SOW DJF-20-3440-PR-0001685.pdf

FEDERAL BUREAU OF

INVESTIGATION

FINANCE DIVISION | PROCUREMENT

SECTION

Simplified Acquisition Statement of Work (SOW) Template

In order to receive proposals or quotes from vendors, you must prepare a SOW that completely describes your requirements. It’s not advantageous to rely on a contractor’s commercial description for this purpose.

The following outline provides a template for developing your individual SOW, which you can tailor to meet your individual needs.

SOW Format The following template includes the 10 areas listed here:

1. Background

2. Scope

3. Objectives

4. Tasks

5. Delivery

6. Government-furnished property

7. Security Requirement

8. Place of performance

9. Period of performance

10. Travel

Statement of Work for Division/Field Office XX

1.0 Background

Often identified as the “Introduction,” this section should provide information needed to acquaint the reader with the planned acquisition.

The background information should identify the requirement in very general terms;

describe why the project is being pursued, and how it relates to other projects.

Summarize any statutory authority or regulations affecting the overall requirement; and identify any background materials attached to the SOW.

In room 2040, there is an 1800 cfm ceiling mounted AC unit. The unit is adequate to provide cooling to additional new two racks. However, the diffusers have to relocated and rebalanced to provide cooling to where the new and existing racks will be located. For electrical, there is a 100 amp electrical panel in the space. However, there isn't enough spares available for the new rack. A new sub panel is required. The existing 100 amp panel is located behind the existing racks. The new racks will be located in the newly created second row adjacent to the existing racks. The cold aisle will be between the existing racks and the new rack. The hot aisles will be the back of the existing and new racks.

2.0 Scope

This section should provide a brief statement of what you expect to accomplish under the contract — the breadth and limitations of the contract effort. It should not include specific work tasks or a description of deliverable products since this will be included in the “Tasks/Requirements” section described below.

***SCOPE OF SERVICE TO BE PROVIDED IN THE SERVER ROOM. THIS SHALL

INCLUDE MECHANICAL INSULATION OF DUCTWORK,

REMOVING/REINSTALLING CEILING TITLE, AND CEILING GRID. THIS SHALL

ALSO INCLUDE ELECTRICAL INSULATION, WHICH WILL INCLUDE ADDING A 60

AMP DISCONNECT WITH BREAKERS. INSTALL OF ABOVE ELETRICAL GRID OR

CABLE TRAY. SHALL ALSO INCLUDE REMOVING THE EXISITNG MECHANICAL

EQUIPMENT INSECTION AND CHECK THE SYSTEM PERFORMANCE, WHICH

WILL INCLUDE CLEANING THE BLOWER SECTION EVAPORATOR SECTION,

REINSTALL BOTH CHILLED WATER LINES, AND BALANCE OUT ALL CEILING

DIFFUSERS AND RETURN DUCTWORK. ALL ABOVE AND BELOW WORK SHALL

BE DONE FOR A FIRM FIXED PRICE TOTAL. NO PRICE ADJUSTMETS WILL BE

ALLOWED. ***

Scope of work – Room 2040 and 2003

1. Provide a new 60 amp, 3 phase, 24 pole subpanel next to the existing 100 amp panel. The new subpanel shall feed from the existing 100 amp panel in the space. The new panel shall match the specification of the existing panel. The new panel shall be mounted at the same height.

2. From the new subpanel, provide power to the two new racks. One rack requires two NEMA 6L-30R outlets. Second rack requires four NEMA 6L- 30R outlets. Third rack requires four NEMA 5-20P. The power shall run above the ceiling and mounted on the new cable tray.

3. Provide new cable tray mounted just below the ceiling tiles and just above the new racks. The size of the cable tray shall be 12x4 basket type cable tray. See Appendix A.

4. Any work that requires power outage shall be completed after hours and scheduled with facilities maintenance.

5. There are three ceiling diffusers in the space. Relocate the middle ceiling diffuser to the front of the new rack in the cold aisle. Rebalance the airflow so that two diffusers serving the cold aisle is 600 cfm each. The third diffuser that is located on the other side of the room is 400 cfm. The fourth diffuser is located in the adjacent room 2003 and is 200 cfm.

Provide and install dampers in the ductwork to balance it.

6. Provide and Install three new return grilles in the space. One shall be located back of the existing rack in the hot aisle. The second one will be located back of the new rack in the hot aisle. Third will be install other side of the room. Coordinate exact location in the field.

7. Modify the existing AC unit to operate as ceiling return. The return air for the existing unit is hard ducted to ceiling. Remove the ductwork for the return air so that the AC unit can operate as plenum return system.

8. Ground the new cable tray.

Scope of work – Room 3016

1. Install one 250 volt 20amp NEMA 6L-20 outlet on northeast portion of room 3016 at receptacle height mounted on wall.

2. Connect condensation drain to the nearest drain within 50 feet of cooling unit.

Coordinate nearest drain location with facilities maintenance.

Specifications

1. Install according to all local codes. The work shall be compliance with

NEC 70.

2. The mechanical work shall compliance with IMC and ASHAE.

3. The electrical wire shall be sized to have less than 3 percent voltage drop.

4. Use EMT cable to power the new subpanel.

5. Use mc cable to power the outlets.

6. Grounding wire shall be copper.

7. All wire shall be copper.

3.0 Objectives

This section should provide a concise overview of the contract effort goals and objectives; and how the results or end products will be used.

Install power and condensation drain for existing In Row self-contained cooling unit in room 3016.

at receptacle height mounted on wall.

2. Connect condensation drain to the nearest drain within 50 feet of cooling unit.

Coordinate nearest drain location with facilities maintenance.

4.0 Tasks

Sometimes identified as “Requirements” or “Work Requirements,” this section defines the tasks that the contractor must complete during contract performance. The description of task requirements will depend on the approach that is selected to describe the required effort. This section should specify requirements clearly so that all readers can understand them. Reference only the absolute minimum applicable specifications and standards needed. Tailor specifications and other documents and separate general information from direction. The SOW should not include words that appear to indicate that the Government is managing day-to-day operations.

Scope of work – Room 2040 and 2003

1. Provide a new 60 amp, 3 phase, 24 pole subpanel next to the existing 100 amp panel. The new subpanel shall feed from the existing 100 amp panel in the space. The new panel shall match the specification of the existing panel. The new panel shall be mounted at the same height.

2. From the new subpanel, provide power to the two new racks. One rack requires two NEMA 6L-30R outlets. Second rack requires four NEMA 6L-30R outlets.

Third rack requires four NEMA 5-20P. The power shall run above the ceiling and mounted on the new cable tray.

3. Provide new cable tray mounted just below the ceiling tiles and just above the new racks. The size of the cable tray shall be 12x4 basket type cable tray. See Appendix A.

4. Any work that requires power outage shall be completed after hours and scheduled with facilities maintenance.

5. There are three ceiling diffusers in the space. Relocate the middle ceiling diffuser to the front of the new rack in the cold aisle. Rebalance the airflow so that two diffusers serving the cold aisle is 600 cfm each. The third diffuser that is located on the other side of the room is 400 cfm. The fourth diffuser is located in the adjacent room 2003 and is 200 cfm. Provide and install dampers in the ductwork to balance it.

6. Provide and Install three new return grilles in the space. One shall be located back of the existing rack in the hot aisle. The second one will be located back of the new rack in the hot aisle. Third will be install other side of the room.

Coordinate exact location in the field.

7. Modify the existing AC unit to operate as ceiling return. The return air for the existing unit is hard ducted to ceiling. Remove the ductwork for the return air so that the AC unit can operate as plenum return system.

8. Ground the new cable tray.

Scope of work – Room 3016 at receptacle height mounted on wall.

2. Connect condensation drain to the nearest drain within 50 feet of cooling unit.

Coordinate nearest drain location with facilities maintenance.

Specifications

1. Install according to all local codes. The work shall be compliance with NEC 70.

2. The mechanical work shall compliance with IMC and ASHAE.

3. The electrical wire shall be sized to have less than 3 percent voltage drop.

4. Use EMT cable to power the new subpanel.

5. Use mc cable to power the outlets.

6. Grounding wire shall be copper.

7. All wire shall be copper.

5.0 Delivery

This section should clearly state what the contractor must deliver. If different tasks have different delivery requirements, they must be clearly identified along with times within which the contractor must deliver. This may be stated using actual dates, days after contract award, or using some other method that clearly marks the required delivery date, and where the contractor must deliver the service. This may be stated as a location, an organization, a person identified by position (e.g., Contracting Officer’s Representative, a person identified by name or using some other description). What documentation (if any) the contractor must obtain from the Government to verify Government receipt of the delivery.

Deliver the required items to perform the scope of work listed in sections 4.0 and 2.0.

6.0 Government-Furnished Property

This section should identify any government-furnished property provided to the contractor. This includes all government-furnished property, such as government furnished material, equipment, or information. If the list of property is extensive, this section should identify where that list can be found. Before offering to provide any property, make sure that it will be available when required, where required, and in the condition required by the contract. Failure to meet government furnished property requirements often lead to a contractor claim for an equitable adjustment to contract price, delivery, or other requirements. Specific requirements about providing government furnished property can be found in FAR 45, government property, and related agency policy.

N/A

7.0 Security Requirements

This section should identify any unique security requirements associated with contract performance (when applicable). These requirements may include, but are not limited to, such items as:

• Special security clearance requirements YES

• Special escort requirements. YES

All employees coming on property must pass a basic background check.

8.0 Place of Performance

This section should identify where the contract will be performed. If performance will occur at multiple government locations, this section should indicate which tasks must be completed where. If performance will be at the contractor’s facility, the SOW need only state that requirement.

225 Humphreys Blvd Ste 3000 Memphis TN 38120 Memphis Project – Room 2040, 2003, and 3016

9.0 Period of Performance

The period of performance may be stated using actual dates, days after contract award, or using some other method. If different periods of performance will apply to different tasks, the tasks and related periods of performance should be clearly identified.

Completed 30 or less after contract award. The is an urgent requirement and we would prefer the work be completed well before the 30 days.

10.0 Travel

When required and authorized by the Contracting Office, travel must be conducted in accordance with Federal Travel Regulations. Is travel authorized under this contract?

N/A

SOW Language Tips A variety of people with different perspectives and life experiences will read your SOW.

Readers typically include government and industry contracting personnel, managers, technical experts, accountants and lawyers. All these readers need to understand the SOW in a clear and concise manner; therefore, language selection is very important.

Below are tips that you should consider when reviewing the SOW.

Use simple words, phrases, and sentences whenever practical. Be concise, precise, and consistent. Keep sentences short and to the point. Normally the longer the sentence, the harder it is to understand. Use verbs in the active voice. A verb is in the active voice when it expresses an action performed by its subject. For example, “The contractor shall report contract progress quarterly.” Avoid using verbs in the passive voice. A verb is in the passive voice when it expresses an action performed upon its subject or when the subject is the result of the action. For example, “Contract progress shall be reported quarterly by the contractor.” Use “shall” or “must” when writing a requirement binding on the contractor. Avoid “should” or “may” because they leave the decision on appropriate action up to the contractor. Use “will” to indicate actions by the government.

Be consistent when using terminology. Use the same word to mean the same thing throughout your SOW. Avoid using different words to indicate the same type of action.

Avoid redundancy. At best, requiring the contractor to do the same thing in different parts of the SOW will add needless words to the SOW. At worst, there may be subtle differences in the requirements that will lead to a dispute during contract performance.

Avoid vague or inexact phrases and generalizations. Avoid catchall and open-ended phrases, such as, “is common practice in the industry,” “as directed,” or “subject to approval.” If you want to give the contractor an opportunity to use their standard commercial practices, require each offeror to identify its commercial practices in a proposal and then include that proposal as part of the order/contract.

Define technical terms. Avoid using government jargon. Assure that it is clearly defined whenever jargon must be used. Only use “any,” “either,” “and/or,” “etc.” when allowing the contractor to select an alternative. Use abbreviations or acronyms only after spelling them out the first time they are used [e.g., National Aeronautics and Space Administration (NASA)]. Spell them out even if they are commonly used by the user’s agency because a commercial contractor may not be familiar with them. Identify the date or version of any document referenced in your SOW. Advise readers from industry where they can obtain referenced documents.