REVISED SOW - NTX Ice Maker_Dispensers_36C25723Q0550.pdf

1.1 B.4 STATEMENT OF WORK

1. Introduction The Dallas North Texas Medical Center and Supporting Clinics has a requirement to purchase ice makers/water dispensers with stand. The vendor shall supply and deliver the item(s) identified in Table 1 below. The contractor shall also install and dispose of existing equipment located in areas defined in paragraph 3.8. Item(s) are to be delivered to the location specified in section 3.1.

Table 1 – Package Items Summary

Item Number Item Description Quantity

HID525A-1 Ice Maker/Water Dispenser with Stand 48

2. Salient Characteristics Brand Name or Equal Scotsman HID525A-1 – Ice and Water Dispenser with Stand

Width - 21.25 inches Depth - 24.38 inches Height - 35 inches Height to Dispenser - 11 Inches Amps - 9 Amps Hertz - 60 Hertz Phase - 1 Phase Voltage - 115 Volts Storage Capacity – 25 lbs Condenser Type - Air Cooled Dispensers - 2 Dispenser Style - Sensor Ice Type - Nugget (3/4” x 5/16” x 3/8”) Installation Type - Countertop Made in America - Yes NSF Listed - Yes Power Usage 5.5 kWh per 100 lbs.

Type - Ice / Water Combination Machines Water Usage - 12/45.5 Accessories 4” Adjustable legs - Yes Accessories Machine Stand - Yes

3. General Conditions

3.1 Site Address. All items will be delivered to the North Dallas Texas VA Medical Center warehouse. Shipping address is:

Dallas North Texas VA Medical Center 4500 South Lancaster Road Dallas, TX 75216

3.2 Delivery Schedule. Items shall be delivered no later than the delivery end date listed in Table 2 below.

Table 2 – Anticipated Building Outfitting Schedule

Building Name Building # & Letter

Acronym Est.

Delivery

Start Date

Est. Delivery End Date

Dallas North Texas VA Medical Center

44 Warehouse 60 Days

ARO

TBD

3.3 Schedule and Order Management

3.3.1 The above delivery schedule is based upon the hospital need of replacement, which is subject to change.

3.3.2 The awardees actual delivery dates will be confirmed by VA upon award.

3.3.3 Post-award the vendor will coordinate delivery and installation prior to beginning any work. Once the dates have been confirmed, modifications to the schedule are subject to written approval by the VA POC and the vendor. Schedule changes that are beyond the dates specified in the contract will require approval by the Contracting Officer and a contract modification.

3.4 Delivery and Receiving

3.4.1 Delivery and receipt of the items will be directed to the location identified below. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA Logistics POC Latisha Baker, 972-589-0387 (Cell) or Gregory Shepherd, 214-857-1026 (Office) prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company. Vendor responsible for conducting a site visit to verify logistics and loading dock access/egress.

Dallas North Texas VA Medical Center 4500 South Lancaster Road

Dallas, TX 75216

3.4.2 Delivery shall be freight on board (FOB) – Destination.

3.4.3 The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor.

3.4.4 The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Standard Time), Monday through Friday, and excluding Federal Holidays.

3.4.5 Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials.

3.4.6 Labeling of delivered items shall include the awarded contract number and VA purchase order number for identification and reference upon receipt of product.

3.5 Delivery, Installation, and Disposal includes:

3.5.1 There are items that are required to be installed at locations other than the Dallas VA. The contractor shall initially deliver all items to the address in 3.4.1. The Dallas North Texas VA will deliver items from the warehouse to the installation location specified in paragraph 3.8. The VA will coordinate the day of delivery and installation with the contractor.

Specifics will be discussed during the contract kick-off meeting.

3.5.2 Delivery includes offloading the equipment from the truck at the Dallas

North Texas VA. The contractor shall also uncrate or unbox the equipment at the final destination and remove all trash.

3.5.3 Installation includes setting up the equipment according to the manufacturers specification and testing the equipment to verify that it is operational.

3.5.4 Equipment installation paperwork & warranty information must be handed to the approved government contact onsite. See Sections 2.8, 2.9, & 2.10 below. The vendor shall communicate through the VA POC any required coordination requirements.

3.5.5 Disposal includes uninstalling and removing old items from the designated location.

3.6 Clean Up and Disposal

3.6.1 There are assigned dumpsters available for the vendor to use at the warehouse with limited space. Contractor shall plan on removing debris if dumpster is full.

3.6.2 The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.

3.7 Deliverables. The vendor shall provide a list of the current location of any new installed equipment. The vendor shall provide a list of all new installed ice machines by SN# and/or EE# (Provided by Dallas Property Management) with the location of install along with the SN# and/or EE# of the old ice machine being replaced daily to the VA POC.

3.8 Assembly and Installation [ ☒ is required]

3.8.1 The vendor is required to manage and coordinate installation at the Dallas North Texas VA Medical Center and surrounding clinics with the VA POC.

The Dallas North VA will deliver any items to the final destination that is other than Dallas VA Medical Center.

Final destinations include, but are not limited to the following locations.

Specific numbers at each location will be discussed at the contract kick-off meeting.

Dallas VA Medical Center, 4500 South Lancaster Road, Dallas, TX 75216

Sam Rayburn Memorial Veterans Center, 1201 East 9th Street, Bonham, TX 75418

Fort Worth VA Clinic, 2201 Southeast Loop 820, Fort Worth, TX 76119

Garland VA Medical Center, 2300 Marie Curie Boulevard, Garland, TX 75042

Grand Prairie VA Clinic, 2737 Sherman Street, Grand Prairie, TX 75051

Tyler Centennial VA Clinic, 428 Centennial Parkway, Tyler, TX 75703

3.8.2 On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Standard Time), Monday through Friday, and excluding Federal Holidays.

3.8.3 The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor.

3.8.4 The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document.

3.8.5 The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces.

Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor’s (or associated sub-contractors) installation.

3.8.6 During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor’s contact, and to serve as the interface between the vendor and Dallas North Texas VA Medical Center and surrounding clinics. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor’s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract.

4. Standard Warranty

4.1 The products shall be covered by vendor’s standard warranty terms and provisions, provided, however that the warranty coverage shall be no less than the following: 1 Year

4.2 The warranty period set forth therein shall be for no less than one year following the installation date.

4.3 The vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor.

4.4 The vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor’s cost any defective product (or issue a credit or refund based on the purchase price paid therefor); and

4.5 The vendor shall pay (or refund the amount of) all freight and shipping charges for any defective products returned under this paragraph.

5. Use of Premises

5.1 If during the performance of this contract, work will be carried out on Dallas North Texas VA Medical Center and surrounding clinics premises, the vendor shall perform all work in such a manner that will cause a minimum interference with Dallas North Texas VA Medical Center and surrounding clinics operations and the operations of other contractors on the premises.

5.2 The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor prior to and during delivery and installation activities.

5.3 The project may be an active construction site during delivery and installation.

The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors’) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g. hard hats, safety vests).

5.4 The vendors shall abide by all rules and regulations set forth by the Dallas North Texas VA Medical Center and surrounding clinics due to the Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on the Dallas North Texas VA Medical Center and surrounding clinics campus grounds.

6. NARA Records Management Language for Contracts (May 2017)

6.1 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.

6.2 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.

6.3 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.

6.4 VA North Texas Health Care System 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 VA North Texas Health Care System 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 VA North Texas Health Care System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6.5 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 VA North Texas Health Care System 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).

6.6 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 VA North Texas Health Care System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

6.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA North Texas Health Care System policy.

6.8 The Contractor shall not create or maintain any records containing any non-public VA North Texas Health Care System information that are not specifically tied to or authorized by the contract.

6.9 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.

6.10 The VA North Texas Health Care System 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 VA North Texas Health Care System 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.

6.11 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, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.