Fuel Managment SOW.pdf

APPROVED 5/22/2024 SCRO

STATEMENT OF WORK

FCI THREE RIVERS - B&F PROJECT 24Z5AS9

Replace Fuel Management System

I. SPECIFICATIONS:

A. INTRODUCTION

The Federal Bureau of Prisons (FBOP), Federal Correctional Institution (FCI) Three Rivers, Highway 72 West, Three Rivers, Texas, 78071, intends to make a single award to a responsible entity that will provide all necessary equipment, labor, materials, and incidentals to replace a fuel management system.

Currently, there are two- 30 year old fuel dispensers, one diesel dispenser (Model 785KX Serial #HSAT007872) and one gasoline dispenser (Model 9153KX Serial #HSAT007873). They are both missing rubber seals and the door latch and lock are inoperable. Both dispensers have chipped paint and have rusted out. The fuel nozzle hold and selector level are loose on both fuel dispensers. A Petro Vend OPM AFCTM Fuel Control System will also be replaced. The fuel control system is inoperable. The key encoder does not make reading. All replaced equipment must meet or exceed current fuel system listed equipment specifications.

Bids for this project shall be complete and provide a fully operational installation in accordance with the requirements herein.

B. SCOPE OF WORK

Remove power from dispensers and Fuel Management System (FMS). Disconnect and remove existing fuel dispensers and FMS to install new dispensers and FMS. Reconnect existing electrical wire to each unit and install FMS operation software onto customer furnished PC or server. Install wireless communication antennas on FMS and building. Start-up FMS and dispensers to calibrate new dispensers to “O” CC’s on meters. Test dispensers for any leaks. Assist and train operating personnel on FMS.

The Contractor shall provide all equipment and all accessories at the fuel management site to make it operational as per this Statement of Work. The Contractor shall maintain all equipment, components, and all accessories. needed for fuel management system.

C. REFERENCE DOCUMENTS

Attached reference drawings/pictures are provided for general information and the Contractor’s benefit only. Actual equipment installation and existing conditions may vary.

ATTACHMENT A – Work Site Location ATTACHMENT B – Front View of Fuel Pump Station ATTACHMENT C – Individual Equipment View ATTACHMENT D – Garage Office Box 1 ATTACHMENT E – Garage Office Conduit ATTACHMENT F – Interior Garage Box 2 ATTACHMENT G – Exterior Garage Box 3

ATTACHMENT H – Pump Station Box 4 ATTACHMENT I – Garage Detail ATTACHMENT J – Pump Station Detail

D. QUALITY ASSURANCE/INSTALLATION REQUIREMENTS

C.1 Installation Requirements

1. Install in accordance with manufacturer's instructions and the National Electric Code.

4.2 WARRANTY

A. One-year warranty after start-up, or eighteen months from date of install, whichever occurs first. Warranty to include coverage for defects in material and workmanship.

D. UTILITIES

The FBOP will provide water, use of restrooms and minimal electricity service (120V) for small hand power tools including battery chargers. The contractor will provide all other equipment, supplies and materials needed to complete this project.

E. TESTING AND ACCEPTANCE

The Contractor shall notify the COR five (5) days prior to the final system testing and certification so that arrangements can be made to have BOP required staff available to observe testing. A complete plan detailing test procedures must be submitted to the Contracting Officers representative (COR) in advance for final check out and testing of the complete system.

Provide the services of the manufacturer's field representative to inspect target system installation and submit report prior to start-up, verifying installation is in accordance with specifications and manufacturer's recommendations.

F. HOUSEKEEPING AND MATERIAL DISPOSAL

The contractor awarded the contract will be responsible to ensure the premises are kept clean and free from accumulations of waste materials and rubbish at all times. The contractor will remove all debris, scrap, and rubbish from the work area daily. Surplus materials and all equipment shall be promptly removed from the site upon completion of the work. The Contractor shall be responsible to remove all debris and waste materials from the job site at FCI Three Rivers upon conclusion and acceptance of the project. These items must be disposed of in accordance with all Federal, State, and local laws.

G. SUBMITTALS & TRAINING

Submittals:

1. The contractor shall provide written submittals to the COR describing recommended equipment within (15) days from receiving the Notice to proceed for approval.

2. All security clearance paperwork/documentation shall be submitted to the COR a minimum of (14) working day prior to the start of work (see below).

3. The Contractor shall prepare and provide to the COR for approval, PDF file specifications of all material and products prior to their use. Submittals will be prepared as PDF package and transmit to Government by sending via email.

Contractor shall also provide three (3) copies of the Safety Data Sheets (SDS) on all materials and substances that may be used during the course of the project. In the event the material is not approved by the Safety Manager, it shall be the responsibility of the Contractor to locate and procure an alternative product. The Contractor shall create and maintain a comprehensive submittal register using form ENG 4288-R or similar, to track status and disposition of all submittals, anticipated and already provided, to the FBOP. All submittals shall be transmitted to the COR in electronic PDF format, except sample installations and panels, using transmittal form ENG 4025-R or similar.

4. Submittals containing deviations from contract requirements shall be clearly marked, require CO approval, and may be considered where advantageous to the FBOP in the form of improved quality, time, or cost.

5. FBOP approval of a submittal shall not relieve the Contractor of the responsibility for meeting contract requirements or for any error that may exist, as the Contractor is solely responsible for ensuring information contained within each submittal accurately conforms to the requirements of the contract documents.

6. For security and safety purposes, forty-eight (48) hour advance notice in writing, prior to disruption to the system must be given to the Contracting Officer and COR.

7. Provide complete narrative descriptions of all system operations.

8. The contractor shall provide an Installation Certification of the completed and tested systems that contains an affidavit signed by the contractor and manufacturer’s representative, notarized, certifying that the complete systems meet the contract requirements and is fully operational per the manufacturer's recommendations.

9. Any deviations from this Statement of Work will be considered a Change Order Request and must be authorized through the institution’s Contracting Officer prior to the implementation of the requested change.

10. It is the Contractor’s responsibility to repair and/or replace any Government property damaged by contractors/subcontractors employees. Damage will be corrected and restored to previous condition at no cost to the Government.

11. It shall be the Contractor’s responsibility for obtaining all measurements and data requirements to comply with manufacturer’s installation recommendations. All installations must be in accordance with product manufacture’s recommendations.

Training:

Upon completion of the installation, testing, and acceptance by the Government, the contractor shall provide operation/maintenance manuals for each piece of equipment/system installed.

The contractor shall furnish manufacturer’s factory-certified training and provide system certification for a minimum of two (3) Bureau of Prisons employees, thus enabling them to maintain and repair all equipment and systems.

II. CONTRACTOR SECURITY/WORKING REGULATIONS

A. Work Hours:

Work Hours for the contractor are 8:00 AM – 3:00 PM, Monday - Friday, excluding weekends and federal holidays. Any work required to be completed at any other time than noted above must be requested in writing to the COR five (5) working days prior to the start of the work. In the event of any equipment being replaced that would result in downtime of the normal orderly running of the institution, alternate work hours may be authorized in accordance with the time frame stated above.

Access to the site will be available during normal working hours except during emergencies. It shall be the responsibility of the Contractor to familiarize himself, his employees, and his subcontractors of the working hours and conditions in the correctional facility, as working hours may not constitute a full eight-hour workday. The Government assumes no responsibility to the Contractor nor to any of his subcontractors for shorter hours due to institutional emergencies or entry and/or exit of workers necessitated by normal institution routines.

Contractors should plan for a minimal amount of time accrued for security considerations, i.e., check-in screening, delay due to inmate movements, institution lock-down, institution emergencies, etc. In the event of an institution emergency, the Contractor will be instructed to secure all work, secure and stow all tools, equipment and materials, and the Contractor will be escorted out of the institution. Work will resume once the institution emergency passes.

B. Delivery of Materials:

All construction materials/equipment required for work on this project is required to be processed by the Contractor and coordinated with the institution COR for temporary storage.

Any construction related deliveries which are directly shipped to the contractor can be received between the hours of 8:00 a.m. to 2:00 p.m., Monday through Friday, excluding Federal Holidays. At no point will a Bureau of Prisons (BOP) staff member receive or sign for a delivery if the contractor or his representative is not present to verify and accept the delivery.

Under no circumstances will FCI Three Rivers or its staff be responsible for the acceptance of any Contractor or company deliveries. The contractor shall be responsible for providing their own means of loading and unloading contractor material or equipment.

The contractor shall not use the institution entry/driveway for the loading, unloading, or storage of any materials and equipment. The contractor will not impede/block the driveway at any time during or after the work shift.

C. Storage of Materials and Equipment:

All construction materials/tools shall be stored in a designated area mutually agreed upon between the COR and the contractor. If required, the storage area will be a secure lockable gang box or similar, size to be determined by the contractor and the COR. If required, the contractor shall provide a securable, single point access storage container, such as a Job or Gang Box that will be left in the agreed upon storage area for the duration of the project. Size of the storage container will be determined by the contractor and the COR. The container will be secured using a padlock protocol with two locks to secure it. One shall be a contractor lock and the other lock provided by the institution. If necessary, a heavy duty chain provided by the contractor may be used to facilitate the locking requirement. All materials and equipment stored within the container will be maintained in a safe an orderly fashion

If required, all tools will be inventoried prior to entering the institution and will be inventoried back in to ensure accurate accountability when exiting the institution at the end of each work day.

Materials cannot be stored at a height that would create a fall hazard. If required, all tools will be inventoried prior to entering the Institution. At the start of each work day all tools will be inventoried out on a daily tool inventory sheet and at the end of the work day all tools will be inventoried back in to ensure accurate accountability of all tools at the end of each work day.

All contractor owned extension cords that will be used during the project, regardless of length, shall be in good condition with no broken outer Insulation. Extension cords are considered a “high risk” tool having a Federal Bureau of Prisons’ tool classification of Double A. All contractor owned extension cords used for this project will be required to exit the institution at the end of every work day for the duration of the project.

All contractor owned ladders approved for use within the institution, regardless of the size, shall be stored in a pre-determined area and secured to a stationary fixture with a heavy link chain and lock which would prevent removal.

D. Security Clearance/Contractor Badges:

The contractor shall provide the COR with all the necessary security clearance documents for all contractors and subcontractor employees accessing the institution and be security cleared for badging within 14 days of receiving the Notice to Proceed, as stated above. Security clearance documents will only be accepted from the prime contractor. If submitted by a sub-contractor, they will be rejected. It is the prime contractor’s responsibility to review security clearance submissions to ensure they are complete.

In the event a contractor or subcontractor employee cannot pass the security clearance process, it will be the contractor’s responsibility to provide another candidate. By law the BOP cannot, and will not, release any information to the contractor concerning the nature of why a contractors or subcontractor employee was not able to pass the security clearance process.

All contractors/subcontractors working at FCI Three rivers will be issued and required to wear a picture ID/contractor badge provided by the institution. For security reasons, the badge will be worn in a visible manner as directed by the

COR.

All contractors and subcontractor employees will provide a check list of all employees on site each day to the COR, verifying the number of workers on site each day and that all workers are approved to be on site.

E. Safety and Personal Protective Equipment:

All contractors and employees shall have and wear the required personal protective equipment (PPE) prescribed by industry standards at all times while on the job site. It is the responsibility of the contractor to provide all PPE equipment. If required, all ladders regardless of the size shall be stored, and secured to a stationary fixture with a chain and lock in a predetermined area, in a way that they cannot be removed. If ladders are required, immediately consult with the COR to ensure that he or she can make timely notification to appropriate institution staff. Should a system require Lock-out/Tag-out, the system will be required to have both Contractor and FCI Three Rivers locks on the isolation point to prevent shock. All Lock-out/Tag-out procedures will be in compliance with the institution Lock-out program.

F. Additional Considerations:

1. Contractors will NOT be allowed to bring cell phones, cameras or two way pagers into FCI Three Rivers. The Facilities Department maintains a digital camera that will be utilized by BOP staff to document the project work. The Contractor may request copies of these documentation photos for record keeping.

2. Contractor will be permitted to wear jeans in the institution, however, shorts, green or khaki-color clothing will not be allowed. The clothes will be proper and suitable for the services that are being provided.

3. Lunches will be consumed at the work site. Contractor shall ensure they have everything they need for their lunch when they check-in first thing in the morning.

4. Federal smoking policy on Federal property states that smoking is only allowed in outdoor designated areas. This policy will be strictly enforced.

Gasboy 785KX SER #HSAT007872

Gasboy 9153KX Serial #HSAT007973

Petro Vend OPM AFCTM Fuel Control System

Box 1

Conduit

Interior Garage

Box 2

Exterior Garage

Box 3

Garage