SOW RTO Media Bed Repair.pdf

Statement of Work

RTO Media Bed Repair

SECTION I: Background

1.1 The Bureau of Engraving and Printing (BEP) Western Currency Facility (WCF) prints U.S. Currency.

There are two (2) printing departments, Offset and Plate Printing, where press emissions are exhausted to an on-site Regenerative Thermal Oxidizer (RTO). The RTO is an Air Pollution Control Device

(APCD) that destroys at least 95% of the volatile organic compound (VOC) emissions it receives from both of these printing departments. The WCF’s New Source Review (NSR) air permit, issued by the

Texas Commission on Environmental Quality (TCEQ), specifies that in order for Plate Printing and

Offset presses to operate, the RTO must be functioning properly. In other words, when the RTO is down, all presses in Plate Printing and Offset are required to shut down.

1.2 The existing RTO was manufactured in 2009 and installed in 2010. Inside the combustion chamber is a media bed that consists of a metal structural frame, ceramic media blocks and saddles, ceramic fiber modules, and insulation. The ceramic media in the bed is a specialized material required to maintain the 1,550-degree Fahrenheit operating temperature of the RTO. This material is 15 years old and has reached the end of its useful life. During a recent project, the RTO was down/offline for an upgrade. Maintenance and an inspection of the combustion chambers indicated an urgent repair is necessary for continued operations. The structural integrity of the media bed has been compromised and could result in a catastrophic failure of the equipment if left unrepaired. The specialized materials have a 20-week lead time and need to be ordered as soon as possible to minimize the risk of catastrophic failure of the equipment.

1.3 The BEP WCF requires repair of the media bed inside the RTO combustion chamber to sustain operations. The materials must be compatible with the current RTO system. The BEP WCF normally operates twenty-four (24) hours a day, five (5) days per week, except Federal holidays or when the

WCF is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. Occasional weekend work is performed as needed to meet production demands.

SECTION II: Purpose

2.1 Product, Service, or Outcome Needed. The BEP WCF requires the repair of the metal structure supporting the media bed, and replacement of the specialized materials that make up the media bed.

Additional requirements include removal of spent materials and prompt ordering of specialized materials due to a 20-week lead time.

2.2 Scope of the Product, Service, or Outcome.

2.2.1 The Contractor shall provide all necessary labor, equipment, tools, materials, supervision, transportation, and other items and services necessary to perform the work in accordance with the applicable Industry Standards and this Statement of Work (SOW).

2.2.2 Contractor will provide all materials necessary to repair the media bed of the RTO combustion chambers. These materials must be compatible with the existing RTO system.

2.2.3 Contractor will execute the removal of the existing materials, replacement of those materials, and repair of the media bed’s metal structure.

2.2.4 All work associated with this project shall conform to all applicable codes and equipment manufacturer recommendations.

2.2.5 Contractor shall perform commissioning to verify proper operation of the RTO after work is complete.

SECTION III: Technical Requirements/Tasks/Outcomes

3.1 Due to a lead time of 20 weeks for fabrication and delivery of the specialized materials, the

Contractor shall order all materials as soon as possible following the Notice to Proceed (NTP). BEP requires delivery no later than June 16, 2025, with work to be performed between June 19 and 27, 2025. Period of performance to accommodate lead time on materials.

3.2 Contractor will complete site preparation, including removal of existing media bed materials, to support the repair of the metal structure and installation of new media bed materials.

3.3 All Submittals for Deliverables detailed in Section 3.4.1 through 3.4.6 shall be submitted electronically.

3.4 Deliverables:

3.4.1 Delivery of specialized media bed materials to the BEP WCF.

3.4.2 Contractor will conduct a site preparation evaluation to determine project plan and schedule so that work can begin upon arrival of materials.

3.4.3 Documentation of work completed and photos of repairs.

3.4.4 Pre-Construction Submittals

3.4.4.1 Quality Assurance Plan. Contractor shall submit a Quality Assurance Plan (QAP) and execute a quality assurance program throughout the duration of the project to ensure that the project is executed per design specifications and requirements.

Prior to commencing the project, the Contractor shall explain to the Government what the QAP entails, and the program must be approved by the Contracting

Officer’s Representative (COR). Contractor is responsible for ensuring the project is executed in accordance with the equipment manufacturer’s requirements and guidelines.

3.4.4.2 Safety & Fire Prevention Plan. The following are safety requirements that the

Contractor shall adhere to in performing the Services. The Contractor shall ensure that all personnel under his employment are familiar with and obey all applicable regulations of BEP WCF – Environmental, Health, and Safety Requirements for

Construction and Services. The Contractor shall provide a Safety and Fire

Prevention Plan that meets or exceeds OSHA, Federal, State, and local standards.

The Contractor shall provide specialized Safety Awareness activities for individuals performing lifting, driving, etc. Crane operator licenses, rigger qualification, lift training, etc. should be provided for those who may operate such equipment. All job site accidents involving bodily injury or damage to equipment shall be immediately reported to the COR. Seat belts are to be worn by all

Contractor personnel while the Contractor vehicle is in motion at the BEP WCF.

Work must also comply with BEP Environmental Health & Safety Policies, including advance approval of all chemical SDSs prior to bringing materials on site.

3.4.7 Construction Submittals

3.4.9.1 Daily project status updates

3.4.8 Closeout Documents

3.4.10.1 Closeout Plan

3.4.10.2 As-Built Drawings, diagrams, and/or schematics

3.4.10.3 OEM Brochures / Shop Drawings / Warranties

SOW

Paragraph

Deliverable Due Date Deliverable

Recipient Deliverable Format

3.4.1

Place order for specialized media bed materials

As soon as possible following NTP COR

Order confirmation (PDF)

3.4.2 Project Plan &

Schedule

30 calendar days from

NTP COR

Electronic files (PDF, Microsoft Office formats)

3.4.3 Report of work

performed

30 calendar days following completion of work

COR

Electronic files (PDF, Microsoft Office formats)

3.6 Special Delivery Instructions.

3.6.1 Non-production working hours of the WCF are 7:30AM-4:00PM M-F; Federal Holidays

Observed.

3.6.2 Government Holidays

The WCF will be closed during the following Government Holidays. During this time no work can be performed onsite:

New Year's Day January 1st

Martin Luther King's Birthday Third Monday in January

Washington’s Birthday Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas December 25th

The WCF will be closed between December 23rd and January 2nd for our annual Year End Shutdown

(Y.E.S.).

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

3.6.2 All comments and questions issued by the BEP concerning the project shall be answered in writing. The BEP will provide a listing of questions and comments. The Contractor shall address each item and inform the BEP of their response and the action taken in a summary listing and provide this to the BEP in the subsequent submittal.

3.4.6 Pre-construction

submittals

60 calendar days from

NTP

COR

Electronic files (PDF, Microsoft Office formats)

3.6.3 No storage is available within the interior of the WCF. Storage laydown area will be available on the northwest exterior corner of the WCF.

3.6.4 Vendors must contact the WCF General Stores/Receiving at (817) 231-4168 or (817) 847-

3664 and the COR at (682) 306-8671 to notify of the approximate delivery time and date.

Deliveries are accepted during the operating hours of 7:00am to 2:00pm. After hours contact numbers are (817) 231-4168 or (817) 847-3664 (voicemail). WCF General Stores/Receiving operating hours are from 6:00am to 2:30pm CST Monday through Friday, excluding Federal

Holidays. To resolve any delivery issues, please contact WCF General Stores/Receiving

Management at (817) 231-4165 or (817) 231-4167. Vendors and Delivery Services may call (817)

847-3855 if they have questions or require assistance. The following DELIVERY information must be provided when scheduling delivery appointments to BEP facilities:

• Name of supplier/manufacturer

• Contract/Purchase Order Number

• Total number of cartons or pallets

• Total weight

• Date and Time of Delivery

3.7 Performance/Delivery Period. The period of performance is expected to be 365 calendar-days.

The beginning of the period of performance will be February 2024 to accommodate the 20-week lead time of materials.

3.8 Place / Location of Performance/ Delivery. The site for this project is the Western Currency

Facility at 9000 Blue Mound Road in Fort Worth, Texas. The area of work is on the eastern exterior where the RTO is located.

3.9 Travel Requirements. In accordance with FAR 31.205-46(a), Costs incurred by Contractor personnel on official company business for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs incurred by Contractor personnel on official company business for lodging, meals, and incidental expenses shall be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in Federal

Travel Regulation. Documentation to support actual costs incurred shall be in accordance with the

Contractor’s established practices, subject to FAR 31.205-46(a)(7), and provided that a receipt is required for each expenditure of $75.00 or more. The Government will reimburse Contractor travel under a designated Contract Line Item Number (CLIN).

3.10 Special Requirements.

3.10.1 Within seven (7) working days after receipt of NTP, Government and Contractor shall conduct a kick-off meeting to discuss overall project requirements, review scope-of-work, establish preliminary project schedule, preliminary safety program, and preliminary QAP, and introduce key players and points-of-contact.

3.10.2 Due to the approximately 20-week lead time for material fabrication and delivery, Contractor must execute a Purchase Order as soon as possible following NTP, in the event there are any delays.

3.10.3 Work shall be planned, in advance, to allow proper access processing for contractors.

Work must comply with BEP Environmental Health & Safety Policies, including advance approval of all chemical SDSs prior to bringing materials on site.

3.10.4 Advance approval is needed if construction work is performed during outside of regular daily operation hours. (Minimum (7) days advance notice is required.)

3.10.5 No erecting/lifting above BEP employees and existing equipment shall be allowed during normal business hours without advance approval. Lifting above/over the equipment shall be scheduled and approved during non-normal business hours.

3.10.5.1 Based upon the size of the operating area, the Contractor shall select equipment that can be easily moved into the area. However, Contractor will need to select equipment that can perform the tasks within the installation schedule. Adequate equipment and crew shall be supplied for the construction area limitations and available time.

3.10.6 Weekly meetings (30 minutes) will be held throughout the duration of the project with all appropriate Government and Contractor personnel – schedule To Be Determined (TBD) at kick-off meeting. BEP will require key members to attend initial meetings, major updates, before key events such as pouring concrete, etc. unless approved by BEP.

3.10.7 Contractor is responsible for executing this project free of defects.

3.10.8 Contractor shall identify all existing underground or overhead utilities, equipment, piping, conduits, etc. that will require modification or removal by the Government in their initial bid.

3.10.9 All work associated with this project shall conform to all applicable codes and equipment manufacturer recommendations.

3.10.10 Contractor shall commission system to ensure proper operation.

3.10.11 Only BEP WCF-approved personnel shall connect security systems. Contractor shall not touch security equipment (Cameras, badge readers, etc.) at any time.

3.10.12 Other utilities in the project area shall be cleaned and/or painted after demo to restore area to the condition before construction, including cleaning up debris from installation and so forth.

3.10.13 Contractor shall include any shipping charges in their bid. Material and equipment delivery times will be coordinated with the COR.

3.10.14 Contractors shall include safety cones, safety barriers, etc. to keep qualified and approved people safe and unqualified people out of the construction area.

3.10.15 Safety Awareness Program

3.10.15.1 Contractor shall ensure that all personnel under his employment are familiar with and obey all applicable provisions of Specification 015719, Environmental

Health and Safety Requirements for Construction and Services.

3.10.15.2 Contractor shall provide a Safety Awareness program that meets or exceeds

OSHA, local, State, and Federal standards.

3.10.15.3 Contractor shall conduct weekly job site Safety Awareness meetings (as a minimum) unless work site conditions change, such as starting new work processes necessitating additional safety awareness meetings (e.g., starting excavation work, forklift safety, housekeeping, etc.).

3.10.15.4 Contractor shall provide specialized Safety Awareness activities for individuals performing lifting, rigging, etc. Crane operator licenses, rigger qualification, lift training, etc.

3.10.15.5 Contractor shall submit to the Government a copy of their fall hazard policy for performing services over 6 ft.

3.10.15.6 All job site accidents shall be immediately (or as soon as reasonably possible) reported to the COR.

3.10.15.7 Contractor employees performing construction services shall, as a minimum, wear the following personal protection equipment:

a) Steel-toed boots

b) Hard hats and safety vests

c) Eye protection

d) Ear plugs or other hearing protection as needed

e) Appropriate flame retardant/protective clothing when working with live electrical panels having electrical connections higher than 50 volts.

3.10.16 Contractor Access and Use of Premises

3.10.16.1 The Contractor will ensure that all personnel under his employment are familiar with and obey all applicable regulations of the Government. Personnel are to stay within the limits of the established work area. Personnel will not enter areas identified as restricted unless required and cleared by the COR.

3.10.16.2 Contractor employees shall be allowed to use BEP restrooms.

3.10.16.3 Contractor employees shall park only in designated areas.

3.10.17 Interruption of Utilities

3.10.17.1 It is understood that this project cannot be completed without disruption to critical operations. Disruption of utilities must be communicated prior to work.

3.10.18 Work Site Conditions

3.10.18.1 BEP shipping dock’s normal operation for all deliveries is from 7:00 AM thru

2:30 PM weekdays. On the weekend, the hours are from the start of the assigned work and until the end of assigned work.

3.10.18.2 A BEP escort will be required to be with all contractors for all work in the building.

3.10.18.3 Contractor shall maintain a clean construction area on a daily basis.

3.10.18.4 Contractor shall use the designated smoking area.

3.10.18.5 Contractor will be allowed to use an assigned area for temporary storage of equipment and the staging of material. The available space will be defined at pre-bid conference and is limited. Storing of equipment and material shall be kept to a minimum for safety, security, and to allow other projects to use the other available space in the area. Area shall be kept clean and in order.

3.10.19 Administrative Requirements

3.10.19.1 The Contractor will notify the COR immediately of any delays due to parts availability or staffing issues.

3.10.19.2 All work shall be inspected by the COR while work is in progress and after work is completed.

3.10.19.3 The Contractor shall provide a written warranty that guarantees all work performed will be free from defects. The warranty will cover all materials, equipment, and workmanship for a period of one (1) year from the date of completion and acceptance by the COR.

3.10.19.4 The Contractor agrees that he will, at his own expense, repair and/or replace all such defective work which is found to be defective during the term of this warranty/guarantee.

3.10.20 Building and Building System

3.10.20.1 All work shall be executed and coordinated to allow existing building operations to continue uninterrupted for the duration of the project.

3.10.20.2 The existing main utilities within the demo area shall not be disturbed (any electrical and mechanical feeders) without proper approved coordination.

3.10.20.3 The Contractor shall only use BEP-assigned areas for laydown and demo material. BEP will manage all regulated industrial, universal, and hazardous wastes generated. All waste containers shall be covered except when receiving waste.

3.10.21 Other Requirements

3.10.21.1 The Contractor shall be responsible for field checking the site. The field check includes measurements of the existing WCF utilities and any items that may be required to be moved or altered to allow the building modification and equipment and support equipment installation. Measurements shall not be used from any existing drawings provided by the Government.

3.10.21.2 The Contractor shall provide final as-built documentation for the work.

3.10.22 Building Codes

a) NFPA 70: National Electrical Code, Current Edition

b) IBC: International Building Code, Current Edition

c) NFPA for Fire Protection, Current Edition

3.10.23 Field Supervision

3.10.23.1 The Contractor is required to provide a level of field supervision sufficient to assure that the project is in full compliance with this SOW and design requirements. The number of hours of field supervision shall be stated and included in the bid as well as a fee schedule for each employee level.

3.10.24 Project Closeout

3.10.24.1 Prior to requesting inspection by the COR, the Contractor will use adequate means to assure that work is completed in accordance with the specified requirements and is ready for the requested inspection.

3.10.24.2 At the completion of the project, Contractor shall leave premises “broom clean”, remove waste and surplus materials, rubbish, and construction debris from the site.

3.10.24.3 Final payment shall not be approved until the COR certifies that the work contracted for was accomplished in accordance with the scope of work as stated in this document.

3.10.25 Contracting Officer (CO): The CO is the ONLY individual from the Government that can give the Contractor a NTP.

3.10.26 Contracting Officer Representative (COR): The COR will be identified by separate letter issued by the CO. The COR monitors all technical aspects of the Contract and assists in

Contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the Contract.

3.10.27 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use under this Contract. This

Contract requires access into the Controlled Industrial Area of the BEP. The Contractor personnel shall recognize that BEP deals with sensitive information and other proprietary information, which are valuable, special, and unique assets. All information pertinent to

BEP’s information technology resources is highly sensitive and may not be released to third parties without the express, written consent of BEP. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose, or communicate in any manner, any information to any third party without prior written consent of the BEP. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of BEP. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s Office of

Personnel Security, prior to start of work under this Contract. Each Contractor employee performing under this Contract must successfully complete the Government required background check form at time of the proposal submission and must maintain the level of security required for the life of the Contract.

3.10.34 Identification of Contractor Employees: All contract 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 in the minds of members of the public 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. All Contractor personnel shall clearly identify themselves as a Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. ID badges shall have an identification picture and shall state the name of the individual and the company they represent. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on BEP premises.

3.10.35 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this Contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests

(OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such

OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

3.10.36 NON-PERSONAL SERVICE STATEMENT: Contractor employees performing services under this Contract will be controlled, directed, and supervised at all times by management personnel of the Contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other Government Contractor. The tasks, duties, and responsibilities set forth in this Contract may not be interpreted or implemented in any manner that results in any

Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR).

The Government will control access to its facility and will perform the inspection and acceptance of the completed work.

3.10.28 Environmental Management System: The BEP WCF has an Environmental Management

System (EMS) in accordance with ISO 14001:2015. The EMS includes organizational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing, and maintaining the environmental policy of the BEP WCF. The EMS is designed to ensure all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impact, are aware of how their work supports the EMS and are competent to perform their roles, responsibilities, and authorities while supporting the BEP WCF

Mission. Electronic versions of EMS documents may be provided to the Contractor upon request to BEP WCF Environmental personnel through the CO. The Contractor does not need to be ISO 14001:2015 certified; however, the Contractor's work under this contract shall conform with all operational controls identified in the applicable agency or BEP WCF

EMS and provide monitoring and measurement information necessary for the Government to address environmental performance relative to the goals of the EMS.

3.10.29 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the

Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

3.10.30 Federal Law requires that each building constructed or altered by any federal agency shall, to the maximum extent feasible, be in compliance with one of the nationally recognized model building codes and with other applicable nationally recognized codes. Specific codes required by this project are the International Building Code, the NFPA Life Safety

Code, and the National Electric Code. Other codes may be required as appropriate for the work.

SECTION IV: Applicable Documents

4.1 Existing RTO drawings.

SECTION V: Requirements for Handling Sensitive, Classified, and/or Proprietary Information

5.1 All documents provided are considered proprietary.

SECTION VI: Government-Furnished Resources and Information

6.1 -75W-08.0-02 EHS Contractor Requirements.

TECHNICAL EXHIBIT LISING

Technical Exhibit List:

1. Technical Exhibit 1 – Environmental, Health, and Safety Requirements for Construction and Services

2. Technical Exhibit 2 – Existing RTO drawings