SOW.docx

FEMA Office of National Continuity Programs FEMA National Radio System (FNARS) Nationwide Annual 5kW Antenna Preventive Maintenance Statement of Work (SOW) June 03, 2025

PREPARED BY:

Federal Emergency Management Agency Office of National Continuity Programs Continuity Communications Division

FEMA ONCP Contracting Officer’s Representatives (COR) & Technical Monitor (TM):

Antonio Emmanuel T. Tuano antonioemmanuel.tuano@dhs.fema.gov 540-542-2872

SCOPE OF WORK:

General:

The contractor will have experience inspection and maintenance of the identified antennas and associated infrastructure listed in Annex A to include, but not limited to, towers, foundations, conduit, transmission lines, rotators, and ground systems. The contractor will provide lowest price and most acceptable technical approach on all inspections and preventive maintenance. The contractor shall perform the inspections and preventive maintenance actions quoted as labor, material, and travel.

The contractor is responsible for the inspection and preventative maintenance to antenna systems at six locations inclusive of travel. Inspections are defined as visually and physically inspecting the antenna system to include the supporting structure and transmission line starting at the radio. Acceptable methods include climbing, aerial lifts, cranes with personnel baskets, or lowering antennas to the ground when applicable. Indirect observation tools such as drones, binoculars, or telescopes are not acceptable for any portion of the physical inspection scope. The inspection checklist is contained in Annex’s B-D at the end of this document for each type of antenna. Preventative maintenance examples include installing/replacing common fasteners or missing/damaged fastener as required and includes weather-sealant, mastic, and electrical tape as required. Inspection performed by the contractor will be invoiced per job upon completion as proposed.

References:

Annex A: Antenna System Locations and Types Annex B: RLP Maintenance checklist Annex C: Spira-Cone Maintenance checklist Annex D: Fan Antenna Maintenance checklist

Deliverables:

a. Prepare and submit a program schedule to include anticipated inspection and preventive maintenance dates in Microsoft Project format. Schedule is due to the contracting officer’s representative (COR) no later than 10 days from award.

b. Prepare and submit status reports in Microsoft Office Suite and participate in teleconferences as required

c. The contracting officer’s representative (COR) must accept all plans for inspections and preventive maintenance to be performed to include but not limited to schedule, drawings, and manufacturer information. An electronic copy must be provided to the contracting officer’s representative (COR) for distribution and coordination.

d. The contractor shall provide the contracting officer’s representative (COR) a report summarizing annual inspections and preventive maintenance. If repair actions are required, the contractor will submit the diagnosis, suggested method of repairs, and suggested validation/testing methods verifying the repairs.

e. The Contractor will supply common fasteners for the antenna systems and be prepared to replace missing/damaged fasteners, general minor hardware to include weather-sealant, mastic, electrical tape, and silicone as needed.

f. The antenna systems shall be fully tested in all modes, to the satisfaction of the contracting officer’s representative (COR) and/or technical monitor (TM) before final departure. Testing reports will include the following:

1). The contractor shall perform a 2.0 to 30.0 MHz full frequency sweep/VSWR and document results of the maintained antenna.

2). The contractor shall perform a 2.0 to 30.0 MHz sweep with distance to fault/return loss sweep and document results.

3). All sweep documentation shall be given to the FEMA contracting officer’s representative (COR) and/or technical monitor (TM) electronically in JPEG or PDF format by email.

g. Progress Meetings: The Contractor shall be prepared, at the discretion of the contracting officer’s representative (COR), to provide a progress meeting to the contracting officer’s representative (COR) and/or technical monitor (TM) prior to leaving the site daily.

Completion Criteria:

This project will be considered complete when the tasks identified in the statement of work (SOW) have been completed, tested and the final documentation has been delivered to and accepted by the contracting officer’s representative (COR).

Delivery Schedule/Period of Performance (POP):

Period of performance of the contract will be 1-year from the date of award.

General Requirements:

a. The contractor shall provide a firm fixed price and provide all labor, personnel, equipment, tools, materials and supplies necessary for completion of work.

b. The contractor shall schedule a start date for the project within 10 calendar days of receipt award for this project. The contractor shall coordinate with the contracting officer’s representative (COR) and/or the Technical Monitor (TM) in advance of commencing any work.

c. No deviation or substitution of materials specified shall be done without prior approval of the contracting officer’s representative (COR) or Contracting Officer (CO).

d. The contracting officer’s representative (COR) will work with the contractor to determine if any inspections and/or permits are needed.

e. The contractor will ensure that all site access requests are provided to the contracting officer’s representative (COR) no later than 72 hours from the start of the project.

f. The contractor shall establish that FEMA ONCP is the owner of record of all materials procured for this project, such that FEMA ONCP may exercise all warranty and technical support rights following final acceptance.

g. All data, software, equipment, analysis results, and reports/briefings generated are the property of the United States Government and may not be released to third parties without the express written consent of the contracting officer’s representative (COR)/contracting officer (CO).

h. The inspections and preventive maintenance will require personnel to climb. Maintenance personnel will be certified to climb towers and will adhere to all safety standards. Work to be performed under this statement of work (SOW) requires a minimum of two (2) tower and antenna certified people to be present at the job site. The contractor shall provide all equipment and certified personnel associated with the entire project to operate in a safe manner and adhere to all federal, state, and local safety standards, including OSHA standards. The contracting officer’s representative (COR)/contracting officer (CO) or facility safety officer (FCO) may require a copy of the certifications prior to the start of the project.

i. Confined Space requirements: If work to be performed under this statement of work (SOW) requires below grade manholes and or confined space entry the contractor shall ensure all personnel entering and working within the below grade manholes or a confined space are confined space certified as required by federal, state, or local regulations. The contractor is required to have at least one other confined space certified individual when operating in confined spaces. The contractor is required to have all required confined space safety equipment setup and ready for operation. The contracting officer’s representative (COR)/contracting officer (CO) or facility safety officer (FCO) may require a copy of the certifications prior to the start of the project.

j. Environmental Issues: The contractor will coordinate with the contracting officer’s representative (COR) before any work is started and/or equipment is set up on the site. Any known environmental issues will be disclosed to the contractor prior to the start of the project. Any environmental issues identified by the contractor will be reported to the onsite technical monitor (TM) or the contracting officer’s representative (COR).

k. Telephone: Telephone service should not be expected to be available onsite for the contractor’s use. Contractors may use cellular phone devices onsite. Depending on the cell phone service, reception may or may not be present.

l. Restroom Facilities: There are normally no publicly accessible restroom facilities at most sites. The contractor must provide their own restroom facilities.

m. Utilities: If the contractor requires a generator(s) then the contractor must provide one.

n. The contractor employees working onsite shall wear an identification badge that at a minimum displays the contractor’s name, the employee’s photo, and the employee’s name. All contractor employees shall identify themselves as contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

o. The Federal Government owns the hardware, software, and associated systems. The contractor shall use only such equipment in support of requirements outlined in this statement of work (SOW).

p. In accordance with this statement of work (SOW), the government shall exercise its right to review past performance.

q. In accordance with this statement of work (SOW), the government shall exercise its right to review deliverables prior to formal delivery and acceptance.

r. The contractor shall coordinate services, deliverables, and delivery schedules with the contracting officer’s representative (COR) or his/her designee, with the understanding that all work shall be within scope of this statement of work (SOW). Contractor shall submit all deliverables to the contracting officer’s representative (COR) for inspection and acceptance.

s. All cyber identity and cyber attribute data—including data at rest, data in transit, generated data, and metadata—will always remain the property of the United States Government. None of this data will be shared or distributed, other than within the operating parameters of the program, without prior written permission from FEMA. At the conclusion of the contract, the contractor shall return all government-owned data to FEMA on an appropriate storage medium and will definitively purge all contractor- owned equipment of government-owned data.

t. Normal business hours shall be Monday thru Friday, from 7:00 a.m. to 3:30 p.m. No onsite work shall be performed outside these hours or on holidays unless prior approval is obtained from the contracting officer (CO) or the contracting officer’s representative (COR). The contractor shall coordinate with the contracting officer’s representative (COR) to arrange access to the work site. The contractor will be required to report to the appropriate facility and submit to (if required) vehicle searches before access will be granted. The contractor will be prepared to provide their employees’ personal information (Full Name, social security number, date of birth, place of birth, driver’s license number, and home address) to the contracting officer’s representative (COR) 72 hours prior to beginning work so that information can be vetted with Security. For emergency work, information will be provided as soon as it is practical, but contractors will not be able to access sites until vetting procedures are complete. The contractors will be escorted by a properly cleared/badged Government employee. The contractor shall make the effort to cause a minimum damage to parking lots, other paved areas, items that need to be moved during the course of the project, and other areas not included in this statement of work (SOW). Damage caused by the contractor shall be repaired/replaced at the contractor’s expense.

u. All trash & debris generated during the installation including shipping containers, packing material, and removed feedline/conduit shall be collected, contained throughout the process, and removed from the facility at the end of the install.

v. Contractor required insurance to work on a government installation: The contractor shall, at its own expense, provide and maintain during the entire performance period of this contract at least the kinds and minimum amounts of insurance required in paragraph 3.

1). Five days after contract award, the contractor shall certify to the contracting officer (CO) in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective (l) for such period as the laws of the state in which this contract is to be performed prescribe, or (2) until 30 days after the insurer of the contractor gives written notice to the contracting officer (CO), whichever period is long.

2). The contractor shall insert the substance of this clause, including this paragraph 3)., in subcontracts under this contract that require work on a government installation and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance and shall make copies available to the contracting officer (CO) upon request.

3). The following coverage is the minimum insurance required to work under this contract:

(a) Workers' compensation and employer's liability. The contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational disease is not compensable under those statutes, it shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: The contracting officer (CO) requires bodily injury liability insurance coverage written on the comprehensive form of the policy of at least $500,000 per occurrence.

Technical Evaluation Criteria:

The following technical factors will be used to evaluate the proposals:

a. Experience installing, maintaining, and inspecting high powered antenna.

b. Experience installing, maintaining, and inspecting towers/antenna support structures.

c. Experience installing, maintaining, and inspecting tower foundations.

d. Experience installing, maintaining, and inspecting conduit.

e. Experience installing, maintaining, and inspecting transmission line.

f. Experience installing, maintaining, and inspecting ground rings using exothermic welding.

g. Experience performing antenna sweeps i.e. Distance to Fault (DTF) and Voltage Standing Wave Ratio (VSWR).

h. Confined space work and certification.

i. Past performance.

j. Pricing for inspections/preventative maintenance.

Annex A: Antenna System Locations and Types:

1. FEMA 63 Old Marlboro Rd, Bldg. A, Maynard, MA 01754

(1) United States Antenna Products, LLC Model LP 1001CA

(1) KRATOS Defense 3002 Series Granger Broadband HF Multi-Mode SPIRA-CONE®

(1) TCI Model 613-3 High Frequency Broadband Dipole Antenna

2. FEMA 404 Pinetree Blvd. Thomasville, GA 31792

(1) United States Antenna Products, LLC Model LP 1001CA

3. FEMA 800 Loop 288, Denton, TX 76201

(1) United States Antenna Products, LLC Model LP 1001CA

(2) KRATOS Defense 3001 Series Granger Broadband HF Multi-Mode SPIRA-CONE®

(2) TCI Model 613-3 High Frequency Broadband Dipole Antenna

4. FEMA Denver Federal Center, Building 710, Box 25267, Denver, CO 80225

(2) United States Antenna Products, LLC Model LP 1001CA

(1) KRATOS Defense 3002 Series Granger Broadband HF Multi-Mode SPIRA-CONE®

(1) TCI Model 613-3 High Frequency Broadband Dipole Antenna

5. FEMA 130 228th ST. SW, Bothell, WA 98021

(1) United States Antenna Products, LLC Model LP 1001CA

(1) KRATOS Defense 3002 Series Granger Broadband HF Multi-Mode SPIRA-CONE®

(2) TCI Model 613-3 High Frequency Broadband Dipole Antenna

6. FEMA 19844 Blueridge Mt Road, Bluemont, VA 20135

(2) United States Antenna Products, LLC Model LP 1001CA

(1) KRATOS Defense 3001 Series Granger Broadband HF Multi-Mode SPIRA-CONE®

(3) KRATOS Defense 3002 Series Granger Broadband HF Multi-Mode SPIRA-CONE®

Annex B: United States Antenna Products, LLC Model LP 1001CA

Antenna

1. Visually and physically inspect the antenna.

2. Ensure all bolts are tight by visually inspecting and physically placing a wrench on each bolt on the antenna boom and supporting structure to ensure bolt tensioning is in accordance with manufacturer’s specifications.

3. Visually inspect members for damage.

4. Visually inspect transmission line for damage.

5. Visually inspect insulators for crack or damage.

6. Visually inspect elements damage.

7. Check and replace minor hardware if needed.

8. Check and adjust all mechanical and electrical connections.

Tower

9. Lubricate the tower top brass bushing for the main mast.

10. Check and adjust guy wire tension in accordance with manufacturer’s specifications.

11. Inspect tower safety climb.

12. Ensure and verify RF Hazard sign.

13. Visually inspect the tower components for corrosion. Where level 1 or level 2 corrosion is noted clear the area and coat it with cold galvanizing compound or paint. This includes fiber glass coated material. Where level 3 corrosion is found make a note on the report to have the item replaced.

14. Visually inspect the tower for any structural problems such as bent, broken, or missing members. Check the connections and all of members. Pay special attention to the foundation connections and leg members at the base of the tower.

15. Visually inspect the concrete tower foundation for cracks, pits, flakes, and spalling or any deterioration.

16. Using a theodolite transit, measure the tower plumb. If the tower is out of plumb by more than 1” carefully inspect the foundation for differential settlement or other causes of the change.

17. Ensure all bolts are tight by visually inspecting and physically placing a wrench on each bolt on the supporting structure to ensure bolt tensioning is in accordance with manufacturer’s specifications.

18. Check the function of the tower base control box including the operation of the GFI outlet.

19. Check for grass, weeds and trees interfering with antenna structure.

20. Visually check all the ground wires and connections at the base of the tower.

Look for missing wires, broken wires, and broken connections. Clean and tighten ground connections to tower, antenna, etc. Apply coating (Galvacon-paint) as required.

21. Perform a resistance test of the tower grounding and record.

22. Inspect all the electrical boxes for condition and serviceability. Open all boxes to check internal conditions. Check all conduit and mounting hardware.

23. Test the photocell operation and the function of the light. Inspect the wiring for any deterioration.

24. Check for water in lighting control box.

US Antenna Products - 3503 Heavy Duty Rotator/DRC-III Controller

25. Inspect the rotator. Check the motor mounting, gear box attachment hardware, top tapered roller bearing, and both lower and upper bronze bearings.

26. Lubricate the lower bronze bushing and top tapered roller bearing.

27. Check the rotator for function. Rotate the antenna throughout its range of travel using the local control. Verify rotator alignment for orientation to north as indicated at the control unit.

28. Inspect and service both the primary and secondary reducers in the rotator. Change the oil to the correct level in both units. Use only the oil recommended by the manufacturer for the anticipated temperature range and note that some units require synthetic oil while others do not. (Mobil SHC 634 Synthetic Gear Lubricant (Boston Gear P/N 51493 – Quart or equivalent).

29. Check the rotator drive chain for breaks, stretching, and general condition.

Add chain lubricant. Check and adjust the tension.

30. Inspect the rotary joint for function, corrosion, and airtight integrity. Check the rotary joint mounting hardware for proper movement in the sliding attachment fixture.

31. Check for water in rotator gear box housing and rotator control box.

Transmission Line, Testing, Reporting

32. Inspect the transmission line and feed line connector at the base of the tower.

33. Inspect the cable entry area at the building. Check for any damage to the cables or grounding and the condition of the weather sealing. Check the bus bar connections for tightness.

34. Using a network analyzer or equivalent equipment, measure and record the antenna VSWR 2-30Mhz sweep. In addition, the following tests will be performed:

A. Distance to Fault (DTF)

B. Return Loss

35. Check the function of the pressurization system for the transmission line and antenna.

36. Provide an inspection and maintenance report to be kept for reference in assessing future antenna/tower issues.

Annex C: KRATOS 3000 Series Granger Broadband Multi-Mode SPIRACONE

Antenna

1. Visually and physically inspect the antenna.

2. Ensure all bolts are tight by visually inspecting and physically placing a wrench on each bolt on the antenna and supporting structure. Ensure bolt tensioning is in accordance with manufacturer’s specifications.

3. Visually inspect members for damage.

4. Visually inspect transmission line for damage.

5. Check and adjust tensions of the array symmetry.

6. Visually inspect all insulators for cracks or damages.

7. Visually check all radiating elements, for loose wires, missing hardware or burned or broken insulators.

8. Check the catenaries, supporting ropes, insulating rods forming supporting structures elements for damage.

9. Check galvanized parts and where minor corrosion is evident, wire brush, wash, and coat with Galvacon paint. Where erosion of the coating is extensive and pitting of the base metal is evident the part should be replaced.

10. Check and correct antenna form, i.e., Sag/tension, parallel elements, etc.

applicable to antenna type.

11. Check and adjust all accessible mechanical and electrical connections.

12. Check and ensure that turnbuckles are properly adjusted and locked.

13. Check antenna down leads and associated balun units.

14. Check the balun for damage. Clean and re-gap the spark electrodes if necessary and check the coaxial line for security where it joins the balun enclosure.

Tower

15. Ensure and verify RF Hazard signs and guy markers

16. Ensure all bolts are tight by visually inspecting and physically placing a wrench on each bolt on the antenna and supporting structure to ensure bolt tensioning is in accordance with manufacturer’s specifications.

17. Check and adjust guy wire tension in accordance with manufacturer’s

18. Check and adjust plumb of tower in accordance with manufacturer’s

19. Check insulators for damage.

20. Test the photocell operation and function of the light. Inspect the wiring for any deterioration.

21. Check general condition of tower electrical system, i.e., junction boxes, connections, lightning arrestors, static drain lines etc.

22. Check galvanized parts and where minor corrosion is evident, wire brush, wash, and coat with Galvacon paint. Where erosion of the coating is extensive and pitting of the base metal is evident the part should be replaced.

Check and replace other hardware if condition warrants.

23. Check Guy grips.

24. Check turnbuckles ensure they are properly adjusted and locked.

25. Check visible portion of bases and anchors, perform minor surface repairs to cracks, including grout under base plates. If surface conditions indicate possible deterioration or movement i.e., cracked, heaved, or disturbed earth it should be reported for further action.

26. Check for grass, weeds and trees interfering with antenna structure.

27. Clean and tighten ground connections to tower, antenna, etc. Apply coating (Galvacon-paint) as required.

28. Perform a resistance test of the tower grounding and record.

Transmission Line, Testing and Reporting

29. Examine visible portion of coaxial feeders, above ground, for structural damage or deterioration. Examine condition of connectors. Waterproof as necessary.

30. Using a network analyzer or equivalent equipment, measure and record the antenna 2-30Mhz sweep VSWR. In addition, the following tests will be performed:

A. Distance to Fault (DTF)

B. Return Loss

31. Provide an inspection and maintenance report to be kept for reference in

Annex D: TCI International Model 613-3 High Frequency Broadband Dipole Antenna

Antenna

1. Visually and physically inspect the antenna.

2. Ensure all bolts are tight by visually inspecting and physically placing a wrench on each bolt on the antenna and supporting structure. Ensure bolt tensioning is in accordance with manufacturer’s specifications.

3. Visually inspect members for damage

4. Clean BALUN case of any dirt or debris

5. For transmitting BALUNs, lightning arrestor gaps checked for damage and proper spacing.

6. Ensure the ground wire connected to the BALUN is secure.

7. If oil filled BALUN check oil seals. Ensure no leakages.

8. Ensure coax connector is tightly seated and properly sealed.

9. Remove any/all grass or weeds from around the support pole of the

BALUN.

Tower

10. Ensure all bolts are tight by visually inspecting and physically placing a wrench on each bolt on the antenna and supporting structure to ensure bolt tensioning is in accordance with manufacturer’s specifications.

11. Check and adjust guy wire tension in accordance with manufacturer’s

12. Ensure that the tower is plumb in accordance with manufacturer’s

13. Inspect base fasteners to assure they are secure.

14. Ensure anything attached to the tower by use of the fasteners is secured.

15. Check galvanized parts and where minor corrosion is evident, wire brush, wash, and coat with Galvacon paint. Where erosion of the coating is extensive and pitting of the base metal is evident the part should be replaced.

16. Ensure and verify RF Hazard sign and guy markers.

17. For base insulators, ensure they are free from damages. Also make sure drain holes are clean of any obstructions.

18. Ensure insulators have no foreign substance on them.

19. Ensure Fail safe guy insulators are properly in place.

20. Confirm that lights are working properly.

21. Power distribution and control equipment system should be inspected and maintained per manufacture’s recommendation.

22. Test the photocell operations and function of the light. Inspect the wiring for any deterioration.

23. Check for grass, weeds and trees interfering with antenna structure.

24. Inspect every guy to the anchor attachment, safety, and ground wires for any damage.

25. Inspect guy anchor blocks for indications of movement.

26. Inspect anchor rods for any issues.

Transmission Lines, Testing, and Reports

27. Visually inspect transmission line for damage.

28. Check individually open wire transmission line insulators for any damage.

29. Inspect coax lines for damage and all cable hangars are in place.

30. Check for alignment, mechanical stability and proper condition of attachments and fittings of open wire transmission line supports.

31. Ensure open wire transmission lines are free of any foreign material.

32. Using a network analyzer or equivalent equipment, measure and record the antenna 2-30Mhz sweep VSWR. In addition, the following tests will be performed:

A. Distance to Fault (DTF)

B. Return Loss

33. Provide an inspection and maintenance report to be kept for reference in