PIDC Security Fencing Replacement and Demo.pdf

Office of Asset and Facilities Management

Specifications Port Isabel Detention Center

Los Fresnos, Texas Security Fencing Demo and Replacement

Dated: December 14, 2023

Vision Statement

1 Introduction

1.1 Site Visit

1.2 Background

1.3 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location, Hours of Work, and Work Restrictions

3 Performance Requirements

3.1 Protection of Government Property

3.2 Debris Removal

3.3 Maintain Security

3.4 Install New flooring

3.5 Warranty

3.6 Tool Control

3.7 Facility access

4 Special Requirements

4.1 Security and Safety

4.1.1 Security

4.1.2 Safety

4.1.3 Government Occupancy

4.1.4 Contractor Use of Premises

4.1.5 Protection of Government Property

4.6 Quality

4.6.1 Quality Control

5 Deliverables

Statement of Work Security Fencing Demo and Replacement

Vision Statement Replace Failed Security Fencing System.

1 Introduction Immigration and Customs Enforcement (ICE) ICE seeks a Contractor to perform perimeter fencing demolition and replacement.

1.1 Site Visit

A mandatory site visit and pre-bid meeting will be scheduled to verify the existing conditions prior to submitting any proposals. The site visit shall be coordinated with the Building Manager.

The Government Contracting Officers Representative (COR) and the local facility personnel will be in attendance to answer any questions and conduct a tour of the project areas.

Site Survey activities will include, at a minimum, the following:

• Develop and review site layout

• Document existing conditions

• Verify the project square footage

• Determine site access procedures and limitations

• Review policies and procedures, required while working on the facility

• Review the safety and security protocols.

• Review the tool control, daily work area control requirements, and end of workday protocols

• Staging area and debris control and removal

• Worker eligibility and background checks

• Working hours

• Work restrictions, shutdowns, lock downs, and emergencies

• Insurance and bonding requirements

1.2 Background

Port Isabel Detention Center (PIDC) is a fully functioning detention center which operates on a 24/7/365 schedule. The fencing covered by this document, has corroded, and some components have failed.

1.3 Scope

Furnish all labor, tools, materials, permits, and supervision in accordance with Manufacturer’s instructions to replace approximately 2800 linear feet of fencing, demolish approximately 1000 linear feet of fencing, and repair 2 sally ports as stated below:

Soccer Field and Surrounding Area Fencing:

• Enclose the dog run areas next to the soccer field using 12-foot perimeter security fence to match existing exterior perimeter fence. Ensure this is complete prior to proceeding with the soccer field fencing removal.

• Relocate the personnel gate to the dog run for security access.

• Install razor wire to match existing perimeter security fence, this would include 2 runs of barbed wire on a “Y” shaped support and 2-30-inch razor wire runs, one on the top and a second directly under, and 3-36-inch runs of razor wire in the dog run on the bottom of the fence to match existing perimeter security fence.

• All post shall match existing in size and gauge, all fence ties shall be detention grade twist ties. All bare metal areas shall be sprayed with galvanization coating.

• Remove the exterior fencing around the soccer field and dispose of the materials.

Surrounding Area:

• Remove the existing interior fencing to include the fencing next to the laundry, the exercise cage and the old perimeter fencing in front of the recreation building and dispose of the materials.

• Verify, with the Building Manager, the fencing to be removed prior to beginning operations to ensure the proper fencing is being demolished.

Kitchen Sally Port:

• Remove the existing sally port fencing. Ensure that the perimeter security fencing is completed in 2 phases. Exterior gate as one phase and interior fencing and gate as another phase. Integrity of the perimeter must not be breached by having both sections down at the same time.

• Install 12-foot security fencing to match the existing sally port design.

• All post shall match existing in size and gauge, all fence ties shall be detention grade twist ties. All bare metal areas shall be sprayed with galvanization coating.

• Install razor wire, this would include 2 runs of barbed wire on a “Y” shaped support and

2-30-inch razor wire runs, one on the top and a second directly under on the top of the entire sally port.

• Remove the existing gate structures, treat, and coat with rust preventative coating, install new fence fabric, reinstall, and adjust to maintain a maximum gap of 2 inches at any point.

Medical Area Fencing:

• Remove the existing fencing.

• Install a 10-foot security fence to match the existing design.

• Install barbed wire, this would include a “Y” shaped support and 6 runs of barbed wire on the top of the entire fence.

• Remove the existing gate structures, treat and coat with rust preventative coating, install new fence fabric, reinstall and adjust to maintain a maximum gap of 2 inches at any point.

• All post shall match existing in size and gauge, all fence ties shall be detention grade twist ties. All bare metal areas shall be sprayed with galvanization coating.

Dorm Area Fencing:

• Remove the existing interior perimeter fence one side at a time.

• Install a 12-foot security fence to match existing security fence design.

• Install razor wire to match existing security fence design, this would include 2 runs of barbed wire on a “Y” shaped support and 1-30-inch razor wire run on the top.

• All post shall match existing in size and gauge, all fence ties shall be detention grade twist ties. All bare metal areas shall be sprayed with galvanization coating.

• Remove the existing gate structures, treat, and coat with rust preventative coating, install new fence fabric, reinstall, and adjust to maintain a maximum gap of 2 inches at any point.

• Replace all cantilever gate wheels and replace 1 gate structure which is beyond repair.

East Sally Port:

• Install a temporary 12-foot security fence to isolate the sally port and to maintain the secure perimeter.

• Remove the existing sally port fencing fabric. Ensure that the perimeter security fencing is completed in 2 phases. Exterior gate as one phase and interior fencing and gate as another phase. Integrity of the perimeter must not be breached by having both sections down at the same time.

• Replace 1 4-inch corner post, which has structural damage.

• Repair all structural components and containment areas in the ditches to include bracing and hardware.

• Clean, treat, and coat all structural components with a rust preventative coating.

• Clean, treat, and coat, existing fencing fabric and reinstall.

• All fence ties shall be detention grade twist ties. All bare metal areas shall be sprayed with galvanization coating.

• Install razor wire to match the existing design 2-30-inch razor wire runs on the top and going down the sides of the entire top of the sally port.

Razor Wire Installation:

• Install approximately 1,500 linear feet of 30-inch captive hook razor wire on the top of the interior fencing surrounding the new dining facility and the dorm interior perimeter fencing sections which do not currently have razor wire.

Lift Station Fencing:

• Install a 6-foot security fence to enclose the foot patrol lift station.

• Install barbed wire, this would include a single support and 3 runs of barbed wire on the top.

• Install 1–10-foot double swing gate facing the gravel drive.

• All fence ties shall be detention grade twist ties. All bare metal areas shall be sprayed with galvanization coating.

2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the operations at PIDC and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this effort. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. Contractors may add subcontractors to their team after notification to the Contracting Officer Representative (COR).

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

The Contractor shall identify key personnel for the positions. The Contractor shall designate a Project Manager (PM), in writing, and provide the name and contact information to the Contracting Officer (CO), the COR, and OAFM. The Project Manager shall be a single point of contact for the CO, the COR, and the OAFM. The position below is considered key and essential to the work being performed under this Contract. Before removing, replacing, or diverting key personnel, the Contractor shall (1) notify the CO, COR, and OAFM 30 days in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract.

Prime Contractor-Project Manager

The Project Manager shall possess at least five years of recent (within the past seven years) experience in the Federal contracting environment, standards compliance (including American Correctional Association (ACA) standards), and management and supervision of building flooring repair, replacement, and installation for buildings of the approximate size, complexity, and characteristics of the buildings to be covered by this Contract. The Project Manager and all designated alternates shall be proficient in reading, writing, speaking, and understanding English. However, an understanding of Spanish is helpful. A detailed resume shall be submitted to the CO, COR, and OAFM for approval prior to the assignment of the project manager to the Contract. Both new and replacement project managers shall meet these qualification standards.

Minimally, the resume shall contain:

a. The full name of the proposed project manager.

b. A detailed description of the proposed project manager’s employment history for the previous five years. The names and addresses of the companies for whom the proposed project manager worked for during the past five years, along with the names and telephone numbers of the immediate supervisors.

2.6 Location, Hours of Work, and Work Restrictions

Normal working hours are 7AM to 3:30PM. Later hours are permissible if desired. 24 hr.

advanced notification is required. Please notify building manager if regular working hours change so escort guards can be assigned or dismissed as needed.

• All tools being used, within the secure perimeter, will be inventoried and checked daily. Tool “job” boxes are permitted onsite and may be left on the premises for the duration of the project. They must be locked, at all times, and contain an inventory with all items inside listed.

• No weapons of any kind are allowed on the property and there is no contraband allowed on this facility, such as lighters, cigarettes, ETC. All tools will be inventoried when entering the facility, before leaving the actual work site and at the sally port when leaving the facility. The company info will be displayed on vehicle while on facility and Contractors will be under security escort.

• Cell phones are only permitted for possession and use by job leader and or job foreman/supervisor.

• No interaction of any kind is allowed with the detainee population.

• No photos of any staff members or detainee are allowed. Photos of work or conditions are allowed if necessary or required.

• Parking for employees will be provided in a designated area outside the security fence.

• No restroom facilities will be provided. Portable Restrooms will be permitted for workers and located as close as possible.

• Facility escorts will be provide as needed.

• Deliveries can only be accepted during normal business hours. No assistance will be provided for the loading or unloading.

• All equipment, when not in use must be locked, keys removed and secured against unauthorized use.

3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Protection of Government Property

The contractor shall, with all due diligence, protect all government property from damage, due to over spay of coatings.

The contractor will be responsible for removing any, and all over spray from Government Property with minimal damage to the property

3.2 Debris Removal

The contractor is responsible for the daily cleanup of all job debris and the daily removal of such debris from the secure area

The contractor must not leave the secured area unattended unless all tools are secured and debris removed

The contractor is responsible for the removal of all debris generated during the project

3.3 Maintain Security

The contractor shall schedule all work to not leave any project area unsecured after working hours.

The contractor will inform the COR and Facility Building Manager immediately if an area cannot be secured at the end of the workday

3.4 Fence Removal

The contractor shall not remove the inner and outer perimeter fence simultaneously. Fencing to be removed and re-installed shall be completed in sections to never be without at least one layer of fence to maintain security

3.5 Warranty.

The Contractor shall provide warranty documentation for new flooring.

The Contractor shall provide labor and materials for warranty service.

3.6 Tool Control

The contractor shall provide for tool control in accordance with American Correctional Association (ACA) standards.

3.7 Facility access.

The Contractor shall complete and submit Facility access request documentation for contractor personnel.

4 Special Requirements.

4.1 Security and Safety

Security There is no contraband allowed on this facility, such as knives, guns, lighters, cigarettes, ETC. All tools will be inventoried when entering the facility, before leaving the actual work site and at the sally port when leaving the facility. The company info will be displayed on vehicle while on facility and Contractors will be under security escort This section describes the security and safety for this effort. The following sub-sections provide details of various considerations on this effort.

All personnel entering in or working on Federal Property will be screened and checked for criminal history and proper immigration status. Personnel who do not meet the minimum standards will not be allowed on job site.

As a secure facility, all contractors working at the PIDC will be subject to the security provisions and requirements of the facility. The Contractor shall be advised that work at the PIDC will incur time constraints associated with security compliance activities (i.e., personnel and vehicle inspections, tool inventories, etc.). The Contractor shall ensure that security compliance activities are properly factored into the work scheduling and cost proposal. The Contractor shall coordinate with the facility regarding all applicable security requirements.

Contractor shall be responsible for providing a completed PIDC record check form along with a legible and valid copy of each employee’s driver’s license, no later than fourteen (14) calendar days prior to the scheduled start of on‐site work.

Failure to provide the above information will result in Contractor personnel being denied access and/or delay the start of on‐site work.

The Government may deny Contractor personnel access upon review of submitted documents.

The Contractor will be notified of any employees not granted access prior to the scheduled start of work.

Once the background check is completed the project supervisor or designated Contractor Point of Contract (POC) will immediately be notified in the affirmative or negative. No individual will be allowed access to the facility property until a completed the record check documentation is submitted and approved. The PIDC Facilities Manager will maintain a log of all individuals who are approved access.

NOTE: Due to the sensitive nature of this information, any access request that is denied by Immigration and Customs Enforcement (ICE) due to information discovered during the background check will remain confidential. ICE has sole discretion over eligibility determination and all denials are final. Specific details will NOT be provided to contractor or the individual. The submitting contractor is given a yes or a no by the Government and no further information will be provided.

Safety Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91- 596 (Occupational Safety and Health Act (OSHA)). These requirements shall be incorporated into the contractor's safety and health program. The Contractor shall be responsible for all laws, codes, rules, and regulations, applicable to work performed on this project.

Mishap Notification and Investigation: The contractor and its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The contractor shall notify (via telephone) the contracting officer's representative, and/or other applicable members within four (4) hours of all mishaps or incidents. If requested by the cognizant contracting officer, the contracting officer's representative, and/or the cognizant program manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

Government Occupancy The Government will occupy the site during the entire period of construction. Communication with the COR is essential to help minimize unforeseen problems. The contractor is expected to perform their work in a manner that minimizes impact with the Government's operations.

Please schedule accordingly for one area at a time for work and allow for drying time before starting a second area. If conditions allow for additional area to open the COR will coordinate with the contractor.

Contractor Use of Premises The Government will conduct a pre‐construction survey with the Contractor to review and document the existing conditions surrounding the Project premises prior to the beginning of any construction activity.

During the construction period, the Contractor shall have continued use of the premises during normal business hours for construction operations, including controlled use of the site, limited only by the Government's right to perform ongoing operations and work.

The Contractor shall limit use of the premises to the work in areas indicated, to allow for Government occupancy and public use.

Keep all driveways and entrances, serving the premises, clear and available to Government vehicles, Government employees, and visitors and deliveries. Do not use these areas for parking or storage of materials.

Schedule deliveries to minimize space and time requirements for storage of material and equipment on site.

Maintain work areas in a safe condition throughout the construction period. Repair damages caused by construction operations. Take precautions to protect the existing building, its occupants, and the public during the construction period. Interruptions to utilities and roadways are to be avoided at all costs.

Existing materials and equipment that are removed as part of the construction operations, and that are not reused or have been designated to be salvage shall become the property of the Contractor and shall be removed from the site. Storage or sale of excess salvageable materials and equipment is not permitted on site.

Pollution producing equipment shall not be located near air intakes where airborne smoke or fumes could be drawn into the building.

Protection of Government Property The Contractor, at no expense to the government, is required to protect all government property, grounds, and equipment. All government structures, grounds, and equipment disturbed or damaged by the Contractor or its subcontractors during the performance of work shall be repaired or replaced, at no expense to the government, by the Contractor. In the event of a mishap occurring the Contractor will notify the Facility manager and COR immediately. If government property is damaged because of Contractor or sub-contractor activities, the Contractor shall be responsible for repairing or replacing the property to the satisfaction of the COR within 72 hours. In the event the Contractor fails to have the property repaired or replaced, the COR shall have the repairs accomplished by others and the costs will be passed on to the Contractor.

The Contractor shall coordinate with the Facility manager, a staging plan for the placement of a construction trailer(s), dumpsters and/or material storage as required.

Areas used by the Contractor for the storage of equipment or material, or other use, shall be restored to the original or better condition. Traverse grassed or lawn areas damaged, shall be restored to its original condition, including topsoil, and seeding as necessary.

Any damage caused by the contractor to any existing Government equipment or property during any phase of the project will be the responsibility of the contractor to resolve. In the event of any damage, the Facility manager must be immediately notified. Any replacement or repair must be pre-approved by the facility manager or a representative of the Government. Only equal or better materials used in the repair or replacement will be acceptable.

Quality This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

Quality Control

The Contractor shall develop a quality control plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The finalized QCP will be accepted by the Government at the time of the award of the contract.

The COR may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the COR. Any modifications to the program during the period of performance shall be provided to the COR for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

Quality Control will be closely monitored by the Government COR, their agents and the contract project manager, the contractor is responsible for adhering to Industry and flooring manufacturer’s standards and requirements for the work being done and materials being utilized.

5 Deliverables The contractor shall provide deliverables as described below:

To be included with proposal along with other pertinent information required by the Government:

• Bid price to include labor hours and materials price per area

• All Product specification sheets

• Material specifications and product data sheets

• Manufacturers’ warranty

• Contractors Warranty

• Installation Plan with estimated time to complete each portion

• List of proposed sub-contractors (if any)

• Staging Plan

• Project manager/job foreman appointee and contact information

• Quality Control Plan (QCP)

• Proof by the manufacturer that the contractor and any subcontractor(s) are approved and certified to install all materials proposed by the contractor.

After award:

• Completed and signed PIDC background check forms and copies of a valid

• driver’s license or valid Government ID for all workers, supervisors and any subcontractor performing work at PIDC

• Project Schedule: The Contractor shall provide a detailed project schedule to the

• COR as soon as possible from the day of the Notice to Proceed issuance.

• Safety Plan

During Performance:

• Weekly Report - The report shall include a summary of all Contractor work performed, including an assessment of technical progress, schedule status, and any changes, concerns, or recommendations from the Contractor.

• Weekly Progress Meetings – The Contractor shall coordinate with the COR and attend weekly progress meetings and will generate the resulting Weekly Progress Report.

After Completion:

Warranty Documentation - Two paper copies minimum. One in digital format