J.1 AHU Filters for HOB SOW 7.30.2024.pdf

Statement of Work – HOB AHU Filters

HOB AHU Filters

Statement of Work (SOW)

Architect of the Capitol (AOC)

House Office Buildings (HOB)

07/30/2024 i

CONTENTS

C.1 PROJECT TITLE

C.2 BACKGROUND

C.3 SCOPE OF WORK

C.4 APPLICABLE POLICIES AND STANDARDS

C.5 TASKS

C.5.1 Tasks

C.6 DELIVERABLES AND DELIVERY SCHEDULE

C.6.1 Kick-Off Meeting C.6.2 Transition-In Plan C.6.3 Order Procedure Roles and Responsibilities C.6.4 Weekly Status Report C.6.5 Monthly Status Report C.6.6 Government Furnished Equipment / Property (GFE/GFP) Inventory Report C.6.7 Transition-Out Plan C.6.8 Instructions for Delivery of Deliverables

C.7 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / QUALITY CONTROL PLAN (QCP)...5

C.8 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

C.9 CONTRACT TYPE

C.10 PERIOD OF PERFORMANCE

C.11 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

C.12 TELEWORK

C.13 OTHER DIRECT COSTS (ODC)

C.14 TRAVEL

C.15 KEY PERSONNEL

C.15.1 Program Manager

C.16 SUBSTITUTION OF KEY PERSONNEL

C.17 PERSONAL SERVICES

C.18 INVOICING

C.19 SECURITY

C.20 SAFETY

C.21 ENERGY EFFICIENCY / COMPLIANCE

C.22 SUSTAINABILITY

C.23 POINTS OF CONTACT

C.24 ACRONYMS

C.1 PROJECT TITLE

The project title is HOB AHU Filters

C.2 BACKGROUND

Established as a permanent office in 1876, the Architect is provided permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The Architect is responsible for the maintenance, operation, development and preservation of 17.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S. Capitol, House and Senate office buildings, the U.S. Capitol Visitor Center, the Library of Congress, the Supreme Court of the United States, the U.S. Botanic Garden, the Capitol Power Plant, and other facilities. The Architect also provides professional expertise with regard to the preservation of architectural and artistic elements entrusted to his care and provides recommendations concerning design, construction and maintenance of the facilities and grounds.

The House Office Buildings (HOB) Jurisdiction manages over 200 AHUs across five different buildings and changes about over XX,XXX AHU filters a year. Those buildings are as follows:

Rayburn House Office Building (RHOB), Longworth House Office Building (LHOB), Cannon House Office Building (CHOB), O’Neill House Office Building (OHOB), Ford House Office Building (FHOB), Cannon House Underground Garage (CHUG), Longworth House Underground Garage (LHUG), and E Street Garage. The purpose of this contract is to provide the HOB Jurisdiction with a supply of specific filter sizes, MERV ratings, and in some cases, specific brand name, filters for all of the AHU’s that the HOB manages.

C.3 SCOPE OF WORK

The contractor shall be responsible for providing to the HOB the following:

• To ensure proposed products fit existing filter racks, the contractor shall survey and verify measurements of all filter racks, quantity and sizes of filters present, and their associated ratings for all AHU’s within the HOB Jurisdiction.

o During surveying activity, the contractor shall bring proposed filter product(s) to test fit in multiple racks. Fit testing will be witnessed and assessed by multiple AOC employees prior to placing any orders.

o The contractor shall compile a database of AHU equipment, to include AHU equipment tag (or in some cases, colloquial name/reference), filter quantities per size and per MERV rating, and include fields for recording last date of order for each unit’s prefilters and last date of order for each unit’s box filters.

o The contractor shall maintain an updated list of AHUs, filter quantities, sizes, and MERV ratings throughout the period of performance. The contractor shall share this with the CO, COR, and Mechanical Systems Branch supervisors on a monthly basis via password-protected attachment in email.

• During the contract year, upon the request of the AOC HOB Jurisdiction, the contractor shall be responsible to deliver specific requested quantities of AHU Filters throughout the year.

• Delivering order filters to the HOB within 5 Business Day of receiving a delivery order from the HOB.

o Filter order shall be delivered on pallets and each pallet shall be designated for one unit only, unless excepted as described below. Each box shall be labeled with building and equipment tag information. and boxes shall packed and wrapped at the contractor’s facility.

Most AHUs should have dedicated pallets with filters only for that AHU, however, multiple AHUs can be combined in one pallet if, and only if, the full packaged quantity of filters for all units can fit in the single pallet (boxes for second or third units do not spill over into another pallet) AND units are located within the same building and geographical area (i.e.

same mechanical room). Each box containing filters shall still be labeled individually with their corresponding equipment designations.

o Packed/wrapped pallets of filters shall be labeled on the exterior with with the information as follows:

Equipment Designation: Building and AHU. (i.e. RHOB AHU 62) Filter Category/Quantity: Indicate Pre or Post Filters and Quantities (i.e.

Prefilters, (12) 24”x24”) Delivery Order Number

• During an “Emergency Filter Order”, the HOB will receive their filter order onsite within 1 day of receiving the emergency filter order from the HOB. Max anticipated quantities for an Emergency Filter Order will be 10 AHUs worth of filters (this includes Pre and Box Filters).

C.4 APPLICABLE POLICIES AND STANDARDS

Standards and Specifications

• AOC Design Standards – 2018

• ASHRAE 52.1: Gravimetric and Dust-Spot Procedures for Testing Air-Cleaning Devices

Used in General Ventilation for Removing Particulate Matter (ANSI)

• ASHRAE 52.2: Method of Testing General Ventilation Air-Cleaning Devices for Removal

Efficiency by Particle Size (ANSI)

• ASME N510: Testing of Nuclear Air Treatment Systems

• IEST-RP-CC001.3: HEPA and ULPA Filters

• IEST-RP-CC007.1: Testing ULPA Filters

• UL 586: High-Efficiency, Particulate, Air-Filter Units

The AHU filter specifications/standards below are as follows:

Pre-Filters:

• Filter Brand – Any Brand.

• Filter Rating – MERV 8.

• Nominal Sizes – 24X24X2, 20X24X2, and 12X24X2

Box Filters:

• Filter Brand – Required (Either Flanders or Camfil):

o Flanders Superflow PCA ASHRAE Particulate Box Style Filter

Model - SF-PCA-4412, SF-PCA-0412, and/or SF-PCA-2412 o Camfil Farr Riga-Flow M14 Filter Models 402994-003, 402994-009, and/or 402994-006

• Filter Rating – MERV 14 or MERV 15

• Nominal Sizes – 24X24X2, 20X24X2, and 12X24X2

All filters must ensure that all filters order meet AOC standards and listed standards before ordering materials.

During the execution of this contract, if one or more filter products specified in the sections above (Pre or Box Filters) becomes discontinued, the contractor may submit a product substitution to the COR of the contract. In the substitution request, the contractor shall be responsible to submit the following information:

• Small explanation document for the reasons for the substitution request and product substitution information on official company letter head.

• Product cut sheets.

• Product informational sheets.

• Physical product substitution samples to be sent to the COR of the contract.

• Physical onsite visit with mechanical branch shop to test fit proposed substituted filters.

The contractor shall not deviate from any of the above documents without express written approval from the contracting officer.

C.5 TASKS

The contractor will be responsible in providing the AOC HOB Jurisdiction the correct amount of AHU Filters for all AHU’s under its care. Below is a list of task that the contractor will need to complete in this contract.

C.5.1 Tasks

Providing AHU Filters (Pre and Final Filters) to the AOC – HOB Jurisdiction.

C.6 DELIVERABLES AND DELIVERY SCHEDULE

C.6.1 Kick-Off Meeting

The contractor shall present a kick-off meeting within seven (7) days after contract award. The presentation shall include an overview of the project team, scope of work, deliverables, transition activities, communication approach, initial risks, and next steps.

C.6.2 Transition-In Plan

N/A

C.6.3 Order Procedure Roles and Responsibilities

The contractor shall submit a Order Procedure Roles and Responsibilities 7 days after award that outlines the project execution, project control approach, roles, responsibilities, cost, schedule, and scope. The plan shall be used to facilitate key decision points, milestones, and communication among key stakeholders.

C.6.4 Weekly Status Report

N/A

C.6.5 Monthly Status Report

The contractor shall prepare a monthly status report. The intended audience includes senior management/executive leadership from the Government, Government Mechanical Branch Supervisors, and Facility Operations Engineers.

Monthly status reports are due by the 5th day of each month for actions that occurred during the previous month and current month.

The contractor shall include historical information for trending purposes, and include the following elements:

• An updated database that is complied by the contractor as described in section “C.3 Scope of Work”.

• Updated list of AHUs, filter quantities, sizes, and MERV ratings throughout the period of performance as described in section “C.3 Scope of Work”.

• Status of Orders – Regular and Emergency Filter Deliveries.

• Current Purchased Filter Stock at Warehouse vs Current Filter Stock Delivered to

HOB AOC.

• Open Issues - Issues and risks summary.

C.6.6 Government Furnished Equipment / Property (GFE/GFP) Inventory Report

Not applicable.

C.6.7 Transition-Out Plan

N/A

C.6.8 Instructions for Delivery of Deliverables

The contractor shall provide all ordering procedures, database reports, monthly reports, etc. via electronic methods, unless directed by the COR to provide hard copies, for review, approval, and appropriate action. Electronic copies shall be delivered via email attachment to the CO and COR as appropriate. The electronic copies shall be compatible with Microsoft Office 2010 or other applications as appropriate and mutually agreed to by the parties. Once created, deliverables and work products are considered the property of the Federal Government.

The deliverables shall be considered final upon receiving Government approval. The Government shall provide written notification of acceptance or rejection of all deliverables within two days of receipt. All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection. Deliverables must be approved by the CO and COR to be considered “accepted.”

Deliverables shall be deemed acceptable if the document adequately covers all required topics, meets general quality measures, and is professionally prepared in terms of accuracy, clarity, format, and timeliness. Quality measures, as set forth below, shall be applied to each work product received from the contractor.

• Accuracy: Documents shall be accurate in presentation, content, and style;

• Clarity: Documents shall be clear and concise;

• Format: Documents shall be transmitted via mutually agreed upon media; and

• Timeliness: Documents shall be submitted on or before scheduled due date.

C.7 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / QUALITY CONTROL PLAN (QCP)

The contractor shall develop a comprehensive program of inspections and monitoring actions, to include a Quality Control Plan (QCP), which is the driving force behind service quality. The QCP, in conjunction with the QASP, is intended to verify that the contractor’s quality control program is working and provides the measures needed to lead the contractor to project success. Once the quality control program is approved by the Government, careful application of the process and standards presented in the QASP will ensure a robust quality assurance program. The contractor shall report surveillance metrics weekly and/or monthly in accordance with the guidance outlined in the PWS. In addition, an updated QCP shall be submitted at the beginning of each optional period of performance.

C.8 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

Under this contract GFE and GFP are NOT authorized.

C.9 CONTRACT TYPE

The contract type for this requirement is anticipated to be a Firm-Fixed Price (FFP). This is a firm-fixed-price contract that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. The contractor is full responsibility for all costs and resulting profit or loss.

C.10 PERIOD OF PERFORMANCE

• Base Contract (September 1, 2024 to August 31, 2025)

• Option 1 (September 1, 2025 to August 31, 2026)

• Option 2 (September 1, 2026 to August 31, 2027)

C.11 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

Work under this requirement shall be performed at a government facility and at the contractors facility. Deliveries for AHU Filters to AOC HOB Jurisdiction will need to be made between the hours of 6:30AM to 3:00PM. Please note that Emergency Delivery Orders can be placed during normal and off hours. Delivery of Emergency Orders can happen during normal operation hours but off hours will need to be coordinated with the AOC.

Emergency Filters Orders and Deliveries may take place off hours.

C.12 TELEWORK

Telework is not authorized under this contract.

C.13 OTHER DIRECT COSTS (ODC)

Other direct costs such as training, materials, etc. are not authorized under this requirement.

C.14 TRAVEL

Travel is not authorized under this requirement. The contractor will not be reimbursed for the travel. No costs for transportation, lodging, meals or incidental expenses incurred by the contractor are authorized nor shall the contractor be reimbursed for travel under this requirement.

C.15 KEY PERSONNEL

The Government has identified the need for One (1) key personnel under this requirement. The contractor shall propose a Program Manager (PM) who meets the required skills outlined below. Required certifications may be substituted with experience, provided a written justification is approved by the Government and the labor rate is reduced by a minimum of 10% for the lack of meeting the certification requirements. All key personnel must exhibit critical soft skills including:

• Excellent active listening and verbal communication skills;

• Strong business writing ability;

• Flexible and adaptable attitude;

• Ability to conform to shifting priorities, demands, and timelines;

• Ability to elicit cooperation from a wide variety of stakeholders; and

• Ability to discuss technical issues with non-technical, executive-level government officials.

C.15.1 Program Manager

The Program Manager shall have overall responsibility of the contract activities to include planning, organizing, directing, controlling, staffing and reporting status, deliverables and schedules to the government.

Required Skills/Experience:

• Five (5) or more years of relevant experience in the sale and acquisition of AHU Filters.

• Five (5) or more years of relevant experience as a Project Manager.

• Technically competent with Microsoft Office 365.

• Experience defining all project activities and milestones required to meet objectives and deliverables, properly sequencing tasks and estimating effort with project team members doing the work, determining the critical path, and leveling the project schedule.

• Experience as a procurement and order specialist.

C.16 SUBSTITUTION OF KEY PERSONNEL

See Clause AOC52.211-2.

C.17 PERSONAL SERVICES

This is not a personal services contract.

C.18 INVOICING

The contractor shall follow the invoicing instructions outlined in clause AOC52.232-1 when submitting invoices. The AOC will approve or reject an invoice within 30 days.

C.19 SECURITY

During the performance of work on this contract, all contractor, subcontractor, and supplier vehicles (including contents) that enter or leave United States Government property will be subject to clearance, inspection, and identification procedures. These procedures are conducted by the United States Capitol Police (USCP), the United States Marshall’s Service, the Supreme Court Police and other law enforcement personnel based on this contract’s performance and delivery requirements.

Unless specified differently by this clause, no vehicles or deliveries will be permitted on the Capitol Campus unless processed at the Off-Site Delivery Center (OSDC) located at 4700 Shepherd Parkway, SW, Washington, D.C. 20032.

All vehicles subject to this clause will be required to report to the OSDC for inspection and clearance. OSDC hours of operation are 4:30 AM until 3:00 PM, Monday through Friday. The facility is closed on all Federal holidays and can be contacted at 202.224.0202.

After being cleared by the OSDC, vehicles will be permitted to continue to their intended location(s) on the Capitol Campus as necessary. Highway travel on and around the Capitol Campus is highly controlled and all vehicles shall comply with any directions or instructions provided by the USCP and/or other law enforcement personnel encountered while traveling with the Capitol Campus.

Based on contract performance and delivery requirements, vehicle entrances and delivery locations on the Capitol Campus are as follows:

• The Ford House Office Building loading dock (200 block of Virginia Avenue, SW).

• The access point for the Rayburn, Longworth, Cannon House Office Buildings (Delaware

Ave. & Washington Avenue, SW).

Prior notification for all exceptions and afterhours deliveries will be processed through the House / Senate Sergeant at Arms, the Architect of the Capitol, USCP Special Events (202-224- 8891), or USCP Construction Security Division (202) 593-7053). The USCP Command Center (202 224-0908) will be notified during the hours that the Special Events Section is closed. Exception example: Time sensitive deliveries and deliveries containing material such as concrete, asphalt, and other materials /goods that may deteriorate over a short period of time. All deliveries for special events/functions in any Capitol Complex, building, must have approval through the House or Senate Sergeant At Arms office prior to inspection at the Off-Site Inspection Center – please call USCP Special Events at the number above.

The contractor shall be responsible for notifying the COR of the contract, 7 calendar days prior to the first delivery under this contract, the contractor shall provide to the COR a letter on company letterhead accompanied by signature of owner, president, or manager the following information:

• List of drivers (in alphabetical order).

• Date of birth for each driver.

• Social Security Number of each driver.

• Vehicle description to include – color, make, model and any signage on vehicle.

• License tag number and state of issuance.

• Driver’s License Number.

• Building(s) to be accessed.

• Company contact person and phone number.

If the contractor does not provide the information on time and/or is incomplete, the delay of delivery will be the fault of the contractor, not the AOC. Changes to the delivery and or delivery information by the contractor after the COR has officially received the information to schedule the delivery, will not be accepted by the AOC. The contractor will be at fault for the misinformation and delay of the delivery, not the AOC.

All contractor employees shall submit an E-Verify form and a United States Capitol Police background check form (CP-491) prior to the performance of work. Contractor employees shall also complete a contractor badging request form. All contractors working on site shall be required to wear an identification badge at all times. On site work may be interrupted because of Congressional events or U. S. Capitol Police requirements. All work to be performed is subject to government interruptions.

The AOC does not follow certain exceptions as described in the E-Verify federal contractor rule.

Contractors are required to use E-Verify to verify that all employees working on AOC contracts are authorized to work in the United States.

C.20 SAFETY

The contractor shall comply with all AOC safety policies and shall require all employees to wear appropriate clothing apparel for the assigned tasks. No sandals or any style of open toe shoes shall be allowed for any position that requires lifting of 5lbs or greater as this would pose a risk of injury.

C.21 ENERGY EFFICIENCY / COMPLIANCE

There are no specific energy efficiency requirements under this requirement. The contractor shall minimize energy use while on a government site.

C.22 SUSTAINABILITY

There are no specific sustainability considerations or concerns under this requirement.

C.23 POINTS OF CONTACT

Contracting Officer

TBD at time of award

Contracting Officer Representative

TBD at time of award

C.24 ACRONYMS

AHU Air Handling Unit

ASHRAE American Society of Heating Refrigerating and Air-Conditioning Engineers

CHOB Cannon House Office Building

CHUG Cannon House Underground Garage

CO Contracting Officer

COR Contracting Officer’s Representative

FHOB Ford House Office Building

FOIA Freedom of Information Act

FOUO For Official Use Only

GFE Government Furnished Equipment

HOB House Office Building

LHOB Longworth House Office Building

LOE Level of Effort

LHUG Longworth House Underground Garage

MERV Minimum Efficiency Reporting Values

OCIO Office of the Chief Information Officer

ODC Other Direct Costs

OHOB O’Neill House Office Building

O&M Operations and Maintenance

POC Point of Contact

POP Period of Performance

PM Program Manager

QASP Quality Assurance Surveillance Plan

RHOB Rayburn House Office Building

SME Subject Matter Expert

SOP Standard Operating Procedure