Statement of Work - SOS HVAC Duct Cleaning Draft.docx

Statement of Work (SOW) SOS HVAC Duct Cleaning

1.0 PURPOSE: The purpose of this Statement of Work (SOW) is to define the requirements for the comprehensive cleaning and decontamination of the Heating, Ventilation, and Air Conditioning (HVAC) system at Building 1403, Maxwell AFB. The Contractor shall provide all necessary labor, equipment, and materials to clean the HVAC system to remove dust, allergens, and potential microbial contaminants in accordance with the standards outlined in this SOW.

2.0 DESCRIPTION OF SERVICES: The contractor shall provide all equipment, materials, and personnel required to perform complete and thorough cleaning of the HVAC ventilation system for the designated facility, 125 Chennault Circle, Bldg 1403, Maxwell AFB, AL 36112. This facility is approximately 115,000 sq ft. The work shall be performed in accordance with industry best practices and all applicable safety regulations.

2.1 Scope of Work: The Contractor shall clean and decontaminate the specified components of the HVAC system in Building 1403. The specific components to be cleaned include the following:

· All Air Handling Units (AHUs), including all interior surfaces, fans, coils, and drain pans.

· All supply, return, and exhaust ductwork throughout the specified areas.

· All terminal devices, including diffusers, grilles, and registers.

· Where duct access panels do not currently exist, the Contractor shall perform structural cut-ins and install appropriate access panels to ensure complete cleaning access.

· Polifka Auditorium: The Contractor shall provide and utilize scaffolding as necessary to reach high-elevation HVAC components. If seating removal is required to gain necessary access, the Contractor is responsible for the safe removal and reinstallation of those seats.

2.2 Cleaning & Performance Standards: All cleaning and remediation work shall be performed in strict accordance with the latest National Air Duct Cleaners Association (NADCA) ACR (Assessment, Cleaning, and Restoration) standards. To ensure potential microbial contaminants and organic growth are handled properly, the prime Contractor or a designated subcontractor must possess an active certification in mold remediation, such as the ANSI/IICRC S520 Standard for Professional Mold Remediation. Any antimicrobial agents, disinfectants, or coatings applied during the cleaning process must be EPA-registered for use within HVAC systems (e.g., Benefect Decon 30, ServprOXIDE, or equivalent).

2.3 Verification & Reporting: The Contractor shall provide comprehensive documentation to verify the completion and effectiveness of the cleaning process. The final deliverable must include:

· Pre-cleaning and post-cleaning photographs and/or videos of the AHUs, ductwork, and terminal devices.

· A detailed close-out report containing Indoor Air Quality (IAQ) testing or visual verification results.

· A log of all microbial response actions taken, detailing the specific EPA-registered antimicrobial agents used, application methods, and the specific locations treated.

3.0 DELIVERY AND INSTALLATION: Standard work shall be performed during regular duty hours: 0800 to 1600, Monday through Friday, excluding federal holidays. If the Contractor requires an after-hours time frame or weekend work to complete the scope without disrupting building occupants, this must be clearly outlined in the proposal. All off-hours work must be pre-coordinated and approved by the Facility Manager and the Contracting Officer prior to execution. A Government Point of Contact (POC) will be assigned and required for building access during the duration of the project.

· Work Location: 125 Chennault Circle, Bldg 1403, Maxwell AFB, AL 36112.

· Delivery POC: SOS/OD - Facility Manager, Stephen Wade (334-953-5894) or Tamar Selmi (334-953-1522).

· Work Hours: The contractor shall coordinate all work with the facility manager to minimize disruption to building occupants. Work may be required after normal duty hours.

4.0 STANDARD WARRANTY: The contractor shall provide a minimum one-year warranty on all workmanship, guaranteeing that the work is free from defects. The contractor shall provide written procedures and points of contact for all warranty services prior to project acceptance.

5.0 GENERAL INFORMATION: All cleaning agents and materials used must be EPA-approved for use in HVAC systems and used in accordance with manufacturer instructions. The contractor is responsible for the legal disposal of all waste and debris generated during the project.

6.0 SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES ONLY

No CAC REQUIRED

1. Contractor Notification Responsibilities: The contractor shall notify the contracting officer within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor employees working on the contract.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

2. Antiterrorism: The contractor, all employees and any subcontractors are required to obey all orders from Security Forces personnel and are subject to spot checks/inspections while on the installation. The contractor, all employees and any subcontractors must adhere to all security measures implemented by the installation as a result of directed Force Protection Condition (FPCON) measures, currently Maxwell AFB and Gunter Annex are in FPCON Bravo.

The contractor, all employees and any subcontractors are expected to report any suspicious activities to the Security Forces Squadron (334-953-7222). Suspicious activities can be defined as suspicious packages or items observed, personnel conducting surveillance of the installation, unauthorized personnel requesting access to the installation, or personnel asking a lot of questions about the installation.

The contractor, all employees and any subcontractors should be aware of the Emergency Mass Warning (EMW) notification system. In the event of an incident on the installation the EMW system may be activated, and all personnel must follow all directions given via this system. To familiarize personnel with antiterrorism, the contractor, all employees and any subcontractors are highly encouraged to complete Antiterrorism Level 1 training. Antiterrorism Level 1 training can be completed at the following link: https://jkodirect.jten.mil/pdf/atl1/launch.html If there are any questions or concerns regarding antiterrorism matters regarding Maxwell AFB or Gunter Annex contact the Installation Antiterrorism Program Manager at 334-953-9057.

3. Installation Access Requirements: The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the Contracting Officer (CO) listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

During performance of the service, the contractor shall be responsible for obtaining the required identification for newly assigned personnel and for prompt return of credentials for any employee who no longer requires access to the work site.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

Failure to comply with these requirements may result in the withholding of final payment.

Vehicle Inspections. All commercial vehicles will be directed to Gate 3 (Kelly St) or Gate 4 (Congressman Dickenson for Gunter) for processing through the Commercial Vehicle Inspection (CVI) Area, when operational. During non-duty hours and holidays, commercial vehicle inspections will be conducted at Gate 1 (Maxwell Blvd) or Gate 4 (Congressman Dickinson Drive) only. Inspection members will conduct thorough inspections of the interior and exterior of the vehicle for items prohibited from the installation such as explosive devices, weapons and ammunition, drugs, and open or closed alcohol containers.

4. REAL ID Act: All Maxwell Air Force Base and Gunter Annex visitors must present a REAL ID-compliant credential to be issued a pass.

REAL ID-compliant cards have a star marking ⭐️on the upper portion of the card. If the card does not have a star marking, it is not REAL ID-compliant and won’t be accepted as proof of identity to board commercial aircraft or access military installations like Maxwell or Gunter.

Those without a REAL ID-compliant driver’s license may also use a U.S. passport or passport card, a Transportation Worker Identification Card (TWIC), a Veteran Health Identification Card (VHIC), or a combination of the following documents to be issued a pass:

· An original or certified true copy of a birth certificate with a raised seal

· A social security card

· A driver’s license issued by a state, territory, or the District of Columbia that is not REAL ID-compliant.

All three documents must reflect the same name (or a documented former name through legal name change documents such as a court order, marriage certificate, or divorce decree).

More information about accessing Maxwell can be found here: https://www.maxwell.af.mil/About-Us/Fact-Sheets/Display/Article/4024201/base-access-information/

5. Controlled/Restricted Areas: If work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DoDM5200.02_DAFMAN 16-1405, Air Force Personnel Security Program.

If unescorted access is not authorized and the contractor requires access to controlled/restricted areas, they must be escorted by appropriately cleared government personnel at all times.

If work is required in a classified environment, the area must be sanitized, and the contractor will be escorted at all times by appropriately cleared government personnel.

6. Reporting Requirements: The contractor shall comply with DAFI 71-101, Volume-1, Criminal Investigations, and AFI 71-101, Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to 42d Air Base Wing Information Protection Office, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

7. Traffic Laws: The contractor and their employees shall comply with base traffic regulations set forth in AFI 31-218, Motor Vehicle Traffic Supervision and DoDM5200.08v3_AFMAN31-101v3, Installation Perimeter Access Control. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

8. Random Installation Entry/Exit Checks: Entry/exit vehicle checks are conducted by order of the 42 ABW Commander. These checks are conducted for the purpose of safeguarding the base and protecting government property by discovering and seizing stolen property, classified information, and contraband. Refusal to submit to an installation (entry/exit) vehicle check may result in the loss of base driving privileges, revocation of base registration, or debarment action.

9. Cellular Phone Operation Policy: The use of cellular phones while operating a motorized vehicle is prohibited on Maxwell-Gunter. Although discouraged, drivers are authorized to use devices, i.e. ear bud or ear boom, which allows their cellular phone to be operated hands-free. The device must not cover both ears. This policy applies to everyone driving on Maxwell AFB and Gunter Annex. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

10. Wireless Electronic Devices: The contractor will not establish their own Information Technology (IT) systems or networks (Local Area Networks [LAN], Wide Area Network [WAN], Cellular phone/USB Modem as WAN, Wi-Fi as WAN, etc.), or camera system without the direct permission of the Program Manager and governing communications and responsible information systems office (42 CS).

11. Firearms and Ammunition: Transporting weapons or ammunition, concealed or otherwise, IS NOT permitted by any non-law enforcement personnel on Maxwell AFB/Gunter Annex at any time regardless of state issued concealed weapons/LEOSA permits. Violations may result in criminal prosecution under applicable federal laws.

12. Illegal Weapons. The weapons below are considered illegal, unless specifically authorized by competent authority and are prohibited on Maxwell AFB/Gunter Annex. Violations may result in criminal prosecution under applicable federal laws.

a. Switchblade knives or knives with any type of automatic blade release.

b. An incendiary/explosive weapon (e.g., grenades, flash bangs).

c. Fireworks

d. Homemade mortars, aka "tennis ball launchers" or similar devices.

7.0 ADDITIONAL CONTRACT TERMS AND CONDITIONS:

CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, valid vehicle insurance certificate, and all appliable base regulations to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with all appliable base regulations citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the "Access Self-Service" option.

(g) Failure to comply with these requirements may result in withholding of final payment.

(END OF CLAUSE)

OMBUDSMAN

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Primary: Lt Col Barbara Divine, Director of Staff, AFICC/KT, Telephone Numbers: (210) 652-7822 (DSN: 487-7822); or Alternate: Mr. Todd S. Joyner, Chief, Clearance & Program Support Division, Telephone Number: (210) 652-7075 (DSN: 487-7075). Address: 2035 First Street West, JBSA Randolph TX 78150-4304. E-mail Addresses: barbara.divine@us.af.mil and todd.joyner@us.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571)256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

(END OF CLAUSE)

HEALTH AND SAFETY ON GOVERNMENT INSTALLATIONS

(a) In performing work under this contract on a Government installation, the contractor shall:

(1) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and

(2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

(b) The contracting officer may, by written order, direct Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract.

(c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

(END OF CLAUSE)