Statement of Work (SOW) CJIS Vibration Analysis.pdf

1 | P a g e

FEDERAL BUREAU OF INVESTIGATION

CJIS DIVISION | RESOURCES MANAGEMENT SECTION

Vibration Analysis & Ultrasound Testing

For the

CJIS Division

Statement of Work

4/14/2026

2 | P a g e

1 Scope

This is a contract to provide Vibration and Ultrasound Analysis for the Heating, Ventilation, and Air Conditioning Systems to the Federal Bureau of Investigation (FBI) CJIS Division, Clarksburg, WV. This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction

The CJIS Facilities Management Unit is requesting to establish a Five (5) Year (1 Base Year with Four (4) –

1 Year Options contract for the Vibration Analysis and Ultrasound Analysis of the CJIS Complex Heating, Ventilation, and Air Conditioning (HVAC) Systems.

1.2 Background

Each year the CJIS Division obtains Vibration Analysis Servies for site equipment such as pumps, centrifugal chillers, reciprocation chillers, air handlers, cooling towers, and exhaust fans. This has been conducted over the past several years. With each analysis, a report/spreadsheet is prepared that included all data and readings collected. The report details all anomalies detected and recommended corrective actions that are prioritized as to the severity of the anomaly. The spreadsheets need to show a continuous data stream for each site visit for trending purposes of each piece of equipment tested.

An ultrasound analysis program was implemented for the pneumatic (compressed air) systems in

Buildings 0001A, 0002, 0003, & 0005. These pneumatic systems provide the motive power to actuate the HVAC system automated controls (valves, dampers, etc.) that control the delivery of cooling to critical data processing equipment. The ultrasound analysis program will detect compressed air leaks in these pneumatic systems that are too small to be detected audibly. By detecting and repairing pneumatic systems failures early, major failures can be prevented from occurring and possibly impacting

HVAC system operation. The ultrasound analysis program will have the additional benefit of reducing pneumatic system energy consumption by reducing system air loss due to small, compressed air leaks.

A Vibration analysis program was implemented for the mechanical systems in Buildings 0001, 0002, 0003, 0005, & 0009. These Mechanical systems provide the motive power to actuate the HVAC system automated controls (valves, dampers, etc.) that control the delivery of cooling to critical data processing equipment. The vibration analysis program will detect equipment failure that is too small to be detected audibly. By detecting and repairing mechanical systems failures early, major failures can be prevented from occurring and possibly impacting HVAC system operation. The vibration analysis program will have the additional benefit of reducing maintenance system energy consumption by reducing system down time.

3 | P a g e

The technical data from the results is used to identify trends and changes detected in the equipment. A database on each consecutive inspection is to be built and maintained by the contractor.

2 Applicable Documents

Not Applicable

3 Requirements

This request is to establish a Five (5) Years Contract (1 Base Year with Four – 1 Year Options) for the

Vibration and Ultrasound Analysis of the CJIS Complex Heating, Ventilation, and Air Conditioning (HVAC)

Systems. The services requested include the following:

• Vibration Analysis and Evaluation of the CJIS Division’s Campus equipment performed as semi-annual inspections on buildings 0001, 0002, 0003, 0005, & 0009 on the following:

Building 0001 – Service Center - 4 pumps

Building 0002 – Central Utility Plant - 59 pumps

Building 0003 – Data Center - 8 pumps & 2 exhaust fans

Building 0005 – Main Administrative Building – 6 exhaust fans

Building 0009 – Biometric Technology Center (BTC) - 6 pumps

• Ultrasound Analysis inspection of the CJIS Division’s Campus Pneumatic (compressed air)

Systems, conducted semi-annually on buildings 0001A, 0002, 0003, & 0005 on the following:

Building 0001A – Motor Pool Maintenance – Approximately 6250 sq ft building with 12 pieces of equipment, 1 Air Compressor, 9 Hose Reels, and pneumatic piping throughout.

Building 0002 – Central Utility Plant – Approximately 64,000 sq ft building with 4 Air

Compressors, 114 Actuators, 66 Valves, 2 Panels, and pneumatic piping throughout.

Building 0003 – Data Center – Approximately 2500 sq ft mechanical room with 2 Air

Compressors feeding another mechanical room directly above approximately 4000 sq ft with 23

Valves & pneumatic piping throughout and feeding another mechanical room approximately 64 sq ft with 2 valves from the mechanical room under floor for approximately 220’.

Building 0005 – Main Administrative Building – Fed from air compressors in building 3 through wall overhead to approximately 450’ of corridor with 6 valves and feeding into two mechanical room with 4 valves.

4 | P a g e

4 Key Personnel Provide Certified Vibration Analysis Technician.

5 Place of Performance

The primary place of performance will be at the FBI CJIS Division, 1000 Custer Hollow Road, Clarksburg, WV 26306.

The period of performance for this effort will be as follows:

PERIOD BEGIN END

Base Period 5/1/2026 4/30/2027

Option Period 1 5/1/2027 4/30/2028

Option Period 2 5/1/2028 4/30/2029

Option Period 3 5/1/2029 4/30/2030

Option Period 4 5/1/2030 4/30/2031

6 Deliverables

The Contractor shall provide bi-annual status reports/log to the Contracting Officer (CO) and the

Contracting Office Representative (COR). The format will be agreed to by the Contractor and COR at the start of performance, but the contents shall contain the following, at a minimum: cover sheet, summary report with action items, legend for log, log of every item tested, and pictures of issues coordinated with

COR.

Report findings with corrective action and cost for repair.

A log showing each piece tested and the values of each test with an ongoing tracking of each visit for comparison/trending from all tests.

All pictures must be taken for report by approved FBI personnel and vetted through security.

DELIVERABLE TITLE DELIVERABLE DATE METHOD OF DELIVERY

Checklists 5 days after PM Email

Maintenance/Service Reports 5 days after maintenance or service

Email

Deficiencies/Solutions 3 days after discovery Email

7 Government Furnished Equipment or Information Not Applicable

5 | P a g e

8 Personnel Availability

The Contractor’s normal workday will typically be within the hours of 7:00 a.m. and 3:30 p.m.

Monday through Friday. Flexibility within the normal workday shall be coordinated with the

COR. The work shall be performed in such a manner that there is little to no interruption with operations. No work within the CJIS Division complex will be performed on Saturdays, Sundays, or Holidays, except as requested by the Government to minimize disruption.

9 Security Requirements

9.1 Safety and Environmental Regulations:

▪ The Contractor is responsible for following all federal Occupational Safety and Health

Administration (OSHA), state and local regulations, and FBI policies as they pertain to safety and health. The Contractor shall provide any information on their safety programs as requested by the CO or COR. The Contractor shall provide protection for

CJIS employees who may be working or walking in the areas where work is performed.

This may be through barricades, signs, or other means to inform or redirect employees from the hazards. OSHA procedures for equipment shut down (such as Lock-Out Tag-

Out of energized devices) must be followed while on the CJIS Campus. The Contractor is responsible for any Personal Protective Equipment, monitoring devices, or other specialty equipment to perform their job in a safe manner while on FBI CJIS property.

The Contractor is open for inspection, at any time, by the FBI Safety Staff while on site at the CJIS Division.

▪ The Contractor is responsible for following all federal, state, and local regulations as they pertain to the Environment. All applicable Environmental Protection Agency and

West Virginia Department of Environmental Protection regulations and procedures shall be followed. Any information pertaining to environmental compliance can be requested by the CO or COR. The Contractor shall attempt to reduce any environmental impact due to the procedures and chemicals used while working on CJIS property and determine the need for and provide any personal protective items required for the safe performance of work.

9.2 Clearance Requirement for Personnel Access:

Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures.

The FBI's CJIS Division requires that access approval and/or security clearance be granted by the

FBI Security Programs Manager (SPM) to all non-FBI and contractor personnel who will have

6 | P a g e access to: National Security Information; Sensitive but Unclassified (SBU) information; FBI personnel; FBI facilities and/or FBI equipment. The determination of the level of security clearance (Top Secret or Secret) and access level (escorted or unescorted) required are made by the FBI's SPM. The scope of the FBI security clearance background investigation to be conducted is determined by the level of clearance sought.

Contractors should be advised that:

▪ Decisions concerning granting access to FBI assets are made on a case-by-case basis and access/clearance will be granted only where such access is clearly consistent with the mission and responsibilities of the FBI. If for any reason an individual is denied access/clearance by the FBI, the FBI will not disclose the reason for denial and will only make such disclosure to the affected party pursuant to the provisions of the Freedom of

Information or Privacy Act. The FBI will not be liable for any expense in the replacement of a denied individual, or any costs incurred by the contractor as a result of such denial.

▪ The Department of Justice (DOJ)/FBI does not permit the use of non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ Information Technology (IT) system. By signing this contract or commitment document, the contractor agrees to this restriction.

▪ Individuals shall have, for three (3) of the five (5) years immediately prior to working on this effort: (1) resided in the United States; (2) worked for the United States overseas in a federal or military capacity; or (3) be a dependent of a federal or military employee serving overseas.

▪ Individuals with criminal histories, such as arrest records, may be denied access; illegal and/or undocumented aliens will be excluded, and their identities may be referred to other cognizant law enforcement agencies for appropriate action.

▪ Individuals will be interviewed by the FBI (or FBI contract investigators) regarding foreign travel, associates, residences, or other matters of concern to the FBI in deciding whether to grant access to its information, facilities, or property. Individuals may be requested to undergo a polygraph examination to fully resolve any security concerns.

Refusal or failure to accurately complete the forms, to be interviewed, or to undergo a polygraph examination will be deemed reasonable cause for denial of access/clearance to FBI information, facilities, or property.

▪ The FBI reserves the right to reinvestigate contract employees on a periodic basis, or where facts or information dictate that continued access may no longer be clearly consistent with the FBI's mission and responsibilities.

▪ When authorized for site access, contractors shall report the following information to the CJIS Security Access Office: Foreign Travel (thirty days prior to departure); change in marital status; change in status of room/house mates; employment outside of the

7 | P a g e contracting agency; Court cases involving: divorce, bankruptcy, moving traffic violations

(more than $150), criminal arrests, civil proceedings, tax matters, and failure to honor legitimate debts.

▪ Regardless of a contractor's clearance and access level, the FBI reserves the right to provide an FBI escort, knowledgeable in the tasking area, in situations where contracted services may affect the integrity of existing protection measures (i.e., IT system maintenance activities).

▪ The FBI reserves the right to revoke any contract employee's access to its facilities or property where such access is no longer clearly consistent with the FBI's missions and responsibilities. The contractor agrees to immediately remove that individual from the

FBI facility in such circumstances.

▪ Access to national security information will be granted only to employees who are

United States citizens for whom an appropriate investigation has been completed and whose personal and professional history affirmatively indicates loyalty to the United

States, strength of character, trustworthiness, honesty, reliability, discretion, and sound good judgement, as well as freedom from conflicting allegiances and potential for coercion, and willingness and ability to abide by regulations governing the use, handling, and protection of national security information.

▪ A determination of eligibility for access to such information is a discretionary security decision based on judgments by appropriately trained adjudicated personnel. Eligibility will be granted only where facts and circumstances indicate access to national security information is clearly consistent with the national security interests of the United States, and any doubt will be resolved in favor of the national security.

▪ In determining eligibility for access, agencies may investigate and consider any matter that relates to the determination of whether access is clearly consistent with the interests of national security. This includes random controlled substance testing and, in the future, may include polygraph examinations if dictated by FBI or DOJ security policy directives. Failure of any part in the background investigation or periodic review will result in further evaluation and any doubt will be resolved in favor of national security.

▪ At the discretion of the FBI COR, contractor personnel not upholding the FBI standards of conduct, or if creating conflicts with the FBI's interests, shall be removed from all activities on this effort.

▪ The FBI will maintain a listing of contract employees who have been authorized access/clearance. The contractor must provide personnel from this list to perform the requested services.

Access to national security information:

8 | P a g e

▪ Upon a contract award, the contractor, primary contractor(s), key personnel, and any other non-FBI personnel designated by the FBI, who require access to FBI information, property, or facilities, shall, based upon the length and nature of their assignment, provide the COR the following properly executed forms. Forms shall be submitted sixty

(60) days prior to beginning the contract tasks stated. Incomplete or improperly executed forms will not be considered responsive to this requirement and will be returned to the contractor.

▪ One-day, one-time escorted access with no system access, or escorted access of one to five (1-5) consecutive days only with no return site visits and requiring no system access:

(1) CJIS Division Visit Access Request Form

If possible, this paperwork should be provided to the CJIS Security Access

Office by 12:00 p.m. on the day prior to the site visit.

▪ Escorted access requiring no system access of five (5) or more consecutive days, or recurring visits:

(1) CJIS Security Access Office Interoffice Memorandum “Limited

Escorted Access Request Coversheet”

(2) SF-85 “Questionnaire for Non-Sensitive Positions”

(3) FD-857a “Sensitive Information Non-Disclosure Agreement”

(4) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

▪ More than ninety (90) days access, unescorted access and/or system access:

(1) CJIS Security Access Office Interoffice Memorandum "Cover

Sheet/Preliminary Check for Access"

(2) SF-86 “Questionnaire for Sensitive Positions” (Note: An FD-857a is not used in conjunction with an SF-86)

(3) Two (2) FD-258 “Applicant Fingerprint Cards” (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

▪ Additionally, non-FBI personnel requiring IT system access must be indoctrinated, as required, prior to being granted access to any FBI IT system by receiving a Computer

Security Awareness and Policy Briefing, and must execute the following:

9 | P a g e

(1) FD-868 "Nondisclosure Agreement" and/or an SF-312 "Classified

Information Nondisclosure Agreement"

(2) FD-889 "Notice of Responsibility and Computer Security

Awareness Certification"

▪ The FBI SPM will, within thirty (30) days of receipt of the completed forms, make a preliminary determination as to the eligibility of these employees. These preliminary determinations are termed "interim." Interim clearances are based upon the completion of minimum investigative requirements and granted on a temporary basis pending the completion of the full investigative requirements, the scope of which will be at the discretion of the FBI.

IT Security Requirements:

▪ The contractor shall present all software and hardware to the FBI for virus scanning prior to entering FBI space and/or use on FBI IT systems. Software use shall be in compliance with software licenses. The use of shareware shall be controlled and/or supplied by the FBI. Under no circumstances shall the contractor introduce software and/or hardware into an FBI IT system.

▪ Test software used on any FBI IT system shall not be removed from FBI control.

Software shall be scanned, write-protected, and retained by the FBI. Only this copy of the software shall be used on the FBI IT system.

▪ Under no circumstances will personally own or contractor-owned equipment or media be used to process FBI information. Government-furnished equipment (GFE), as specified in a contract or statement of work, will be utilized.

▪ The contractor shall turn over all failed electronic storage and memory devices to designated FBI personnel. The contractor shall not remove any electronic and memory devices that have been connected to or have processed data on an FBI IT system. The

FBI reserves the right to procure and to retain any media that had not been successfully sanitized prior to release back to a vendor/contractor.

▪ Storage media and systems with non-removable storage media must only be transferred through maintenance channels approved by the FBI. Only storage media and systems that have been sanitized and declassified (if necessary) can be released from FBI control for maintenance.

▪ To the extent possible, information shall be stored on FBI-owned storage media.

Provisions shall be made which allow for FBI retention of non-removable, non-volatile storage devices (e.g., microcomputer hard drives) if the device cannot be successfully sanitized through disk methodologies approved by the FBI Security Division at the completion of the tasking.

10 | P a g e

▪ Each contractor-owned device or media (e.g., Personal Digital Assistants, laptops, floppy disks, compact disks, etc.) brought into FBI facilities, regardless of source and prior to use, will be virus scanned. Each device or media that cannot be properly scanned will not be permitted in the facility.

▪ FBI IT policies prohibit access for remote maintenance and diagnostics by non-FBI personnel. Exceptions can only be negotiated with, and granted by, the FBI Security

Division, and are to be obtained in consultation with the CJIS Contract Administration

Office (CAO), Information Technology Security Program (ITSP).

▪ All connections to non-FBI networks will be approved on a case-by-case basis by the FBI

Security Division and is to be obtained in consultation with the CJIS, CAO, and ITSP. As part of this approval process, supporting documentation must be acquired.

▪ The exchange of data between contractor and/or subcontractor sites or between the contractor/subcontractor and the FBI must be approved on a case-by-case basis by the

FBI Security Division in consultation with the CJIS, CAO, and ITSP.

▪ All maintenance work performed at an FBI site must be supervised by FBI personnel knowledgeable in the operation of the IT system regardless of the classification of the system or its associated media. On-site maintenance personnel shall meet the personnel security requirements.

▪ For security reasons, placement and removal of microcomputers and related media to operational environments where classified information is processed shall be approved by the FBI SPM.

▪ All non-FBI portable devices are prohibited from connectivity to any FBI IT system.

▪ All FBI information made available to or generated by this task shall, at a minimum, be considered FBI sensitive. This includes, but is not limited to, all notes, documents, test data, databases, reports, magnetic media, deliverables (e.g., CDRLs), electronic mail, etc.

All FBI sensitive information shall be protected from unauthorized access and shall be disposed of in accordance with FBI policies.

▪ Any person who knowingly, willingly, or negligently discloses any FBI information (to include, but not limited to data, systems configurations, facilities, personnel, and procedures) to unauthorized persons without prior written FBI approval shall be subject to the appropriate penalties and sanctions under the law (i.e., Privacy Act, Computer

Fraud and Abuse Act, National Security Act, or appropriate espionage statutes).

▪ Non-FBI employees who violate this policy are subject to having their clearance revoked and access to FBI IT systems and facilities terminated.

▪ All reports of computer security-related incidents and/or violations are to be concurrently reported to the CJIS, CAO, ITSP and the FBI COR.

Government Furnished Equipment (GFE)

11 | P a g e

▪ The contractor will maintain an automated inventory of all GFE, including software, at each contractor site. The inventory shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

▪ The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the vendor for any reason.

▪ The contractor will clearly label all GFE, including software, at each contractor site, as property of the FBI CJIS Division.

▪ The contractor will clearly label all contractor-owned property, as such, when physically located within the same space as GFE, at each contractor site.

▪ The contractor will grant the FBI physical access to the GFE, including software, and contractor inventory records, at each contractor site, for the purpose of assigning FBI property numbers and conducting audits to ensure compliance with FBI requirements.

The frequency, scope, duration, and method for the audits shall be determined by the

FBI.

▪ The contractor will provide the FBI with original copies of all delivery documents (i.e., vendor packing slips) for GFE, including software, delivered directly from the vendor to a contractor site.

▪ The contractor will deliver all GFE and software to the FBI, within thirty (30) days, when no longer serviceable or required for the completion of the contract. The contractor has no authority to donate, destroy, or transfer GFE.

▪ The contractor will notify the FBI, in writing, when GFE, including software, moves from one contractor site to another. The notification must include the following:

(1) FBI Property Number

12 | P a g e

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

▪ The contractor will provide written notification, at least twenty-four (24) hours in advance, of all deliveries of GFE, including software, to the FBI. The notification shall include an itemized list of all GFE, including software, being returned to the FBI. The itemized list shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

10 Government Representatives

The functions inherent to this contract shall be performed by the designated CO. The duly assigned COR shall ensure all actions pertaining to this contract are requested via the CO.

13 | P a g e

10.1 Contracting Officer Representative

The COR will be identified via letter of COR delegation authority for this contract. The COR is responsible, as applicable, for: receiving all deliverables, inspecting, and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract;

providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the

Government’s best interest to alter/change contractual obligations or the Scope of Work, the

CO shall issue such changes.

10.2 Contracting Officer

This contract will be administered by:

11 Travel and Other Direct Costs

When required and authorized by the CO, travel must be conducted in accordance with Federal Travel Regulations.

Other Direct Costs (ODCs) are not authorized. Prior to purchasing any ODCs, approval must be obtained by the CO.