Thomasville RLP Maintenance _SOW_20260511_v1.pdf

Department of Homeland Security (DHS)

May 2026 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Federal Regional Center-4

LP-1001CA Antenna Maintenance

Antonio Tuano, Contracting Officer’s Representative

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DHS Statement of Work (SOW)

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DEPARTMENT OF HOMELAND SECURITY (DHS)

1.0 GENERAL

1.1 BACKGROUND

This project addresses maintenance needs for the US Antenna Products (USAP) LP-1001CA antenna installed at Federal Regional Center – 4. The antenna, mounted atop an 80-ft Valmont Structure Model 3002SS tower, is a critical component of FEMA’s National Radio System (FNARS) used for emergency communications. Over time, environmental exposure has led to degradation of the boom insulators, necessitating a fiberglass epoxy upgrade to restore mechanical integrity and environmental protection. The upgrade will improve reliability, reduce risk of failure, and extend the operational life of the antenna system.

1.2 SCOPE

The scope of this project is to apply fiberglass epoxy coating to the boom insulators of a US Antenna Products (USAP) LP-1001CA antenna installed on top of an 80-ft Valmont Structure Model 3002SS tower. The contractor shall install government provided transmission line ground kit at the bottom of the tower and at the facility entry point. The contractor shall replace corroded element U-bolts.

1.3 APPLICABLE DOCUMENTS

1.3.1 REFERENCE DOCUMENTS

The following documents may be helpful to the Contractor in performing the work described in this document:

Attachment A: Pictures and Diagrams

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE Inspect and Photograph Boom Insulators

1. The contractor shall inspect the boom insulators (19 total) thoroughly for any breaks, cracks, hairline fractures, and epoxy condition (the aluminum element is epoxied into the insulator).

2. The contractor shall inspect and tighten all hardware connecting the boom to the antenna structure. Each bolt must be physically inspected with a wrench to confirm it meets manufacturer specifications.

3. The contractor shall take digital photos of the boom insulators during inspection.

4. The USAP LP-1001CA is not designed, rated, or certified for personnel climbing, walking on, or otherwise placing body weight on the antenna boom and elements. Under no circumstance shall contractor personnel climb, stand on, or traverse the antenna boom or elements for any reason.

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2.2 TASK TWO Apply Fiberglass Epoxy to the Boom Insulators and Take Photographs

1. The contractor shall apply contractor provided ultraviolet (UV) resistant 2-part marine grade fiberglass epoxy to the USAP LP-1001CA antenna boom insulators in accordance with manufacturer recommendation and industry best practices. (See Figure 1 and Figure 2, Appendix A).

2. The epoxy application shall fully encapsulate the entire exposed surface area of the boom insulator, including all seams, joints, and transitions to ensure complete environmental sealing and mechanical protection. Partial coverage is not acceptable.

3. The contractor shall take digital photos of the boom insulators after fiberglass epoxy application.

2.3 TASK THREE Replace Corroded U-Bolt Hardware on Antenna Element

1. The contractor shall remove and replace all existing corroded U-bolt hardware (Figure 3, Appendix A) on the antenna elements with FEMA provided hardware.

2. The contractor shall ensure the alignment and mechanical integrity of all antenna elements after replacement.

3. The contractor shall take digital photos of the following:

a. Severely corroded U-bolt hardware before removal

b. New U-bolt installations after replacement

2.4 TASK FOUR Install and Weatherproof Transmission Grounding Kit

1. The contractor shall install two (2) government-provided Andrew Universal Ground kits (P/N: UG12158-15B4-T) transmission line ground kits in accordance with the manufacturer’s specifications.

2. The contractor shall install one of the ground kits on the transmission line at the bottom of the tower between the conduit and the flange. (See Figure 4, Appendix A). The ground pigtail shall be bonded to the tower ground using exothermic welding and the contractor shall provide the necessary tools, parts, and materials to accomplish the weld.

3. The contractor shall weatherproof the transmission line ground kit using the parts and materials included with the grounding kit in accordance with industry standards to prevent water and corrosion damage to the cables.

4. The contractor shall provide all the necessary compression lugs, hardware, and accessories required to accomplish the task listed above.

2.5 TASK FIVE Testing and Documentation

1. The antenna systems shall be fully tested in all modes, to the satisfaction of the contracting officer’s representative (COR) and/or technical monitor (TM) before conducting work and before final departure. Testing reports will include the following:

a. The contractor shall perform a 2.0 to 30.0 MHz full frequency sweep/ Voltage Standing Wave Ratio (VSWR) and document results in PDF format.

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b. The contractor shall perform a 2.0 to 30.0 MHz sweep with distance to fault/return loss sweep and document results PDF format.

2. The contractor shall electronically submit to the contracting officer’s representative (COR) documentation detailing boom insulator condition including digital photos depicting before and after epoxy application.

2.6 General Requirements

1. The contractor shall provide a firm fixed price and provide all labor, personnel, equipment, tools, materials and supplies necessary for completion of work.

2. The contractor shall establish that FEMA ONCP is the owner of record of all materials procured for this project, such that FEMA ONCP may exercise all warranty and technical support rights following final acceptance.

3. In accordance with this SOW, the government shall exercise its right to review past performance.

4. No deviation or substitution of materials specified shall be done without prior approval of the COR or Contracting Officer (CO).

5. The COR will work with the contractor to determine if any inspections and/or permits are needed.

6. All trenches, ruts, or tracks created by equipment such as trucks, lifts, backhoes, and/or cranes shall be filled in, properly compacted and raked back to the natural ground level.

7. Any disturbed site areas must be restored to pre-construction condition.

8. The contractor shall heavily reseed the disturbed areas with a grass seed mixture suitable for the region, and cover with straw or other suitable grass seed covering for the region/climate.

9. Any known environmental issues will be disclosed to the contractor prior to the start of the project. The contractor will coordinate with the COR before any work is started and/or equipment is set up on the site. Any environmental issues identified by the contractor will be reported to the onsite TM or the COR.

10. If the contractor requires a generator(s) then the contractor must provide one.

11. All trash and debris generated during the installation including shipping containers, packing material, and removed feedline/conduit shall be collected, contained throughout the process, and removed from the facility at the end of the install.

12. Telephone service should not be expected to be available onsite for the contractor’s use. Contractors may use cellular phone devices onsite. Depending on the cell phone service, reception may or may not be present.

13. There are normally no publicly accessible restroom facilities at most sites. The contractor must provide their own restroom facilities.

2.7 Insurance Requirements

The contractor is required to have insurance to work on a government installation. The contractor shall, at its own expense, provide and maintain at least the minimum required insurance during the entire performance period of this contract.

The following coverage is the minimum insurance required to work under this contract:

Learn more at fema.gov May 2026 5 o General Liability: The CO requires bodily injury liability insurance coverage written on the comprehensive form of the policy of at least $500,000 per occurrence.

o Workers' compensation and employer's liability. Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational disease is not compensable under those statutes, it shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

Five days after contract award, the contractor shall certify to the CO in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective (l) for such period as the laws of the state in which this contract is to be performed prescribe, or (2) until 30 days after the insurer of the contractor gives written notice to the CO, whichever period is longer.

The contractor shall insert the substance of this clause in subcontracts under this contract that require work on a government installation and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance and shall make copies available to the CO upon request.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

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

Inspections and preventive maintenance will require personnel to climb. Maintenance personnel will be certified to climb towers and will adhere to all safety standards. Work to be performed under this SOW requires a minimum of two (2) tower and antenna certified personnel to be present at the job site. The contractor shall provide all equipment and certified personnel associated with the entire project to operate in a safe manner and adhere to all federal, state, and local safety standards, including OSHA standards. The COR/CO or Facility Safety Officer (FCO) may require a copy of the certifications prior to the start of the project.

If work to be performed under this SOW requires below grade manholes and or confined space entry, the contractor shall ensure all personnel entering and working within the below grade manholes or a confined space are confined space certified as required by federal, state, or local regulations.

The contractor is required to have at least one other confined space certified individual when operating in confined spaces. The contractor is required to have all required confined space safety equipment setup and ready for operation. The COR/CO or FCO may require a copy of the certifications prior to the start of the project.

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3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall 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 shall provide e-mail notification to the COR prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Project Manager

Not applicable.

3.3.1 The Project Manager shall be available to the COR via telephone between the hours of 0700 and 1530 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 48 hours of notification.

3.4 EMPLOYEE IDENTIFICATION

3.4.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall 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.

3.4.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.)

and display the Government issued badge in plain view above the waist at all times.

3.5 Employee Conduct

Contractor’s employees shall 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 shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall 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 CO*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility

Learn more at fema.gov May 2026 7 to continue providing the services required under the contract. The CO will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 Other Applicable Conditions

4.1 Security

The contractor will ensure that all site access requests are provided to the COR no later than 72 hours from the start of the project.

4.2 Period of Performance

Period of performance of the contract will be 30 days from the date of award.

The contractor shall schedule a start date for the project within 10 calendar days of receipt award for this project.

The contractor shall coordinate with the COR and/or the TM in advance of any work.

4.3 Place of Performance

Federal Emergency Management Agency, Federal Regional Center 4 (FRC 4)

404 Pinetree Blvd.

Thomasville, GA 31792.

4.4 Hours of Operation

Normal business hours shall be Monday through Friday, from 7:00 a.m. to 3:30 p.m. No onsite work shall be performed outside these hours or on holidays unless prior approval is obtained from the contracting officer (CO) or the COR. The contractor shall coordinate with the COR to arrange access to the work site. The contractor will be required to report to the appropriate facility and submit to (if required) vehicle searches before access is granted.

The contractor will be prepared to provide their employees’ personal information (Full Name, social security number, date of birth, place of birth, driver’s license number, and home address) to the COR 72 hours prior to beginning work so that information can be vetted with Security. For emergency work, information will be provided as soon as it is practical, but contractors will not be able to access sites until vetting procedures are complete. Contractors will be escorted by a properly cleared/badged Government employee. The contractor shall make the effort to cause minimum damage to parking lots, other paved areas, items that need to be moved during the course of the project, and other areas not included in this SOW. Damage caused by the contractor shall be repaired/replaced at the contractor’s expense.

4.5 Travel

Not applicable.

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4.6 Post Award Conference

The Contractor shall attend a Post Award Conference with the CO and the COR no later than 30 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the CO, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

4.7 Project Plan

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment.

The Contractor shall provide a final Project Plan to the COR not later than 30 business days after the Post Award Conference.

4.8 Business Continuity Plan

Not applicable.

4.9 Progress Reports

The Contractor shall submit monthly status reports to the COR and CO by the 15th (or next business day). Reports must include:

Status of equipment in repair and procurement cycles

Active engineering Task Orders and progress updates

Active purchase orders and projected delivery dates

Reports shall be formatted using Microsoft tools

4.10 Progress Meetings

Not applicable.

4.11 General Report Requirements

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

4.12 Intellectual Property

All cyber identity and cyber attribute data—including data at rest, data in transit, generated data, and metadata—will always remain the property of the United States Government. None of this data will be shared or distributed, other than within the operating parameters of the program, without prior written permission from FEMA. At the conclusion of the contract, the contractor shall return all government-owned data to FEMA on an appropriate storage medium and will definitively purge all contractor-owned equipment of government-owned data.

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All data, software, equipment, analysis results, and reports/briefings generated are the property of the United States Government and may not be released to third parties without the express written consent of the COR/CO.

4.13 Protection of Information

Contractor access to information is protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

4.14 Section 508 Compliance

Not applicable.

5.0 Government Terms & Definitions

CO Contracting Officer

COR Contracting Officer’s Representative

DHS Department of Homeland Security

EOC Emergency Operation Center

FNARS FEMA National Radio System

FRC I Federal Regional Center I

FCO Facility Safety Officer

MWEOC Mount Weather Emergency Operations Center

ONCP Office of National Continuity Programs

TM Technical Monitor

USAP US Antenna Products

6.0 Government Furnished Resources

The Federal Government owns the hardware, software, and associated systems. The contractor shall use only such equipment in support of requirements outlined in this SOW.

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7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources.

8.0 Government Acceptance Period

The COR 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 COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

9.0 Deliverables

The contractor shall coordinate services, deliverables, and delivery schedules with the COR or his/her designee, with the understanding that all work shall be within scope of this SOW. The contractor shall submit all deliverables to the COR for inspection and acceptance. The government shall exercise its right to review deliverables prior to formal delivery and acceptance.

Deliverables for this project include:

1. Inspect and photograph boom insulators as per the SOW.

2. Apply fiberglass epoxy to the boom insulator and take photographs as required in the SOW.

3. Replace Corroded U-Bolt Hardware on Antenna Element as per the SOW.

4. Install and weatherproof transmission grounding kit.

5. Provide testing and documentation as per the SOW.

Department of Homeland Security (DHS)

May 2026 11

Appendix A – Figures and Diagrams

Figure 1. Insulators Worn Due to the Weather Elements

Figure 2. Zoomed-in View of Weather Damaged Insulators

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Figure 3. Corrosion on U-Bolt Hardware

Figure 4. Transmission line at the bottom of the tower.