SOW Ventilation Duct - Galley Pantry and Laundry Room.docx

STATEMENT OF WORK (SOW)

FOR

USCGC FORWARD (WMEC 911)

Version 1.0

<Contracting Officer enter final date solicitation is released>

GENERAL

1.1 BACKGROUND

The intent of cleaning the ventilation ducting is threefold. The first is to ensure proper airflow in and out of designated spaces, improving air quality and equipment operation. The second is the health of the crew. Cleaning any debris, mold, and dust out of ventilation will provide crew members with clean breathing air. Third is ship safety, clean ventilation ducting reduces fire hazards throughout the ship and enables more efficient air changouts in emergency situations.

2.0 CONTRACTOR PERSONNEL

2.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this SOW.

2.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

2.3 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

The Project Manager must be available to the COR via telephone between the hours of 0600 and 1600 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 01 hour of notification.

2.4 EMPLOYEE IDENTIFICATION

Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor employees working on-site at Government facilities must wear a Government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

2.5 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security and United States Coast Guard established rules, regulations and policies concerning safety and security.

2.6 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer Representative), direct the Contractor to remove any Contractor employee from USCG facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

3.0 OTHER APPLICABLE CONDITIONS

3.1 SECURITY

Security Risk and Background Investigation Form Requirements

The requirements office anticipates the following:

3.2 PERIOD OF PERFORMANCE

The period of performance for this contract is an 4 week base period with four option periods as follows:

3.3 PLACE OF PERFORMANCE

The primary place of performance will be a combination of the Contractor’s facilities and the United States Coast Guard Cutter FORWARD (WMEC 911) at 4000 Coast Guard Blvd, Portsmouth, VA, 23703.

3.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0600 and 1600 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

3.5 TRAVEL

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with FAR 31.205-46, Travel Costs. The Contractor must be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

3.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than 03 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located aboard USCGC FORWARD (WMEC 911) or via teleconference.

3.7 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the COR not later than 10 business days after the Post Award Conference.

3.8 PROGRESS REPORTS

The Project Manager must provide a weekly progress report to the Contracting Officer and COR via electronic mail. This report must include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

3.9 PROGRESS MEETINGS

The Project Manager must be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract, and ensure Contractor activities are aligned with DHS objectives. At a minimum, the Project Manager must review the status and results of Contractor performance with the COR on a weekly basis via teleconference or in person aboard USCGC FORWARD (WMEC 911).

3.10 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

3.11 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract. The Government will provide all necessary information, data and documents to the Contractor for work required under this contract.

The Contractor must use Government furnished information, data and documents only for the performance of work under this contract, and must be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor must not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

5.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 1.0 and SOW 5.0.

6.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

6.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

6.2 The COR will have 05 business days to review deliverables and make comments. The Contractor must have 05 business days to make corrections and redeliver.

6.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

7.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

DISTRIBUTION

PR #:

STATEMENT OF WORK

LAST UPDATED: 11/22/2025 PAGE 8/17

Work Item 1: Galley and Pantry Spaces

1.0 SCOPE

1.1 Intent. This SOW describes the requirements for the Contractor to clean and inspect the designated shipboard ventilation systems.

1.2 Government-furnished property. None.

2.0 APPLICABLE DOCUMENTS

COAST GUARD PUBLICATIONS

Surface Forces Logistics Center Standard Specification 0000 (SFLC Std Spec 0000), 2018, General Requirements Surface Forces Logistics Center Standard Specification 5100 (SFLC Std Spec 5100), 2018, Clean Shipboard Ventilation Systems

COAST GUARD DRAWINGS

Coast Guard Drawing 905 WMEC 512-009, Rev C, Vent 01 Lvl and Above Fr 103-140 A & D Coast Guard Drawing 905 WMEC 514-005, Rev C, HVAC Fan Rooms Main Deck A & D Coast Guard Drawing 905 WMEC 514-032, Rev -, HVAC System Diagram

3.0 SPECIFIC REQUIREMENTS/TASKS

3.1 General

3.1.1 CIR. None

3.1.2 Tech Rep. Not applicable

3.2 Protective Measures

The Contractor shall furnish and install all protective coverings to seal off and protect all non-affected vessel's components, equipment, and spaces near the work area against contamination during the performance of work. Upon completion of work, the Contractor shall remove all installed protective measures, inspect for the presence of contamination, and return all contaminated equipment, components, and spaces to original condition of cleanliness.

Install filter medium at the terminal ends of all supply vent ducting to prevent any residual foreign matter from blowing into the engine room spaces.

3.3 Interferences

The Contractor shall handle all interferences in accordance with SFLC Std Spec 0000, paragraph 3.3.5 (Interferences). Known interferences include, but are not limited to the following:

· Ducting screens

· Dishwasher/laundry ducting

· Ceiling tiles and supports

· Overhead sheathing

NOTE : Coast Guard personnel will operate all shipboard machinery and equipment.

3.4 Operational Test, Initial

Prior to commencement of work, the Contractor shall witness Coast Guard personnel perform an initial operational test of the ventilation systems included in this work item, to demonstrate existing operational condition. Submit a CFR.

NOTE: It is recommended that the Contractor conduct a ship check to verify dimensions in the table below.

3.5 Cleaning Requirements

The Contractor shall clean and inspect the following ventilation systems, shown on Coast Guard Drawings 905 WMEC 512-009, 905 WMEC 514-032, and 905 WMEC 514-005, in accordance with SFLC Std Spec 5100. Submit a CFR.

TABLE 1 – SYSTEM LOCATION

NOTE: Past experience has shown that the Galley and Scullery exhaust ventilation systems have accumulated oils and greases and systems are coated with a very sticky and very thick sludge. Take this into consideration in the bid.

Disassemble the exhaust system as required to clean all sections of the exhaust system. After cleaning, reassemble vent ducting using new gaskets and fasteners.

Prior to reassembling the vent systems, visually inspect the systems in the presence of the Coast Guard Inspector. Verify that the vent systems are clean and oil and build up free. The Contractor shall use video probe equipment to allow viewing the internal surfaces of all vent ducting.

3.6 Notification

The Contractor shall give written notification to the COR 48 hours before starting ventilation cleaning work.

3.7 Additional Protective Covering

In addition to providing protective covering as specified in SFLC Std Spec 5100, subsection 3.1.3 (Protective measures), provide additional protective covering for all food preparation and serving surfaces in the immediate work area, as applicable, to prevent contamination.

NOTE : Coast Guard personnel will operate all shipboard machinery and equipment.

3.8 Operational Test, Post Repair

After completion of work, the Contractor shall thoroughly test, in the presence of the Coast Guard Inspector and demonstrate the ventilation systems disturbed to be in satisfactory operating condition. Submit a CFR.

Work Item 2: Laundry Spaces

1.0 SCOPE

1.1 Intent. This SOW describes the requirements for the Contractor to clean and inspect the designated shipboard ventilation systems.

1.2 Government-furnished property. None.

2.0 APPLICABLE DOCUMENTS

COAST GUARD PUBLICATIONS

Surface Forces Logistics Center Standard Specification 0000 (SFLC Std Spec 0000), 2018, General Requirements Surface Forces Logistics Center Standard Specification 5100 (SFLC Std Spec 5100), 2018, Clean Shipboard Ventilation Systems

COAST GUARD DRAWINGS

Coast Guard Drawing 905 WMEC 512-009, Rev C, Vent 01 Lvl and Above Fr 103-140 A & D Coast Guard Drawing 905 WMEC 514-005, Rev C, HVAC Fan Rooms Main Deck A & D Coast Guard Drawing 905 WMEC 514-032, Rev -, HVAC System Diagram

2.0 SPECIFIC REQUIREMENTS/TASKS

3.1 General

3.1.1 CIR. None

3.1.2 Tech Rep. Not applicable

3.2 Protective Measures

The Contractor shall furnish and install all protective coverings to seal off and protect all non-affected vessel's components, equipment, and spaces near the work area against contamination during the performance of work. Upon completion of work, the Contractor shall remove all installed protective measures, inspect for the presence of contamination, and return all contaminated equipment, components, and spaces to original condition of cleanliness.

Install filter medium at the terminal ends of all supply vent ducting to prevent any residual foreign matter from blowing into the engine room spaces.

3.3 Interferences

The Contractor shall handle all interferences in accordance with SFLC Std Spec 0000, paragraph 3.3.5 (Interferences). Known interferences include, but are not limited to the following:

· Ducting screens

· Dishwasher/laundry ducting

· Ceiling tiles and supports

· Overhead sheathing

NOTE : Coast Guard personnel will operate all shipboard machinery and equipment.

3.4 Operational Test, Initial

Prior to commencement of work, the Contractor shall witness Coast Guard personnel perform an initial operational test of the ventilation systems included in this work item, to demonstrate existing operational condition. Submit a CFR.

3.5 Cleaning Requirements

The Contractor shall clean and inspect the following ventilation systems, shown on Coast Guard Drawings 905 WMEC 512-009, 905 WMEC 514-032, and 905 WMEC 514-005, in accordance with SFLC Std Spec 5100. Submit a CFR.

TABLE 1 – ENGINE ROOM

Disassemble the exhaust system as required to clean all sections of the exhaust system. After cleaning, reassemble vent ducting using new gaskets and fasteners.

Prior to reassembling the vent systems, visually inspect the systems in the presence of the Coast Guard Inspector. Verify that the vent systems are clean and oil and build up free. The Contractor shall use video probe equipment to allow viewing the internal surfaces of all vent ducting.

3.6 Notification

The Contractor shall give written notification to the COR 48 hours before starting ventilation cleaning work.

NOTE : Coast Guard personnel will operate all shipboard machinery and equipment.

3.7 Operational Test, Post Repair

After completion of work, the Contractor shall thoroughly test, in the presence of the Coast Guard Inspector and demonstrate the ventilation systems disturbed to be in satisfactory operating condition. Submit a CFR.