Cooling Towers PWS.docx

COOLING TOWERS TESTING AND TREATMENT

PEFORMANCE WORK STATEMENT

1. OBJECTIVE

The objective of this project is to provide routine testing and treatment of the three cooling towers located at Defense Supply Center Richmond (DSCR). The cooling towers are located at B34 and B46.

2. BACKGROUND

Testing and treatment of the cooling towers is required to ensure water safety on-site.

3. SCOPE

The contractor must provide all services, supplies, and management to perform all tasks identified within this performance work statement (PWS).

4. CONTRACTOR QUALIFICATIONS

Contractor personnel must be trained in the treatment and testing of cooling towers, and bacteria testing must be performed by a Centers for Disease Control (CDC) approved Environmental Legionella Isolation Techniques Evaluation (ELITE) Member Laboratory.

5. SPECIFIC REQUIREMENTS

The contractor will be required to check cooling tower chemical treatment injection systems and test chemical levels bi-weekly when cooling towers are in operation.

The two cooling towers at B46 are only in operation when the geothermal system installed for the building cannot maintain during high heat loads. When not in use this tower is automatically drained and will not require testing. The one tower at B34 will need testing per this PWS. The contracting officer’s representative (COR) will notify the contractor when testing is needed at B46.

The contractor will be required to test the cooling tower water supply every six months for the presence of harmful bacteria (LP1 and LP2). The contractor must test and inspect injection device/control every two weeks and check chemical stock along with testing chemical level(s) in basin.

The contractor must provide to the COR and contracting officer (KO) a cooling tower report for each tower tested documenting the test results, any adjustments made to the injection system, and bulk chemical levels on hand.

The contractor must deliver replacement bulk chemicals as required to ensure an adequate supply is always on hand.

Pricing must be in accordance with the contract line item number (CLIN) structure as follows:

1. 0001 - Routine bi-weekly testing

2. 0002 - Routine semi-annual testing

3. 0003 - Chemical orders to be reimbursed based on actuals. Orders of $500 or more will require written KO approval.

6. SUBMITTALS

The contractor must provide submittals for government review and/or approval for all materials, equipment, supplies, and other items to be used in the completion of this contract prior to completing any commitments for purchases. All hardcopy submittals shall be single-sided prints with the material/equipment being submitted clearly indicated by the contractor. See Attachment 4 for submittal instructions.

7. INSTALLATION SECURITY REQUIREMENTS

a. All contractor employees must be US citizens.

b. Contractor personnel working on the base must have and display a visitor’s pass or access control badge at all times while on base, which is obtained at the welcome center. The COR is the point of contact (POC) for requesting base access. Base access control information is available at https://www.dla.mil/Aviation/Installation/Visitors/. Personnel are subject to challenge and removal from the work area if the ID card is not visible. Failure to comply with ID card requirements is cause for ordering that work on a contract be stopped at the contractor’s expense. Repeat offenses is cause for contract termination at the contractor’s expense.

c. The contractor is responsible for employees and subcontractors under their employment. The contractor will ensure that employees are familiar with and obey installation traffic, safety, and security regulations.

d. Photography, cameras, or photographs are prohibited on DSCR property without written consent from the KO.

e. 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 DSCR.

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

g. 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.

h. Seatbelts are MANDATORY.

i. Use of cellphones while driving is prohibited unless using a hands free device.

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

k. Traffic accidents should be reported immediately to the DSCR Emergency Dispatch by calling 911 or (804) 279-4888 for non-emergencies. The contractor is also responsible for notifying the COR, contract specialist, and KO of any traffic accidents or citations within two calendar days of occurrence.

l. All personnel entering the installation are subject to random vehicle inspections/searches at any time while on the base.

m. TRUCK DELIVERIES

a. It is the contractors’ responsibility to notify the COR/KO of truck deliveries and escort trucks from the truck gate to its destination.

b. 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.

c. Vehicle Inspection: DLA police will conduct commercial/large vehicle inspections on all vehicles. The inspection may be upgraded based upon Force Protection Conditions (FPCON).

d. 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.

e. 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.

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

8. PHYSICAL SECURITY

The contractor is responsible for safeguarding all government equipment, information, and property accessed while performing on this contract. At the end of normal duty hours and/or after normal duty hours, all government facilities, equipment, and materials must be secured.

a. SECURITY INCIDENTS.

1. In the event keys are lost or duplicated, the contractor will, upon direction of the KO, 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 at the contractor’s expense.

2. The contractor will prohibit the use of government issued keys/key cards by any persons other than the contractor’s employees. The contractor will 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 KO

b. SAFETY AND HEALTH REQUIREMENTS. The contractor must comply with all applicable federal and state safety rules and regulations pertaining to this PWS in Attachment 2.

c. ENVIRONMENTAL REQUIREMENTS. The contractor must comply with all applicable federal and state environmental laws and regulations pertaining to this PWS in Attachment 3. Any concrete washout must 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.

d. DISCLOSURE OF INFORMATION. Information made available to the contractor by the government for the performance or administration of this effort must be used only for those purposes and cannot be used in any other way without the written consent of the KO. The contractor is responsible 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 must be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

e. 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 must not divulge, or release data or information developed or obtained in performance of this effort until made public by the government, except to authorized government personnel or upon written approval from the KO. The contractor cannot use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort.

f. 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 will 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 KO. All materials supplied to the government are the sole property of the government and may not be used for any other purpose. This right does not abrogate any other government rights.

9. 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 must, without additional expense to the government, obtain all appointments, licenses, and permits required to perform under this contract. Evidence of such permits and licenses must be provided to the COR/KO before work commences and at other times as requested by the COR/KO. The contractor must notify the DSCR Fire Prevention office 24 hours in advance of any work that involves open flames, grinding, or spark producing operations and must 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 PWS. This includes any services performed by the contractor of their own volition or at the request of any individual other than the KO. Only the KO is authorized to change the specifications, terms, and/or conditions of this contract. Additionally, the contractor is advised that only the COR or KO can approve schedules or work performed. No other individuals may instruct the contractor or accept work on the government’s behalf.

10. PERIOD OF PERFORMANCE

This contract will include one base year and four option years. The period of performance is as follows:

Base year: July 15, 2020 – July 14, 2021 Option year one: July 15, 2021 – July 14, 2022 Option year two: July 15, 2022 – July 14, 2023 Option year three: July 15, 2023 – July 14, 2024 Option year four: July 15, 2024 – July 14, 2025

11. HOURS OF OPERATION

The contractor must provide personnel to be stationed at DSCR Monday through Friday. It is required for the contractor to provide coverage during the hours of 7:00 A.M. through 4:00 P.M. In addition, coverage may be required to respond to calls beyond these hours. Weekend and/or evening hours (during the week) may be necessary to support the execution of the work of this PWS when those actions are deemed necessary by the COR/KO to limit system impacts. The contractor is required to be on-site within two hours for all after hours/emergency calls. All deviations to the normal workday/workweek will be provided in writing to the contractor by the KO.

12. FEDERAL HOLIDAYS

The contractor will not provide services on federal holidays observed at DLA unless approved in writing by the COR or KO.

13. OTHER DAYS OF INSTALLATION CLOSURE

When the base is closed for any reason, the contractor will not provide services unless approved in writing by the COR or KO.

14. PLACE OF PERFORMANCE

Defense Supply Center Richmond (DSCR) 8000 Jefferson Davis Highway Richmond, VA 23297

15. ADMINISTRATIVE CONSIDERATIONS

a. Technical correspondence (where technical issues relate to compliance with the requirements herein) must be addressed to the COR with an information copy to the KO.

b. All other correspondence including that which proposes or otherwise involves waivers, deviations, or modifications to the requirements, terms, or conditions of this PWS will be addressed to the KO with an information copy to the COR.

c. 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 COR a minimum or 14 calendar days’ in advance and must keep the marks updated throughout the life of the contract.

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

e. The contractor is required to provide a back-flow preventer for use on any hydrants. The contractor must 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 must give the COR three business days’ notice if they will need to access a hydrant. The contractor must fill out and submit to the COR the hydrant application three 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 must instruct employees in utilities conservation practices. The contractor is 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.

f. The contractor must diligently prosecute their work and must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for any reason.

g. Weather - The contractor must always keep weather conditions in mind throughout the life of this contract. Whenever weather conditions indicate strong winds, tornados, hurricanes etc., the contractor must 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.

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 must comply with all federal, state, and local occupational safety and health regulations including US Department of Labor and Industry Occupational Safety and Health Administration (OSHA); 29 CFR 1910, 1926, 1960, or whichever is applicable; US Army Corps of Engineers EM385-1-1 (latest edition); National Electric Codes (NEC); National Fire Codes (NFC); Defense Logistics Agency (DLA) safety regulations; and any other safety requirements established for the duration 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)

DSCR is an OSHA Voluntary Protection Program (VPP) site. Contractors must comply with all OSHA rules and regulations as applicable in addition to all other local, state, and federal Occupational Safety and Health Regulations.

DELIVERABLE

Contractors and subcontractors must 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 must be completed for all new contractors. Contractors and subcontractors must 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 COR, who will forward it to the Occupational Safety and Health Office before coming on site.

2. SAFETY PLAN DELIVERABLE

The contractor must 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 PWS. Failure to submit an OSHP may result in this contract being terminated for cause. All site specific OSHP must be developed to comply with all federal, state, and local occupational safety and health regulations, consensus standards, and any trade specific practices including 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 personnel. The following are required and must be submitted to the safety office via the COR: contractor safety plan, site specified activity hazard analysis, OSHA 300A, Safety Data Sheets, and contractor safety toolbox meetings.

An OSHP will be required for all services involving the construction, alteration, and/or repair (including painting or decorating) of government buildings, public works, and equipment in addition to all activities using/applying products requiring safety data sheets (formerly material safety data sheets (MSDS)). OSHPs will also be required for all activities were there are potential health hazards that could be a result of the services (i.e. hazardous material surveys and clean up, confined space entry, etc.). All contractors who are subjected to the submittal of OSHP must also submit their most recent OSHA 300 log in accordance with 29 CFR 1904.

All services requiring an OSHP where operations involving demarcating work areas with protective coverings, shields, protective barriers, barricades, warning signs and the like, will be furnished and installed by the contractor where a hazard or potential hazard exists. Notices must be provided 24 hours prior to the planned installation of protective barriers and barricades, and the contractor must coordinate with the COR for concurrence. Barricades and barriers will be removed by the contractor at the completion of the work in the area.

3. ACCIDENT/INCIDENT

The contractors must notify the COR, contract specialist, KO, and the DLA Richmond Safety Office immediately after an accident/incident results in damage to DLA property or equipment, injury or occupational illness to DLA personnel, a fatality, loss of an eye, inpatient hospitalization, or amputation to any of the contractor's employees. A DLA Form 1591 or equivalent form must be submitted to the DLA Richmond Safety Office through the COR.

4. MISHAP REPORTING

A report on each job connected injury, property damage, or motor vehicle mishap must be written by the contractor and submitted to the KO. The estimated absence in days, if any, by employee due to injury and/or cost of property or vehicle damages must be included.

5. SAFETY AND HEALTH VIOLATIONS

The Army Corps of Engineers Manual EM 385-1-1, Safety and Health Requirements Manual, 29 CFR 1910/1926/1960, General Industry/Construction Standards/Federal Employee (OSHA), National Electric Code (NEC) and National Fire Protection Association (NFPA) Codes, American Conference of Industrial Hygienist (ACGIH) must be strictly adhered to by all contractors. After consultation with the KO, the Installation’s Safety and Health Manager reserves the right to contact the Virginia Occupational Safety and Health (VOSH) Office for assistance if there are frequent safety and health violations by contractors.

DSCR Safety Specialists or Industrial Hygienists shall perform unannounced inspections of contractor job sites to ensure compliance with applicable standards. Violations will be reported to the KO. The Safety Specialist or Industrial Hygienist reserves the right to stop operations when violations could cause severe injury, death, and/or serious property damage. The Safety Specialist or Industrial Hygienist reserves the right to stop any activity where DSCR employees are impacted. Frequent safety violations will be reported to the Virginia Occupational Safety and Health (VOSH) Office.

ATTACHMENT 3

ENVIRONMENTAL REQUIREMENTS

1. COMPLIANCE WITH ENVIRONMENTAL LAWS AND REGULATIONS

The contractor must comply with all applicable federal, state, local, Defense Logistics Agency (DLA), and Defense Supply Center Richmond (DSCR) environmental laws, statutes, regulations, executive orders, and permits. The contractor will immediately report any conflicts between applicable federal, state, local, DLA, and DSCR regulations and any specifications within this contract to the KO.

2. COMPLIANCE WITH GREEN PROCUREMENT REQUIREMENTS

The contractor must follow Federal EPA Comprehensive Procurement guidelines (www.epa.gov/cpg) for acquisition of building materials and products and select materials that have a long life cycle, the least toxic materials, recyclable materials, materials that are resource- efficient, materials with the maximum recycled content, materials harvested on a sustained yield basis, and products causing the least pollution during their manufacture, use, and reuse.

3. REPORTING NONCOMPLIANCE

The contractor will immediately report any nonconformance and/or noncompliance with applicable federal, state, local, DLA, and installation environmental regulations and laws to the KO. The contractor will take immediate corrective action when given a verbal and/or written notice of environmental noncompliance or nonconformance by the COR and/or KO. Failure or refusal to comply promptly will be grounds for termination for cause.

4. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEM

DLA Installation Operations Richmond currently maintains an ISO 14001 registered Environmental Management System. This system is applicable to those individuals working on DLA’s behalf. The Environmental Policy Statement and List of Significant Aspects are available from the Environmental Division. Contractor personnel muse be aware of their potential contribution to the success of this Environmental Management System and the potential implications of not performing within its requirements. Contractor personnel must be competent to perform the work specified within the contract. Contractor personnel must also take the necessary actions to identify, monitor, and control those contract operations and activities that pose risk of environmental contamination, or can negatively affect the natural and/or human environment.

5. PROTECTION OF WORK SITE RESOURCES

The contractor must confine all activities to areas defined by the drawings and specifications. Prior to the beginning of any work, the contractor must identify any land resources to be preserved within the work area. Except in areas indicated on the drawings or specified to be cleared, the contractor will not remove, cut, deface, injure, or destroy land resources including trees, shrubs, vines, grasses, topsoil, and landforms. The contractor must provide effective protection for land and vegetative resources at all times. The contractor must notify the Environmental Division if any trees are required to be disposed or removed. The contractor is not authorized to remove or dispose of any tree greater than six inches in diameter unless the Environmental Division has granted written permission.

6. NOTIFICATION OF FEDERAL AND STATE REGULATORS

The contractor must immediately notify the KO, COR, and Environmental Division of the arrival on site of any federal, state, and/or Department of Defense (DoD) environmental regulator or enforcement agent and/or the receipt of any correspondence from a federal, state, and/or local environmental agency.

7. CULTURAL RESOURCES PROTECTION

This project has been identified as having the potential to affect a resource eligible for listing in the National Register of Historic Places.

In accordance with Section 106 of the National Historic Preservation Act, a Section 106 Review must be initiated to identify and assess any adverse effects that may result from this project. The contractor will not begin fieldwork on the actual resource until the process is complete and documentation from the State Historic Preservation Office has been received stating either the project will not have an adverse effect on the historic resource or that any adverse effect has been mitigated. Administrative and planning efforts may proceed while the review process is occurring.

8. FEDERAL AND STATE LAND DISTURBING REQUIREMENTS

Any land disturbing activities with a footprint of greater than 5,000 square feet must satisfy Unified Facilities Criteria on Low Impact Development (UFC 3-210-10) requirements per Section 438 of the Energy Independence and Security Act as to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. These requirements do not apply to internal renovations, maintenance, or resurfacing of existing pavements.

Land disturbance projects greater than 10,000 square feet are subject to Virginia Erosion and Sediment Control Regulations per 9VAC25-840. An Erosion and Sediment Control Plan must be submitted to the Virginia Department of Environmental Quality for approval prior to the start of any qualify disturbance activities. Exempt activities include: the installation of individual service connections; installation, maintenance, or repair of any underground public utility lines when such activity occurs on existing hard surfaced road, street, or sidewalk, provided the disturbing activity is confined to the area of the road, street, or sidewalk that is hard surfaced; septic tank lines or drainage fields; installation of fence/sign posts, telephone/electric poles, and other kinds of posts/poles; and emergency work to protect life, limb, or property, and emergency repairs.

Land disturbance projects greater than 1 acre are subject to Virginia Stormwater Management Program Regulations per 9VAC25-870. Stormwater Pollution Prevention Plans and applicable fees must be submitted to the Virginia Department of Environmental Quality for approval prior to the start of disturbance activities upon issuance of VAR10 permit coverage. Routine maintenance that is performed to maintain the original line and grade, hydraulic capacity, or original construction is exempt from permit coverage.

ATTACHMENT 4

SUBMITTALS

1.1 SUMMARY

The COR may request submittals in addition to those specified when deemed necessary to adequately describe the work covered in the respective sections. Units of weights and measures used on all submittals are to be the same as those used in the contract drawings. Each submittal is to be complete and in enough detail to allow ready determination of compliance with contract requirements. The contractor's quality control (CQC) system manager must check and approve all items prior to submittal and stamp, sign, and date indicating action taken. Proposed deviations from the contract requirements are to be clearly identified. Include within submittals items such as: contractor's, manufacturer's, or fabricator's drawings; descriptive literature including (but not limited to) catalog cuts, diagrams, operating charts or curves; test reports; test cylinders; samples; O&M manuals (including parts list); certifications; warranties; and other such required submittals. Submittals requiring government approval are to be scheduled and made prior to the acquisition of the material or equipment covered thereby. Pick up and dispose of samples not incorporated into the work in accordance with manufacturer's Material Safety Data Sheets (MSDS) and in compliance with existing laws and regulations.

1.2 DEFINITIONS

1.2.1 Submittal Descriptions (SD)

Submittals requirements are specified in the technical sections. Submittals are identified by Submittal Description (SD) numbers and titles as follows:

SD-01 Preconstruction Submittals

· Certificates of insurance

· Surety bonds

· List of proposed subcontractors

· List of proposed products

· Construction progress schedule

· Submittal register

· Schedule of prices

· Health and safety plan

· Work plan

· Quality Control (QC) plan

· Environmental protection plan

SD-02 Shop Drawings Drawings, diagrams, and schedules specifically prepared to illustrate some portion of the work. Diagrams and instructions from a manufacturer or fabricator for use in producing the product and as aids to the contractor for integrating the product or system into the project. Drawings prepared by or for the contractor to show how multiple systems and interdisciplinary work will be coordinated.

SD-03 Product Data Catalog cuts, illustrations, schedules, diagrams, performance charts, instructions, and brochures illustrating size, physical appearance, and other characteristics of materials, systems, or equipment for some portion of the work. Samples of warranty language when the contract requires extended product warranties.

SD-04 Samples Fabricated or un-fabricated physical examples of materials, equipment, or workmanship that illustrate functional and aesthetic characteristics of a material or product and establish standards by which the work can be judged. Color samples from the manufacturer's standard line (or custom color samples if specified) to be used in selecting or approving colors for the project. Field samples and mock-ups constructed on the project site establish standards by which the ensuring work can be judged. Includes assemblies or portions of assemblies which are to be incorporated into the project and those which will be removed at conclusion of the work.

SD-05 Design Data Design calculations, mix designs, analyses, or other data pertaining to a part of work.

SD-06 Test Reports Report signed by authorized official of testing laboratory that a material, product, or system identical to the material, product, or system to be provided has been tested in accord with specified requirements (testing must have been within three years of date of contract award for the project). Report which includes findings of a test required to be performed by the contractor on an actual portion of the work or prototype prepared for the project before shipment to job site. Report which includes finding of a test made at the job site or on sample taken from the job site, on portion of work during or after installation. Investigation reports. Daily logs and checklists. Final acceptance test and operational test procedure.

SD-07 Certificates Statements printed on the manufacturer's letterhead and signed by responsible officials of manufacturer of product, system, or material attesting that product, system, or material meets specification requirements. Must be dated after award of project contract and clearly name the project. Document required of contractor, or of a manufacturer, supplier, installer, or subcontractor through contractor, the purpose of which is to further quality of orderly progression of a portion of the work by documenting procedures, acceptability of methods, or personnel qualifications. Confined space entry permits. Text of posted operating instructions.

SD-08 Manufacturer's Instructions Preprinted material describing installation of a product, system, or material, including special notices and (MSDS) concerning impedances, hazards, and safety precautions.

SD-09 Manufacturer's Field Reports Documentation of the testing and verification actions taken by manufacturer's representative at the job site, in the vicinity of the job site, or on a sample taken from the job site, on a portion of the work, during or after installation, to confirm compliance with manufacturer's standards or instructions. The documentation must be signed by an authorized official of a testing laboratory or agency and must state the test results; and indicate whether the material, product, or system has passed or failed the test. Factory test reports.

SD-10 Operation and Maintenance Data Data that is furnished by the manufacturer, or the system provider, to the equipment operating and maintenance personnel, including manufacturer's help and product line documentation necessary to maintain and install equipment. This data is needed by operating and maintenance personnel for the safe and efficient operation, maintenance, and repair of the item. This data is intended to be incorporated in an O&M manual or control system.

SD-11 Closeout Submittals Documentation to record compliance with technical or administrative requirements or to establish an administrative mechanism. Special requirements necessary to properly close out a construction contract. For example, Record Drawings and as-built drawings. Also, submittal requirements necessary to properly close out a major phase of construction on a multi-phase contract. Interim "DD Form 1354" with cost breakout for all assets 30 days prior to facility turnover.

1.2.2 Approving Authority

Office or designated person authorized to approve submittal.

1.2.3 Work

As used in this section, on- and off-site construction required by contract documents, including labor necessary to produce submittals, except those SD-01 Pre-Construction Submittals noted above, construction, materials, products, equipment, and systems incorporated or to be incorporated in such construction.

1.3 SUBMITTALS

Government approval is required for submittals with a "G" designation; submittals not having a "G" designation are for information only. When used, a designation following the "G" designation identifies the office that will review the submittal for the government. Submit the following in accordance with this section.

1.4 SUBMITTAL CLASSIFICATION

Submittals are classified as follows:

1.4.1 Government Approved [G]

Government approval is required for extensions of design, critical materials, deviations, equipment whose compatibility with the entire system must be checked, and other items as designated by the COR. Within the terms of the contract clause entitled, "Specifications and Drawings for Construction," they are "shop drawings."

1.4.2 Information Only

Submittals not requiring government approval will be for information only. They are not considered to be "shop drawings" within the terms of the contract clause referred to above.

1.5 PREPARATION

1.5.1 Transmittal Form

Use the Corps of Engineers transmittal form (ENG Form 4025) for submitting both government approved and information only submittals in accordance with the instructions on the reverse side of the form. Properly complete this form by filling out all the heading blank spaces and identifying each item submitted.

1.6 QUANTITY OF SUBMITTALS

1.6.1 Number of Copies of SD-02 Shop Drawings

Submit three copies of shop drawings requiring review and approval by COR or Authority Having Jurisdiction.

1.6.2 Number of Copies of SD-03 Product Data and SD-08 Manufacturer's Instructions Submit in compliance with quantity requirements specified for shop drawings.

1.6.3 Number of Samples SD-04 Samples

a. Submit two samples, or two sets of samples showing range of variation, of each required item. One approved sample or set of samples will be retained by approving authority and one will be returned to contractor.

b. Submit one sample panel or provide one sample installation where directed. Include components listed in technical section or as directed.

c. Submit one sample installation, where directed.

d. Submit one sample of non-solid materials.

1.6.4 Number of Copies SD-05 Design Data and SD-07 Certificates Submit in compliance with quantity requirements specified for shop drawings.

1.6.5 Number of Copies SD-06 Test Reports and SD-09 Manufacturer's Field Reports Submit in compliance with quantity and quality requirements specified for shop drawings other than field test results that will be submitted with QC reports.

1.6.6 Number of Copies of SD-10 Operation and Maintenance Data Submit three copies of O&M Data to the COR for review and approval in both hardcopy and electronic format on compact optical discs.

1.6.7 Number of Copies of SD-01 Preconstruction Submittals and SD-11 Closeout Submittals Unless otherwise specified, submit three sets of administrative submittals.

1.7 INFORMATION ONLY SUBMITTALS

Normally submittals for information only will not be returned. Approval of the COR is not required on information only submittals. The government reserves the right to require the contractor to resubmit any item found not to comply with the contract. This does not relieve the contractor from the obligation to furnish material conforming to the plans and specifications; will not prevent the COR from requiring removal and replacement of nonconforming material incorporated in the work; and does not relieve the contractor of the requirement to furnish samples for testing by the government laboratory or for check testing by the government in those instances where the technical specifications so prescribe.

1.8 VARIATIONS

Variations from contract requirements require government approval pursuant to contract clause FAR 52.236-21 and will be considered where advantageous to the government.

1.8.1 Considering Variations

Discussion with COR prior to submission will help ensure functional and quality requirements are met and minimize rejections and re-submittals. When contemplating a variation which results in lower cost, consider submission of the variation as a Value Engineering Change Proposal (VECP). Specifically point out variations from contract requirements in transmittal letters. Failure to point out deviations may result in the government requiring rejection and removal of such work at no additional cost to the government.

1.8.2 Proposing Variations

When proposing variation, deliver written request to the KO, with documentation of the nature and features of the variation and why the variation is desirable and beneficial to government, including written analysis. If lower cost is a benefit, also include an estimate of the cost savings. In addition to documentation required for variation, include the submittals required for the item. Clearly mark the proposed variation in all documentation. Check the column "variation" of ENG Form 4025 for submittals which include proposed deviations requested by the contractor. Set forth in writing the reason for any deviations and annotate such deviations on the submittal. The government reserves the right to rescind inadvertent approval of submittals containing unnoted deviations.

1.8.3 Warranting That Variations Are Compatible

When delivering a variation for approval, contractor, including its designer(s) of record if applicable, warrants that this contract has been reviewed to establish that the variation, if incorporated, will be compatible with other elements of work.

1.8.4 Review Schedule Is Modified

In addition to normal submittal review period, a period of 10 business days will be allowed for consideration by the government of submittals with variations.

1.9 SCHEDULING

Schedule and submit concurrently submittals covering component items forming a system or items that are interrelated. Include certifications to be submitted with the pertinent drawings at the same time. No delay damages or time extensions will be allowed for time lost in late submittals. An additional [_____] calendar days will be allowed and shown on the submittal for review and approval of submittals for [ ].

a. Coordinate scheduling, sequencing, preparing and processing of submittals with performance of work so that work will not be delayed by submittal processing. Allow for potential resubmittal of requirements.

b. If a submittal is called for but does not pertain to the contract work, the contractor is to include the submittal and annotate it "N/A" with a brief explanation. Approval by the COR does not relieve the contractor of supplying submittals required by the contract documents, but which have been omitted or marked "N/A."

c. Carefully control procurement operations to ensure that each individual submittal is made on or before the contractor scheduled submittal date shown on the approved "Submittal Register."

1.10 GOVERNMENT APPROVING AUTHORITY

When approving authority is the COR, the government will:

a. Note date on which submittal was received.

b. Review submittals for approval within scheduling period specified and only for conformance with project design concepts and compliance with contract documents.

c. Identify returned submittals with one of the actions defined in paragraph entitled, "Review Notations," of this section and with markings appropriate for action indicated. Upon completion of review of submittals requiring government approval, stamp and date approved submittals. Three copies of the approved submittal will be retained by the COR and three copies of the submittal will be returned to the contractor. If the government performs a conformance review of other Designer of Record approved submittals, the submittals will be so identified and returned, as described above.

1.10.1 Review Notations

For submittals requiring government approval (GA), the COR review will be completed within 30 calendar days after date of receipt. For Information Only (FIO) submittals will be reviewed within 14 calendar days of receipt. GA submittals will be returned to the contractor with the following notations:

a. Submittals marked "approved" or "accepted" authorize the contractor to proceed with the work covered.

b. Submittals marked "approved as noted" "or approved except as noted, resubmittal not required," authorize the contractor to proceed with the work covered provided he takes no exception to the corrections.

c. Submittals marked "not approved" or "disapproved," or "revise and resubmit," indicate noncompliance with the contract requirements or design concept, or that submittal is incomplete. Resubmit with appropriate changes. No work can proceed for this item until resubmittal is approved.

d. Submittals marked "not reviewed" will indicate submittal has been previously reviewed and approved, is not required, does not have evidence of being reviewed and approved by contractor, or is not complete. A submittal marked "not reviewed" will be returned with an explanation of the reason it is not reviewed. Resubmit submittals returned for lack of review by contractor or for being incomplete, with appropriate action, coordination, or change.

1.11 DISAPPROVED SUBMITTALS

Contractor must make corrections required by the COR. If the contractor considers any correction or notation on the returned submittals to constitute a change to the contract drawings or specifications; notice as required under the clause entitled, "changes," is to be given to the KO. Contractor is responsible for the dimensions and design of connection details and construction of work. Failure to point out deviations may result in the government requiring rejection and removal of such work at the contractor's expense. If changes are necessary to submittals, the contractor will make such revisions and submission of the submittals in accordance with the procedures above. No item of work requiring a submittal change is to be accomplished until the changed submittals are approved.

1.12 APPROVED SUBMITTALS

The COR’s approval or acceptance of submittals is not to be construed as a complete check, and indicates only that the general method of construction, materials, detailing and other information are satisfactory. Approval or acceptance will not relieve the contractor of the responsibility for any error which may exist, as the contractor under the Contractor Quality Control (CQC) requirements of this contract is responsible for dimensions, the design of adequate connections and details, and the satisfactory construction of all work. After submittals have been approved or accepted by the COR, no resubmittal for the purpose of substituting materials or equipment will be considered unless accompanied by an explanation of why a substitution is necessary.

1.13 APPROVED SAMPLES

Approval of a sample is only for the characteristics or use named in such approval and is not be construed to change or modify any contract requirements. Before submitting samples, the contractor is to assure that the materials or equipment will be available in quantities required in the project. No change or substitution will be permitted after a sample has been approved. Match the approved samples for materials and equipment incorporated in the work. If requested, approved samples, including those which may be damaged in testing, will be returned to the contractor, at his expense, upon completion of the contract. Samples not approved will also be returned to the contractor at its expense, if so requested. Failure of any materials to pass the specified tests will be enough cause for refusal to consider, under this contract, any further samples of the same brand or make of that material. The government reserves the right to disapprove any material or equipment which previously has proved unsatisfactory in service. Samples of various materials or equipment delivered on the site or in place may be taken by the KO for testing. Samples failing to meet contract requirements will automatically void previous approvals. Contractor to replace such materials or equipment to meet contract requirements. Approval of the contractor's samples by the COR does not relieve the contractor of his responsibilities under the contract.

1.14 WITHHOLDING OF PAYMENT

Payment for materials incorporated in the work will not be made if required approvals have not been obtained.

1.15 STAMPS

Stamps used by the contractor on the submittal data to certify that the submittal meets contract requirements should resemble the below:

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