SOW DSCR Tree Maintenance.pdf

Defense Logistics Agency

DLA Installation Operations

DM-FR

STATEMENT OF WORK (SOW)

Defense Supply Center Richmond (DSCR) Tree Maintenance

Statement of Work (SOW) DSCR Tree Maintenance

1. SCOPE

This requirement will provide tree maintenance services for the Defense Supply Center Richmond (DSCR) located in Richmond, VA. The contractor shall provide all personnel, transportation, equipment, tools, materials, supervision, and other items and services necessary to perform the tree maintenance services as defined in this Statement of Work (SOW). The contractor shall perform the contracted services to the standards identified in this SOW.

2. BACKGROUND

DSCR consists of approximately 611 acres located in central Virginia. DLA Installation Operations DM-FR at DSCR requires contractor support services to complete tree maintenance as defined in the tasks outlined in this SOW.

3. OBJECTIVES

The objective of this requirement is to provide services for tree maintenance around the DSCR installation. The contractor shall provide all personnel, transportation, equipment, tools, materials, supervision, and other items and services necessary to perform the tree maintenance services as defined in this SOW.

4. CONTRACTOR PERSONNEL QUALIFICATIONS

All personnel shall be appropriately certified. The contractor shall follow all UFC, NFPA, OSHA, and any other applicable code requirements.

• Certified Arborist o One (1) individual is required for this labor category.

This labor position must be on-site while work is being accomplished for routine tree trimming (TASK 1), tree removal (TASK 2), and tree trimming for emergency requests (TASK 4).

• Line Clearance Tree Trimmers o At least two (2) individuals are required for this labor category.

All tree trimming and/or removal work within ten (10) feet of a power line must be done by trained and experienced line-clearance tree trimmers.

A second tree trimmer is required within normal voice communication range.

Line clearance tree trimmers must be aware of and maintain the proper minimum approach distances when working around energized power lines.

Use of extreme caution must be given when moving ladders and equipment around downed trees and power lines.

5. SPECIFIC REQUIREMENTS

Under this requirement, the contractor shall be able to perform the following tasks and have immediate availability of qualified personnel. The tasks and a forecasted workload follow.

TASK 1: Routine Tree Trimming

• The contractor is responsible for trimming tree branches within 5 business days after notification by the Program Manager (PM).

• The contractor is required to maintain a clearances of 15’ on each side between trees/bushes and power lines/light poles.

• All demolished/excess material shall be removed off the premises of the installation.

• Must contact the PM to discuss de-energizing and grounding or shielding of power lines prior to the performance of any work.

TASK 2: Tree Removal

• The contractor is responsible for the removal fallen or diseased trees within 3 business days after notification by the Program Manager (PM).

• All demolished/excess material shall be removed off the premises of the installation.

• All disturbed areas shall be cleared, leveled and seeded/strawed/watered.

• Must contact the PM to discuss de-energizing and grounding or shielding of power lines prior to the performance of any work.

TASK 3: Stump Removal

• The contractor is responsible for the removal of tree stumps within 5 business days after notification by the Program Manager (PM).

• All demolished/excess material shall be removed off the premises of the installation.

• All disturbed areas shall be cleared, leveled and seeded/strawed/watered.

• Must contact the PM to discuss de-energizing and grounding or shielding of power lines prior to the performance of any work.

TASK 4: Emergency Service Requests

• The contractor is responsible for the provision of emergency tree trimming and/or tree removal.

o Emergency Service Requests are requests for services required to be completed on Sundays, Mondays – Fridays during 5:31 PM EST – 6:59 AM EST, Saturdays, Federal Holidays (SOW Section 10), or Other Days of Installation Closure (SOW Section 11)

• The PM will contact the contractor with Emergency Services Requests. The contractor will be responsible for providing service within 3 hours of the request submission.

FORECASTED WORKLOAD

Routine Tree Trimming Estimated Number of Hours: 100

Tree Removal

Tree Diameter 8” – 12”(Estimated Number of Removals): 5

Tree Diameter 14” – 24”(Estimated Number of Removals): 5

Tree Diameter 26” – 36”(Estimated Number of Removals): 5

Stump Removal

Stump Diameter 8” – 12”(Estimated Number of Removals): 5

Stump Diameter 14” – 24”(Estimated Number of Removals): 5

Stump Diameter 26” – 36”(Estimated Number of Removals): 5

Emergency Service Request

Tree Trimming – Estimated Number of Hours: 10

Tree Removal – Tree Diameter 8” – 12”(Estimated Number of Removals): 2

Tree Removal – Tree Diameter 14” – 24”(Estimated Number of Removals): 2

Tree Removal – Tree Diameter 26” – 36”(Estimated Number of Removals): 2

6. INSTALLATION SECURITY REQUIREMENTS

a. CONTRACTOR ACCESS AND USE OF PREMISES

i. Security Requirements Defense Supply Center Richmond (DSCR):

1. No employee or representative of the Contractor will be admitted to the work site unless he/she furnishes satisfactory proof that he is a citizen of the United States or an alien who has been lawfully admitted for permanent residence, or who presents evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

2. Personnel Information: All authorized non-military personnel utilizing the base are required to have in their possession at all times an installation visitor pass or access control badge. This pass is issued by the DSCR Welcome Center, located at Building 210. The Welcome Center is open Monday through Friday except federal holidays from 6:30 a.m. to 4:30 p.m. In order to obtain pass/badge, the Contracting Officer or designee will request personal identifiable information (PII) from each contractor and submit it to Security a minimum of 7 working days prior to start of work.

3. Official Capacity: The Contractor shall comply with visitor pass requirements for the performance of work at DSCR.

4. The DSCR Security Department will run a criminal history check on Contractor employees as a condition of employment. Official proof of identity or naturalization papers may be required, which will be retuned once entered into the security computer system. Based on the results of the criminal history check, the Vetting Official (VO) will or will not grant entry to the installation based on guidance set forth by the Installation Commander.

5. If entry is denied, the Contractor will be immediately notified. DSCR Security may require updating or rechecking criminal history based on the duration of the contract. NOTE: The VO will deny access to any person who the Installation commander has deemed unfit for unaccompanied access.

6. Proof of Identity: Official identification consists of any current Government issued picture identification. Examples- of official identification are valid state issued driver's license, military ID card, military dependent ID card, green card, etc. Expired identification is not valid.

7. Pass or Badge Management: Expired, invalid, inaccurate, inoperative or terminated Pass or Access Control Badge shall be returned to the Contracting Officer or his designee for disposition. These cards are the property of the U.S. Government and shall not be retained by the cardholder upon expiration, replacement, or when the DoD affiliation of the employee has been terminated. The Contract Officer or his designee shall deliver all returned contractor badges to Chief, Security Operations or designee at the Welcome Center within 5 business days. If the Pass or

Access Control Badge is lost or stolen, a police report will be completed and the Contracting Officer or designee will submit a new request.

Compliance with this requirement is mandatory and certification thereof to the Contracting Officer is required prior to submitting final invoices.

Failure to return badges will hold up Contractor's final payment.

8. Contractor Security Responsibilities: The contractor is responsible for employees and subcontractors under their employment. Contractors will ensure that employees are familiar with and obey installation traffic, safety, and security regulations. Contractor employees, including subcontractors, are required to wear the ID card conspicuously on their outer clothing and above the waist at all times while working on this Center. Personnel are subject to challenge and removal from the work area if the ID card is not being worn. It is the PM/designee’s responsibility to enforce this requirement. Failure to do so is just cause for ordering that work on a contract be stopped.

9. Unofficial photography, cameras, or photographs are prohibited on DSCR property. When official photographs are required, submit a written approval request containing specific justification and details to the Contracting Officer 5 days prior.

10. Firearms, Weapons, Alcoholic Beverages, Illegal Drugs, and Contraband are prohibited on DSCR property. Violators may be prosecuted. State issued/authorized concealed weapons permits are not valid on Federal (DSCR) property.

11. Trusted Traveler Program (TTP): Contractors are not authorized to use the TTP to escort individuals on to the installation.

12. DSCR is not responsible for job site security. Removal of material from job-site and Installation are subject to security checks. The contractor is to notify DSCR security of any special measures (watchmen, alarm, etc.), security concerns, security problems, or unusual activities within the job site.

b. TRAFFIC LAWS AND ENFORCEMENT:

i. Motor Vehicle Operation: Ingress and egress of personnel will be subject to the DSCR security regulations. All personnel must be made aware of the base speed limits, which is 25 mph (unless otherwise posted). Speed limits are enforced and violators will be ticketed. DSCR traffic violations are processed through the federal court system.

ii. Seatbelts are MANDATORY.

iii. Use of cellphones while driving is prohibited. Exception; use of "hands free" devices for cellphone use is authorized.

iv. Parking is in designated areas only, between two white lines. No parking is permitted in fire lanes, on seeded areas, in reserved parking slots, or assigned handicapped parking. Any equipment or vehicle that does not fit within a standard parking space must contact the Contracting Officer to determine a designated area for parking such equipment or vehicle.

v. Traffic accidents should be reported immediately to the DSCR Emergency Dispatch by calling 911 or (804) 279-4888 for non-emergencies.

vi. All personnel entering the installation are subject to random vehicle inspections/searches at any time while on the Installation. The purpose of these inspections is to detect the theft of Government and private property, or entry onto the installation with firearms, weapons, alcoholic beverages, illegal drugs, or contraband.

c. TRUCK DELIVERIES

i. It is the contractors’ responsibility to notify the Contracting Officer of truck deliveries and escort trucks from the truck gate to its destination. DLA Police will not do this.

ii. All commercial vehicles will enter the installation through the Commercial gate adjacent to the North Gate access control point (ACP). All commercial vehicles will also depart the installation via the North Gate. Commercial vehicles include, but are not limited to, semi-trucks, box trucks, passenger busses, cargo vans, dump trucks and walk-in vans. All such vehicles entering the gate will be processed through an entrance security inspection point before continuing onto the Installation.

iii. Vehicle Inspection: DLA police per the most current Police Standard Operating Procedure will conduct Commercial/large vehicle inspections on all vehicles. The inspection may be upgraded based upon Force Protection Conditions (FPCON).

iv. Shipment Validation: All deliveries to DSCR will have some form of identifying documentation. For example, a bill of lading must identify: 1) a DSCR POC and 2) a delivery location. Validation will consist of reviewing the delivery documentation by DLA police officers as provided by the delivery truck driver. Failure to do so may result in delivery delay or denial of the delivery. The source of delivery will be identified and verified by DLA police officers.

v. Driver Vetting: DLA police officers will vet all delivery/commercial truck drivers prior to allowing entrance onto DSCR. Vetting will consist of conducting a background check of the driver and all passengers using Virginia Criminal Information Network (VCIN). Any driver or passenger having an outstanding warrant will be handled in accordance with DLA/DSCR procedures. If the driver and/or passengers have personal weapons (firearms) or dangerous weapons, they will not be authorized entrance to the facility. If procedural requirements have not been met, the driver will not gain access.

vi. Increased FPCON requires increased screening requirements. FPCON Charlie and Delta require the opening and visual inspection of each package.

7. PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all Government equipment, information and property accessed while performing the work of this SOW. At the end of normal duty hours and/or after normal duty hours, all Government facilities, equipment, and materials shall be secured.

a. SECURITY INCIDENTS

i. In the event keys are lost or duplicated, the Contractor shall, upon direction of the

Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its sole option, may replace the affected lock or locks or perform re-keying. When the Government, the total cost of re-keying or the replacement of the lock, performs the replacement of locks or re-keying or locks shall be deducted from the monthly payment due the Contractor.

ii. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

b. LOCK COMBINATIONS

The Contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

c. SAFETY AND HEALTH REQUIREMENTS

The contractor shall comply with all applicable federal and state safety rules and regulations pertaining to this SOW in Attachment 2.

d. ENVIRONMENTAL REQUIREMENTS

The contractor shall comply with all applicable federal and state environmental laws and regulations pertaining to this SOW in Attachment 3. Any concrete washout shall be properly contained (kiddie pool, plastic etc.) and allowed to dry prior to disposal. No concrete washout will be permitted directly on the ground anywhere on DSCR.

e. DISCLOSURE OF INFORMATION

Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

f. LIMITED USE OF DATA

Performance of this effort may require the Contractor to access and use data and information proprietary to a Government agency or Government Contractor that is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others. Contractor and/or Contractor employee shall not divulge or release data or information developed or obtained in performance of this effort until made public by the Government, except to authorize

Government personnel or upon written approval from the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner that provides for greater rights to the Contractor.

g. DATA RIGHTS

The Government has unlimited rights to all documents/materials 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 prior written permission from the Contracting Officer. 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.

8. OTHER PERFORMANCE REQUIREMENTS

a. SECTION 508 COMPLIANCE REQUIREMENTS

Any/all electronic and information technology (EIT) procured through this effort must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements section 508 of the rehabilitation act of 1973, as amended, and is viewable at http://www.section508.gov.

b. PERMITS The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required to perform under this contract. Evidence of such permits and licenses shall be provided to the Contracting Officer and/or his designated representative before work commences and at other times as requested by the Contracting Officer and/or his designated representative. The contractor shall notify the DSCR Fire Prevention office 24 hours in advance of any work that involves open flames, grinding, or spark producing operations and shall obtain a Hot Work Permit from the fire prevention office in advance of performing any work requiring a hot work permit.

c. PAYMENTS FOR UNAUTHORIZED WORK No payments will be made for any unauthorized supplies/services or for any unauthorized changes to the work specified in this SOW; this includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Any additional work to be performed beyond the terms of this SOW must be approved by a Contracting Officer in writing prior to the commencement of such work; thus, only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

http://www.section508.gov/

d. INVOICING AND PAYMENT SCHEDULE

i. The invoice shall be submitted no more than once a month. The invoice should include the specific performance standards performed and accepted, and associated performance payments being invoiced for the month. Invoices are to be sent directly to the PM electronically at the address included in this SOW. Within seven days of the receipt of the invoice, the PM will review for accuracy and payment will be certified in the WAWF system by the Contracting Officer or PM. The requirements of a proper invoice are subject to FAR 52.232‐25 - Prompt Payment. The vendor may check on the status of their invoice(s) by registering for My Invoice at https://myinvoice.csd.disa.mil/ or contacting DLA at (800) 756-4571.

ii. The following correct information constitutes a proper invoice per the Prompt Payment Act standards, and/or is required documentation for payment requests submitted electronically into the Wide Area Work Flow (WAWF) System - Hard copy invoices cannot be accepted.

iii. Name and Address of Contractor or Vendor

iv. Invoice date

v. Contract number (including the order/call number where applicable), or other authorization for delivery of goods or services. Note: DO NOT USE THE BID OR

SOLICITATION NUMBER.

vi. Invoice number, account number, and/or any other identifying number agreed to by contract.

vii. Shipment Number, including the date (where applicable). Same as Block 2 of the DD Form 250. (See “Shipment Number Construction and Usage”, page 13 for format).

viii. Description: line item number, National Stock Number, Manufacture’s Part Number, unit of measure, quantity shipped, unit price, and extended amount, where applicable.

ix. Shipping and payment terms (unless mutually agreed that this information is only required in the contract); including terms of any discount for prompt payment offered.

x. Electronic Funds Transfer (EFT) banking information, unless agency procedures provide otherwise, or except in situations where the EFT requirement is waived under 31 CFR 208.4.

xi. Point of Contact (POC) name (where practicable), title and telephone number of persons to notify in the event that the invoice is defective.

xii. Other substantiating documentation or information required.

xiii. The contractor’s failure to include the necessary information will result in invoices being rejected.

xiv. Back up documentation (such as timesheets, receiving reports etc.) can be included and attached to the invoice in WAWF. Attachments created in any Microsoft Office product are attachable to the invoice in WAWF. Maximum size limit of each attachment is 2 Megabytes (MB). Total size limit for all files is 5MB.

xv. After clicking the “submit” button, a Notice of Successful/Unsuccessful Submission will appear. This screen contains a “Send More E‐Mail Notifications” button. Click on this button and add the email addresses for the Program Office and others as desired. Notification shall be provided for each invoice submitted.

xvi. WAWF Tools and Help

xvii. The vendor may have their CAGE code activated (required only first time) in

WAWF by calling 866‐618‐5988. Once activated, the vendor should self‐register at the web site https://wawf.eb.mil.

xviii. Vendor training is available at: http://www.wawftraining.com. Additional support can be obtained by calling the DISA Ogden Help Desk at 1‐866‐618‐5988 or e‐ mailing to cscassig@ogden.disa.mil.

xix. WAWF Vendor “Quick Reference” Guides are located at:

xx. https://acquisition.navy.mil/rda/home/acquisition_one_source/ebusiness/don_ebusin ess_solutions/wawf_overview/vendor_information.

xxi. PERSONNEL AND RELATED REQUIREMENTS

xxii. CONTRACTOR EMPLOYEES

xxiii. Contractor personnel shall present a neat appearance and be easily recognized as

Contractor employees by wearing a Security Identification Badge at all times above the waist while on Government premises. When Contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties, they must identify themselves as such to avoid creating the impression that they are Government employees.

e. CONTRACT OVERSIGHT POSITION

i. The contractor’s proposal shall include the name and contact information of the individual responsible for the following functions:

1. Authority to act as the principle point of contact with the Contracting Officer.

2. Authority to submit invoices and act on the vendor’s behalf in contract performance matters.

f. CONTRACTOR INTERFACES

The Contractor may be required as part of the performance of this effort to work with other Contractors working for the Government. Such other Contractors shall not direct this Contractor in any manner. Also, this Contractor shall not direct the work of other Contractors in any manner. Contract personnel will also interface with other support personnel, such as the Government Program Manager (PM) as required. Contract personnel will also interface with internal and external customers.

g. KEY CONTROL The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued or provided temporarily to the Contractor by the Government shall be duplicated.

The Contractor shall develop procedures covering key control that shall be included in the execution of the work. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. The contractor assumes all responsibility and accountability for the any keys provided by the government without limitation.

9. PERIOD OF PERFORMANCE

Base period of performance will be for 12 months from date of award, with four 12-month option periods.

10. FEDERAL HOLIDAYS

The ten Federal holidays observed at DLA are as follows:

• New Year's Day (January 1)

• Martin Luther King's Birthday (Third Monday in January)

• Presidents’ Day (Third Monday in February)

• Memorial Day (last Monday in May)

• Independence Day (July 4)

• Labor Day (first Monday in September)

• Columbus Day (Second Monday in October)

• Veteran's Day (November 11)

• Thanksgiving Day (Fourth Thursday in November)

• Christmas Day (December 25th)

• When one of the above holidays falls on Sunday, the following Monday will be observed as a legal holiday. When the federal holiday falls on a Saturday, the preceding Friday is observed as the holiday.

11. OTHER DAYS OF INSTALLATION CLOSURE

When the Installation Commander closes the installation for any reason, including but not limited to days of inclement weather, the Contractor is not required to provide scheduled services unless approved by the PM.

12. PLACE OF PERFORMANCE

Place of performance will be the Defense Supply Center Richmond (DSCR) located at 8000 Jefferson Davis Hwy, Richmond, VA 23297.

13. ADMINISTRATIVE CONSIDERATIONS

a. To promote timely and effective administration, correspondence will be subject to the following procedures:

b. Technical correspondence (where technical issues relate to compliance with the requirements herein) will be addressed to the Contracting Officer with an information copy to the PM.

c. All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this SOW) will be addressed to the PM with an information copy to the Contracting Officer.

d. The contractor is required to and shall adhere to The Buy American Act. The Contractor should conduct a site visit to each location to verify all measurements, sizes, interferences, quantity of material etc. for this project. The contractor shall consider ALL electrical, mechanical, plumbing, security or any other interferences that may impede their work to be part of their work under this SOW. The contractor shall remove, disable, relocate etc. all interferences as needed ensuring all items function as they were intended to at the conclusion of the contract. All items that need to be terminated for any reason are the responsibility of the contractor.

e. The contractor is required to request that all utilities be marked/located prior to any digging, earthwork etc. to prevent injury or damage to personnel or utilities. The contractor shall request these markings through the PM a minimum or 14 calendar days’ in advance and shall keep the marks updated throughout the life of the contract.

f. Anytime any utilities (water, heat, AC, gas etc.) will need to be shut down for any period of time during the life of the contract the contractor shall give the PM 14 calendar days’ notice.

g. The contractor is required to provide a back flow preventer for use on any hydrants. The contractor shall provide documentation that the back flow preventer has been inspected within the previous six months prior to using the hydrant. No hydrant shall be used without the proper documentation. The contractor shall give the government PM three business days’ notice if they will need to access a hydrant. The contractor shall fill out and submit to the PM the hydrant application 3 business days in advance. The application must be approved by the fire department and a copy provided to the contractor prior to hydrant use. At no time will the contractor use the hydrant without an approved hydrant application. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount of water to accomplish cleaning vehicles and equipment etc.

h. The Contractor shall diligently prosecute their work and must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for any reason.

i. Weather - The contractor shall always keep weather conditions in mind throughout the life of this contract. Whenever weather conditions indicate strong winds, tornados, hurricanes etc. the contractor shall take all necessary action to prevent all materials, debris etc. from becoming missile hazards. Any damage or harm caused by contractor material, debris etc. will be the sole responsibility of the contractor.

j. Camera Security Policy

i. If a contractor would like to take photographs on DSCR they must follow the below guidance. Submit all requests to the PM on the visit request form with all information filled out.

ii. This policy letter provides guidance on the use of photographic devices, i.e., cameras, video recorders (including cell phones and other electronic communications devices) on Defense Supply Center Richmond (DSCR), including tenant activities. This policy supersedes any earlier revised policy.

iii. DLA Aviation Public Affairs Office (PAO) is the approving authority for all photography on the installation pertaining to media and the taking of photographs and/or videos by non-federal employees for use in non-DLA or DoD news or promotional materials. Members of the DLA Aviation PAO will coordinate, approve and escort members of the media on the installation at all times. Under no circumstances will media be allowed on the installation or to take photographs on the installation without having a PAO representative present.

iv. DLA Installation Operations Richmond, Security and Emergency Services Division (DS-FRS) is the approving authority for all photography and/or videography conducted by contractors in support of projects being overseen or granted by DLA Installation Operations. DS-FRS is responsible for oversight of such contractors taking photographs on DSCR, and will process and issue camera passes to contractors.

v. Contractors who take photographs will be escorted at all times by a DLA Installation Operations employee and must obtain prior approval of their photography from DS-

FRC.

vi. Requests for camera passes must be submitted by employees charged with escorting contractors. Submit requests via email to avnvisitrequest@dla.mil with “Camera Pass” in the subject line. Requests should be made no later than 3 days in advance of the event date requested and must include the name, title and company of the individual to be issued the pass, area to be photographed and purpose, the escort’s point of contact information, and the desired length of the pass.

vii. Late pass requests and changes to existing passes must be approved by the on duty Police Desk Sergeant, DS-FRC at (804) 279-3500.

viii. Government employees may take photographs unescorted in no-risk areas, i.e.

retirement ceremonies, social events, or photographing the elk herd.

ix. All employees are responsible to ensure that classified information under their control, and unclassified material that falls under the Privacy Act of 1974 or protected under the Freedom of Information Act, will be not photographed.

x. Cameras will not be allowed in areas where classified information is discussed, electronically or physically stored, processed or transmitted. Areas on the installation that are off limits for cameras are the Command Control Center (CCC), Message Center, Restricted Map Facility, SIPRNET rooms, and facilities/areas supporting Emergency Operations. Photography is also not authorized in locker rooms, and restrooms. Government employees do not need special permission to take photographs on the installation, subject to the restrictions above. Visitors and members of the general public who are granted access to the installation may take photographs of outdoor areas such as the static aircraft displays, historic buildings, the elk herd, and at social gatherings.

xi. Photographs will not be taken of access control points.

14. POINTS OF CONTACT

CONTRACT SPECIALIST / CONTRACTING OFFICER - TBD AT TIME OF AWARD

PROJECT MANAGER (PM) - TBD AT TIME OF AWARD

15. ADDITIONAL CLAUSE

Common Access Card (CAC) Procedures

Performance under this contract may require the contractor to obtain a Common Access Card (CAC).

If CACs are issued under this contract, the contractor shall complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to control and account for contractor CACs at all times. This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

1. The Contractor has each contractor employee requiring a CAC complete and sign Sections I and II of the DD Form 1172-2. The instructions for completing the DD Form 1172-2 are located at http://www.cac.mil/docs/1172-2-Instructions.pdf.

o Section II, Block 22 - If the contractor employee signs and the DD Form 1172-2 it is then forwarded by the contractor. This provides verification for the employee information. If the contractor is submitting a DD Form 1172-2 for him/herself (e.g., the owner), with no higher authority above them for verification, then the signature in Block 22 must be notarized to verify identity.

2. The Contractor forwards the DD Form(s) 1172-2 via hand-carry, secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group):

o The Contracting Officer’s Representative (COR) for the contract, if a COR was designated.

o The Contracting Officer (CO) for the contract, if no COR was designated.

3. Each Contractor employee must verify his/her account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each Contractor employee will receive an email via TASS when his/her account has been approved.

The email will notify the employee to obtain a Government-issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each Contractor employee shall obtain his/her issued CAC from the RAPIDS office.

6. The Contractor, within one (1) business day of issuance, provides written notice via email to the COR (or the CO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees.

7. The Contractor establishes procedures to control and account for Government-issued contractor CACs at all times, to include the following:

http://www.cac.mil/docs/1172-2-Instructions.pdf o Ensure Contractor CACs issued for this contract are only used for the purpose of performing under this contract.

o Ensure Contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

o Ensure Contractor employees do not abuse or place holes in their CACs.

o Ensure Contractor employees do not display their CACs in public.

8. If a Contractor CAC is lost or stolen:

o The Contractor employee shall immediately notify the contractor that the contractor CAC has been lost or stolen.

o The Contractor shall immediately notify the COR (or the CO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

In person, followed within one (1) business day by a written notice via email, or In writing, via email, or By telephone, followed within one (1) business day by a written notice via email.

o The Contractor shall report the lost or stolen CAC card to the local DLA Police/host installation police, who will provide the contractor a police report. If there is no local DLA Police/host installation police, or no police report is provided, the contractor shall provide information to the COR/CO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/CO will provide a memorandum for the contractor employee to support issuance of new CAC.

o The Contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is prior to completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

o Notifies the COR as follows:

In person, followed within one (1) business day by a written notice via email, or o No less than two (2) weeks prior to the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

o Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

o Notifies the COR once a new CAC has been issued.

10. The Contractor/contractor employee turns in any found CACs immediately, via handcarry, to the nearest Federal law enforcement office.

11. The Contractor immediately collects all contractor CAC(s) from the contractor employee(s) at:

o Contract completion or termination o Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC)

12. The Contractor:

o For contract completion or termination – within one (1) business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

i. If the COR/CO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

Arranges to meet the COR (or the CO, if no COR was designated) to turn-in the collected contractor CAC(s).

Hand-carries all collected contractor CACs for turn-in to meet the COR (or the CO, if no COR was designated).

Completes and signs the Government-Issued Contractor CAC Turn-In Receipt with the COR (or the CO, if no COR was designated). The contractor is provided a copy of the receipt.

ii. If in-person transfer of CAC cannot be arranged, the contractor:

Sends, via certified mail, the CACs to the COR/CO. The contractor includes in the package the Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

Notifies COR/CO that CACs have been sent via certified mail.

Receives a completed copy of the receipt from the COR/CO once the COR/CO has received the CACs.

o For termination/reassignment of an employee:

i. Immediately notifies the COR (or the CO, if no COR was designated) that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC, as follows:

In person, followed within one (1) business day by a written notice via email, or

ii. Follows the turn-in procedures above for contract completion or termination, as applicable.

Contractor Reporting Requirements: The contractor is required to submit, on a monthly basis, to the COR (or the CO, if no COR was designated) a report of all employees working on the contract who have been issued CAC cards and a verification of whether each listed employee still requires a CAC.

The report must note where changes have occurred (additions or deletions) since the previous month.

Contractor employees who already have a CAC related to another DLA or DoD contract must be included in the monthly report. Contractor shall note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/CO when the individual is no longer working under the subject contract.

The above procedures have been established as a DLA security measure. Contractors are advised that failure to comply with any of the above requirements will be considered a violation of the terms and conditions of the contract and the Contracting Officer may take action to remedy such violations.

Specifically, failure to safeguard, follow these procedures, including reporting requirements, or turn-in CACs within the established timeframes may result in the following actions, which are in addition to other actions the Contracting Officer may take under governing law and regulation and the terms and conditions of the contract:

Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue Disapproval of invoices and delay of payment Withholding of final payment (in accordance with FAR 52.204-9) Documentation of CAC Non-Compliance in the Contractor Performance Assessment Reporting System (CPARS)

DEFINITIONS & ACRONYMS

DEFINITIONS

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Statement of Work.

DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW.

When Key Personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the Subcontractor.

WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract WORK WEEK. Monday through Friday, unless specified otherwise.

ACRONYMS

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AHU Air Handler Unit AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DDC Direct Digital Control DFARS Defense Federal Acquisition Regulation Supplement DFOW Definable Feature of Work DOD Department of Defense DSCR Defense Supply Center Richmond

FAR Federal Acquisition Regulation OCI Organizational Conflict of Interest POC Point of Contact SOW Statement of Work VCIN Virginia Criminal Information Network VO Vetting Official

ATTACHMENT 1

EQUIPMENT DATA SHEET – WARRANTY, O&M, AS-BUILTS ETC.

PROJECT TITLE___________________________________

BUILDING/LOCATION_____________________________

CONTRACTOR NAME______________________________

CONTRACT NUMBER______________________________

PROJECT MANAGER ______________________________

DATE ___________________________________

EQUIPMENT DESCRIPTION______________________________________________________

FUNCTIONAL LOCATION________________________________________________________

FUNCTIONAL LOCATION DESCRIPTION__________________________________________

EQUIPMENT INSTALLER________________________________

INSTALLED DATE___________________

MANUFACTURER___________________

MANUFACTURER SERIAL #_______________________

MANUFACTURER MODEL #_________________MANUFACTURER YEAR__________

WARRANTY START DATE___________ WARRANTY PERIOD_______________

HORSEPOWER__________ VOLTAGE________ PHASE_______ AMP_______ KVA_______

CUBIC FEET PER MINUTE____________ WEIGHT_____________GALLONS PER

MINUTE__________

BTU__________ FILTER SIZE (LXWXT)____________ FILTER QUANTITY_________

REFRIGERANT TYPE___________ BELT SIZE____________

PM CYCLE (0) (30) (90) (180) (365) ___________ WORK CENTER_______________

IS THIS A REPLACEMENT OR NEW INSTALL_____________

WHAT DID THIS REPLACE

� NAME_____________________________

� MODEL____________________________

� SERIAL_____________________________

INFORMATION PROVIDED ON NEW INSTALL

� COPIES OF WARRANTY PAPERWORK

� MAINTENANCE AND OPERATION MANUALS (HARD COPIES OR ELECTRIC)

� COPIES OF SUBMITTALS (HARD COPIES OR ELECTRIC)

ADDITIONAL COMMENTS:

ENCLOSED ARE THE FOLLOWING:

BY SIGNING YOU ACKNOWLEDGE RECEIPT OF THE ABOVE ITEMS

RECEIVED BY:___________________________________

DATE RECEIVED:___________________________

ATTACHMENT 2

SAFETY AND HEALTH REQUIREMENTS

Contractors shall comply with all federal, state, and local occupational safety and health regulations, such as but not limited to US Department of Labor and Industry Occupational Safety and Health Administration (OSHA) , 29 CFR 1910,1926,1960 or whichever is applicable; in addition to safety requirements of US Army Corps of Engineers EM385-1-1 (latest edition), National Electric Codes (NEC), National Fire Codes (NFC), Defense Logistics Agency (DLA) safety regulations, or other safety requirements as established for the life of the contract. The safety provisions listed above are only general in nature and not intended to be all-inclusive.

1. VOLUNTARY PROTECTION PROGRAM (VPP)

The Defense Supply Center, Richmond is an OSHA Voluntary Protection Program (VPP) site. Contractors shall comply with all OSHA rules and regulations as applicable in addition to all other Local, State and Federal Occupational Safety and Health Regulations. The objective is for all contractors to be familiar with VPP and abide by the Defense Supply Center Richmond Safety Requirements.

DELIVERABLE

Contractors and subcontractors shall adhere to all safety and health regulations and be aware of The Defense Supply Center OSHA VPP initiative. Contractors and subcontractors shall read the Visitor & Contractor Safety at Defense Supply Center Richmond Brochure prior to performance of any on-site work. This is a one-time process but should be completed for all new contractors. Contractors shall acknowledge and document that all Contractor and subcontractor employees have read the Visitor & Contractor Safety at Defense Supply Center Richmond Brochure Contractors and subcontractors shall document receipt of a physical copy of the Visitor & Contractor Safety at Defense Supply Center Richmond Brochure by detaching the tear-off and leaving it with the PM, COTR or Contracting Officer who, in return, will forward it to the Occupational Safety and Health Office (DS-FRES, building 80, 2nd Floor) before coming on site.

2. SAFETY PLAN DELIVERABLE

The Contractor shall submit a site specific Occupational Safety and Health Plan (OSHP) for approval prior to the issuance of a notice to proceed for any on-site work for this SOW. Failure to submit an OSHP will delay contracted activities. All site specific OSHP shall be developed to comply with all federal, state, and local occupational safety and health regulations, consensus standards, and any trade specific practices which will include but not limited to the following;

Occupational Safety and Health Administration (OSHA)29 CFR General Industry - 1910, Construction Standards – 1926, Federal Employee – 1960; Army Corps of Engineers EM385-1-1 manual; National Electric Codes (NEC); National Fire Protection Association (NFPA) Codes;

American Conference of Industrial Hygienist (ACGIH); and must at a minimum, be strictly adhered to by all contracted personnel. The following are required and must be submitted to the safety office via the PM;

Contractor safety plan, site specified activity hazard analysis, OSHA 300A, Safety Data Sheets and Contractor safety toolbox meetings.