Statement of Work (SOW) Active Threat Active Shooter Gear.pdf

El Paso Veterans Affairs Health Care System (ELPVAHCS)

POLICE SERVICE ACTIVE SHOOTER/ACTIVE THREAT GEAR

Statement of Work (SOW)

The Department of Veterans Affairs, El Paso VA Health Care System (EPVAHCS), has requirement for Active Shooter/Active Threat Gear. The Contractor must provide all labor, material, tools, management, travel, and equipment necessary to supply, install and provide support services to El Paso VA Medical Center in accordance with the specifications of the Statement of Work as stated below:

SPECIFICATIONS/SALIENT CHARATERISTICS

PRODUCT DESCRIPTION QUANTITY

PAP 1303518-OC OREGON CTY CAR FRNT OPEN

MOLL

(Vest Carriers)

PAP 1002711 PHOENIX IV 24X48, 3PNL, WHL

BS

(Modular Defense System)

PAP 1350430-M HARDWIRE 68 IIIA A7 ML PNL ST

(Soft plates)

PAP 1347534 IMPAC C1 SPEC THRT 10X12

MULTI

(Hard Plates)

PAP 1354911 ASSLT 2 16X30 FF B70 LT HRZ

HN

(Shields Level III)

SFL 1166798 23X30 CARRY BAG SMALL 7

PAP 1220976-HC-FD DLTA 4 4BLT HICUT FULL DRESS

(Helmets)

1.0 DESCRIPTION OF SERVICES

Ensure all active shooter/active threat gear is shipped correctly free from damage and be covered under the manufacturer warranty if damage should occur. Contractor initially sends representative to the El Paso, VA to accurately measure and properly size officers for vest carriers, plates, and helmets. Contractor will then take the measurements and ensure an adequate production of the gear is ordered and shipped out. A proper tracking system must also be in place to track the order.

1.1 Software Applications

Does not apply to Active Shooter/Active Threat Gear.

1.2 Software Support Services

Does not apply to Active Shooter/Active Threat Gear.

1.3 Troubleshooting and Repair

The Contractor shall provide technical support services and equipment support services should issues arise during assembly of products or gear not fitting adequately on officers. If issues arise with any active shooter/active threat gear, the manufactures warranty should cover damages during shipment if occurred and any sizing issues should be rectified.

1.4 Contractor Responsibilities

During the term of this contract, the Contractor will provide support at the Customers request and will use its best efforts to provide prompt technical and equipment services to the Customer by telephone. The Contractor will provide telephone support to Customers between the hours of 8:00 am and 5:00 pm Mountain Standard Time, Monday through Friday, excluding holidays recognized by the VA. The Contractor will use its best efforts to respond promptly to all inquiries by the customer within one (1) hour of notification that service is required.

2.0 GENERAL INFORMATION

2.1 Hours of Operation

Normal hours of operation are Monday through Friday from 8:00 am to 5:00 pm MST, excluding holidays. All services shall be performed during normal hours of coverage unless requested and approved by the COR. Due to the nature of the project, the Contractor understands that a portion of the work will be performed in occupied areas. Therefore, work shall be performed in strict accordance with the Conformance Standards and OSHA regulations. Contractor shall perform work in a professional manner and shall minimize the disruption of normal operations of the facility including the occupied patient and staff areas.

Federal and National Holidays observed by the VAMC are:

National Holidays Federal Holidays

New Year's Day Labor Day Memorial Day Thanksgiving Day Christmas Day

M L King's Birthday Columbus Day President's Day Veterans Day Independence Day

Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

3.0 FACILITY POINT OF CONTACT

POC: Jesse Rosales Phone 915-564-6100 Ext. 2157 Email: jesse.rosales@va.gov

4.0 SECURITY REQUIREMENTS

The Contractor’s employees must wear visible identification and company uniforms, approved by the COR, at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or the COR. The VAMC will not invalidate or make reimbursement for any parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, must be subject to a search. Violations of VA regulations may result in citations answerable in the United States (Federal) District court, not a local district, state, or municipal court.

5.0 INFORMATION SYSTEMS OFFICER, INFORMATION PROTECTION:

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

6.0 Privacy Officer:

The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA.

7.0 NARA Records Management Language for Contracts

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. El Paso Veteran Affairs Health Care System (EPVAHCS) 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 EPVAHCS 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 EPVAHCS. 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 EPVAHCS 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 EPVAHCS 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 EPVAHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public EPVAHCS 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 EPVAHCS 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 EPVAHCS 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, 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.