Statement of Objectives edited 29 Aug 24.pdf

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Statement of Objectives Sunshade Structure

Version 1.1

Air Force Operational Test and Evaluation Center (AFOTEC), Kirtland AFB, NM

28 Aug, 2024

1.0 Background cover sheet or appendix

This project is being solicited in compliance with the Department of Air Force.

AFOTEC Building 20130 Courtyard require a sunshade structure to provide personnel a comfortable environment in which to participate in various AFOTEC events. The sunshade structure will allow for a greater range of shade for seating than the 20’ x 20’ tent currently used for AFOTEC outdoor events to include; Change of Command ceremonies, retirements, conferences, summits and outdoor dining. The sunshade structure measurement required to cover the courtyard is 30’ x 31’ with a 10’ entry height. The frame required will be powder coated steel to resist rust. The 4 steel tube columns will need to be attached from the courtyard floor and extend upward to reach a 10’ fabric entry height. The depth of the footings for each tube will need to be in accordance with manufactures specifications in regard to the height of the column. According to the attached aerial snapshot of the courtyard, the current flooring of the courtyard contains both concrete and dirt surfaces. Footings #1 and #4 are concrete surfaces and footings #2 and #3 are dirt surfaces. The sunshade will need to be High Density Polyethlene (HDPE), UV-blocking, tan/desert sand fabric.

2.0 Scope

The contractor shall provide all the necessary equipment, parts, labor, supervision, and management required to install a sunshade structure.

For this project we require the following product types: Powder coated steel frame, HDPE fabric, footing materials, and all associated hardware.

For this project we require the following number of support poles: 4 each.

For this project we require the following number of interior support frame beams: 4 each.

For this project we require the following number of interior support frame connecting beam: 1 each.

For this project we require the following number of concrete footings: 4 each.

For this project we require the following number of HDPE fabric: 1 each.

For this project, the finish on the metal frame shall be: Powder coated Light Brown.

For this project, the fabric shall be: HDPE Tan/Desert Sand color fabric.

It is the responsibility of the contractor to validate the actual site conditions as well as any specific programming needs of the customer. A final sunshade structure layout and Bill of Materials (BOM) will be provided that meets the customer requirements and accommodates the physical environment as part of proposal. Design requirements can be found in Section 3.2.

3.0 Description of Work

3.1 General Services

3.1.1 The contractor shall perform tasks on Sunshade Structure in accordance with the requirements stated in this contract.

3.1.2 The contractor shall be responsible for all personnel, equipment, tools, materials, supervision, storage, assembly, transportation, incidentals and all other items and services necessary to provide and install the sunshade structure.

3.1.3 The contractor shall ensure policies and procedures are established that protect the safety and welfare of customers, employees, and the community to minimize or eliminate safety or environmental risks. These policies shall be in compliance with Federal and Installation policies and procedures.

3.1.4 The contractor shall be knowledgeable of and shall comply with all applicable federal, state, and local laws, codes, permits, DoD, AF, and base requirements and instructions required for the performance of the duties in this Statement of Objectives

3.1.5 The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer (CO) within 10 days after contract award. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operations of this contract on the installation.

3.1.6 The contractor shall submit a complete list of personnel in accordance with installation policy, including deliverymen, who will be expected to work on the installation. This list will contain Privacy Act information as required as well as the expectation that each individual will be able to present a current and valid state/federal identification complying with the REAL ID Act, to meet local Air Force security requirements. (Please note that many installations require this information be coordinated days in advance).

3.1.7 The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees.

3.1.8 The government reserves the right to require removal from the installation any contractor employee who endangers persons or property, whose actions are inconsistent with professional conduct, whose continued employment is inconsistent with the interest of military security or who is found to be incapacitated or under the influence of alcohol, drugs, or other substances. Removal of employees for any reason does not relieve the contractor of the requirement to perform services specified herein.

3.1.9 The contractor shall manage ordering, shipment, delivery and installation of all new sunshade structure material from manufacturer to final acceptance by the Government Project Manager (GPM).

3.1.10 The contractor shall provide customer service during normal duty hours, 0730-1630 hours, Monday through Friday; except for federal holidays.

3.1.11 Recognized US Federal Holidays are as follows: New Year’s Day, Birthday of Martin Luther King Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas

Day. If the holiday falls on a Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday.

3.1.12 When the contractor desires to work other than standard times, a written request shall be submitted to the GPM for approval. Written approval from the CO must be received before proceeding with the work. The request shall be submitted at least five (5) work days prior to the proposed performance of work, and it shall indicate the day/days, time/amount of work, and reason why performance is necessary during nonstandard hours.

3.1.13 The contractor shall provide alternate work locations for employees or allow employees to take vacation during designated Government non-work days or other periods where government offices are closed.

3.1.14 All Air Force inquiries shall be responded to by the contracting specialist within two business days.

3.1.15 Meetings may periodically be held between base personnel and contractor management to discuss contract status. The CO will notify the contractor in writing in advance of the place and time of required meetings.

3.1.16 The contractor shall be responsible for coordination of an escort through any controlled areas through the local GPM.

3.1.17 Lost vehicle and entry passes shall be reported immediately to the Security Police as well as the GPM in accordance with the local security forces policy.

3.1.18 The contractor shall be responsible for any storage of all materials, components, parts and equipment prior to and during installation in accordance with the agreed upon delivery schedule.

3.1.19 The contractor shall maintain the capability to adjust workforce in the event of unforeseen circumstances such as extended duty hours, travel, classes and education, and mission related changes. These expenses are reimbursable with prior approval of the GPM and the CO.

3.1.20 The contractor shall maintain continuity between the support operations at

AFOTEC Kirtland AFB, NM and all other assigned performance locations and the contractor’s corporate offices. The contractor shall provide the necessary resources to manage and administer the contract. The contractor shall, as a minimum, maintain a single point of contact for this effort to be available in person to the AFOTEC Facilities and Logistics Division (AFOTEC A4F), during the same business day.

3.1.21 The contractor shall provide for the management and support of personnel, to include: making necessary arrangements for employees required to travel; supporting personnel co-located on Kirtland AFB, NM and other locations specified with additional resources, expertise, advice; necessary infrastructure to support work to be accomplished off-base; conducting personnel meetings; providing administrative support for employees in a timely fashion; and providing facility and staff security requirements.

3.1.22 All personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

3.2 Design Work

Providing professionals versed in programming, and product specification, able to communicate product capabilities to the customer, to ensure products purchased meets the requirements.

3.2.1 As a part of the request for quote process, the contractor will propose products and a design that takes into account site layout considerations, as well as other information gathered during initial customer review

3.2.2 The contractor shall define and furnish the necessary equipment to accomplish the task.

3.2.3 Installation shall include site evaluation to ensure proper fit of the sunshade structure within the given space and that all structural and other anomalies are taken into account.

3.3 Product Markings/Documentation/Tools

Items used after product acceptance used to identify or modify a particular product.

3.3.1 All documentation (Owner’s manuals, warranty information, assembly instructions, maintenance and care instructions, operating instructions, etc.) shall be provided to and reviewed with the GPM upon completion of the installation.

3.4 Delivery Work

Transportation of all products, loading, unloading, storage and all necessary movement from factory to final onsite set up.

3.4.1 The contractor Project Manager shall be responsible for on-site coordination of all staging and deliveries, to include access to and operation of any equipment needed for unloading and movement of materials or product.

3.4.2 Contractor shall be responsible for determination of the appropriate delivery method and handling, based on site conditions to include the non-existence of loading docks and equipment at any given location. Special circumstances may be identified to and negotiated with the CO.

3.4.3 Delivery shall be in accordance with the terms of the contractor's agreement. If the ordering activity designates an accelerated delivery schedule it will be identified in the contract.

3.4.4 Work shall comply with applicable building standards and codes, specifically: National Electrical Code (National Fire Protection Association (NFPA 70) and National Life Safety Code (NFPA 101).

3.4.5 The contractor shall be responsible for following all safety and security guidelines within the area in which work is being performed, to include securing any contractor owned tools or equipment, and any on site storage being utilized.

3.4.6 The contractor shall maintain accountability and control of any keys provided and shall return them to the GPM upon completion of work.

Duplication of keys or other means of access is not authorized.

3.4.7 The contractor shall prevent its personnel from entering any area other than the designated work area.

3.4.8 The contractor shall maintain a means of egress within all designated work areas to comply with fire codes.

3.4.9 The contractor shall ensure its personnel eat, drink, or smoke only in designated areas.

3.5 Delivery Schedule

3.5.1 The contractor shall complete all installation and delivery of deliverable no more than 60 calendar days from receipt and acceptance of award.

3.6 Installation Work

Manufacturer certified professionals to install sunshade structure.

3.6.1 The contractor shall appoint an authorized representative who will be the company's senior representation on site for all customer communication and enforce compliance of all requirements for the project. This representative shall have a physical presence during any delivery and throughout installation unless agreed to by the GPM.

3.6.2 A digging permit (AF 103) shall be obtained and approved before the start of the installation and must be renewed every 30 days.

3.6.3 The contractor representative shall meet with GPM to review the installation drawings prior to installation.

3.6.4 Contractor shall be liable for any damage to government property caused by the contractor or their representatives.

3.6.5 During installation the contractor shall protect all building materials, to include flooring between the courtyard and the foyer entrance/exit door, existing within the space with industry approved protective coverings inclusive of rubber mats, wooden floor coverings and such type material.

The contractor shall not use protective materials that will leave any type of residual print, outline or imaging on any furniture or building materials.

Contractor shall not repair damage to finishes unless directed by CO, but will be responsible to pay for damages. The government will make repairs and back charge the installation contractor.

3.6.6 Services shall include product transportation of existing inventory as required.

3.6.7 The contractor shall uncrate/unpack all items and perform required assembly in accordance with the manufacturer instructions.

3.6.8 Services shall include inspection of product for shipping damage. If damage is found it shall be the responsibility of the contractor to notify the

GPM and make all arrangements for replacement or repair of the item(s) damaged. Damaged items are not to be installed unless otherwise directed by the GPM.

3.6.9 Services shall include assembly of product to conform to final CO approved design drawings.

3.6.10 Any furnishings attached to the building shall be attached securely.

3.6.11 Installation of sunshade structure must be under the oversight of an onsite manufacturer certified installer.

3.6.12 Services shall include removal of packing materials from the installation and cleaning of products.

3.6.13 Services shall include removal of all excess product and transport to the

GPM approved warehouse or other location as specified.

3.6.14 Services shall include removal of packing materials from the installation and cleaning of products.

3.6.15 All trash removed from the worksite shall be disposed of in accordance with state laws, and packaging and other recyclable materials shall be recycled where ever possible.

3.6.16 The contractor shall maintain environmental controls when working in any government facility, to include but not limited to keeping doors shut and lights off when not in use and turning off vehicle engines when parked.

3.6.17 The contractor shall provide all components, completely assembled, installed, and operational.

3.6.18 The contractor shall inspect to ensure the sunshade structure is free of defects, the installation is complete, and the sunshade structure is ready for use.

3.7 Inspection/Acceptance Checklist

Validation between the contractor and the GPM that all product has been installed according to manufacturer guidelines and customer specifications.

3.7.1 A post-installation walkthrough shall be coordinated with the contractor’s authorized representative and GPM.

3.7.2 All areas requiring correction shall be documented in a punch list by the contractor and provided to the GPM upon completion of a joint walk through by the contractor and the GPM. No payment will be authorized while punch list items remain open.

3.7.3 A final walk through will be performed with the contractor and the GPM and the CO to ensure all punch list items have been addressed to the satisfaction of the government.

4.0 Product

4.1 Powder Coated Frame and Components

The contractor shall supply all powder coated frame materials and HDPE fabric as needed to fulfill a complete sunshade structure as referenced on the SOW Sunshade Structure Section 2.0 Scope.

5.0 Government Furnished Support

5.1 Base support includes Government-controlled working space and utilities.

6.0 Site Conditions

6.1 Standard site conditions shall be considered those that include:

6.1.1 Free and clear hard surface access to the receiving and installation location during regular working hours

6.1.2 Parking and off-loading area suitable for access by a semi-trailer combination or truck within 100 feet of the building entrance closest to product installation area

6.1.3 Threat condition level of the base is Alpha. This requires dealer personnel to get base access in order to complete the product installation.

6.1.4 A staging area adequate to sort, stage and uncrate products along with a waste receptacle suitable for disposal of materials

6.1.5 Includes electric power, working lights, heating and air conditioning, and access to a working freight elevator if location is on a floor other than the first floor

6.1.6 Current and correct CAD drawings of the building shell

6.1.7 A building ready for the installation of sunshade structure

6.2 Contractor shall notify the CO of any deviations from the above standards, as well as any requests for equitable adjustment to the contract price based on a condition not available at site visit.

7.0 Safety

7.1 RESERVED

7.2 RESERVED

7.3 Compliance with the current versions of Air Force Instructions (AFI) 91-202, and

AFOSH Standards, 29 CFR 1910 and 29 CFR 1926 is mandatory. Contractor shall provide as a minimum, signs, barriers, and or caution tape as a safety precaution around the work site. Contractors are subject to inspections of job sites by the Department of Labor. Resolution of Department of Labor Citations for Violations of Occupational Safety and Health Standards is a contractor responsibility.

7.4 The contractor shall follow Occupational Safety and Health Administration (OSHA) safety standards. The contractor shall make every attempt to protect all government and non-government property and personnel from inconvenience and damage to property.

8.0 Base/Installation Specifics

8.1 All commercial trucks must enter through Contractors Gate, which is located on

Gibson Blvd just West of the Gibson and Carlisle intersection. The Contractors gate is located on the south side of Gibson Blvd. and has signs stating Kirtland AFB Contractors Gate, for inspection. In accordance with the Installation 377th Security Forces Squadron; base entry procedures must adhere to delivery vehicle process requirements mandated by the Wing (KAFB Integrated Defense Plan (IDP) 31-101). Once at the Contractors Gate, the driver must have a current pass Kirtland AFB Short Term Visitor Pass Pre-Notification Form submitted first and then visiting personnel will receive a DBIDS pass from building 20129, NorthWest corner of Gibson and Wyoming Blvds. 1251 Wyoming Blvd. Kirtland AFB, NM, and be able to show:

• A current Vehicle Registration

• A current Proof of Insurance

• A valid and current Driver's License for the driver

• A valid and current Driver's License or other State Identification for any passenger(s) in the vehicle.

8.2 Gate Procedures:

• Once at the Contractors Gate, be prepared to exit the vehicle and allow for vehicle inspection. At this time you may ask for directions to your final destination.

• If the final destination requires the driver to leave the Contractors Gate, and re-enter the base through an alternate gate, the pass received will be sufficient documentation for entry into both gates, within a pre-established time directed by the Security Forces representative.

• Arrival at the appropriate gate after the designated allotted time will result in non-admittance to the installation.

• This procedure will occur each time a commercial truck requests access to the base.

8.3 Current Bill of Lading (BOL) to get delivery driver and the vehicle on base. BOL must include the AF installation name, date of anticipated delivery, and specific destination (including building number, street address, and point of contact information).

8.4 Personnel should the following items when entering an installation:

• Current Registration for all vehicles

• Current Proof of Insurance for all vehicles

• Valid driver’s license for each driver

• Valid driver’s license or other state identification for each passenger

• Depending on the current Force Protection Condition, a government representative may be required to sponsor those people in person at Pass & ID, building 515.

• The sponsor must state the guest's purpose and destination. It is the responsibility of the contractor to validate this need with their government POC prior to their arrival so as to coordinate the arrival time accordingly.

Sponsors may request that a pass be applicable for multiple days if needed.

8.5 To sponsor 10 or more people, a typed list of those people must be submitted by the COR in Word or Excel format, stating LAST NAME then FIRST NAME of each person. The sponsor must submit that list to Pass & ID building 515, no fewer than three days prior to the anticipated arrival. Names listed must be complete names, (no nicknames), and correspond to the names on the state ID for each person.

8.6 Mission Essential Services: Contractors are not considered mission essential.

8.7 Prohibitions: Firearms may not be brought on base under any circumstances.

Individuals with criminal records are not allowed on base. Contractor personnel are prohibited from sponsoring guests onto the installation.

8.8 AFOTEC Security Requirements

8.8.1 The Contractor shall provide the Contracting Officer with a roster containing the full legal name and Social Security Number of their employees. Mark this roster with “CUI – PRIVACY SENSITIVE”. This roster will be coordinated with AFOTEC/IP for background checks and issue of visitor badges.

8.8.2 All AFOTEC Buildings are secure facilities and AFOTEC visitor badges shall be displayed by the Contractor’s workers. Badges shall be prominently displayed above the waist at all times.

8.8.3 AFOTEC/IP will issue visitor badges to contractor employees on a daily basis. Contractor employees shall return these badges to AFOTEC/IP visitor control office at the end of each duty day.

9.0 Image reference

Footing #1 Footing #2

Footing #3 Footing #4

Reference Image of the Courtyard