FY26 UFR NLC Chapel Pew Refresh PWS v2.docx

MEMORANDUM FOR PROSPECTIVE CONTRACTORS

FROM: 5 BW/HC

MINOT AFB, ND 58704

SUBJECT: Northern Lights Chapel Pew Refurbishment, Performance Work Statement (PWS)

1. Overview

1.1. The 5th Bomb Wing Chapel (Government) needs a vendor to refresh the pews in the Northern Lights Chapel on Minot Air Force Base (Government) to serve as a non-personal services contractor to perform the removal of old upholstery and padding and replace with new pew and kneeler upholstery and padding, with the option of refinishing the wood of the pews.

1.2. The Government allows up to 30 calendar days at the start of the contract for the Contractor to prepare the necessary items to begin performance of the Scope of Services outlined in this contract.

1.3. The environment in which this contract is implemented is located on a U.S. Military installation and all employees of the Contractor must be able to be granted base access. The contractor accomplishes the terms of the contract in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for contract termination.

1.4. Terms and Definitions

1.4.1. While the term “Government” applies to the Government as a whole, only a warranted Contracting Officer may supply contract-specific guidance to the Contractor. Only a warranted Contracting Officer may bind the Government to any changes in the terms or conditions of the contract. The Minot AFB Chapel Team may help the Contracting Officer in the administration of the contract.

2. Scope of Work

2.1. The Contractor must remove and dispose of current upholstery and padding on all existing chapel pews and kneelers located in Northern Lights Chapel. A dumpster will be provided by the Government for disposal of removed material.

2.2. The Contractor must install new padding and upholstery to all existing chapel pews and kneelers located in Northern Lights Chapel based on material specifications provided by the Government.

2.3. As an option, the Contractor will include a separate line item (CLIN) in the submitted bid for the refinish or renewal of the current clear-stained wood components on the pews (to include sanding, staining to match existing wood, and applying a protective clear coat). This option is preferred by the Government to be completed within the scope of work of this contract if time and budget allow.

2.4. Pew and Kneeler Specifications:

· Largest Pews: 156” x 16” x 3” (Qty. 32)

· Large Pews: 137” x 16” x 3” (Qty. 2)

· Small Pews: 82” x 16” x 3” (Qty. 2)

· Clergy Seats (Center): 17” x 22” x 3” (Qty. 1)

· Clergy Seats (Side): 16” x 21” x 3” (Qty. 2)

· Kneelers: 72” x 6” x 2” (Qty. 62)

2.5. The cushions for the pews and kneelers are attached to the pews themselves, and the pews are anchored to the floor on a wooden peg system which is bolted to the floor. The work must be done on site. The pews can be removed from the pegs in order to attach new upholstery if required.

3. Invoicing and Payment Terms

3.1. The Payment terms of this contract are NET 30 upon receipt of an accurate and undisputed invoice statement from the Contractor in accordance with the Prompt Payment Act.

3.2. The Government will acknowledge receipt of an invoice and will issue written notice of any dispute within 15 calendar days.

3.3. All invoices will be processed through the Wide Area Workflow (WAWF) system.

4. General Requirements

4.1. The Contractor and all representatives must present a professional appearance proper to the duties performed.

4.2. The Contractor must provide all the tools, materials, and equipment required to complete the work outlined in this PWS.

4.3. The Contractor must clean the work area daily and upon completion of the installation of padding and upholstery.

4.4. The Contractor must complete the work outlined in this PWS with minimal impact to the religious services which are held in the chapel and must stop work during all listed religious service times. Religious service times include, but are not limited to, Monday through Friday from 12:00 pm – 12:30 pm, Sunday 9:00 am – 12:00 pm. Services scheduled outside of the listed times are rare but must be accommodated by the Contractor.

4.5. Performance Evaluation

4.5.1. The Contract Officer Representative (COR) from 5th Bomb Wing Chapel will monitor and inspect the contractor's performance. The contractor will be notified in writing of any and all noncompliance and will be given an opportunity to correct, if possible, nonconforming work. The contractor will be given an opportunity to respond in writing to any notice of noncompliance.

4.6. Base Closure

4.6.1. The Government may stop or delay work at Minot AFB due to weather, exercises, or mission necessities. This requirement is not considered mission essential. The Contractor is not expected to continue work during weather emergencies or national emergencies. The Contractor must listen to local radio, television, or other alerting systems to learn the condition of the base. When applicable the Contracting Officer will let the Contractor know of the delay or closure.

5. Experience Requirements

5.1. The Government prefers a Contractor with experience refinishing the upholstery on church pews.

5.2. The Contractor must have a minimum of three (3) completed large reupholstery projects, such as chapel or other such facilities, and provide evidence of the completion of those projects.

6. Security Requirements

6.1. The contractor is accountable for security and cleanliness of all facilities utilized in conjunction with their programs.

6.2. Base Access

6.2.1. The Contractor must obtain all necessary passes or other items needed for access to the work performance areas. The Contractor must request any necessary contractor passes through the Government by supplying the name, Social Security number, date of birth, work phone, and home phone. To better ensure access, the Contractor must adhere to the REAL ID Act. The Government will send pass requests to the 5th Security Forces Squadron Visitor Control Center for approval and issue.

6.2.2. The Contractor must inform the Contracting Officer as soon as possible if the Contractor is unable to access Minot AFB for any reason.

6.2.3. Failure to meet base access requirements or pass background checks is not a valid reason for excusable delay in performing the contract.

6.2.4. Upon completion or termination of the contract, Contractor must return all passes and IDs issued to Contractor to the Visitor Control Center or Contract Officer.

6.3. Use of Government Provided Facilities

6.3.1. The Contractor must ensure facilities are secured after event usage. Standard security procedures include, but are not limited to, closing windows, turning off lights, securing equipment, and locking doors.

6.4. Weapons, Firearms, and Ammunition

6.4.1. The Government prohibits Contractors from possessing weapons, firearms, or ammunition on their person or in their vehicles while on Minot AFB.

6.5. Motor Vehicles

6.5.1. The Contractor must follow all base traffic regulations. The Contractor must not use hand-held cellular telephones or other hand-held portable electronics while driving on Minot AFB properties.

6.6. Reporting Requirements

6.6.1. The Contractor is required to report any information or situation that they believe could potentially harm the safety of Department of War (DoW) personnel, civilian employees, contractors, or resources. This includes reporting any potential threats to DoW classified or sensitive information. The Contractor must make these reports to a designated law enforcement officer or security personnel.

7. Government Furnished Property

7.1. The Contractor must maintain all Government property provided for the purpose of performing services within the scope of this contract.

7.2. The Contractor will coordinate all support requirements with the Contract Officer.

7.3. Upon completion or termination of the contract, the Contractor must return all property provided to the Government.

7.4. Damage and Loss

7.4.1. The Contractor is required to notify the Government immediately if they cause damage, beyond the demolition work required in this PWS. The Contractor must provide a report detailing the damage or loss, the known cause, and a plan for repair or replacement. If an investigation determines that the Contractor is responsible for the damage or loss, the Contractor must repair or replace the applicable items to original condition at their own expense. The Contractor is financially responsible for any damage they cause to, or loss of, government property. If the Government completes repairs or replacement due to the Contractor's failure to do so, the Contractor will be charged for the costs incurred. The Government may also create a debt against the contract to cover the cost of these repairs.

7.4.2. The Government is not liable for any damage or loss that may occur to privately owned supplies or property provided by the Contractor for the performance of the services outlined in this contract.

7.5. Negligence and Theft

7.5.1. The Contractor is required to notify the Government immediately if they experience theft of provided government property. The Contractor must provide a report detailing the circumstances of the theft. If an investigation determines that the Contractor is negligently responsible for the theft, the Contractor must replace the applicable items to original condition at their own expense.

7.5.2. The Government is not liable for any loss due to theft that may occur of privately owned supplies or property provided by the Contractor for the performance of the services outlined in this contract.