DEPARTMENT OF HOMELAND SECURITY

UNITED STATES COAST GUARD

Coast Guard Air Station Traverse City

1175 Airport Access RD Traverse City, MI 49686

Project Specification

For Smith Hall Berthing Room Window Replacement

April 2026

Scope of Work

1.0 PURPOSE The purpose of this Scope of Work (SOW) is to define the requirements for the replacement of the windows in the berthing rooms of Smith Hall Building at the U.S. Coast Guard Air Station (AIRSTA) Traverse City, Michigan. This project aims to increase HVAC efficiency and crew comfort.

2.0 SCOPE OF WORK The Contractor shall provide all necessary labor, supervision, tools, equipment, materials, transportation, and expertise to remove and replace the 10 double wide awning style windows (20 total) the berthing rooms of Smith Hall in accordance with specifications provided. This includes, but is not limited to:

a. Pre-installation site survey and verification of existing conditions. Required to review SOW before submitting a proposal, highly recommend that site visits are also conducted before submitting a proposal. Contractors to field verify site conditions and measurements of windows. All Contractors shall provide Air Station Traverse City 24hr notice before all planned site visits. Please contact the Facilities Department Chief to coordinate all site visits.

b. Procurement and delivery of new windows.

c. Removal and disposal of the old windows from the premises.

d. Installation of the new windows, including opening preparation/cleaning, weatherproofing/sealing, and/or structural support if necessary. Window specifications:

i. Energy star rated, minimum should be insulated dual pane glass (low-e). Traverse City is in a Northern Climate zone as per National Fenestration Rating Council (NFRC).

ii. Matching style to current windows: crank out awning style, double wide with a center mull bar between.

iii. Black exterior and white interior.

e. Provision of all necessary documentation, including window specifications and warranty information.

f. Post-installation cleanup and removal of all debris from the work site.

3.0 LOCATION OF WORK The work shall be performed at: U.S. Coast Guard Air Station Traverse City 1175 Airport Access Road Traverse City, MI 49686

Specific building and exact location of the 10 berthing rooms in Smith Hall will be identified during the site survey and pre-bid conference. The Contractor shall contact the Base Officer of the Day (OOD) to sign in and gain access to the Air Station Traverse City.

4.0 PERIOD OF PERFORMANCE Commencement of work will be affected by weather and windows being on hand. Demo of current windows will not start until the replacement window is on hand.

Upon award the Contractor shall submit spec sheets of windows within 14 calendar days to Contracting Officers Representative (COR) for approval before ordering. A detailed project schedule will also be submitted for approval within fourteen (14) calendar days of contract award.

This schedule shall outline all phases of the work, including mobilization, material procurement, removal, installation, and demobilization, with specific milestones and durations.

5.0 CONTRACTOR REQUIREMENTS

5.1 General Requirements The Contractor shall comply with all applicable federal, state, and local laws, regulations, and codes, including but not limited to environmental protection, safety, and health standards. The Contractor shall minimize disruption to USCG operations during the execution of this project.

5.2 Submittals Within fourteen (14) calendar days of contract award, the Contractor shall submit the following to the COR for review and approval:

a. Detailed Project Schedule (as specified in Section 4.0). Demo work will not start until replace window is on hand.

b. Proposed window and associated specifications.

c. Shop Drawings for any required structural modifications.

d. Safety Plan and Accident Prevention Plan specific to the unit replacement.

5.3 Execution of Work

a. Mobilization: Contractor shall mobilize all necessary personnel, tools, and equipment to the site.

c. Installation: Install the new windows in the designated locations, ensuring proper alignment, securement, and sealing in existing window openings. Any modifications to existing infrastructure required for compatibility shall be included.

f. Site Cleanup: Maintain a clean work area throughout the project and perform a thorough cleanup upon completion, removing all tools, equipment, waste, and debris.

g. Unforeseen/Additional Work: Any additional or unforeseen work discovered during the project shall be submitted via Request for Information (RFI) to the COR prior to commencing any such work.

5.4 Documentation and Closeout Upon completion of work, the Contractor shall provide:

a. As-installed drawings reflecting any changes made during installation. Only required if major changes were necessary for window installation.

b. Warranty information for a 1-year warranty on all parts and labor in addition to the manufacturer’s warranty.

c. A final project report summarizing the work performed any lessons learned.

d. All relevant documentation and warranty information shall be submitted to the COR within seven

(7) calendar days of completion of work.

5.5 Key Personnel

a. List of Key Personnel: The Contractor shall provide a Supervisor/Project Manager who shall be responsible for all Contractor work performed under this contract. This individual shall serve as the single point of contact for the Contracting Officer and the COR.

5.6 Meetings

a. Project Meetings: Two mandatory meetings shall be held:

i. A kick-off meeting before the start of the project.

ii. A close-out meeting at the end of the project.

b. Additional Meetings: Project meetings may be held as needed, determined by the COR or at the request of the Contractor.

c. Attendance: All meetings shall be attended by a representative from the USCG Air Station Traverse City, the COR, and the prime Contractor's Supervisor/Project Manager.

d. Meeting Minutes: The Contractor shall prepare meeting minutes for all project meetings. Minutes shall document at a minimum:

i. Items discussed

ii. Attendees

iii. Date and time the meeting started

iv. Duration of the meeting

5.7 Mishap/Incident Reporting

a. Notification: The Contractor shall report to the Officer of the Day (OOD), COR, and his/her designated representative any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accidents shall be indicated in each typed report.

b. Minimum Information: Mishap notifications shall contain, at a minimum, the following information:

i. Date and time of incident

ii. Location of incident

iii. Names of personnel involved

iv. Brief description of the incident/mishap

v. Type of injury (if applicable)

vi. Property damage extent (if applicable)

vii. Initial assessment of cause

viii. Immediate actions taken

6.0 GOVERNMENT RESPONSIBILITIES The Government will:

a. Provide access to the work site and necessary utilities (power, water) during agreed-upon work hours.

b. Provide a COR to serve as the primary point of contact for technical issues and contract oversight.

c. Review and approve Contractor submittals in a timely manner.

d. Facilitate coordination with facility personnel to minimize operational impact.

e. The COR will have the right to reject work that does not conform to the requirements of the SOW.

7.0 PERFORMANCE STANDARDS

a. All work shall be performed in a safe, professional, and workmanlike manner, adhering to industry best practices and manufacturer specifications.

b. The applied materials shall be fully functional, efficient, and meet all specified performance criteria.

c. The project shall be completed within the approved project schedule and by the stated period of performance.

d. All environmental regulations pertaining to hazardous material handling and disposal shall be strictly adhered to.

8.0 Insurance

a. Vendor must provide a copy of your liability insurance.

9.0 Optional Bid Items

a. None.

10.0 POC

a. The table below reference project contacts

Facilities Department Chief

MKC Charles Osborne

(810) 441-8247

Charles.R.Osborne@uscg.mil

COR

LT Steven Durfee

(775) 350-2756

Steven.p.durfee@uscg.mil

OOD [As Assigned Daily] (231) 922-8211 mailto:Steven.p.durfee@uscg.mil