IT Server Room Mold Remediation (4.9.2025).pdf

Version 4/09/2025

Statement of Work

Project Title: IT Server Room Mold Remediation

Background:

The U.S. Election Assistance Commission (EAC) is an independent, bipartisan commission whose mission is to help election officials improve the administration of elections and help Americans participate in the voting process. EAC seeks the remediation of fungal growth in the server room.

Scope of Work The contractor shall serve as a general contractor, responsible for coordinating all work with equipment owners, and provide all labor, materials, equipment, and supervision to execute the following tasks in accordance with industry best practices and applicable regulations:

Pre-Construction Activities

- Secure all required building permits and approvals in compliance with Washington, DC construction laws and regulations.

- Coordinate with building management for access and work hours.

- Establish containment areas and dumpster location to minimize disruption to facility operations and pedestrian traffic.- Install temporary protection measures for demolition activities to prevent debris contamination.

- Coordinate with the EAC’s IT personnel for the development of the equipment removal schedule.

- Coordinate for the work schedule and related power and IT outages with EAC vendors:

Kastle, Comcast/Xfinity, and Verizon.

Mold Remediation

- Install containment systems using containment poles and zippers.

- Establish and maintain a negative air pressure environment using HEPA air scrubbers to the server room.

- Clean and sanitize affected drywall areas, or remove affected drywall areas if necessary (approximately 40 linear feet).

- Clean and sanitize electronic equipment, including:

- Disconnect and inventory all server equipment.

- Transport equipment to a certified cleaning facility.

- Perform specialized cleaning of electronic components.

- Apply antimicrobial treatment to approximately 762 square feet.

- HEPA vacuum all surfaces.

- Perform content manipulation and protection as needed.

Restoration Work

- Replace and install new drywall patches.

- Perform mold remediation of affected areas.

- Paint the server room area (approximately 1,000 square feet).

- Perform final cleaning of the work area and server room (confirm all residual contaminants are removed).

Technical Requirements Environmental Controls

- Maintain negative air pressure during remediation.

- Utilize HEPA filtration systems.

- Continually monitor humidity levels throughout the project.

- Ensure proper containment of the work area.

Equipment and Materials

- All cleaning agents must be appropriate and safe for use around electronic equipment.

- All materials must comply with federal and local building codes.

Quality Control

- An industrial hygienist inspection and testing are required:

- Pre-remediation testing (4 swabs + 4 air quality samples).

- Post-remediation testing and clearance.

- All work must meet industry standards and best practices.

- Final inspection is required before Contract closeout.

Schedule and Working Hours

- All work is to be performed during normal business hours.

- Estimated project duration:

- 5 working days for remediation.

- Equipment cleaning : 3 business days.

- A minimum of one week’s advance notice is required to initiate work.

Deliverables

- Daily progress reports detailing completed work and next steps.

- Pre- and post-remediation test results.

- Final clearance report from the industrial hygienist.

Special Requirements

- The contractor must provide a copy of Builder's Risk insurance prior to beginning work and maintain the insurance throughout the duration of the contract.

- All workers must have appropriate PPE readily available while in the HVAC area.

- The contractor is responsible for debris removal and disposal.

- The contractor will be responsible for final equipment reinstallation.

Exclusions

- Cost associated Building permits and expediting fees.

- Performance and payment bonds.

- Utility company or municipality fees.

- Temporary cooling or heating during equipment replacement.

- Temporary electric and water usage.

- Work conducted outside of standard business hours (night or weekend work).

- Areas beyond the designated server room.

Project Management The contractor shall:

- Provide a dedicated project manager or point of contact to oversee contract execution.

- Attend daily progress meetings upon request by EAC.

- Maintain daily logs of all completed activities and provide upon request.

- Respond promptly questions on aspects of the work completed upon requested.

Safety Requirements

- Comply with all Occupational Safety and Health Administration (OSHA) regulations.

- Maintain proper containment of the work area.

- Ensure proper use of PPE by all onsite personnel.

- Maintain a clean and safe work environment.

- Properly dispose of contaminated materials in accordance with federal and local disposal regulations.

Close-out Requirements

- Perform final cleaning of all affected areas.

- Remove all temporary protection.

- Conduct a final inspection by the industrial hygienist and provide the results.

- Submit all other contract associated warranty documentation.