Statement of Work IITF Rekeying.pdf

US Department of Agriculture

(USDA)

Statement of Work September 6, 2023

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards

Project

REKEYING OF IITF FACILITIES

General Information

1.0 Scope of Work

This work will accomplish the physical securing of buildings by replacing lock cores and keys according to this Statement of Work.

2.0 Background

The buildings in need of the physical securing by replacing lock cores and keys are located at the International Institute of Tropical Forestry (IITF) Headquarters facilities in the UPR Jardín Botánico, in Rio Piedras, PR, and the IITF’s Sabana Field Research Station facilities at 1 PR Route 988, Luquillo, PR 00773.

Contractor Requirements

3.0 Technical Requirements / Tasks

The contractor shall replace the existing cylinders with new rekeyed cylinders in all the Door Level Sets in all IITF’s buildings. The contractor must provide new keys, and document a master key system, using products equal or compatible with all current hardware. With the replacement of locking devices, the Contractor shall comply with Americans with Disabilities Act (ADA) requirements for lever actuated doorknobs in commercial office buildings.

The Contractor shall provide all labor, material, equipment, management, supervision, coordination, and transportation required to accomplish this work.

The buildings covered under this work are (refer to the IITF Complex and the Sabana Station Complex site drawings):

• IITF Multi-Purpose Building

• IITF GIS Laboratory

• IITF Conference Center

• IITF Headquarters Building

• IITF Library Building

• IITF HQ Generator Building

• IITF Library Generator Building

• Sabana Station Ecosystems Building

• Sabana Station Admin Building

• Sabana Station Admin Addition

• Sabana Station Dormitory Building

• Sabana Station Modular Building

• Sabana Station Laboratory

• Sabana Station Multipurpose building

• Sabana Station Generator

• Sabana Station Hazmat Storage

Note: the buildings in the IITF Complex identified as 4. Laboratory Addition, 7. Laboratory, and 8. Sample preparation & Storage Room are not included in this work.

4.0 Government Furnished

Workdays for this contract will be standard duty hours Monday through Friday 8:00 AM to 4:30 PM. The Contractor shall not begin any core replacement work until 100% of the materials, tools and equipment needed for the entire project are complete and available. If requested, the Government can provide laydown space for contractor-supplied storage containers.

Since there are multiple buildings requiring work under the scope of this project, written permission from the Contracting Officer (CO) or the Contracting Officer’s Representative (COR) must be obtained before making any deviation from the approved schedule.

5.0 Deliverables / Schedule

5.1 Requirements

The government will submit to the contractor the order of priority of the facilities to be rekeyed. The Work Schedule must reflect this order of priority. The Contractor shall coordinate and develop a project schedule detailing the timelines of each zone and associated buildings, as well as an overall completion date.

The contractor must submit the project schedule to the COR for approval. The Contractor shall not proceed with installation of locks until the project schedule is approved.

5.1.1 The Government shall have 7 days from receipt of the project schedule to approve and/or provide comments for changes. The Government reserves the right to make changes to the project schedule to ensure the continuation of Government operations. The Contractor shall not deviate from the schedule unless approved by the COR in writing.

5.1.2 The Government will provide the Contractor site plan drawings of the facilities, building Floor Plans, and existing key system schedules. The Contractor shall establish administrative, technical, and physical safeguards against threats and hazards to the security, integrity, and confidentially of data contained in the provided materials.

5.1.3 The Contractor shall physically validate all the floorplans of each building. When drawings do not reflect the existing built environment, the Contractor shall annotate and immediately notify the COR.

5.1.4 To ensure that Government operations are not interrupted, the Contractor shall coordinate with the Government for access, installation of locks, and distribution of keys before beginning work in all facilities.

5.2 Cores and Keys

The Contractor shall utilize cores and keys compatible with the existing lock system in each building. The Contractor shall be responsible for providing all materials, labor, installation, so forth to complete this requirement.

5.2.1 If there are additional cores and keys required to be added to the grand master system or are in any way technically deficient due to design or condition, the Contractor shall annotate on drawings and inform the COR. The Contractor may be asked to provide a quote for additional cores and keys; however, the Government reserves the right to secure from sources other than the Contractor.

5.2.2 If existing hardware (i.e. doorknobs, deadbolts, latches, etc) is found to be unable to support the new cores, and/or of defective condition, the Contractor shall annotate the component on the drawings and notify the COR. The Contractor may be asked to provide a quote for additional hardware; however, the Government reserves the right to secure from sources other than the Contractor.

5.3 System Hierarchy and Logic

The Contractor shall design and implement a Master Key System accord with the existing key schedule, and any new Government keying requirement. The key system must follow all manufacturer’s recommendations. The contractor will submit the Master Key System to the COR for Government review and approval.

5.3.1 The Contractor shall not disclose details of the Master Key System, building plans, hardware, key cores, and progress tracking information outside of the Government. This information shall be kept in strict confidence and protected from unauthorized distribution. Upon completion of this requirement the Contractor shall turn over all materials to the Government.

5.3.2 The Contractor shall not commence work for the replacement of the cylinders and production of the keys until the Master Key System Plan is approved by the COR in writing.

5.3.3 The Master Key System shall be provided to the Government in written and electronic formats.

5.3.3.1 The Contractor shall lead, conduct, and participate in meetings prior, during, and upon conclusion of this requirement. Meetings shall cover, but not be limited to, review of work to be completed, items of concern, Master Key System Planning/Hierarchy, and close out. The Contractor shall coordinate and schedule weekly progress meetings with the CO and COR, if requested by CO..

5.3.3.2 If doors, rooms, and facility number convention is unknown due to lack of signage, the Contractor shall annotate on the drawings and inform the COR for remediation.

5.3.3.3 The hierarchy of the keys required will include, but not be limited to:

5.3.3.4 A Grand Master Level. A single key which will open all locks covered in this contract (IITF Rio

Piedras and Sabana Station facilities) to be available to emergency and security personnel.

5.3.3.5 A Sub-Grand Master Level. The buildings covered by this contract will be divided into smaller groups. A single key will be needed to get senior leadership access into the entire smaller group.

5.3.3.6 A Master Level. A single key which can open all the doors of a single building.

5.3.3.7 A Suite Level. Where multiple groups/organizations share the use of a single building, junior leadership of each organization will need access to all the rooms under their organization’s ownership, but not be allowed access to the rooms owned by the other organization. A single key will be needed to gain access to all rooms of an organization.

5.3.3.8 A User Level. A single key which will allow an individual entrance to the building and entry to their office only.

5.3.4 The Contractor shall coordinate with the COR for access requirements, scheduling, and other notifications to the facility users prior to starting cores and keys replacement for each facility.

5.3.5 Furnished Materials

The Contractor shall furnish all materials used for rekeying including but not limited to, pad locks, cylinders, key blanks, cypher locks, and key cores.

5.3.5.1 Locking hardware and key system hardware provided by the Contractor shall match existing hardware in the facilities.

5.3.5.2 Stamp each interchangeable core with a key control symbol in a concealed place on the core.

5.3.5.3 Products selected will be of ANSI/BHMA A156 standards, Grade 1.

5.3.5.4 Accordance with ANSI/BHMA A156.18, provide hardware in the BHMA 630 finish that matches the existing hardware, unless specified otherwise or approved by the COR.

5.3.5.5 The Contractor shall provide three (3) keys for every User Level core replaced.

5.3.5.6 The Contractor shall provide six (6) Grand Master keys, six (6), six (6) Master Keys, and three (3) suite keys for every suite identified.

5.3.5.7 The contractor shall provide eight (8) spare blank keys (uncut keys) for the same kind of cylinders rekeyed in this project.

5.3.5.8 All keys will be stamped with appropriate key control symbol on one side, and stamped with

“U.S. Property – Do Not Duplicate” or equivalent warning on the other side. Equivalent warnings are to be approved in writing by the COR prior to purchase and implementation of keys.

5.3.6 5.3.6 Installation The Contractor must coordinate with the COR for access to the facilities. No work shall begin in any facility until the Contractor has 100 percent of the materials available, and an authorization to proceed with the replacement work is provided by the COR.

5.3.6.1 The Contractor shall conduct work during duty hours (Monday – Friday, 0800 – 1600 hours), unless requested to and approved by the COR.

5.3.6.2 If escorts are required for accessing a building, the Contractor shall coordinate with the COR to gain the appropriate support.

5.3.6.3 The Contractor shall only work in one facility at a time unless otherwise approved by the

Government.

5.3.6.4 Completed facilities must be accepted by the COR before the work can start in the next facility.

5.3.6.5 A licensed Locksmith shall test and certify each installed core and keys to validate that the locks are installed correctly prior to requesting inspection and acceptance by the Government.

5.3.6.6 The Contractor shall return original cores and keys after replacement to the Government prior to acceptance of work in each facility.

5.3.6.7 The licensed Locksmith shall be responsible for coordinating distribution of new keys to the

Government. All keys shall be furnished to the COR prior to the installation of cores in the facility.

5.3.6.8 The Contractor shall not leave any doors unsecured during performance of work. Once a core is removed, the Contractor shall ensure the new lock/core is in place before leaving the designated area. If for any reason the door can no longer be secured (i.e. door cannot accept the core) the Contractor shall immediately notify the COR.

5.3.6.9 The Contractor shall not leave any door unattended at any moment without notifying the Government.

5.3.6.10 The Contractor shall update the IITF’s lock system codes.

5.3.6.11 After completion and acceptance of the hardware retrofit and rekey, the Contractor shall provide digital documentation in MS Excel Format. Including but not limited to:

a. Complete listing of all keys (e.g. AA1 and AA2).

b. Complete listing of all key cuts (e.g. AA1-123456, AA2-123458).

c. Tabulation showing which key fits which door.

d. Cypher lock combination codes.

5.3.6.12 The Contractor shall update the IITF’s lock system codes.

5.3.7 Administrative Requirements

5.3.7.1 Submittal: A submittal is a package of project information, samples, drawings, schedules, certifications, product data, etc., submitted to the CO and COR for Government review.

5.3.7.2 Purpose: Submittals formalize Government review of Contractor choices in complying with contract requirements. They also formalize Contractor’s proposed material, design, schedule, color choices, etc. early enough in the contract time when changes will have less impact on the ordering of materials and products.

5.3.7.3 Accountability: Contractor is wholly responsible for the contents of a submittal. Contractor by act of submittal certify that all items listed or implied, fully meet the intent, materiality and requirements of the design, quality, and functionality of the contract requirements. Neither

Contractor furnishing nor Government approval of a submittal either suspends or waives Contractor responsibility for full compliance with contract requirements.

5.3.7.4 Basic Compliance: Comply with all “Material Submittals and Drawings” requirements of the SOW.

All submittals must be delivered electronically to the CO and COR within 15 days upon issuance of notice to proceed for the applicable phase. All submissions shall be electronic unless otherwise prevented due to size, nature of required submission or other circumstance requiring hand-delivery. Failure to deliver all submittals within this time period constitutes basis for the CO to refuse Progress Payments until all submittals are delivered to the CO and COR.

5.3.7.5 Submittals must be accurate, easily legible, with all detail necessary for a thorough review. Every copy of Product data must clearly identify proposed material, options, and relevant design data including physical and functional requirements. Where practicable, render manufacturer data specific to this Project.

5.3.7.6 Contractor must review, and sign every submittal before delivery to the CO and COR. Each submittal package and sheet must bear appropriate Design Professional(s) stamps and approval signatures before delivery to the CO and COR.

5.3.7.7 Government Review: Contractor must deliver 1 copy of each submittal, unless otherwise requested by the Government. Contractor must allow up to fourteen (14) days for government review excluding delivery time from and to Contractor.

5.3.7.8 Re-Submittals: Resubmitted forms must bear the original submission number with an alphabetic suffix (for multiple re-submittals). Identify all changes made since the previous submission.

Allow fourteen (14) days for government review excepting delivery from and to Contractor.

5.3.7.9 Submittal Log: During the design phase of the project, the Contractor must log all submittals required to complete the work in this SOW by completing a “Schedule of Material Submittals”.

The form must include all submittals necessary to insure that the project is built to the satisfaction of the IITF, including drawings, manufacturer's literature, product data, certificates of compliance, material samples, extensions to the design, guarantees, test results, etc.

5.3.7.10 Progress Schedule: Submit weekly. Subdivide total schedule into individual work items. Show completed work percentages at the end of each reporting period. Submit first progress schedule to the CO and COR within 7 days after the initial Notice to Proceed (NTP). All written deliverables shall be phrased in layperson language.

5.3.7.11 Contractor may request a pre-final inspection to obtain government assistance to identify potential problems prior to the final inspection. Any discrepancies identified at the pre-final inspection must be completed before the final inspection, unless waived by the CO. Contractor may request separate pre-final inspections for each phase of the work.

a. Contractor must schedule final inspection not later than the contract completion date, unless precluded by government scheduling problems. Before requesting final inspection, the Contractor must submit to the CO and COR the project’s close-out documents.

b. The Contractor’s designated representative, the CO and COR will conduct the final inspection. The Contractor must correct discrepancies and punch-list items within the time limit specified by the CO. In undertaking a final inspection, if the Government determines the project unsuitable for final inspection, the CO will end the inspection, and reschedule.

5.4 Expected Project Phases.

The contract schedule must show the Project Phases described below, all critical path items or areas of work, and any deviations from the originally scheduled project completion time.

5.4.1 Phase I - Phase I is the time reserved for the submission & approval of all pre-work submittals. This phase includes the development and Government approval of the Master Key system hierarchy. The contractor must not start on-site work prior to approval of Phase I submittals.

5.4.2 Phase I: 15 days

5.4.3 Phase II - Phase II is the time reserved for on-site completion of the lock replacement. The project schedule must show the dates of installation for each building. The COR may approve specific Phase II work before Phase I is 100% complete.

5.4.3.1 Phase II: 30 days

5.4.4 Phase III - Phase III is reserved for the overall final inspection and acceptance of all work under this SOW. During Phase III, the contractor is required to provide all closeout submittals and any expressed written warranties.

5.4.4.1 Phase III: 15 days

5.4.5 The Contractor’s schedule will list all three phases as indicated.

5.4.6 Electrical service (120 volt) is available on site. Extension cords, air hoses and the like shall be supplied by the Contractor.

5.4.7 The Contractor shall dispose of any and all debris generated from this project. Disposal shall comply with all applicable Federal, State, and local hauling and disposal regulations. Site clean-up shall occur daily.

Key Deliverables

Item No. Deliverable Objective Due 1 Phase I – Pre-work submittals Defining the responsibilities, timeline, risks and milestones of contract objectives development and Government approval of the Master Key system hierarchy. Timeline/schedule must show the dates of installation for each building

No later than five (15) calendar days after contract award

2 Phase II – on-site work completion

Completion of the requested services as specified in SOW and Phase I

No later than thirty (30) calendar days after completion of Phase I

3 Phase III is reserved for the overall final inspection and acceptance of all work under this SOW.

The contractor is required to provide all closeout submittals and any expressed written warranties.

Via email communication to COR.

No later than thirty (15) calendar days after completion of Phase II

4 Progress call/meetings/email communication

Weekly report documenting tasks and issues identified during the month. Call/meetings/email communications with COR

Weekly, every Thursday, by 3:00 PM AST until the contract expires

6.0 Travel

N/A

7.0 Contractor’s Key Personnel

The Contractor’s employees performing services as described herein shall be controlled, directed, and supervised, at all times, by the Contractor. Contractor management will ensure that the employees properly comply with the performance work standards outlined in this Statement of Work. The work set forth may not be interpreted or implemented in any manner that results in the Contractor creating or modifying Federal Policy. The Government will control access to the facilities and will perform the inspection and acceptance of the completed work. The term Contractor as applied herein includes Subcontractors and Trades People.

8.0 Security Requirements

The contractor must comply with the US Forest Service and the IITF safety requirements, and all current Occupational Safety and Health Administration (OSHA) Regulations. The Contractor shall establish administrative, technical, and physical safeguards against threats and hazards to the security, integrity, and confidentially of data contained in the provided materials.

9.0 Data Rights

The Government will provide the Contractor site plan drawings of the facilities, building Floor Plans, and existing key system schedules. The provided information and well as any design systems, drawings and other sensitive materials and documents related to the key hierarchy, codes and other information that could expose or present a security threat should be safeguarded. The FS reserves any data rights associated with such systems. The Contractor shall establish administrative, technical, and physical safeguards against threats and hazards to the security, integrity, and confidentially of data contained in the provided materials.

10.0 Section 508 – Electronic and Information Technology Standards N/A