FTQW251108_Code Study_SOW 8 Aug 25.pdf

Code Study Amber Hall & Base Supply - Statement of Work Eielson AFB, Alaska

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STATEMENT OF WORK

FOR

ARCHITECT-ENGINEERING (A-E) SERVICES

TO PROVIDE

Code Study Documents

FOR

AMBER HALL (B3112, 3113, & 3114) & BASE SUPPLY (B3426)

Project No: FTQW251108 08 August 2025

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1.0 INTRODUCTION

Eielson Air Force Base (EAFB) is located approximately 23 miles southeast of Fairbanks, AK.

Building 3112 was originally built in 1953 and has undergone numerous renovations. The building houses multiple base agencies with various functions including the base supply store, offices, and vehicle operations. The building is not on the SHPO historical register, however coordination with Eielson’s cultural resources team will be required prior to any construction activities. The Amber Hall building also includes Building 3113 and 3114.

Building 3426 was originally built in 1993. The building currently functions as Eielson AFB’s base supply and the headquarters for the LRS squadron.

There are several known code deficiencies in Amber Hall and Base Supply, but a full-scale study has not yet been performed on either building. To help identify and prioritize the necessary repairs, a full code study investigation, including a life healthy safety study, needs to be done.

2.0 DESCRIPTION OF SERVICES

The A-E shall perform a comprehensive code study of Amber Hall and Base Supply (B3426). The study shall evaluate each facility’s alignment with current building, fire protection, and life safety codes. The study of Amber Hall shall include Buildings 3112, 3113, and 3114.

The purpose of this project is to provide Eielson AFB with a report outlining the code deficiencies of each building, identify safety risks, show areas of noncompliance and recommend the corrective actions needed.

Amber Hall has a few known deficiencies including but not limited to the fire suppression system not being installed in the Command Post Training Office, the IG work room needing another means of egress, handrails in the stairways are too far apart, and Room 79 and vacant office areas within do not meet the 75ft common path of travel or 200ft travel distance. These deficiencies and their accompanying corrective actions should be included in the report.

Base Supply specifically has shortcomings with the fire suppression system. The report should include the flow requirements needed for each space and the corrections required to the existing suppression infrastructure (i.e. pipes, sprinkler heads, etc.).

As part of the final deliverables, the A-E shall provide construction timelines and cost estimates for the required repairs. Where appropriate and logical, repairs can be grouped into projects, a construction timeline provided for the projects. The A-E is expected to include drawings and photographs with the report.

3.0 SCOPE OF WORK.

The intent of this contract is to conduct and document a code study at Amber Hall and Base Supply. The work shall be divided into three (3) tasks. The Government shall neither approve payment for a task nor issue Notice to Proceed for the subsequent task until all work under the task is complete and the A-E has provided all the listed Contract Deliverable Items applicable to the task.

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Review conferences shall be scheduled by the CO and be held at Eielson AFB. The A-E firm shall attend with all necessary engineering disciplines. Reviewers will submit written comments on the investigation or design. Comments will be provided to the A-E for response prior to the meeting. The A-E may make a presentation at each meeting if necessary for the design or review process. The A-E shall record the proceedings of each meeting and submit a written summary report (minutes) of those proceedings to the CO for written approval. Draft minutes for each meeting, including the responses to each reviewer's comments shall be submitted to the CO within three (3) working days following each meeting.

All contract deliverable items required for each task shall be submitted to the CO at the same time, except for the draft review conference minutes. Approval from the CO shall be obtained prior to the submission of contract deliverable items separately.

3.1 TASK 1 – Work Plan.

The CONTRACTOR is responsible for quality control (QC) of the technical products, reports, and submissions produced under this SOW.

3.1.1. Post-Award Kick-Off Teleconference Call. A post-award kick-off meeting with AF project Point of Contact (POC), Contracting Officer Representative (COR), and Project Manager (PM) will be held within fifteen (15) working days of Notice to Proceed (NTP). The post-award kick-off meeting will include all key team members. AF project POC will provide telephonic access to all groups and no in-person attendance is required. The agenda will include the following activities:

o Review the project SOW and ensure mutual understanding of the work, the schedule, and the deliverables.

o Introduce the Government and CONTRACTOR personnel associated with the project.

o Discuss the CONTRACTOR’s plan for accomplishing the work to include schedule, milestones, data collection requirements, etc.

o Identify any special requirements for interviews, documents, or other information.

o Provide all Government furnished materials needed to perform the work.

o Discuss Installation Access requirements. This will include listing the individuals requiring access and the requirements to ensure PII is submitted in a timely fashion.

3.1.2. Work Plan. The CONTRACTOR shall provide a work plan describing the processes and the timeline for the project to include: the investigation coordination, investigation findings review, the milestone deliverables, and final deliverable. The work plan must be submitted to the 354 CES PM for approval.

3.1.3. Bi-weekly status calls. The CONTRACTOR shall coordinate with the 354 CES PM to schedule a recurring telephonic meeting to update the status of the project after the work plan has been accepted. This will ensure that the project stays on schedule and any issues are addressed immediately. The CONTRACTOR must submit meeting notes after each meeting, no later than two (2) business days after the meeting.

3.1.4. Task 1 Deliverables:

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3.1.4.1. Post-award Kick-Off Teleconference Call.

Post-award Kick-Off Teleconference Call. A post-award kick-off meeting with AF project POC, COR, and PM will be held within fifteen (15) working days of NTP. The post-award kick-off meeting will include all key team members.

3.1.4.2. Work Plan.

The CONTRACTOR must provide digital work plan within fifteen (15) working dates of

NTP.

3.2 TASK 2 – Investigation. The CONTRACTOR shall conduct an investigation of Amber Hall and Base Supply to identify all the code deficiencies throughout the buildings. The primary focus for both facilities will be life health safety deficiencies to include fire code deficiencies or inadequate suppression system design, however all code deficiencies should be noted.

The investigation will consist of three sub-tasks: Data Gathering, Information Processing, and Report Preparation/Presentation including a summary of deficiency types identified and a recommended prioritization of addressing the deficiencies. The report shall also include suggested corrections with construction timelines and cost estimates. When logical, corrections shall be grouped as projects for future execution.

3.2.1. Existing Data Review. All data collection will be at Eielson AFB in buildings 3112, 3113, 3114, and 3426.

3.2.1.1. Reference Drawings.

The CONTRACTOR has been provided with existing PDF As-builts (Attachment A), but CAD drawings shall be provided at CONTRACTORs request. Existing CAD drawings and reference drawings will be reviewed. These include “floor plan” drawings of individual buildings.

3.2.1.2. Historical Documentation.

The CONTRACTOR shall review and request any additional historical documentation available. This shall include previous inspection reports. The CONTRACTOR shall annotate prior deficiency findings and confirm during site investigations if corrective actions have been performed or if the deficiency is outstanding.

3.2.2. Data Gathering and Information Processing. All data collection will be at Eielson AFB in Building 3112, 3113, 3114, and 3426.

3.2.2.1. Project Kick-Off Meeting.

In conjunction with the start of fieldwork, the project kick-off meeting will be held in-person at Eielson AFB, AK. The CONTRACTOR must contact the 354 CES PM and CO to coordinate and schedule a project kick-off and coordination meeting. The CONTRACTOR must provide a proposed activity schedule, explain the intended approach, and provide additional information helpful in initiating the effort. The 354 CES PM and POC(s) will

5 of 10 For Official Use Only - FOUO provide any applicable unique data for the investigation and respond to technical inquiries concerning 354 CES unique computer requirements. The CONTRACTOR PM must conduct the meeting and help explain the goals and objectives of the investigation.

The 354 CES PM will provide the meeting location, notify representatives from all the subordinate units and facility occupants under each of the units affected by survey activities, provide any required data for the survey, and respond to any technical questions about installation-unique computer requirements. The Contractor must submit project Kick-Off Meeting minutes to the 354 CES PM and CO within two (2) days of the meeting.

3.2.2.2. Survey of Facilities.

The CONTRACTOR must survey the rooms/portions of each facility.

Survey of Building Interiors, exteriors, and storage facilities adjacent to facilities.

1. Verify Floor Layout. Verify permanent walls, locations of doors, the net usable area of each room, functional use, category code, how many people are occupying the space.

2. Perform a detailed investigation to identify all code deficiencies. Focus areas include:

a. Occupancy and Construction

i. Occupancy classification and construction type

ii. Building height and allowable area per code

b. Fire & Life Safety Elements

i. Fire-rated assemblies, fire barriers, and exit closures

ii. Exit signage, egress lighting, and visibility

iii. Exit quantity, width, and arrangement

iv. Travel distances and identification of dead-end corridors

v. Fire alarm and fire suppression systems

vi. Emergency power systems and functional alarm testing

c. Accessibility & MEP Systems:

i. Accessibility per ADA/ABA guidelines

ii. Mechanical, electrical, and plumbing systems as they relate to code requirements

d. General Compliance:

i. Comparison of existing conditions against relevant UFC, IBC, NEC, NEPA, and IMC provisions

ii. Documentation of any noncompliant features with photographic evidence and annotated floor plans

3.2.3. Investigation Report. The CONTRACTOR shall provide a detailed report summarizing the on-site investigation and findings. The report shall include, but is not limited to:

Summary outlining the project background, methodology, and overall findings.

A system-by-system and room-by-room breakdown of code deficiencies, safety risks, and areas of other noncompliance

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Annotated floor plans identifying key safety paths, fire-rated barriers, and exits. Include any violations in the annotations.

Narrative assessment identifying specific code sections, observed deficiencies, and areas requiring corrective action.

Photo documentation within the report or as an attachment supporting each finding.

Matrix attachment identifying each issue, applicable code reference, severity of risk, and recommended prioritization of correction.

3.2.4. Investigation Review Meeting. The CONTRACTOR shall hold an investigation review meeting following all investigative work and delivery of the draft investigation report to discuss the findings and discuss corrective actions prior to preparing the formal report. The CONTRACTOR shall attend the investigation review meeting at Eielson AFB, take attendance and minutes, and answer review comments. The investigation review meeting shall be scheduled through the CO. The meeting will be attended by the Government’s project engineer, engineering staff, representatives of the reviewing and using agencies, interested parties, and the CONTRACTOR’s project manager and necessary staff. Reviewers will submit written comments that will be provided to the CONTRACTOR for response.

3.2.5. Task 2 Deliverables.

3.2.4.1. Project Coordination Teleconferences and Status Updates.

Project coordination teleconferences should occur biweekly. Minutes must be submitted by the CONTRACTOR in digital form via email. Meeting minutes will include meeting attendees, decisions made, and action items per the POC. The document must be in MS Word (current version) or Adobe PDF (current version) and be sent to the Installation 354 CES PM, POC, and COR.

3.2.4.2. Investigation Report

3.2.4.3. Investigation Review Meeting Minutes.

The CONTRACTOR must provide digital meeting minutes no later than two (2) business days after each meeting to the 354 CES POC and the PM via email.

3.3. TASK 3 – Corrective Actions Report.

The Contractor shall provide the Government the following deliverables. A review shall be held after all deliverables have been received. Any Government comments shall be addressed and revised deliverables will be provided. All draft reports shall be delivered electronically via DoD safe. The final reports shall be delivered electronically, as well as two (2) paper copies, in accordance with Section 4.3 below.

3.3.1. Recommended Corrective Actions Report. The CONTRACTOR shall develop and prepare a report identifying the corrective action needed for each deficiency. Where logical and appropriate, corrective actions shall be grouped together for future project breakout. This report shall include an estimate construction timeline and cost estimate for each corrective action or grouping identified. The CONTRACTOR shall provide a recommended prioritization of the corrective actions taking into consideration mission needs, safety risks, and estimated cost.

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For deficiencies requiring more extensive repairs where there may be more than one course of action (COA), the CONTRACTOR shall include up to three (3) recommended COA’s.

3.3.2. Review Conference. A review conference shall be held following the receipt of the Investigation Report and Recommended Corrective Actions Report. The CONTRACTOR shall attend the review conference at Eielson AFB, take attendance and minutes, and answer review comments. The review meeting shall be scheduled through the CO. The meeting will be attended by the Government’s project engineer, engineering staff, representatives of the reviewing and using agencies, interested parties, and the CONTRACTOR’s project manager and necessary staff. Reviewers will submit written comments that will be provided to the CONTRACTOR for response.

4.0 Submittals And Deliverables

The Contractor is required to provide documentation and reports at various stages of the project to ensure accountability, transparency, and adherence to the scope of work. Deliverables shall be submitted in electronic format (e.g., PDF, Word, Excel, GIS files) via the designated document management system.

4.1 Task 1 – Investigation

4.1.1 Post-award Kick-Off Teleconference Call: A post-award kick-off meeting with Government will be held within fifteen (15) working days of NTP. The post-award kick-off meeting will include all key team members.

4.1.2 Project Coordination Teleconferences and Status Updates: Coordination meetings with the Government shall be conducted as needed to discuss progress and any roadblocks.

4.1.3 Meeting Minutes: Meeting minutes will include meeting attendees, decisions made, action items per the POC. The document must be in MS Word (current version) or Adobe PDF (current version) and be sent to the 354 CES Project Manager (PM) and 354 CONS Contracting Officer (CO) by the Contractor in digital form via email.

4.1.4 Progress Reporting (Required): The Contractor shall submit monthly progress reports detailing the status of the investigation phase, challenges encountered, and preliminary findings.

4.1.5 Quality Control: The Contractor shall document quality control checks, including verification of data accuracy and completeness.

4.2 Task 3 – Investigation

4.2.1 Draft Submittal: The Contractor shall submit a draft report for Government review outlining investigation findings. The Government will have a 21-calendar day review period.

4.2.2 Review meeting: A review meeting with Government will be held for the draft submittal.

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4.2.3 Meeting Minutes: Meeting minutes will include meeting attendees, decisions made, action items per the POC. The document must be in MS Word (current version) or Adobe PDF (current version) and be sent to the 354 CES Project Manager (PM) and 354 CONS Contracting Officer (CO) by the Contractor in digital form via email.

4.2.4 Progress Reporting (Required): The Contractor shall submit monthly progress reports detailing the status of the project phase and challenges encountered.

4.2.5 Final Submittal: After addressing Government comments, the final deliverables shall be submitted.

4.3 Task 3 – Corrective Actions Report

4.3.1 Draft Submittal: The Contractor shall submit a draft report for Government review, including all recommended corrective actions. The Government will have a 21-calendar day review period

4.3.2 Review meeting: A review meeting with Government will be held for the draft submittal.

4.3.3 Meeting Minutes: Meeting minutes will include meeting attendees, decisions made, action items per the POC. The document must be in MS Word (current version) or Adobe PDF (current version) and be sent to the 354 CES Project Manager (PM) and 354 CONS Contracting Officer (CO) by the Contractor in digital form via email.

4.3.4 Progress Reporting (Required): The Contractor shall submit monthly progress reports detailing the status of the project phase and challenges encountered.

4.3.5 Final Submittal: After addressing Government comments, the final deliverables shall be submitted.

5.0 Contract Requirements.

5.1. Government Review and Comment Resolution. The Government will review all submittals identified under this task order. Formal comments generated during the review will be provided to the CONTRACTOR. Both parties will discuss these comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review.

5.2. CADD and GIS Developments, Performances and Recording. All documentation created by the CONTRACTOR in the development of the reports shall be delivered to the Government at the conclusion of the contract via DoD Safe or DVDs. The DVDs shall provide all text and graphic data of the Reports in MS Word format, MS Excel, and Adobe .pdf format. If applicable, the CONTRACTOR shall deliver the GIS data in an ESRI file geodatabase IAW the latest AF Adaptation version of SDSFIE for a seamless import of data into the appropriate HQ, MAJCOM, and/or Installation GeoBase Enterprise database.

MS Word deliverable with embedded graphics should also provide those graphics as separate files, suitable for quality scalable printing purposes (jpg, gif, tif, dwg, etc.). Deliverables intended for interaction with other databases or GeoBase feature classes or “layers” (i.e., file geodatabases, etc.)

shall comply with the Open GIS Consortium (OGC) guidelines for interoperability on multiple systems.

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GIS deliverables shall comply with AFCEC GIO published guidance in the “Data Dictionary” and/or latest Air Force Adaptation Documents, latest version of the AF Adaptation of SDSFIE for GIS data, current editions of AutoCAD 2020 and Civil 3D for CAD data, and Federal Geospatial Data Committee (FGDC) metadata standards per the ArcPro template.

All data associated with GeoBase is solely owned by the Government. As such, for purposed of security the Contractor shall turn over all information to the Government and delete the data from their systems.

5.3 Contract Deliverable Items. The complete project reports shall be delivered in PDF format, electronically via DoD safe. The cost estimate shall be submitted in the following formats: A PDF of the cost estimate report, a native file in either PACES or MII, and an Excel file. The reports shall cite specific code references, assumptions, calculation sources, data sources, etc. Calculations and data shall be presented in a neat and logical progression. Cost estimate provided shall be marked “FOR OFFICIAL USE ONLY” and prepared using accurate data reflecting construction costs in the Fairbanks, Alaska area. The estimate shall also reflect accurate costs associated with the particular requirements of constructing on Eielson AFB.

The hard copy final reports shall be bound and prepared (typed or legibly printed) on 8-1/2”x11” bond paper or standard company form, with 1” left and right margins.

6.0. General Requirements.

6.1. Quality Assurance/Quality Control (QA/QC).

6.1.1. Oversite. CONTRACTOR shall provide QA/QC Oversight of field activities.

6.1.2. Data and Analysis Support. The CONTRACTOR shall assist in the technical review of work products, including site data, analytical data, and reports. This assistance shall include an assessment of the accuracy of data and validity of analyses and interpretations of results generated by others in support of the AF mission. The CONTRACTOR shall assist in the analysis of technical comments provided by regulatory agencies and stakeholders IAW appropriate laws and regulations and make recommendations to the government concerning their disposition.

6.1.3 Design Documents. The CONTRACTOR shall provide a complete investigation report and correction actions report to the government as specified in previous sections of this SOW. The reports shall be of the highest professional quality and shall provide the basis of, as well as options for, the design. Each sheet of the reports shall be sequentially numbered and shall carry the title of the project, date, and the designer’s name.

6.2. Communication and Interaction.

The CONTRACTOR will engage appropriate installation POCs to collect required reports, studies, documents, photographs, and electronic files required for the preparation of the deliverables. Where possible, these documents should be collected in electronic format.

6.3. Work Site Coordination.

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6.3.1. Work Site Activities. The CONTRACTOR shall coordinate work site activities to ensure the protection of human health and the environment; the prevention of damage to property, utilities, materials, supplies, and equipment; and the avoidance of work interruptions. The CONTRACTOR shall provide physical security to the work area with security equipment and personnel as specified in this SOW.

6.3.2. Compliance. The CONTRACTOR must comply with Occupational Safety and Health Administration (OSHA) safety and health regulations and local safety office requirements. The CONTRACTOR is required to provide the CO copies of any OSHA report(s) submitted during the duration of the SOW.

6.3.3. Work Clearance Permit (AF103). Prior to the CONTRACTOR starting any on-site investigation, an approved AF103 will be required. This electronic request will be submitted by the 354 CES PM, but the CONTRACTOR will be responsible for notifying the PM a minimum of fourteen (14) business days prior to beginning work on-site.

7.0. Applicable Documents.

The CONTRACTOR shall identify and comply with all applicable federal, state, and local statutes;

manuals, handbooks, regulations, guidance, and policy letters.

8.0. Place of Performance.

CONTRACTOR facilities and Eielson AFB, AK.

9.0. Security Requirement.

No access to classified material is expected to be required. CONTRACTOR must be eligible to obtain DoD Common Access Card.

END OF STATEMENT OF WORK

ATTACHMENTS:

1. Appendix A – Amber Hall As-Builts

2. Appendix B – Base Supply As-Builts