SOW AZ Privacy Booth 20241204.pdf

SOW Office Privacy Meeting Booth –

SOW Office Privacy

Meeting Booth

Basic

AFTC/AZD - Edwards AFB, CA

J-Tech II Program Management Office

4 December 2024

SOW Office Privacy Meeting Booth –

Table of Contents

Section

Section Revision History

1.0 Introduction/Background

2.0 Scope

3.0 Description of Work

3.1 General Services

3.2 Design Work

3.3 Delivery Work

3.4 Installation Work

3.5 Inspection/Acceptance Checklist

4.0 Product

4.1 Acoustic Paneling and Sound Insulation

4.2 Smart Ventilation & Lighting

4.3 Mobility and Stability

4.4 Fully Equipped for Functionality

4.5 Size

4.6 Design

6.0 Site Conditions

7.0 Voluntary Protection Program (VPP)/Safety

8.0 Base/Installation Specifics

9.0 Deliverables (CDRLs)

10.0 Performance Objective Summary

Revision History

Author Name Date Reason For Changes Version

SOW Office Workplace Furniture – Tier I

1.0 Introduction/Background

Currently AZ is under construction for a secure facility. This facility will attract personnel from numerous locations. The purchase of a soundproof privacy booth will allow visitors and customers to have private unclassified discussions when required. With the increase of visitors and customers, a privacy booth will ensure sensitive, unclassified discussions are not overheard by others, safeguarding personal and business information while avoiding data breaches.

Personnel will also be able to take phone calls, attend virtual meetings, or work on projects that are of sensitive nature. The installation of this soundproof privacy booth will enhance the communication of our office personnel by providing a safe place for constant communication with our customers.

2.0 Scope

The soundproof privacy both shall be delivered and installed in Bldg. 2800, South Wing, Edwards Air Force Base, CA.

3.0 Description of Work

3.1 General Services

Coordination and management of all products, equipment and personnel required to create, deliver and install a new soundproof privacy booth within Bldg. 2800, South Wing, Edwards Air Force Base. Scope includes ongoing servicing of any items defective due to manufacturing error as well as for replacement or repair of any damaged item after purchase.

3.1.1 Soundproof Privacy Booth for Two: The contractor will deliver and install a soundproof privacy booth (double sized) at Edwards AFB

Building 2800. The booth should be able to accommodate at least 2 chairs (sofas), 1 table (rectangular and adjustable), ceiling light, motion sensor power, acoustic paneling (soundproof), ventilation system (fan), and a door. Dimensions: The privacy booth must be no larger than 102” wide, 65” deep, 82” high. The booth must contain soundproofing such as acoustic panels, fabric, and door seals to mute distracting background noise and prevent those outside of the booth from hearing conversations. It must also contain ventilation (fans) that circulate air inside the booth to maintain temperature and provide good air quality inside the booth. LED dimming lighting is required on the ceiling of the booth. Lighting must be motion activated to help preserve energy. The booth must have at least 2 electrical receptacles for a total of 4 power outlets. The booth will also require a compartment for installation of network capabilities (please provide the size of the compartment so that we can coordinate with the IT office). The contractor shall provide a warranty coverage for any defects in parts, materials, or the product as a whole that are due to manufacturing, materials, or craftsmanship that are reported within 3 years of the date of receipt.

3.1.2 The contractor shall be responsible for all personnel, equipment, tools, materials, supervision, storage, assembly, transportation, incidentals and all other items and services necessary to provide and install the privacy booth.

3.1.3 The contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, codes, permits, DoD, AF, and base requirements and instructions required for the performance of the duties in this Performance Work Statement (PWS).

3.1.4 The contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks. These policies shall be following Federal and Installation policies and procedures.

3.1.5 The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer (CO) within 10 days after contract award. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operations of this contract on the installation.

3.1.6 Any electrician provided by the contractor shall be a licensed electrical contractor. The electrician will be paid in accordance with Davis- Bacon wage determination Kern County as of November 2023.

3.1.7 The contractor shall submit a complete list of personnel in accordance with installation policy, including deliverymen, who will be expected to work on the installation at least 3 days prior installation. The list must include, full legal name, driver’s license number and issued state, date of birth, citizenship and last 4 of social security number (no expiring, suspended nor revoked licenses will be accepted). T h i s list will contain Privacy Act information as required as well as the expectation that everyone will be able to present a current and valid state/federal identification complying with the REAL ID Act, to meet local Air Force security requirements. Please note that our installations require this information be coordinated 3 days in advance.

3.1.8 The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees.

3.1.9 The contractor shall be the authorized dealer of the specific office workplace furniture manufacturer proposed for the project.

3.1.10 The contractor shall manage ordering, shipment, delivery and installation of all new furniture from manufacturer to final acceptance by the Government Project Manager (GPM).

3.1.11 The contractor shall provide customer service during normal duty hours, 0600-1630 hours, Monday through Friday; except for federal holidays.

3.1.12 Recognized US Federal Holidays are as follows: New Year’s Day, Birthday of Martin Luther King Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on a Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday.

3.1.13 When the contractor desires to work other than standard times, a written request shall be submitted to the GPM for approval. Written approval from the CO must be received before proceeding with the work. The request shall be submitted at least five (5) workdays prior to the proposed performance of work, and it shall indicate the day/days, time/amount of work, and reason why performance is necessary during nonstandard hours.

3.1.14 All Air Force inquiries shall be responded to by a contractor representative within two business days.

3.1.15 Meetings may periodically be held between base personnel and contractor management to discuss contract status. The CO will notify the contractor in writing in advance of the place and time of required meetings.

3.1.16 The contractor shall be responsible for coordination of an escort through any controlled areas through the local GPM.

3.1.17 Lost vehicle and entry passes shall be reported immediately to the Security Police as well as the GPM in accordance with the local security forces policy.

3.1.18 The contractor shall be responsible for any storage of all furniture, components, parts and assemblies prior to and during installation in accordance with the agreed upon delivery schedule.

3.1.19 The contractor shall maintain the capability to adjust workforce in the event of unforeseen circumstances such as extended duty hours, travel, classes and education, and mission related changes. These expenses are reimbursable with prior approval of the GPM and the CO.

3.1.20 The contractor shall maintain continuity between the support operations at Edwards AFB, California and all other assigned performance locations and the contractor’s corporate offices. The contractor shall provide the necessary resources to manage and administer the contract. The contractor shall, as a minimum, maintain a single point of contact for this effort to be available in person to the AFTC/AZ (building 2800), during the same business day.

3.1.21 The contractor shall provide for the management and support of personnel, to include making necessary arrangements for employees required to travel; supporting personnel co-located on Edwards AFB,

3.1.22 California and other locations specified with additional resources, expertise, advice; necessary infrastructure to support work to be accomplished off-base; conducting personnel meetings; providing administrative support for employees in a timely fashion; and providing facility and staff security requirements.

3.1.23 All personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

3.2 Design Work

Provide professionals versed in programming, space planning and product specification who have the knowledge to communicate product capabilities to the customer and ensure products purchased meet the requirements.

3.2.1 As a part of the request for proposal/quote process, the contractor shall propose products and a design that takes into account site layout considerations, as well as other information gathered during initial customer review at the discounted price upon which the award will be based.

3.2.2 In no case should product prices exceed the discounted amounts set forth in the Tier I contract applicable to the contractor. The proposal shall show list price and discount and net price.

3.2.3 The contractor shall provide design services, including space planning, site verification, material selection and programming as necessary for the project.

3.2.4 The contractor shall define and furnish the necessary hardware, software, and all other equipment necessary to accomplish design tasks. Standard equipment in addition to the hardware and software shall include but not necessarily be limited to office furniture and equipment necessary for the privacy booth to be fully functional.

3.2.5 The contractor shall be responsible for collection of information relevant to the design/redesign of a space. Examples could include personnel interviews, questionnaires and walk-through inspections of the facility, as well as the existing furniture database (if available).

3.2.6 Services shall include site evaluation to ensure proper fit of the furniture within the given space and that all structural and other anomalies are taken into account.

3.2.7 The contractor is responsible for notifying the GPM of all power requirements regarding location of communication, LAN and power junction boxes, with the expectation that the government will be responsible for providing and locating those junction boxes within 4'-0" of the ceiling penetration of the power pole location provided by the contractor.

3.2.8 Design shall ensure that power poles do not protrude into main walkways.

3.2.9 Design shall ensure that all outlets included in the design are accessible to the user, free and clear of obstacles.

3.2.10 Design shall include proper ventilation within the ceiling of the privacy booth.

3.2.11 Design shall ensure that no existing wall outlets or thermostats are covered or concealed by panels or other privacy booth components.

3.2.12 Design shall consider utilize wall mounted applications where possible.

3.2.13 All designs of furniture layouts, including original designs and any subsequent redesigns, must be accomplished by qualified professional designers and should have three years’ experience using software similar to that proposed for this contract.

3.2.14 The contractor shall meet with the GPM to review the installation drawings prior to submission of any revised price quote.

3.2.15 The contractor shall provide additional drawings of furniture layouts, if requested by the GPM on a non-rewritable CD or DVD in both .dwg and .pdf formats unless otherwise specified in the contract.

3.2.16 The hardware/software shall perform computerized inventory, computer aided design, automated take-off function, and report generation for all product purchased. The software for this contract shall be compatible software for AutoCAD and MicroStation. The software shall be fully compatible with Microsoft Windows, the most current version.

3.2.17 Design service shall include an initial complete design with up to two additional minor revisions prior to final approval.

3.2.18 Designs of each location shall include a Basic component floor plan sheet in which the privacy booth is tagged: to include graphic symbols for all major hanging components (shelves, lights, furniture, work surfaces, electrical outlets, etc.) as determined by the government, in 1/4" = 1'- 0" scale.

3.2.19 Designs of each location shall include a Panel and Hardware Layout sheet:

to include all finish colors and fabrics, in 1/4" = 1'0" scale, in addition to display hardware, keys and locksets shall be included.

3.2.20 Design sheet layouts of each location shall include a Furniture Power Distribution sheet in 1/4" = 1'0" scale to include: the location of all powered panels, powered components, receptacles, communication ports, powered raceways, base electrical feeds and building connection points.

3.2.21 Within ten (10) workdays after the final design has been accepted by the base requesting organization, a bill of materials detailing all inventory, and

(3) copies of all plans including basic floor plan, panel and electrical layouts will be provided to the GPM for the project.

3.2.22 The contractor shall maintain an updated, automated master copy of all furniture layouts, (designs/redesigns) accomplished under this contract for the duration of the warranty, after government acceptance of the project.

3.2.23 Drawing changes required to a layout due to contractor errors or omissions shall be the responsibility of the contractor and the corrected drawing and bill of materials shall be delivered to the government within three calendar days of the request.

3.2.24 Contractor shall provide the GPM a copy the installation drawings and bill of materials via mutually agreed upon electronic media.

3.2.25 Contractor shall make the government aware of any discrepancies to existing conditions not previously identified.

3.3 Delivery Work

Transportation of all products, loading, unloading, storage and all necessary movement from factory to final onsite set up.

3.3.1 The contractor Project Manager shall be responsible for on-site coordination of all staging and deliveries, to include access to and operation of any equipment needed for unloading and movement of materials or product.

3.3.2 Contractor shall be responsible for determination of the appropriate delivery method and handling, based on site conditions to include the non-existence of loading docks and equipment at any given location. Special circumstances may be identified to and negotiated with the CO.

3.3.3 Delivery shall be in accordance with the terms of the contractor's agreement. If the ordering activity designates an accelerated delivery schedule it will be identified in the contract.

3.3.4 A maximum of 30 days offsite storage shall be included in the contractor's agreement.

3.3.5 Work shall comply with applicable building standards and codes, specifically: National Electrical Code (National Fire Protection Association (NFPA 70) and National Life Safety Code (NFPA 101).

3.3.6 The contractor shall be responsible for following all safety and security guidelines within the area in which work is being performed, to include securing any contractor owned tools or equipment, and any on site storage being utilized.

3.3.7 The contractor shall maintain accountability and control of any keys provided and shall return them to the GPM upon completion of work.

Duplication of keys or other means of access is not authorized.

3.3.8 The contractor shall prevent its personnel from entering any area other than the designated work area.

3.3.9 The contractor shall maintain a means of egress within all designated work areas to comply with fire codes.

3.3.10 The contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

3.4 Installation Work

Manufacturer certified professionals to install office workplace furniture per the approved design drawings.

3.4.1 Contractor shall provide or have capability of obtaining support services to include warehousing of the proposed furniture and demountable walls.

3.4.2 The contractor shall appoint an authorized representative who will be the company's senior representation on site for all customer communication and enforce compliance of all requirements for the project. This representative shall have a physical presence during any delivery and throughout installation unless agreed to by the GPM.

3.4.3 The contractor representative shall meet with GPM to review the installation drawings prior to installation.

3.4.4 The contractor shall install the privacy booth in accordance with each requirement statement and basic component floorplan, panel plan and electrical plan, designed and provided by the contractor with each purchase.

3.4.5 Contractor shall be liable for any damage to government property caused by the contractor or their representatives.

3.4.6 During installation the contractor shall protect all furniture and building materials, to include carpet, existing within the space with industry approved protective coverings inclusive of craft paper, moving blankets and such type of material. The contractor shall not use protective materials that will leave any type of residual print, outline or imaging on any furniture or building materials. Contractor shall not repair damage to finishes unless directed by CO but will be responsible to pay for damages. The government will make repairs and back charge the installation contractor.

3.4.7 Services shall include product transportation of existing inventory as required.

3.4.8 The contractor shall uncrate/unpack all items and perform required assembly in accordance with the manufacturer instructions.

3.4.9 Services shall include inspection of product for shipping damage. If damage is found it shall be the responsibility of the contractor to notify the GPM and make all arrangements for replacement or repair of the item(s) damaged. Damaged items are not to be installed unless otherwise directed by the GPM.

3.4.10 Services shall include assembly of product to conform to final CO approved design drawings.

3.4.11 Any furnishings attached to the booth shall be attached securely.

3.4.12 Installation of the privacy booth must be under the oversight of an onsite manufacturer certified installer.

3.4.13 The contractor shall ensure that all communication outlet faceplates are provided with the furniture, based on the unique specifications of the IT requirements at that location.

3.4.14 Services shall include removal of packing materials from the installation and cleaning of product.

3.4.15 All trash removed from the worksite shall be disposed of in accordance with state laws, and packaging and other recyclable materials shall be recycled wherever possible.

3.4.16 The contractor shall maintain environmental controls when working in any government facility, to include but not limited to keeping doors shut and lights off when not in use and turning off vehicle engines when parked.

3.4.17 Light fixtures shall have appropriate lamps and be in working order.

3.4.18 Prior to acceptance, the contractor shall clean all furniture only with the manufacturer's recommended cleaning agents/products.

3.4.19 The contractor shall provide all components, completely assembled, installed, and operational, including keys for the door.

3.4.20 Furniture, equipment, and accessories shall be level, square, and in proper alignment with adjoining furniture.

3.4.21 The contractor shall inspect to ensure the furniture is free of surface dirt and defects, the installation is complete, and the furniture is ready for use.

3.5 Inspection/Acceptance Checklist

Validation between the contractor and the GPM that all product has been installed according to manufacturer guidelines and customer specifications.

3.5.1 A post-installation walkthrough shall be coordinated with the contractor’s authorized representative and GPM.

3.5.2 All areas requiring correction shall be documented in a punch list by the contractor and provided to the GPM upon completion of a joint walk through by the contractor and the GPM. No payment will be authorized while punch list items remain open.

3.5.3 A final walk through will be performed with the contractor and the GPM and the CO to ensure all punch list items have been addressed to the satisfaction of the government.

4.0 Product

4.1 Acoustic Paneling and Sound Insulation

Privacy Booth must feature acoustic paneling and sound insulation crafted to absorb and block out distracting office noise both from the outside and inside the booth.

4.2 Smart Ventilation & Lighting

Privacy Booth must include a silent fan ventilation system and natural air vent. As well as LED motion sensor lights that provide dimmable, energy efficient illumination.

4.3 Mobility and Stability

Privacy Booth must have universal wheels for effortless re-localization as well as stationary setup capabilities to avoid mobility when stationary. It must have a self-closing outswing door.

4.4 Fully Equipped for Functionality

Privacy booth must have at least 2 sofa style seats and one table in the center. It must also contain at least 4 power outlets and 1 compartment for our network to be installed by our IT office.

4.5 Size

Privacy Booth must be no larger than 102” wide, 65” deep, 82” high.

4.6 Design

Exterior color must not be white to avoid stains. Door and front of the booth shall be acoustic glass. It must hold at least 2 people at the same time.

6.0 Site Conditions

6.1 Standard site conditions shall be considered those that include:

6.1.1 Free and clear hard surface access to the receiving and installation location during regular working hours (0600-1700).

6.1.2 Parking and off-loading area suitable for access by a semi-trailer combination or truck within 100 feet of the building entrance closest to product installation area

6.1.3 Threat condition level of the base is Alpha. This requires dealer personnel to get base access in order to complete the product installation.

6.1.4 A staging area adequate to sort, stage and uncrate products along with a waste receptacle suitable for disposal of materials.

6.1.5 Includes electric power, working lights, heating and air conditioning, and access to a working freight elevator if location is on a floor other than the first floor.

6.1.6 Current and correct CAD drawings of the building shell

6.1.7 A building ready for the installation of furniture (i.e. other tasks such as painting and flooring are complete so as not to cause any delays in performance)

6.2 Contractor shall notify the CO of any deviations from the above standards, as well as any requests for equitable adjustment to the contract price based on a condition not available at site visit.

7.0 Voluntary Protection Program (VPP)/Safety

7.1 Voluntary Protection Program: The Air Force is part of the AOSHA VPP. All contractors are required to familiarize themselves with the requirements of the VPP. Information on VPP can be accessed at https://www.osha.gov/vpp

7.2 An Applicable Quality Control Plan must identify the processes and procedures the contractor will use to track compliance with the Safety and Health Plan, and the process and procedures that will be used to correct violations. The Contractor must provide Total Case Incidence Rate (TCIR) and Day Away, restricted and or Transfer Case Rate (DART) to N/A by N/A each year.

Upon award of the contract, the contractors working at Building 2800 5S Wolfe Ave, Edwards CA, will have a safety briefing N/A.

8.0 Base/Installation Specifics

8.1 All commercial trucks must enter through Westgate, which is through

Rosamond Boulevard, Rosamond, CA for inspection. In accordance with the Installation 412th SFS; base entry procedures must adhere to delivery vehicle process requirements mandated by the Wing. Once at Westgate, the driver must have a current pass that will be given upon request, please contact AFTC/AZD, Charlene Maldonado at 661-277-9449, Building 2800 5S Wolfe Ave, Edwards AFB, CA 93524, and be able to show:

• A current Vehicle Registration http://www.osha.gov/vpp

• A current Proof of Insurance

• A valid and current Driver's License for the driver

• A valid and current Driver's License or other State Identification for any passenger(s) in the vehicle.

8.2 Gate Procedures:

• Once at Westgate, be prepared to exit the vehicle and allow for vehicle inspection. At this time, you may ask for directions to your final destination.

• If the final destination requires the driver to leave Westgate, and re-enter the base through an alternate gate, the pass received will be sufficient documentation for entry into both gates, within a pre-established time directed by the Security Forces representative.

• Arrival at the appropriate gate after the designated allotted time will result in non-admittance to the installation.

• This procedure will occur each time a commercial truck requests access to the base.

8.3 Current Bill of Lading (BOL) to get delivery driver and the vehicle on base. BOL must include the AF installation name, date of anticipated delivery, and specific destination (including building number, street address, and point of contact information).

8.4 Personnel should the following items when entering an installation:

• Current Registration for all vehicles

• Current Proof of Insurance for all vehicles

• Valid driver’s license for each driver

• Valid driver’s license or other state identification for each passenger

• Depending on the current Force Protection Condition, a government representative may be required to sponsor those people in person at Pass & ID, building 2800.

• The sponsor must state the guest's purpose and destination. It is the responsibility of the contractor to validate this need with their government POC prior to their arrival so as to coordinate the arrival time accordingly.

Sponsors may request that a pass be applicable for multiple days if needed.

8.5 To sponsor 10 or more people, a typed list of those people must be submitted by the COR in Word or Excel format, stating LAST NAME then FIRST NAME of each person. The sponsor must submit that list to Pass & ID , no fewer than three days prior to the anticipated arrival. Names listed must be complete names, (no nicknames), and correspond to the names on the state ID for each person.

8.6 Mission Essential Services: Contractors are not considered mission essential.

8.7 Prohibitions: Firearms may not be brought on base under any circumstances.

Individuals with criminal records are not allowed on base. Contractor personnel are prohibited from sponsoring guests onto the installation.

9.0 Deliverables (CDRLs)

9.1 (CDRL A001) Design & Drawings

9.2 (CDRL A002) Installation Plan & Schedule

9.3 (CDRL A003) Manufacturer Documentation and/or Warranties

9.4 The Government has full ownership of all formal deliverables and required supporting documentation with regard to use, distribution and reproduction.

10.0 Performance Objective Summary

Performance Objective SOW Paragraph

Performance Threshold

1) General –Oversight 3.1 No more than 1 customer and accountability for all complaint per time period people and equipment and resolution of all issues used and product identified by the COR ordered for a project within 24 hours

2) Design – design was provided within the

3.2 Zero late delivery of

allotted time frame, designs. Issues relating to fulfills the customer’s customer requirements requirements and fits and site conditions will be appropriately within the successfully resolved site conditions of the space.

within 24 hours.

3) Product Markings – 3.3 Minimal mistakes in products are labeled product markings (less with appropriate than 1%). Mistakes shall markings so future users be corrected within 48 can identify them at a hours of identification by later date. the GPM

4) Delivery – delivery 3.4 Zero late deliveries.

time met expectations Damage resolved in and was unloaded by accordance with the SOW.

appropriate contractor personnel using appropriate equipment without damage.

5) Installation/Removal

– product was uncrated, and assembled per manufacturer’s instructions and per customer’s approved layout within the allotted time frame

3.5 No more than one

customer complaint per week. Complaints must be successfully resolved within 48 hours.

6) Acceptance – All 3.6 Zero punch list items punch list items have remain unresolved prior to been remedied and all project completion.

furniture is in proper working condition.