Signed SOW 25Z1AJ2 REPLACE UPS CONTROL COMM SHOP.pdf

STATEMENT OF WORK

FCI MEMPHIS – B&F PROJECT 25Z1AJ2

REPLACE UPS CONTROL/COMM SHOP

I. SPECIFICATIONS:

A. INTRODUCTION

The Federal Bureau of Prisons (FBOP), Federal Correctional Institution, Memphis, TN, intends to make an award to single responsible entity for the removal and installation of two (2) Uninterruptible Power Systems capable of providing power for a minimum ninety (90) minute period for the Federal Correctional Institution located at 1101 John A. Denie Road, Memphis, TN. Scope will be conducted within the secure perimeter of the institution. Any deviations from this Statement of Work must be authorized via modification issued by the Contracting Officer.

B. BACKGROUND

The FCI Memphis is a facility with a rated capacity of (1,132) low security inmates within a secure perimeter fence. Currently, the two (2) Uninterrupted Power systems (UPS) onsite are undersized, inoperable, and antiquated for our institutional needs. In the event of a power outage or power surge, this causes the Institution to blackout, as we do not have any protection currently for our electronic equipment during these events. This creates a major concern for the safety of the staff and the inmates.

The current Uninterrupted Power Systems (UPS) need replaced with new ones that are sized for our safety and security needs.

C. SCOPE OF WORK

The contractor will provide labor, equipment and materials needed to complete the project.

The contractor will complete the following:

1- Shut off the main power feeds to the existing electrical panels and utilize the Lock out Tag out procedures.

2- Disconnect the current power feeds from the two (2) old Uninterrupted Power Systems and remove them from service.

3- Install the 3- position switches on the load side of the UPS systems for ability to swap between the UPS and utility power source.

4- Install safety disconnects on the line side of the UPS systems to allow for maintenance and or replacement.

5- The contractor will provide two (2) Uninterrupted Power systems type 9355-30 for the Communication and Control Center.

6- The contractor will provide Battery cabinets type 9355-30 Part Number: KA1512100000010 for the Communication and Control Center. The battery should provide at least 90 minutes back up power for each UPS system.

7- The contractor will disconnect current power feeds from the two (2) Uninterrupted Power Systems and re-feed power sources to the existing panels in each area that the UPS provides protection for the Communication Room and Control Center.

The Uninterrupted Power Systems specifications Qty (2) 9355-30 Model 20

AC IN: 208 VAC – 4 W 50/60 HZ 3P 70 A

AC OUT: 208 VAC – 4 W 50/60 HZ 3P 55 A 30KW

Configuration: KB2013100000110

D. CONSTRUCTION/QUALITY CONTROL

The Contractor will have a Quality Control program to assure the requirements of the contract are provided as specified. The primary purpose of Quality Control is to identify and correct deficiencies in the quality of services performed before the level of performance is unacceptable.

The program will include, but not be limited to the following:

1. An inspection system covering all the services stated in the contract specifications.

2. A method of identifying and correcting deficiencies in the quality of services performed.

3. A file of all inspections conducted by the Contractor, with all corrective actions performed. These files will be made available for inspection upon request by the COR and/ or the Contracting Officer.

4. A method of insuring that employees have full knowledge of work assignments and appropriate technical expertise utilized for each work assignment.

5. A method of coordinating each work crew’s activities with the COR and/or Contracting Officer.

The Contractor may use any or all portions of this plan to prepare a plan of their own. A signed plan, including Contractor specific information, will be provided to the Contracting Officer and the COR to be reviewed for potential acceptance prior to the Pre-Work Conference. If changes to this program occur, updated copies will be provided to the Contracting Officer and COR.

Failure to provide appropriate Quality Control may result in issuance of a CDR, and/or termination of the contract.

The Government will monitor the Contractor’s performance in each functional area under this contract and reserves the right to pursue additional surveillance procedures deemed appropriate.

A Government employee will not be considered an Inspector unless identified themselves as such to the Contractor, as the Contracting Officer, or COR. No inspector is authorized to change any provision of the specifications without written authorization of the Contracting Officer, nor will the presence or absence of an inspector relive the Contractor from a requirement of the Contract.

Supervision

The Contractor is responsible for providing on-site supervision and quality control inspections.

The level of supervision and inspections will be sufficient to assure that services are performed in accordance with contractual requirements and all applicable Federal, State and local laws and regulations. The Contracting Officer or the COR will personally supervise the work or be readily available by phone or other means of communication to respond to any contract issue that may arise when work is in progress. The COR will conduct overall management coordination and be the central point of contact with the Government for performance of all work under the contract.

Contracting Officer will have full authority to contractually commit the Contractor for prompt action on all matters pertaining to administration of this contract and the COR will be the on site FBOP employee who is responsible for safety.

In addition to COR, the Contractor will also appoint a Superintendent who will perform the Contractor's Quality Control Program. Superintendent will be responsible for implementing the Contractor's Accident Prevention Plan. Superintendent will have the authority to determine for the Contractor when work is ready for Government inspection and to make decisions for the Contractor on re-performance when necessary.

The Contracting Officer and COR will deal directly with the Prime Contractors Superintendent for normal day-to-day administration of the contract provisions.

The names and telephone numbers of all individuals authorized to act on behalf of the Contractor Superintendent will be submitted in writing to the COR before work is performed.

The Contractor will maintain copies of contract work requirements, specifications, Activity Hazard Analysis, etc., at each work site which relate to each person's work responsibilities and will review them to ensure employees comprehension of a job prior to initiating work.

E. UTILITIES

The FBOP will provide water, use of restrooms and minimal electricity service (120V) for small hand power tools including battery chargers. The contractor will provide all other equipment, supplies and materials needed to complete this project.

F. TESTING AND ACCEPTANCE

The Contractor shall notify the COR two (2) days prior to the final inspection and acceptance so that arrangements can be made to have FBOP required staff available for a walk through. A completed punch list must be submitted to the Contracting Officer’s Representative (COR) in advance for final check out of an excepted system.

G. HOUSEKEEPING AND MATERIAL DISPOSAL

The contractor awarded the contract will be responsible to ensure the premises are kept clean and free from accumulations of waste materials and rubbish at all times. The contractor will remove all debris, scrap, and rubbish from the work area daily. Surplus materials and all equipment shall be promptly removed from the site upon completion of the work. The Contractor shall be responsible to remove all debris and waste materials from the job site at FCI Memphis upon conclusion and acceptance of the project. These items must be disposed of in accordance with all Federal, State, and local laws.

H. SUBMITTALS & TRAINING

Submittals:

1. The contractor shall provide written submittals to the COR describing recommended equipment within (15) days from receiving the Notice to proceed for review and approval.

2. All security clearance documentation shall be submitted to the COR a minimum of (14) working day prior to the start of work (see below).

3. The Contractor shall provide to the COR three (3) copies of the Safety Data Sheets (SDS) on all materials and substances that may be used during the project. In the event the material is not approved by the Safety Manager, it shall be the responsibility of the Contractor to locate and procure an alternative product.

4. For security and safety purposes, forty-eight (48) hour advance notice in writing, prior to disruption to the system must be given to the Contracting Officer and COR.

5. Provide complete narrative descriptions of all system operations.

6. The contractor shall provide an Installation Certification of the completed and tested systems that contains an affidavit signed by the contractor and manufacturer’s representative, notarized, certifying that the complete systems meet the contract requirements and is fully operational per the manufacturer's recommendations.

7. Any deviations from this Statement of Work will be considered a Change Order Request and must be authorized through the institution’s Contracting Officer prior to the implementation of the requested change.

8. It is the Contractor’s responsibility to repair and/or replace any Government property damaged by contractors/subcontractors’ employees. Damage will be corrected and restored to previous condition at no cost to the Government.

9. It shall be the Contractor’s responsibility for obtaining all measurements and data requirements to comply with manufacturer’s installation recommendations. All installations must be in accordance with product manufacture’s recommendations.

II. CONTRACTOR SECURITY/WORKING REGULATIONS

A. Work Hours:

Work Hours for the contractor are 7:30 A.M. to 3:30 P.M., Monday - Friday, excluding weekends and federal holidays. Any work required to be completed at any other time than noted above must be requested in writing to the COR 5 working days prior to the start of the work. In the event of any equipment being replaced that would result in downtime of the normal orderly running of the institution, alternate work hours may be authorized in accordance with the time frame stated above.

Access to the site will be available during normal working hours except during emergencies. It shall be the responsibility of the Contractor to familiarize their selves, their employees, and their subcontractors of the working hours and conditions in the correctional facility, as working hours may not constitute a full eight-hour workday. The Government assumes no responsibility to the Contractor nor to any of their subcontractors for shorter hours due to institutional emergencies or entry and/or exit of workers necessitated by normal institution routines.

Contractors should plan for a minimal amount of time accrued for security considerations, i.e., check-in screening, delay due to inmate movements, institution lock-down, institution emergencies, etc. In the event of an institution emergency, the Contractor will be instructed to secure all work, secure, and stow all tools, equipment and materials, and the Contractor will be escorted out of the institution. Work will resume once the institution emergency passes.

B. Delivery of Materials:

All construction materials/equipment required for work on this project is required to be processed by the Contractor and coordinated with the institution COR for temporary storage.

Any construction related deliveries which are directly shipped to the contractor can be received between the hours of 7:00 A.M. to 12:00 P.M., Monday through Friday, excluding Federal Holidays. At no point will a Federal Bureau of Prisons (FBOP) staff member receive or sign for a delivery if the contractor or their representative is not present to verify and accept the delivery.

Under no circumstances will FCI Memphis or its staff be responsible for the acceptance of any Contractor or company deliveries. The contractor shall be responsible for providing their own means of loading and unloading contractor material or equipment.

The contractor shall not use the institution entry/driveway for the loading, unloading, or storage of any materials and equipment. The contractor will not impede/block the driveway at any time during or after the work shift.

C. Storage of Materials and Equipment:

All construction materials/tools shall be stored in a designated area mutually agreed upon between the COR and the contractor. The storage area will be a secure lockable gang box or similar, size to be determined by the contractor and the COR. If required, the contractor shall provide a securable, single point access storage container, such as a Job or Gang Box that will be left in the agreed upon storage area for the duration of the project. Size of the storage container will be determined by the contractor and the COR. The container will be secured using a padlock protocol with (2) locks to secure it. One shall be a contractor lock and the other lock provided by the institution. If necessary, a heavy-duty chain provided by the contractor may be used to facilitate the locking requirement. All materials and equipment stored within the container will be maintained in a safe an orderly fashion

All tools will be inventoried prior to entering the institution and will be inventoried back in to ensure accurate accountability when exiting the institution at the end of each workday.

Materials cannot be stored at a height that would create a fall hazard. All tools will be inventoried prior to entering the Institution. At the start of each workday all tools will be inventoried out on a daily tool inventory sheet and at the end of the workday all tools will be inventoried back in to ensure accurate accountability of all tools at the end of each workday.

All contractor owned extension cords that will be used during the project, regardless of length, shall be in good condition with no broken outer Insulation. Extension cords are considered a “high risk” tool having a Federal Bureau of Prisons’ tool classification of Double A. All contractor owned extension cords used for this project will be required to exit the institution at the end of every workday for the duration of the project.

All contractor owned ladders approved for use within the institution, regardless of the size, shall be stored in a pre-determined area and secured to a stationary fixture with a heavy link chain and lock which would prevent removal.

D. Security Clearance/Contractor Badges:

The contractor shall provide the COR with all the necessary security clearance documents for all contractors and subcontractor employees accessing the institution and be security cleared for badging within (14) days of receiving the Notice to Proceed, as stated above. Security clearance documents will only be accepted from the prime contractor. If submitted by a sub-contractor, they will be rejected. It is the prime contractor’s responsibility to review security clearance submissions to ensure they are complete.

In the event a contractor or subcontractor employee cannot pass the security clearance process, it will be the contractor’s responsibility to provide another candidate. By law the FBOP cannot, and will not, release any information to the contractor concerning the nature of why a contractors or subcontractor employee was not able to pass the security clearance process.

All contractors/subcontractors working at FCI Memphis will be issued and required to wear a picture ID/contractor badge provided by the institution. For security reasons, the badge will be worn in a visible manner as directed by the COR.

All contractors and subcontractor employees will provide a check list of all employees on site each day to the COR, verifying the number of workers on site each day and that all workers are approved to be on site.

The contractor and all subcontractor personnel must comply with Homeland Security Presidential Directive 12 (HSPD-12) and DOJ-03 Personnel Security Requirements For Contractor Employees (Nov 2021); (Alt. I) -- Classified Information – Cleared Contractors, which mandates a standard for secure and reliable forms of identification for Federal employees and contractors. All personnel accessing the FCI Memphis site must undergo the required background checks and obtain a Personal Identity Verification (PIV) card as per HSPD-12 guidelines. The contractor is responsible for ensuring that all personnel meet these requirements and maintain compliance throughout the duration of the project. Failure to adhere to these standards may result in the removal of personnel from the project and potential contractual penalties.

E. Safety and Personal Protective Equipment:

All contractors and employees shall have and wear the required personal protective equipment (PPE) prescribed by industry standards at all times while on the job site. It is the responsibility of the contractor to provide all PPE equipment. All ladders regardless of the size shall be stored and secured to a stationary fixture with a chain and lock in a predetermined area, in a way that they cannot be removed.

If ladders are required, immediately consult with the COR to ensure that he or she can make timely notification to appropriate institution staff. All extension cords regardless of length shall be in good condition with no broken outer insulation and will be secured in a locked construction gang box. Should a system require Lock-out/Tag-out, the system will be required to have both Contractor and FCI Memphis locks on the isolation point to prevent shock. All Lock-out/Tag-out procedures will be in compliance with the institution Lock-out program.

F. Additional Considerations:

1. Contractors will NOT be allowed to bring cell phones, cameras, or two-way pagers into FCI Memphis.

The Facilities Department maintains a digital camera that will be utilized by FBOP staff to document the project work. The Contractor may request copies of these documentation photos for record keeping.

2. Contractor will be permitted to wear jeans in the institution, however, shorts, green or khaki-color clothing will not be allowed. The clothes will be proper and suitable for the services that are being provided.

3. Lunches will be consumed at the work site. Contractor shall ensure they have everything they need for their lunch when they check-in first thing in the morning.

4. Federal smoking policy on Federal property states that smoking is only allowed in outdoor designated areas. This policy will be strictly enforced.

5. In the event of damage, immediately make all repairs and replacements required by COR.

6. Comply with all applicable code, fire, and safety regulations.

G. Warranty

The contractor shall provide a written five (5) year guarantee covering all materials and workmanship.

guarantee shall include prompt repair of all reported defects for a period of five (5) years from the date of completion. Any equipment, supply, or material that has a manufacturer's warranty will be provided to the COR and/or Project Representative before or upon the completion date.