NWWV93812300077 SOW 07122023.pdf

STATEMENT OF WORK

NATIONAL WEATHER SERVICE

Alaska Region

NWWV93812300077

Juneau Weather Forecasting Office

Replacement of Building Fire Alarm System

PROJECT IDENTIFICATION

Project Name: Replacement of Building Fire Alarm System at the Juneau Weather Forecasting Office

Place of Performance:

National Weather Service Weather Forecast Office 8500 Mendenhall Loop Road Juneau, AK 99801

The successful offeror shall furnish personnel, materials, equipment, services, and facilities (except otherwise specified) to perform this Statement of Work (SOW) in support of the National Oceanic and Atmospheric Administration/National Weather Service (NOAA/NWS) in Alaska (AK). This SOW is not intended to define all elements of a complete project, nor will it direct the contractor on how to achieve the desired results. It is incumbent upon the contractor to provide a complete project that conforms to all applicable standards, codes and requirements dictated by industry, regulatory bodies and federally mandated practices.

This SOW requests that the contractor provide a replacement fire alarm system for the Juneau Weather Forecasting Office (Juneau WFO) in Juneau, AK.

1.0 PROJECT BACKGROUND

The existing fire alarm was installed in 1998. The fire alarm is an EST-1 with conventional initiating devices. The existing fire alarm system is outdated and the Fire Alarm Control Panel (FACP) is failing. The building is non-sprinklered.

To replace any of the equipment or systems mentioned above at the project site, operations of the Juneau WFO are not permitted to be disrupted. Provision of continuity of Fire/Life Safety (via fire watch) during replacement occurs will be required. The Juneau WFO facility is in use 24/7/365 and thus this infrastructure sees potential use during all periods of the day/day.

2.0 GENERAL REQUIREMENTS

Requirements in this section shall apply to all project stages described in the Scope of Services section.

In the best interest of the project, NOAA/NWS expects the Contractor to work in collaboration with the entire Project Delivery Team. The Contractor shall provide NOAA/NWS with sound management advice regarding all services to be performed on this project under the SOW. The project goal shall be to achieve the best quality and value while controlling schedule and budget.

The Contractor shall exercise due diligence to ensure that the project meets applicable requirements, codes, regulations, standards, and the project documents.

The Contractor shall establish and maintain communication and professional relationships with NOAA/NWS agency representatives, and all Project Delivery Team members throughout all project stages. Members of the Project Delivery Team include Facilities Management at NOAA/NWS Alaska Region Headquarters located in Anchorage, AK and the site team to include the Electronic Systems Analyst (ESA) and Meteorologist-in-Charge (MIC) at the Juneau WFO. It should be noted that the Project Delivery Team along with the Contracting Officer’s Representative (COR) do not have the authority to change costs or scope associated with the project nor can they make adjustments to the project schedule; such authority falls to the Contracting Officer (CO) .

2.1 Project Milestones Schedules – All submittals must be provided to the COR.

Schedule/Milestones Required Date

Contract Award 0

Submittal of:

Project Schedule Site Safety and Health Plan Quality Control Plan

10 business days after Contract Award

Government Review of Items Submitted by Contractor

10 business days after receipt of submittal that includes Initial Project Schedule, Site Safety Plan, Quality Control Plan, and Continuity of Service Plan

Post Award Kick-Off Meeting 25 business days after Contract Award

Submittal of:

Design Documents Material/Equipment Specifications Commissioning Plan

10 business days Post Award Kickoff Meeting

Government Review of Items Submitted by Contractor

10 business days after receipt of Continuity of Service Plan, Commissioning Plan, and Material/Equipment Specifications

Pre-final Inspection 5 business days after Installation Complete

FA Commissioning 115 business days after Submittals Approval

Final Inspection 2 business days after Pre-Final Inspection

Minor punch list items, where applicable

Up to 10 business days after final inspection

2.2 Communications

The Contractor shall not release any oral, written, or graphic project information, or make any agreements with other sources, without obtaining prior consent from NOAA. The Contractor shall respond to all NOAA correspondence within seven calendar days.

2.3 Personnel Security Requirements

Contractor and Subcontractor employees shall undergo a law enforcement check and background investigation. The Contractor shall incorporate provisions in all applicable subcontracts to comply with the contractor personnel security requirements. Information concerning these requirements can be found at:

GSA Personnel Security and Suitability Program Handbook

2.3.2 Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

2.3.3 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, etc.)

when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the DOC. The Project Manager shall ensure Contractor employees understand and abide by DOC established rules, regulations and policies concerning safety and security.

2.3.4 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (in coordination with the CO where practical), direct the Contractor to remove any Contractor employee from NOAA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The CO will provide the Contractor with a written explanation to support any request to remove an employee

2.4 Government Oversight

NWS will conduct impromptu site inspections to:

● Interview non-salary employees to ensure paid wages are in accordance with Service Contract Labor

Standards Act (SCLS).

● Track progress to be in line with schedule

● Ensure all members are wearing appropriate PPE, and

● Verify project progress

3.0 SERVICES REQUIRED

The successful offeror shall furnish all labor, equipment, and materials as well as all personnel, material, equipment, and temporary facilities or equipment needed to perform the work described in this contract. The extent of the services shall be determined by the offerors, submitted with the proposal and will be reviewed and approved by NOAA/NWS. At a minimum, the project shall include and define all calculations, assumptions, engineering drawings, product specifications, and all quality control measures necessary to construct the projects to the https://www.gsa.gov/cdnstatic/insite/ADM_97321E_Personnel_Security_and_Suitability_Program_Handbook_%28Version_for_Posting_-_March_12%2C_2019%29_%23CC038348.pdfel-security-97321d-adm-p satisfaction of the government. NOAA/NWS expects to have a turn key resolution to the issues that have generated the project as detailed in this SOW. All work shall be subject to the review and approval of NOAA/NWS staff or their designated responsible parties.

3.1 Submittals and Deliverables.

As part of the project and services requested, the following submittals are required to be submitted to the COR. The services required by the U.S. Government (USG) include:

All parties working on this SOW shall be US citizens with the ability to work at federal facilities.

Proof of citizenship shall be required to be submitted for all workers.

3.1.2 Quality Assurance Program:

The contractor shall submit evidence of the prime contractor’s quality assurance program explaining the methods used and how the firm maintains quality control during all phases of the project.

3.1.3 Safety Program:

The contractor shall submit evidence of all contractor and subcontractor safety programs and practices.

3.1.3.1 Job specific safety plan

This shall include certifications, safety officer identification, emergency contact numbers, project specific details on safety for facility occupants present during removal and installation services.

3.1.4 Security Processing Requirements for Contractor/ Subcontractor Personnel Working on a Department of Commerce Site All contractor employees and subcontractors must undergo security processing as outlined by the COR prior to acceptance to the site/facility

3.1.5 Sexual Assault and Sexual Harassment Training

All contractor employees and subcontractor must undergo DOC/NOAA/NWS approved sexual assault and sexual harassment training as outlined by the COR prior to acceptance to the site/facility

3.1.6 Project schedules and Costs:

All elements of the project development shall be distributed to NOAA for review and approval with an allowed 2 weeks of review time for the government to respond.

3.1.7 Equipment and Material submittals:

Specifications for all equipment and materials pertaining to the maintenance activities on the Fire Alarm System shall be provided.

3.1.8 Operations and Maintenance manuals:

This documentation shall be provided in electronic format (.pdf) as requested by the government.

3.1.9 Quality Control Plan:

Contractor shall develop a Quality Control Plan that details the measures, procedures, and documentation that will be utilized during the project to ensure delivery of a finished product at the site is in compliance with requirements for the site.

The Three (3) Phases of Work will be utilized for all Definable Features of Work (DFOW) including Preparatory Phase, Initial Phase and Follow-up/Final Phase. Reports for each phase shall be submitted within 24 hours of each phase completion.

Daily QC reports shall also be submitted daily to the COR for review and approval. If no work is performed on a particular day, a QC report shall be generated with “No Work” and reason why no work is performed.

3.1.10 Equipment/ Permits:

All permits necessary to perform the SOW and operate equipment needed for successful completion of the project.

3.1.11 Site Training

Contractor shall provide at least 4 hours of training for each shift of NOAA personnel on site for all new equipment and operation/maintenance

3.1.12 Continuity of Service Plan

Contractor shall develop a continuity plan that does not inconvenience the staff at the project site.

A 24 hour Fire Watch will be required while the Fire Alarm System is offline. Continuity Plan shall be submitted to NOAA for review and comment prior to executing. NOAA shall be permitted 10 business days after receipt of plan to review and comment.

3.1.13 Commissioning Plan

This plan shall include an outline detailing all of the activities the Commissioning Authority (CxA) will be involved in and to what extent as well as the scope of their final report. This is not limited to but certainly includes review and provision of recommendations and corrective actions related to: Project Schedule, Quality Control Plan, Site Safety and Health Plan, Continuity of Service Plan, and Material Specification Submittal. The CxA will also detail all operational tests that will be performed by the Contactor.

3.1.14 Meeting Minutes and Inspection Reports

Contractor meeting minutes and inspection reports shall be delivered weekly to NOAA.

3.1.15 Final Documentation Submittal Package

Upon completion of all maintenance activities, the Contractor shall turn over the fire alarm system to the site team. Contractor shall then submit a comprehensive documentation package to the Project Delivery Team to include all specifications, preventative maintenance plan and schedule, and an aggregation of all exchanged commentary and correspondence in a 3-Ring Binder and on a thumb drive or in a secure cloud location.

3.2 Review of existing Engineering and Maintenance Documents:

The Government will supply to the Contractor all design drawings, equipment schedules, and equipment specifications related to the site and work in question. It is the responsibility of the Contractor to request any missing information and to review all provided information in preparation for the work. NOAA/NWS will provide the following to assist offerors in preparing an adequate removal and installation plan:

3.2.1 As-Built drawings of relevant items at the Juneau WFO

3.2.2 Equipment Specifications and Maintenance Records

3.2.3 Site access.

Please be advised that photographs may or may not be allowed depending on security criteria at the site or in particular areas at the site.

3.2.4 Access to Staff

To refine the project criteria Contactor shall interface with NOAA/NWS via the following:

o Post Contract Award project team meeting o Weekly project meetings post Notice to Proceed o Request for Information RFI process and timely government responses o Reviews as determined to be required depending on the complexity of the project. It should be determined in advance at what frequency project development reviews and inspections shall be conducted.

o All communication with NOAA/NWS staff shall be directed to COR, Project Manager or TPOC (Project Team). No communication direct with on site staff shall be permitted without the express written consent of the COR.

3.2.5 Any studies or additional information that would be helpful to the Contractor in performance of this work.

3.3 Codes, Standards and Agency Criteria Review:

The Contractor is responsible to review all applicable industry and safety codes, standards and federal regulations enforced at the project site and to list those codes and standards in the design documents. The government will supply any unique standards or guidelines that are necessary for the work to comply with agency requirements.

Unique Standards for Compliance:

● NFPA 72 National Fire Alarm Code

● NFPA 70 National Electrical Code

● ISO 9001 Quality Control Plan

3.4 Post-Award Kickoff meeting:

After Contract-Award a Kickoff Meeting will be conducted by the COR and the Contractor to discuss the scope of the contract, resolve any outstanding issues and to finalize the schedule for the project. The Contractor shall identify issues requiring direction from the Government, and prepare meeting minutes in their own format to include participants, general discussion, decisions and action items. Any special requirements discussed and agreed upon shall be noted with deadlines for resolution and responsible party assignments.

3.5 Regularly scheduled project progress meetings:

A second meeting will be conducted by the COR and the Contractor to discuss logistics, project schedule, material lead times, and to resolve any outstanding issues. Contractor shall also provide design documents (to include drawings, calculations, and material submittals), project permits, project schedules, photos, etc.

for government review and concurrence/nonconcurrence during the regularly scheduled project progress meetings. Follow-up project meetings shall be conducted weekly (or at a COR specified frequency). The Contractor shall identify issues requiring direction from the Government, and prepare meeting minutes in their own format to include participants, general discussion, decisions and action items. Any special requirements discussed and agreed upon shall be noted with deadlines for resolution and responsible party assignments.

3.6 Commissioning

All systems that are to be installed at the project site shall be subjected to commissioning. The Contractor shall select a Certified Commissioning Authority (CxA) for the projects. Commissioning Authority shall be a Certified CxA through NICET. Certification shall be NICET III or above in Fire Alarm Systems and be located in Alaska.

Commissioning Authority will be responsible for providing the following:

● Produce a commissioning plan

● Review all Contractor furnished plans for compliance with requirements

● Review all Design Submittals for compliance, completeness and accuracy

● Facilitate Functional Performance Tests

● Perform a site investigation and produce a report of findings

● Present findings of the site investigation to NWS/NOAA

● Implement approved recommendations from the site investigation report

● Develop a preventative maintenance plan for the site

● Facilitate training of NWS/site staff and turnover of operations to NWS/site staff

4.0 DETAILED SCOPE OF SERVICES

4.0.1 CLIN0001

Kickoff meeting, permitting, ordering and delivery, installation, and commissioning and documentation of the replacement of the fire alarm system.

4.1 Design Criteria

The following agency specific criteria are required to be considered for the project:

● NOAA Facility IT Standards Guide

● National Weather Service Design Guide

● National Weather Service Grounding Manual

4.1.1 Fire Alarm Replacement.

● Replacement of Fire Alarm Control Panel (FACP)

● Replacement of Initiating Devices

○ Devices to be changed from conventional to intelligent

● Replacement of Notification Devices

● No change in device counts. Replace like for like.

4.2 Installation:

Any materials, infrastructure, or equipment that are part of the old system which are not necessary, at the project site, shall be removed and disposed of in accordance with all pertinent local, state and federal requirements. Contractor shall, at minimum, remove and replace the FACP and existing devices.

Installation shall not impede access to or operations of the Juneau WFO. Fire Watch shall be provided to ensure Life Safety in the facility is maintained.

4.3 Commissioning:

Commissioning services are to be provided for the work completed for all Fire/Life Safety systems..

5.0 Appendices

5.1 As-Built Site Plan Drawings

5.2 Equipment Specifications

6.0 Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Service Output Performance Objective

Acceptable Quality Level

(AQL)

Positive Incentive Negative Incentive

Provide timely submittals as required.

100% Compliance with all requirements of the SOW.

Less than 4 late submittals during the project.

Timely payments and no delays in schedule.

Corrective action plan submitted to COR for review.

Conformance to NFPA and UL Standards during design process and product specifications.

100% Compliance with all applicable

NFPA, UL,

government policies, procedures, and requirements included in the

SOW.

All standards and requirements are met.

Fuel tank installations that meet all current safety and environmental requirements and standards.

Corrective action plan submitted to COR for review.

Continuity Facility Fire Protection during demolition and Installation of Fire Alarm System via Fire Watch

100% Compliance with all requirements of the SOW.

Less than 2 issues resulting in failure to provide fuel delivery to equipment during the project.

Timely payments and buildings remaining operational and with heat.

Costly damage to government property due to loss of heat.

Removal of old system and installation of new system meet all requirements.

100% Compliance with all requirements of the SOW.

All standards and requirements are met.

Services remain on schedule.

Call backs to remote locations to correct deficiencies at contractor’s expense.

Commissioning to plan with all equipment meeting requirements.

100% Compliance with all requirements of the SOW.

All standards and requirements are met.

Timely payments and no delays in schedule.

Call backs to remote locations to correct deficiencies at contractor’s expense.

Final documentation includes all requirements.

100% Compliance with all requirements of the SOW.

All standards and requirements are met.

Timely final payment and close out of project.

Withholding of final payment until documentation is complete

7.0 Period of Performance:

Award to six (6) months