Statement of Work (SOW) USCG RECRUIT RACK - SSN.pdf

PR #: 67100PR020000041

STATEMENT OF WORK (DRAFT)

LAST UPDATED: 1/14/25 PAGE 1/10

STATEMENT OF WORK (SOW)

FOR

USCG Recruit Rack Replacement

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard expectations to recapitalize 734 bunkbeds and install 129 additional bunkbeds used by recruits over the course of 4 years for at Training Center (TRACEN) Cape May, located at 1 Munro Ave, Cape May, NJ 08204. The bunkbeds must be sturdy, sustainable, and meet the specific needs of recruit training to ensure continued operational efficiency and support recruit capacity. The bunkbeds are located in 4 barracks buildings. The work will be accomplished over several phases: a base year plus 3 option years. The base year will incorporate replacement of the currently failing/broken bunkbeds (approximately 56) with new bunkbeds in addition to installing approximately 128 more bunkbeds to maximize available space in 3 barracks buildings. The option years will incorporate replacement of the remaining (approximately 680) bunkbeds located in 4 barracks buildings. This document provides the scope, purpose, and specific objectives for the bunkbed replacement project while ensuring minimal disruption to recruit training operations.

1.2. SCOPE.

The scope of work includes the design, shipment, assembly, and installation of bunkbeds that meet the unique needs of recruit training, in addition to the removal and disposal of broken bunkbeds and the beds being replaced. Key elements of this scope are:

• Design bunkbeds to meet the functional and space requirements of recruit training.

• Remove and replace failed or inoperable bunkbeds without disrupting ongoing recruit training activities.

• Dismantle and dispose of old bunkbeds, ship new ones, and assemble the replacements in barracks buildings. (Including removal and disposal of shipping crates, packing material and other debris).

• Ensure that all bunkbeds meet applicable industry safety standards to safeguard personnel using the equipment.

• To adhere to budgetary constraints and ensure value for taxpayers' money.

• To promote sustainability by considering eco-friendly and energy-efficient options.

• To adhere to all applicable federal, state, and local procurement laws and regulations.

• Provide an acceptable warranty ensuring the availability of replacement of parts as well services to facilitate repair.

1.3. PERIOD OF PERFORMANCE.

The period of performance for this statement of objectives is:

Base: 6 months after receipt of award.

Option Years: 3 years after receipt of award.

1.4. PLACE OF PERFORMANCE.

The primary place of performance will be:

US Coast Guard Training Center Cape May.

1 Munro Ave, Cape May, NJ 08204

1.5. PURPOSE.

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TRACEN Cape May serves as the training hub for approximately 1,000-1,500 recruits at any given time, spread across four barracks buildings. The existing bunkbeds are beyond their service life, and many are failing. To maximize training capacity for fiscal year 2025 and beyond, the failing bunkbeds (approximately 56) must be replaced with durable, functional models, and approximately 128 new bunkbeds must be installed to take advantage of available space to house recruits. Over the course of 3 additional option years, the remaining 680 bunkbeds must be replaced.

1.6. PERFORMANCE OBJECTIVES.

The contractor will design and deliver bunkbeds that meet the following criteria:

• Mobility: Bunkbeds must be easily movable by one person, with mechanisms such as locking casters to ensure stability. Beds must be easily moved between squad bays and be able to pass through doorframes that are 33.5” wide and 78” tall with the door on hinges.

• Internal Storage:

• Each bunkbed must include a compartmentalized storage area that is safely accessible and closely matches the dimensions in Figure 1 to maintain uniformity in storage among recruits, as well as enable the training center to maximize limited storage in recruit squad bays. Please note that although the dimensions reflected in Figure 1 notate a bed that is 34” wide, the design cannot be wider than 33.5”

• Lift Mechanism: The internal storage compartment must be accessible through a lift mechanism or another equivalent device wherein the user safely lifts the sleeping deck to allow access to the entire storage compartment.

• Lockable Drawer: The internal storage compartment should include a drawer that is able to be locked.

• If the contractor is not able to match this storage capability, they must provide equivalent options that must be approved by the customer. Storage must be the same in each bunkbed.

• Dimensions:

• Mattress: The bunkbeds must accommodate a minimum mattress size of 76 ½” x

29 ½”, 4” to 6” deep.

• Width limitations: Bed frames cannot be any wider than 33.5”, as they must be able to be easily moved between squad bays, and the smallest doorframes are 34” wide and 78 ½” inches tall.

• Note: Although the door frames are 34” wide, the door would need to be removed from its hinges to allow the bunkbeds to pass through, which is not conducive to mobility in a recruit training environment. The beds must be no wider than 33.5” to avoid the need to remove doors.

• External doors: for the contractor, beds must be able to fit through external doors of all the buildings, and should be less than 33.8” wide.

• The smallest external doors are 34.5” x 78,” however, this includes a total of .625 inches of weather stripping. It is not feasible or convenient to remove all the weather stripping to accommodate the beds.

• Floor Clearance: Bunkbeds must have at least 10” inches beneath them to accommodate the storage of additional recruit gear (shoes, boots).

• Ceiling Clearance: bunkbeds must have approximately 24-36” inches above the mattress to accommodate recruits sitting up in the bed, and ingress/egress.

• Clearance between Top and Bottom Bunk: The bed unit will have a minimum 24” clearance between the top of the mattress and the bottom of the lift deck above.

• Safety: Bunkbeds must meet relevant industry safety standards to ensure the safety of personnel using the beds, including stability, weight capacity, and safe use of moving parts.

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• All applicable housing life safety codes as well as health, safety and welfare requirements shall be met.

• The bed structure and connections are constructed and tested to meet GSA bed requirements as tested by independent 3rd Party UL.

• The bunkbeds must have safety rails on both the top and bottom rack, at least 5” above the height of the mattress (approx. 10” tall from the base of the sleeping deck).

• Sleeping decks and entire bed assembly shall be safe, durable, and appropriate for users of up to 300 lbs. each. Two users per rack. The minimum concentrated load of each storage compartment shall be 150 lbs. and is in addition to the weight of the personnel

• Warranty: the bunkbeds (parts/service) must come with a warranty to enable Recruit Training personnel to order services to repair parts and ensure beds remain operable over the next 10-20 years.

Preferred Internal Storage Dimensions:

*Cannot be wider than 33.5”, although the current bunkbeds are > 34” wide.

Figure 1

Pictures of current racks, along with lift mechanism.

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Removal and replacement of inoperable bunkbeds and addition of new bunkbeds will occur in the following barracks buildings:

Base

• Munro Hall: Total 39 o 7 inoperable bunkbeds removed and replaced (need immediately) o 32 new bunkbeds installed to maximize current space

• Healy Hall: Total 57 o 14 inoperable bunkbeds removed and replaced (need immediately) o 43 new bunkbeds installed to maximize current space

• James Hall: Total 88 o 35 inoperable bunkbeds removed and replaced (need immediately) o 53 new bunkbeds installed to maximize current space

• Total base year: 184 bunkbeds

(These numbers may vary slightly as bunkbed conditions evolve).

3. Services performed during Option Years 1-3 at TRACEN Cape May

• Munro Hall: 125 bunkbeds

• Healy Hall: 231 bunkbeds

• James Hall: 211 bunkbeds

• Sexton Hall: 112 bunkbeds

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1.7. OPERATING CONSTRAINTS.

• Materials and equipment must be staged in nearby parking areas, as approved by the Facilities Engineer, with minimal disruption to street access for vehicles and recruit traffic.

• The contractor must remove the old bunkbeds and throw them away.

• The contractor will be allowed to place a dumpster(s) (i.e. a dumpster that they order) near buildings as approved by the Facilities Engineer, with minimal disruption to street access/parking and recruit traffic.

• The contractor will be responsible for emptying debris from their dumpsters.

• The contractors will be responsible for the assembly and installation of the new bunkbeds.

• Munro, Healy, James and Sexton Hall barracks buildings do not have ramps or elevators.

• The exterior doors of the barracks buildings cannot accommodate entry of an item any wider/taller than 33.8” x 78”.

• There are between 3-6 steps ascending to the exterior doors. Each floor is approximately

16-18 additional steps via staircase. The staircases are generally wide and open.

• Replacement and installation of new bunkbeds will be on the first, second, and third floors of Healy and James Hall.

• Replacement and installation of new bunkbeds will be on the second and third floors of

Munro Hall.

• Replacement and installation of new bunkbeds will be on the first and second floors of

Sexton Hall.

• The contractor must perform all removal and installation work without taking any squadbay out of commission overnight between the hours of 2000 and 0600, or interrupting recruit training schedules.

• Removal & Assembly: James Hall and Healy Hall have small squadbays (referred to as “towers”) on the wings of each extremity of each floor. These squadbays can be closed off for longer periods of time to enable the contractor to stage beds for assembly and disassembly. Approximately 16 bunkbeds (32 racks) can fit into each tower.

• Munro Hall and Sexton Hall do not have towers. The removal and assembly would need to be carefully coordinated with staff to ensure the squadbays remain available for recruit use.

2.0 SPECIFIC REQUIREMENTS/TASKS

The Vendor shall provide product and services including products, design services, project management, call back services, and delivery & installation. All general conditions and requirements not listed in this Statement of Work (SOW).

2.1 Provide the USCG Government Representative Project Manager the following:

• Detailed step-by-step process for project order entry, manufacturing, and installations by phase/floor to include start/stop dates, description of task, role/responsibilities.

• Coordinate punch list items with the Government Representative Project Manager to ensure punch list items are included in the "as built" drawings.

2.2 Project Management Services

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2.2.1 The vendor shall designate a Representative as a dedicated individual to be the single point of contact for all information and communications whether verbal, written or electronic throughout the project.

The vendor Representative shall have adequate time available to conduct the coordination of all tasks required. The vendor Representative shall be qualified and authorized to make decisions on behalf of the vendor.

2.2.2 Provide weekly status reports consisting of current work performed, completed activities, and anticipated next phase and other related information.

2.2.3 Respond to Government Representative project related questions within 48 hours via e-mail or phone call.

2.2.4 Notify the Contracting Officer and Government Representative if direction is given to perform work that is out of the scope, schedule or firm fixed price determined.

2.2.5 Include a project schedule, which includes phasing and dates of order, quality control check, delivery on-site, installation and removal of debris. Follow the provided schedule after the Contracting Officer has awarded the order.

2.2.6 Perform work in compliance with DHS policy and procedures as provided by the Contracting Officer.

2.2.7 Verify all quantities, style, size, dimensions, configuration, and color as approved by the Contracting Officer prior to placement of all orders.

2.2.8 Conduct quality control checks of all bunkbeds specified and ordered. The vendor Representative shall provide written verification that all products and services have been ordered per requirement and are shipped, delivered and onsite for installation.

2.2.9 Develop a punch list and perform repairs and replacements within 5-15 business days from completion of installation. This shall require identifying significant punch list items during the on-going installation so minimum items are remaining for punch list completion.

2.2.10 Correct all deficiencies and make all adjustments as required preventing safety hazards (safety issues will be resolved immediately). The Contractor shall assume responsibility for correcting all outstanding deficiencies within the timeframe as specified by the Contracting Officer and Government Representative Project Manager.

2.2.11 Obtain approvals from the Contracting Officer and Government Representative Project Manager for all completed work[W(1][H(2].

2.3 Delivery & Installation Services

Vendor and installation crew shall be responsible for the following:

2.3.1 Provide high quality performance through the duration of installation services to include:

unpacking, inspection of product for damage, placement, and set-up, assembly, leveling of product, and removing all packaging/shipping debris.

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2.3.2 Provide authorized and/or certified installers/technicians as required to disassemble and assemble all bunkbeds and their components. The vendor shall ensure the installation crew is a qualified and trained for product being installed.

2.3.3 Provide bunkbeds installation services to ensure the following processes are met: Pre-installation meeting; staging, installation and the clean-up; Component delivery, staging, installation and clean-up Product; inspection and punch-list Punch list completion and acceptance.

2.3.4 Pre-delivery/pre-installation walkthrough is required, during which the Project Manager shall perform daily inspections of the site for damage and document any findings in a Vendor-developed checklist. Proper protective runners, Masonite for floors, pads, and corner wall protectors shall be utilized by the Installation crew to protect the building walls, floors, stairs. etc. at all times.

2.3.5 Vendor is responsible for themselves and its partners for any damage to the building resulting from delivery, installation, and related work. Vendor shall repair any damages to the Government's satisfaction. If damages are not resolved by the end of the last completed installation or prior to end user occupancy, the Government will provide a cost to the vendor, and payment of the last invoice will be held until resolved. Vendor shall provide a written response within 45 days on how they will resolve and reimburse the costs of damages.

2.3.6 Provide all bunkbeds components, hardware, and parts necessary for proper assembly, installation and operation as described in the specification. All newly procured goods shall be new, unused, and delivered ready for use; all products shall be manufactured under current Leadership in Energy and Environmental Design (LEED) restrictions outlines.

2.3.7 Provide a punch list within forty-eight (48) hours after completing product installation on each phase. Vendor shall accompany the Government Representative Project Manager or designated Representative on a walkthrough inspection consisting of the following:

Verification of the working condition of the bunkbeds.

Quality of installation.

Quality of goods received.

Develop a complete DHS PM approved punch list.

2.3.8 Responsible to ensure the installer completes the following:

Touch-up of minor nicks and scratches on the bunkbeds that may occur before, during and after installation (until final acceptance by the Government Representative Project Manager). All shipping and handling charges for replacement parts shall be paid by the Vendor process and not the Government. Any items with major defects will not be accepted by the Government Representative Project Manager and shall be replaced by the vendor at no cost to the Government.

2.3.9 Conduct a post assessment of areas furnished with inspection of bunkbeds and case goods within 1-5 days upon completion.

2.3.10 Develop a plan to implement and execute a punch list and perform repairs and replacements within 5-10 business days from completion of installation of bunkbeds. Installation services for existing and new products.

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2.4 Asset Management/Inventory

Vendor representative shall inventory various parts and pieces located on-site for storage purpose off site. The vendor representative will provide an inventory system which shall utilize an excel spreadsheet or similar format to maintain quantity and description of products with model number and corresponding part numbers.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Government Representative Project Manager prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.2.1 Contractor Key personnel must not be assigned by the Contractor to more than one key position for this requirement.

3.3 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this contract. The Project Manager must be a single point of contact for the Contracting Officer and the Government Representative.

3.4 EMPLOYEE IDENTIFICATION

3.4.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal

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does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Coordinate with the CSO Office and DHS Instruction Handbook 121-01-007, Department of Homeland Security Personnel Suitability and Security Program to check appropriate box.

Add any additional sections with “-or-“ if appropriate and delete the others.

Security Risk and Background Investigation Form Requirements

The requirements office anticipates the following:

Check Applicable

Box

Tier Investigation

Risk

Form

X 1 Low Risk, Non-Sensitive, Physical/Logical Access (HSPD-12 Credentialing)

SF85

2 Moderate Risk, Public Trust SF85P

3 Non-Critical Sensitive, L, Confidential and Secret Information

SF86

4 High Risk, Public Trust SF85P

5 Q, Top Secret, Compartmented Information, Critical Sensitive, Special Sensitive

SF86

4.2 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0600 and 2000 EST, Monday through Friday. However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.3 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the workspace, all necessary information, data, and documents to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW section 2.0 and SOW section 5.0.

https://www.dhs.gov/sites/default/files/publications/InstructionHandbook121-01-007PersonnelSuitabilityandSecurityProgram.pdf https://www.dhs.gov/sites/default/files/publications/InstructionHandbook121-01-007PersonnelSuitabilityandSecurityProgram.pdf

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7.0 GOVERNMENT ACCEPTANCE PERIOD

The Government Representative will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the Government Representative Project Manager will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The Government Representative will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the Government Representative Project Manager of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The Government Representative will have 10 business days to review deliverables and make comments. The Contractor must have 10 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.