complete physical copies of Safety Data Sheets for the hot mix asphalt and the AASHTO MP 36-18 tack coat emulsion.

3. Logistics & Fleet Schedule: A comprehensive delivery schedule tracking total truck capacities, vehicle counts (tandem, tri, or quad), and an active driver roster.

4. Manufacturer's Support Agreement: Written confirmation from the backing manufacturing plant guaranteeing production priorities for the duration of the 7-day paving window.