36C25226Q0136 0002.docx
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- Solicitation number
- 36C25226Q0136
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This is Amendment 0002 to Solicitation 36C25226Q0136, issued by the Department of Veterans Affairs Great Lakes Acquisition Center for water testing services at Oscar G. Johnson VA Medical Center in Iron Mountain, Michigan. The amendment provides clarification answers to offeror questions and updates the Statement of Work by removing Item 5(a) from the SPS Testing and Sampling Section.
The contract requires comprehensive water testing services for three areas: Sterile Processing Service (SPS), Legionella, and Dental Clinic waterlines. For SPS testing, contractors must perform monthly sampling with successive stops not exceeding 35 days, testing parameters including pH, conductivity, alkalinity, hardness, heterotrophic plate counts, and endotoxins at both water generation systems and point-of-use locations. Dental waterline sampling must occur between 7:00-8:00 AM and be completed by 8:00 AM, with Method 9215C (spread plate) acceptable as equivalent to Method 9215B, and duplication not mandatory. All results must be reported within three calendar days of receiving results in digital or PDF format to the Contracting Officer's Representative and Engineering Service. The base contract award date is April 30, 2027, with four option years extending through April 30, 2031. Contractors must provide all supplies, equipment, travel, PPE, and calibrated testing equipment traceable to national standards; personnel must obtain VA ID badges, comply with facility security protocols, attend orientation on fire safety and infection control, and perform work during specified hours (7:00-8:00 AM or after 5:30 PM for SPS sampling). The contractor's laboratory must maintain environmental microbiology accreditation through recognized bodies such as EMLAP, NELAP, or AIHA equivalent.
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5. PROJECT NUMBER (if applicable)
CODE
7. ADMINISTERED BY
2. AMENDMENT/MODIFICATION NUMBER
CODE
6. ISSUED BY
8. NAME AND ADDRESS OF CONTRACTOR
4. REQUISITION/PURCHASE REQ. NUMBER
3. EFFECTIVE DATE
9A. AMENDMENT OF SOLICITATION NUMBER
9B. DATED
PAGE OF PAGES
10A. MODIFICATION OF CONTRACT/ORDER NUMBER
10B. DATED
BPA NO.
1. CONTRACT ID CODE
FACILITY CODE
CODE
Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:
The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers
E. IMPORTANT:
is extended,
(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.
12. ACCOUNTING AND APPROPRIATION DATA
(REV. 11/2016)
is required to sign this document and return ___________ copies to the issuing office.
is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.
15C. DATE SIGNED
B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).
RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.
C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:
D. OTHER
Contractor
16C. DATE SIGNED
14. DESCRIPTION OF AMENDMENT/MODIFICATION
16B. UNITED STATES OF AMERICA
Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.
15A. NAME AND TITLE OF SIGNER
16A. NAME AND TITLE OF CONTRACTING OFFICER
15B. CONTRACTOR/OFFEROR
STANDARD FORM 30
PREVIOUS EDITION NOT USABLE
Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)
(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)
(If required)
(SEE ITEM 11)
(SEE ITEM 13)
(X)
CHECK
ONE
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,
IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS
AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT
(Signature of person authorized to sign) (Signature of Contracting Officer) None 585-26-1-063-0003 Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 To all Offerors/Bidders
36C25226Q0136
X X X X The purpose of this Amendment 0002:
1. Provide answers to clarification questions submitted by potential offerors.
2. Provide updated Statement of Work removing Item 5(a) from SPS Testing and Sampling Section of the SOW.
Ashley Johnson Contracting Officer
DENTAL WATERLINE TESTING
On page 11, Section 1.C, the RFQ specifies HPC Method 9215B (pour plate) and requires samples to be performed in duplicate.
· Is Method 9215C is acceptable as an equivalent method? We have found that Method 9215C (spread plate) is more commonly utilized across dental waterline programs within the VA.
Yes, Method 9215C is acceptable.
| · Is the duplicate requirement mandatory, or if it is specific to Method 9215B? |
| No, duplicating is not mandatory. |
For Dental sampling, collections must occur between 7:00–8:00 AM and be completed by 8:00 AM.
· Please confirm if multiple technicians are permitted onsite to meet this requirement.
Multiple technicians are acceptable.
(1.) (e.)
"All final results will be reported in digital or paper form within three (3) calendar days, to the COR and Chief of the Engineering Service or his designee."
· Is this 3 calendar days from receipt of results, or 3 days from taking the sample?
3 calendar days from receiving results.
SPS TESTING/SAMPLING
For SPS testing, the RFQ states sampling must occur no less than monthly, with successive stops not exceeding 35 days.
· Does this apply to all SPS parameters or only specific test categories.
All categories that require monthly testing.
The SOW states: “Sampling must be completed before 8:00 AM or after 5:30 PM.”
· Could the Government clarify this requirement, as typical sampling windows are performed during standard working hours (e.g., between 8:00 AM and 5:00 PM)?
Sampling needs to occur during the specified times to prevent delays in healthcare services.
The SOW states the contractor must include up to 10 additional site trips and sample panels for out-of-range results.
· Should these be priced within the base contract, or handled as separate CLINs if utilized?
· Additionally, please clarify what parameters are expected to be included within these additional sample panels (e.g., pH, total alkalinity, hardness, etc.), and whether certain analyses can be performed onsite versus requiring laboratory analysis.
Additional site trips and samples are not required and should not be priced.
**NOTE: The Statement of Work has been updated to remove Item 5(a) from Page 10 or RFQ and Page 8 of the SOW below.**
| · Confirm if all analytical parameters (e.g., TOC, ionic contaminants) are required as part of routine testing or only during validation/intervention events. |
| TOC and Ionic Contaminants are for verification purposes and should not be included in this proposal for routine testing. |
(i.)(c) "Contractor will come to the location to take water samples in secured areas of Oscar G. Johnson VAMC SPS area and Critical water system located in Building 1. Reports will be supplied electronically, in PDF format, to the Oscar G. Johnson VAMC Engineering Service within seven (7) calendar days of receiving the samples."
· Is this "within 7 days" of the lab receiving samples?
Yes, 7 days from when the lab receives the results.
LEGIONELLA TESTING
(1.)(d.)
"Contractor will provide a written report of test results, within seven (7) days, to the COR and Engineering Service."
· Do the 7 days refer to 7 days from sampling, or 7 days from receipt of the results?
7 days from when the results were received.
RFQ 36C25226Q0136
QUESTIONS AND ANSWERS
STATEMENT OF WORK
Revised 04.21.2026
1. OBJECTIVE
The Contractor will provide services for collecting and analyzing water samples for Sterile Processing Service (SPS), Legionella, and Dental Clinic water sampling.
The Contractor must adhere to the following standards for water testing in their respective areas, including but not limited to: VHA Directive 1061, “Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution System.” “Infection Control Standards for VA Dental Clinics,” October 2015, and EPA Safe Drinking Water Act regulations in Dental Offices. VHA Directive 1061 (1) Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems and Infection Control Standards for VA Dental Clinics is provided as part of this requirement.
2. GENERAL SCOPE
a. The Contractor must furnish all supplies, labor, materials, travel and equipment necessary for this service. Contractor must supply all sampling supplies including sample and shipping containers, shipping labels and postage to complete sampling, packing wrap and cold packs to maintain temperatures and sample integrity
b. No Government property shall be provided.
d. The contractor’s personnel, while on VA property, must adhere to all requirements and regulations that govern the VA Health Care System and its property.
e. Contractor must provide all safety equipment and personal protective equipment for their employees.
f. Any changes to this Statement of Work must be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.
g. Notwithstanding, the Contractor must perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government.
h. Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place.
3. REQUIRED TASKS
PART 1: SPS WATER TESTING AND MAINTAINENCE
1. The Oscar G. Johnson VA Medical Sterile Processing Service (SPS) is establishing a water quality testing program for monthly, quarterly, and annual testing cycle in accordance with AAMI ST 108 to provide Laboratory Analysis of water samples for Association for the Advancement of Medical Instrumentation (AAMI) compliance with water quality in accordance with VHA Directive 1116 (amended date September 9, 2024. Reference guidance in current AAMI ST 108 and various equipment Instructions for Use (IFU) and Steris equipment IFU, at the Oscar G. Johnson VA Medical Center and according to the following statement of work.
2. Contractor’s Equipment Maintenance and Calibration:
a. Contractor must maintain all testing equipment per Manufacturer’s specifications and recommendations.
b. All testing equipment used in the performance of this contract must be calculated according to the manufacturer’s recommendations. Calibration of testing equipment must be traceable back to all applicable National and International standards.
1. Contractor must provide contract COR with all required calibration and maintenance schedules for all testing equipment used in performance of this contract.
3. Contractor is required to provide all sample analysis reports via e-mail to Contracting Officers Representative (COR) and Assistant Contracting Officers Representative (ACOR) and or an Oscar G. Johnson VAMC Point of Contact no later than seven calendar days after samples were taken. Confirmation of notification from Oscar G. Johnson VAMC COR/ACOR is required to complete notification process.
4. Contractor is required to provide water testing services no less than once per month and more frequently if necessary. Successive stops between testing must not exceed thirty-five (35) calendar days.
5. Contractor Analytical reports must include a signed copy of the chain of custody, identification of sampling locations and conditions, including the specific outlet temperature of water at the time the sample was collected, pH, biocide residual levels, method detection limits, and a description of test methodology.
6. Collection of samples will be performed in full compliance with Facility Personal Protective Equipment (PPE) practice and policy. Collection Team will be escorted into SPS restricted access areas.
7. Sampling must be completed before 8:00 AM (local time) or after 5:30 PM (local time). Sampling schedule must be approved with the COR prior to arrival at the Oscar G. Johnson VA Medical Center.
8. Unscheduled, event related collections may be required to be collected on weekends and federal holidays.
9. All SPS sample ports must be properly cleaned and disinfected prior to sampling with 70% isopropyl alcohol with a 5-minute contact time to ensure accuracy and validity of samples.
i. DETAILED SCOPE
a. Required Testing:
i. pH
ii. Conductivity
iii. Alkalinity
iv. Hardness
v. Bacteria Heterotrophic Plate Counts (HPC)
vi. Endotoxins LAL
b. Contractor is required to take and record outlet temperature, Ph levels and conductivity of the water at the time each sample is collected.
c. Contractor will come to the location to take water samples in secured areas of Oscar G. Johnson VAMC SPS area and Critical water system located in Building 1. Reports will be supplied electronically, in PDF format, to the Oscar G. Johnson VAMC Engineering Service within seven (7) calendar days of receiving the samples.
d. Sampling must take place the first week of each Month. Sampling schedule must be approved with the COR prior to arrival at the Oscar G. Johnson VA Medical Center.
e. See tables below for samples that are to be collected each for the testing described above:
Frequency for water quality monitoring at water generation system
| Water quality measurement |
| Type of testing |
| Routine monitoring sampling site |
| Minimum frequency of testing* |
| At Blended Water Generation System |
| At Critical Water Generation System |
| pH |
| pH meter** or Colorimetric dipsticks (sample tested within 15 minutes) |
| After the last treatment step |
| Quarterly |
| Monthly |
| Conductivity |
| Conductivity Meter or Colorimetric dipsticks |
| After the last treatment step, storage tanks (if used) |
| Quarterly |
| N/A |
| Total Alkalinity |
| Colorimetric dipsticks Alkalinity test kit** |
| After the last treatment step, storage tanks (if used) |
| Quarterly |
| Monthly |
| Total Hardness |
| Determination of ppm as CaCO3 by Colorimetric dipsticks, Titration kit**, or Handheld meter** |
| After the last treatment step |
| Quarterly |
| Monthly |
| Bacteria |
| Heterotrophic plate count (see Annex H) |
| Loop out and loop return points |
| N/A |
| Monthly |
| Endotoxin |
| LAL test (see Annex H) |
| Loop out and loop return points |
| N/A |
| Monthly |
Frequency for water quality monitoring at point-of-water-use (Ultrasonic Disinfector, East 2-bay sink, west 2-bay sink, Washer Disinfector)
| Water quality measurement |
| Type of testing |
| Routine monitoring sampling site |
| Minimum frequency of testing* |
| Blended Water system |
| Critical Water |
| Steam |
| pH |
| pH meter** or Colorimetric dipsticks (sample tested within 15 minutes) |
| first POU on the distribution loop |
| Quarterly |
| Monthly |
| Quarterly |
| Conductivity |
| Conductivity Meter or Colorimetric dipsticks |
| first POU on the distribution loop |
| Quarterly |
| Monthly |
| Quarterly |
| Total Alkalinity |
| Colorimetric dipsticks Alkalinity test kit** |
| first POU on the distribution loop |
| Quarterly |
| Monthly |
| Quarterly |
| Total hardness |
| Determination of ppm as CaCO3 by Colorimetric dipsticks, Titration kit**, or Handheld meter** |
| first POU on the distribution loop |
| Quarterly |
| Monthly |
| Quarterly |
| Bacteria |
| Heterotrophic plate count (see Annex H) |
| Each location of point-of-use |
| Quarterly |
| Monthly |
| N/A |
| Endotoxin |
| LAL test (see Annex H) |
| Each location of point-of-use |
| Quarterly |
| Monthly |
| N/A |
Summary Number of Samples Required
| Test |
| Monthly |
| Quarterly |
| pH |
| 2 Critical |
| 2 Critical, 2 Blended, 1 Steam |
| Conductivity |
| 2 Critical |
| 2 Critical, 2 Blended, 1 Steam |
| Total Alkalinity |
| 2 Critical |
| 2 Critical, 2 Blended, 1 Steam |
| Total Hardness |
| 2 Critical |
| 2 Critical, 2 Blended, 1 Steam |
| Bacteria |
| 5 – Critical |
| 6 – Blended, 5-Critical |
| Endotoxin |
| 5 - Critical |
| N/A |
f. Sampling for Oscar G. Johnson VA Medical Center Critical water:
i. Laboratory and Chemical Analysis:
1. Requirements for testing per AAMI ST 108
AAMI ST 108 Quality Characteristics
a) Bacterial content
b) Endotoxin content
c) Total organic carbon
d) Ionic contaminants
2. Validation, System Repair, and Interventional Testing. Sampling and testing frequency are identified by occasion per AAMI ST 108, on installation, modification, or repair of the critical water treatment system or when persistent increased microbial levels are detected by heterotrophic plate count, Adenosine Triphosphate (ATP), or TOC.
3. Requirements and Procedures for Sampling of SPS water lines for Colony Forming Units (CFU) and Endotoxin. Sampling results will report the number of colony forming units of heterotrophic water bacteria per milliliter of water (cfu/ml).
4. Sampling will be tested for presence of Endotoxin and response of results expected as soon as analysis is complete. Parameters for Limulus Amebocyte Lysate (LAL) testing as listed in AAMI ST 108.
5. Critical water findings out of range will require immediate (<24 hours) notification by email from the Contractor to the COR/ACOR.
a. Contractor must include up to 10 additional site trips and sample panels for re-testing on water findings out of range per AAMI ST 108.
PART 2: LEGIONELLA BACTERIA TESTING
The contractor shall provide all labor, travel, materials and the necessary equipment to provide quarterly water sampling, laboratory analysis facilities, and supervision necessary to complete the Legionella water sample analysis.
1. DETAILED SCOPE
a. Water testing shall be for 20 samples of potable water, collected in sterile collection containers, each quarter, to be conducted in the first week of February, May, August, and November. Sample collection time must be scheduled and preapproved with the COR.
b. Analysis must include the culture, identification and enumeration of Legionella species and serotyping including Legionella pneumophila (serogroups 1-15), L. dumoffii, L. micdadei, L. bozemanii (serogroup 1), L. longbeachae (serogroups 1, 2), L. jordanis L. feeleii (serogroup 1), L. gormanii, L. wadsworthii, L. hackeliae, L. maceachernii, L. oakridgensis, L. cherrii, L. sainthelensi, L. anisa, L. parisiensis, L. spiritensis, L. jamestownensis, L. steigerwaltii, L. rubrilucens, and L. erythra.
c. Additional Legionella species and serotypes may be included if it is determined that their analysis would be in the best interest of the government. Any changes requested by the Government will be accomplished by bilateral modification.
d. Contractor will provide a written report of test results, within seven (7) days, to the COR and Engineering Service.
e. Positive tests must include identification of the Legionella species, serotyping and enumeration in CFU’s.
f. Results must be calculated in terms of colony forming units (CFU).
g. All samples must be properly preserved, and protocol records kept for final QA/QC.
h. The laboratory must be certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) Program as proficient at performing the culture of Legionella from environmental samples.
i. The laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body (e.g., EMLAP, NELAP).
PART 3: DENTAL WATER TESTING
The contractor shall provide all labor, travel, materials and the necessary equipment to provide quarterly dental unit waterlines testing to ensure the water used to deliver dental care is of an optimal microbiologic quality. The samples will be transported to the contractor designated lab and tested according to established protocols as identified by the EPA standard for drinking water with is less than or equal to 500 colony forming units per milliliter (≤500 CFU/mL) of heterotrophic water bacteria, (Certified Environment Testing Lab or EPA Certified Lab).
1. DETAILED SCOPE
a. Dental water cultures collections shall be for up to 32 total samples at the Dental Clinic. This will be scheduled quarterly in the first week of the months of March, June, September and December, and must be collected between the hours of 7:00 a.m. and 8:00 a.m. local time (Monday-Friday), with all collections completed by 8:00 a.m. local time. Sampling schedule must be approved with the COR prior to arrival at the Oscar G. Johnson VA Medical Center.
b. Samples must be collected in sterile container, properly labeled, and sterility and proper temperature control maintained while transported to the testing lab on the same day using frozen ice packs if needed to maintain sample stability during transport.
c. Heterotrophic Plate Count testing will be done with a 1 ml sample. All samples will be set up using Standard methods in Water and Wastewater method 9215B, which requires all samples to be plated in duplicate.
d. All cautionary results (>200cfu) and all positive results (>500cfu) will be reported to the Chief, Dental and Engineering Service or designee immediately (by phone and e-mail).
e. All final results will be reported in digital or paper form within three (3) calendar days, to the COR and Chief of the Engineering Service or his designee.
4. PLACE OF PERFORMANCE
Oscar G Johnson VA Medical Center 325 East H Street Iron Mountain, MI 49801
5. PERIOD OF PERFORMANCE
| BASE | AWARD DATE – 04/30/2027 | |
| OPTION YEAR 1 | 05/01/2027 – 04/30/2028 | |
| OPTION YEAR 2 | 05/01/2028 – 04/30/2029 | |
| OPTION YEAR 3 | 05/01/2029 – 04/30/2030 | |
| OPTION YEAR 4 | 05/01/2030 – 04/30/2031 |
6. SERVICE HOURS AND FEDERAL HOLIDAYS
a. Normal hours of coverage are Monday through Friday from 7:30 am to 10:30 pm local time, excluding holidays. All work must be approved with the COR prior to arrival at the Oscar G. Johnson VA Medical Center and performed during the hours of 7:00 am and 8:00 am local time unless otherwise requested and approved by the COR or their designee.
b. All contract work must be completed as designated in the Statement of Work.
c. Federal Holidays observed by the Oscar G. Johnson VAMC are:
| New Years’ Day | Martin Luther King Day | Presidents’ Day | |
| Memorial Day | Juneteenth | Independence Day | |
| Labor Day | Columbus Day | Veterans’ Day | |
| Thanksgiving Day | Christmas Day |
7. COMPLIANCE AND SAFTEY REGULATIONS
a. All Contractors and Subcontractors performing services for the Government must comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.
b. Contractor is responsible for replacing any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government.
c. The Contractor must coordinate all dates within the required month for service and testing with contract COR.
d. The contractor’s FST (Field Service Technician) must contact the COR/POC prior to performing service at this location and must communicate to the COR of their presence on the Oscar G. Johnson VA Medical Center campus.
e. Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur.
8. CONTRACTING OFFICERS REPRESENTATIVE (COR)
Scheduling of work must be arranged with the COR, alternative COR (ACOR) or designee.
9. COMPETENCIES AND QUALIFICATIONS OF PERSONNEL AND COMPANY SERVICING EQUIPMENT IN THIS CONTRACT:
a. The Contractor services must be performed by trained and qualified personnel and performed in accordance with manufacturer’s guidelines.
b. The laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body (i.e., Environmental Microbiology Laboratory Accreditation Program (EMLAP), National Environmental Laboratory Accreditation Program (NELAP) and the AIHA or equivalent national accrediting body.
10. ORIENTATION FOR CONTRACTOR EMPLOYEES:
a. Contractor will attend an orientation meeting as arranged by the Contracting Officer's Representative (COR). The VA will schedule this meeting, and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting)
· Fire and Safety
· Infection control
· Disaster procedures - Other
b. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above.
11. SECURITY REQUIREMENTS
a. All Contractor FST’s (Field Service Technician(s)) must obtain contractor ID badges from the VA Police Service office. Identification must be worn visible always by the Contractor and all FST’s while on premises. Contractor must coordinate with COR to acquire said identification badges. ‘
b. During normal working hours of operation local time, Monday through Friday, the contractor must check in with the COR/Oscar G. Johnson VAMC (Veterans Affairs Medical Center) POC (Point of Contact) when arriving to perform work and check out with the COR/Oscar G. Johnson VAMC POC when work/workday is complete.
c. Other than normal hours of operation, the contractor must sign in and out at the main entrance reception desk.
d. It is the responsibility of the Contractor to park in the appropriate designated parking areas.
e. Smoking is prohibited both inside and outside (entire campus) at the Oscar G. Johnson VAMC.
f. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
12. RISK CONTROL
a. The Contractor must take all necessary precautions to protect government property and must repair any damage caused by their efforts.
b. All work affecting patients must be coordinated in advance by the Government and the Contractor to have minimal impact on the patients.
13. RECORDS MANAGEMENT
1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
4. [FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.
In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [FACILITY]. The agency must report promptly to NARA in accordance with 36 CFR 1230.
5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy.
8. The Contractor shall not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract.
9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.
10. The [FACILITY] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.
[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]
D. Flowdown of requirements to Subcontractors
1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.
2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
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