Amendment 36C25725Q0050 0004.pdf

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)

1 1

0004 11-29-2024

549-25-1-5096-0015

36C257

Department Of Veterans Affairs Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

36C257

Department Of Veterans Affairs Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

To all Offerors/Bidders

36C25725Q0050

10-30-2024

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 12-13-2024 10am CST

See CONTINUATION Page

X 1

The purpose of this amendment is to:

1. Extend the response due time/date. See section 11 of this page.

2. Provide answers to questions.

3. Provide drawings for each facility.

4. Provide a revised scope of work. Revised sections are highlighted.

5. Provide a revised Price/Cost Schedule.

CONTINUATION PAGE

RFQ 36C25725Q0050

NTX Duct Cleaning Services

Questions & Answers

Amendment 0004

Q1. Provide the following:

Total linier feet of Duct work to be cleaned.

Blueprints Total square footage of the buildings.

We would like to formally request an extension for Solicitation # 36C25725Q0050.

A1. See attached drawings. The solicitation has been extended.

Q2. Section B.2 Schedule of services. Do the quarterly, semi-annually, and annually services continue through each option year?

A2. Yes. Quarterly, semi-annual, and annual services continue each option year. The Dallas kitchen hoods would begin 3Q FY 2027 and each option year has additional cleaning that would be a one-time service for the area indicated. The SOW has been revised to reflect.

Q3. Section E.6. Are the site visits mandatory?

A3. Sites visits are not mandatory but highly encouraged.

Q4. Can you post the sign in sheets?

A4. The sign in sheets for all three locations were included with amendment 0002.

Q5. Section B.2. Provide detailed drawings and blueprints of HVAC system and duct work.

Additionally, HVAC operations system details.

A5. See the answer for question 1.

Q6. Is there an incumbent in place? If so, kindly provide the contract award number, awardee name, and award amount of the contract.

A6. There is no incumbent.

Q7. Provide mechanical plans showing all ductwork, VAV boxes, and all exhaust systems associated with the solicitation.

A7. See the answer for question 1.

Q8. Can the facility provide adequate personnel needed to handle all coordination with facility departments to ensure continuous availability of work areas, system, shut down, and daily QA acceptance for all completed work?

A8. Yes. The facility can accommodate this.

Q9. Please identify the total square footage of conditioned space for the following locations as per the Schedule of Services:

VAMC Dallas: Bldg. 60, A&B wings, Bldg. 2, Bldg. 1, Bldg. 74, Bldg. 2J Atrium, Bldg. 43, Fisher House

SRMVC Bonham: Building 24 Wings, A, B, & C, Building 29 Wings A, B, & C VAMC Garland: Hospice wing

A9. This information can be found on the plans provided.

Q10. Will a detailed statement of work identifying your specific expectations be provided to facilitate a more accurate estimation of project costs?

A10. A detailed Statement of Work begins on page 5 of the solicitation.

Q11. What percentage of the existing supply ducting is internally insulated versus externally insulated?

A11. The exact percentage of duct that is internally vs. externally insulated is unknown. The majority of the ductwork at the facility is externally insulated.

Q12. How is the possibility of necessary/required removal and replacement of flexible ducting to be addressed?

A12. If flex duct is needed to be removed to facilitate the cleaning of the duct, the contractor would be responsible for removal and reinstallation.

Q13. Is the encapsulation of internally lined supply ductwork expected?

A13. This service is not outlined in the SOW and is not expected.

Q14. Can new access/service openings be made into the duck work for a more thorough cleaning process, or will only existing service openings be allowed for duct access?

A14. New access can be made if the contractor would like to add access points to facilitate the cleaning of ducts. The openings must be sealed when work is completed.

Q15. How many air handling units are within the scope of this project?

A15. The SOW lists four on an annual basis. With additional AHUs in the option years. As expansion occurs, additional buildings and units within the North Texas Veterans Health Care System may be added/removed throughout the life of the resulting contract.

Q16. Will the facility be able to provide electrical connection for contractor provided pigtails for portable air compressors? The power would be 208V/230V, 30 amp, single phase service for each connection needed.

A16. The VA will work with the contractor to help ensure they have electrical availability, but cannot guarantee the power is available at each location laid out in the SOW.

Q17. Are there any areas of the locations set forth in this Scope of Services that have ceiling heights above 12 feet, that may require mechanical personnel lifting equipment?

A17. Yes, there are areas with high ceilings. It is unlikely that a mechanical lift will be necessary.

Q18. Any of the following included in the Scope of Services: dedicated fume hood, battery, exhaust, outside air intakes?

A18. None of these are listed in the statement of work.

Q19. Do any of the buildings in the Scope of Services have interstitial areas?

A19. Yes. BLDG 2J has interstitial areas. ORs, Sterile Processing, Pharmacy, Core Lab, Dialysis, ICUs, 5A Tele, AHUs 31,33,34,35 are all located within this building.

Q20. Are all contractor personnel required to possess an OSHA 10 Hour Card while performing services?

A20. Page 9 of the SOW states- 2. Identify the contractor employee holding the OSHA 30 Hour Card. (The card needs to be carried while on site and no work shall be performed unless their 30hour cardholder is on location.) 3. Identify that all other employees will possess an (OSHA 10) Hour Card when working on site. Spot checks will take place.

Q21. Please state your expectations for the use of antimicrobials, micro-biocides, disinfectants, for the mechanical systems, and the scope of services.

A21. This service is not outlined in the SOW and is not expected.

Q22. Due to the extensive nature of this cleaning process, and in accordance with the National Air Duct Cleaners Association(s) most recent standard, a state of Texas mechanical license may be required for compliance; especially if any items listed in the above question #21 are to be applied. The state of Texas, through TDLR regulations, considers the sanitizing, disinfecting, fogging, or treating of any part of a mechanical system as Biomedical Remediation. Reference Texas Department of Licensing and Regulations (TDLR) Texas Administrative Code, Chapter

75.10.6. Will you require the Contractor to be a licensed State Mechanical contractor?

A22. The Contractor is not required to be a state licensed mechanical contractor.

Q23. PWS page 6. The Price schedule/ Schedule of services per location chart doesn’t align- Can you send the exact amount of equipment at each location?

A23. A listing of the buildings and systems are listed on pages 6-8 of the SOW.

Q24. Is the current frequency schedule, correct? (do we base our prices from the current cleaning frequency in the PWS)?

A24. Yes, the frequency is correct. See question 2 for a detailed answer.

Q25. If awarded, when is the first inspection/cleaning required?

A25. Within 30 days of contract award.

Q26. Who is the current incumbent and what is the total annual contract cost?

A26. There is no incumbent.

(End of Q&A)

STATEMENT OF WORK

OVERVIEW: Contractor shall provide all labor, supervision, materials, travel and equipment to clean HVAC and exhaust systems for the North Texas Veterans Health Care System (NTVHCS). The contractor shall ensure that all work carried out throughout the life of the contract is only performed by fully qualified and trained personnel. The contractor shall ensure that all work is carried out in accordance with current industrial standards and practices; NFPA 70; NFPA 101 Life Safety Code; Local and National Building Codes. The contractor shall provide warranty on all parts and workmanship for a period of one year.

The NTVHCS is constantly evolving to provide our nations Veterans with optimal care. With that said, it can be reasonably expected that locations and systems to be serviced may be added/removed throughout the life of this contract.

REQUIREMENTS:

• The contractor will ensure that all work is scheduled thru the Contracting Officer Representative (COR) at least 1 week prior to commencement. All system shutdowns will be scheduled as not to interfere with patient or customer requirements.

• The contractor shall ensure that all cleaning services include the following system’s components, inside of all equipment, coils, fan blades and swirl cages, ducting, grills and registers. When the equipment has filters, the contractor shall remove and replace with new filters.

• The NTX Health Care System Engineering Service shall provide filters and bags for disposal of filters.

• Metal framed filter shall be disposed of utilizing their shipping container. Building 24 dryer vents duct and grills shall be cleaned quarterly. Filter disposal will be on site.

• Contractor shall take 10 digital photographs at locations determined by the COR inside the ducts of each building before and after the work begins.

• Contractor shall turn over photos to the COR. Each photo must be labeled with its location.

Contractor shall also provide a labeled photo of all access panels in duct used for cleaning with its location. All photographs to be emailed or sent digitally to the COR.

QUALIFICATIONS:

Membership: The HVAC system cleaning contractor shall be a certified member of the National Duct Cleaners Association (NADCA), or shall maintain membership in a nationally recognized non-profit industry organization dedicated to the cleaning of HVAC systems.

Certification: The HVAC system cleaning contractor shall have a minimum one (1) Air System Cleaning Specialist (ASCS) certified by NADCA on a full-time basis or shall have staff certified by a nationally recognized certification program and organization dedicated to the cleaning of HVAC systems.

Supervisor Certification: A person certified as an ASCS by NADCA, or maintaining an equivalent certification by a nationally recognized certification program and organization, shall be responsible for the total work herein specified.

HOURS OF OPERATION: The contractor shall carry out all services under this contract during normal business hours which are 8:00am – 4:30pm Central Time – Monday through Friday with following exceptions:

DALLAS:

• Operating Rooms, Sterile Processing, Pharmacy, Core Lab, Dialysis, Canteen Kitchen and Main Kitchen Hoods - outside normal business hours, 6:00 pm to 6:00 am, Saturday, Sunday or holidays as agreed upon by COR and Contractor.

PLACE OF PERFORMANCE:

VAMC Dallas 4500 S Lancaster Rd Dallas, TX 75216

Sam Rayburn Memorial Veterans Center 1201 E.9th Street Bonham, Texas 75418

VAMC Garland 2300 Marie Curie Blvd Garland, TX 75043

PERIOD OF PERFORMANCE: One-year base period with an additional four one-year optional renewal periods.

ADDITIONAL REQUIREMENTS:

BONHAM:

• Contractor shall check in at the building 11 boiler plant, sign out a visitor’s badge for each employee on site, check out an access key and report the location of work daily to the COR.

DALLAS:

• Contractor will check in at point designated by COR for escort.

GARLAND:

• Contractor will check in at point designated by COR for escort.

SCHEDULE OF SERVICES PER LOCATION: The following is a listing of all buildings and systems as required.

VAMC Dallas

VAMC

Dallas

Base Year

Annually Operating Rooms AHU-26 & 28, Exhaust Fans 28

&30

Sterile Processing AHU-2 & 3, Exhaust Fans 3 &

Pharmacy Core Lab Dialysis

TICU/SICU

MICU/CCU

5A Telemetry Emergency Department

Base Year

Bldg 60 A & B Wing Bldg 60 AHU-1 and Hospice

Option Year 1

Annually

Operating Rooms AHU-26 & 28, Exhaust Fans 28 &30

Sterile Processing AHU-2 & 3, Exhaust Fans 3 &

Pharmacy Core Lab Dialysis

TICU/SICU

MICU/CCU

5A Telemetry Emergency Department

OY 1

Bldg 2 6C Bldg 2 4C

Year 2

Quarterly Canteen Kitchen Hoods Start 3Q FY 2027 Dryer Vents Bldg 60 (2), Bldg 1 (4), Fisher House (3)

Annually

&30

Sterile Processing AHU-2 & 3, Exhaust Fans 3 &

Pharmacy Core Lab Dialysis

TICU/SICU

MICU/CCU

5A Telemetry Emergency Department

OY 2

Bldg 2 7C Bldg 1 AHU-1 & 2

Year 3

Quarterly Canteen Kitchen Hoods

&30

Sterile Processing AHU-2 & 3, Exhaust Fans 3 &

Pharmacy Core Lab

Dialysis

TICU/SICU

MICU/CCU

5A Telemetry Emergency Department

OY 3

Bldg 74 C & D

Bldg 2J Atrium AHU-31, 33, 34, 35

Year 4

Quarterly Canteen Kitchen Hoods

&30

Sterile Processing AHU-2 & 3, Exhaust Fans 3 &

Pharmacy Core Lab Dialysis

TICU/SICU

MICU/CCU

5A Telemetry Emergency Department

OY 4

Bldg 43 AHU-1 & 2 Fisher House

SRMVC

Bonham

Base Year Quarterly

Dryer Vents Bldg 5 (1), Bldg 24 (11), Bldg 29 (4)

Canteen Kitchen Hood Semi-annually

Main Kitchen Hood

Annually Pharmacy Main Kitchen

Base Year

Bldg 24 A, B, & C Wings

Year 1 Quarterly annually

Main Kitchen Hood

Annually Pharmacy Main Kitchen

OY 1 Bldg 29 A, B & C Wings

Option Year 2 Quarterly annually

Main Kitchen Hood

Annually Pharmacy Main Kitchen

OY 2 Bldg 24 A, B, & C Wings

Option Year 3 Quarterly annually

Main Kitchen Hood

Annually Pharmacy Main Kitchen

OY 3 Bldg 29 A, B & C Wings

Option Year 4 Quarterly annually

Main Kitchen Hood

Annually Pharmacy Main Kitchen

OY 4 Bldg 24 A, B, & C Wings

VAMC

Garland

Annually – Base and All Option Years 1 - 4

Hospice Wing

Safety Plan Requirements.

1. All contractors 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. Also, 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.

2. Prior to performing any work, the contractor shall be required to submit a safety plan in accordance with OSHA and VA Regulations. The safety plan shall include but not limited to:

a. Company Safety and Health Policy

b. Company Safety and Health Objectives

c. Job Site Inspections process / requirements

d. Identification of Contractor Safety Administrator

e. Personal Protective Equipment Requirements

f. Safety Rules; Job Hazard Analysis for commercial Grease Trap tasks

g. Job Safety Training Requirements (OSHA Training, State or Local Training requirements) and completion status.

h. Safety Discipline (i.e. correction of violations, etc)

i. Hot Work Permit (i.e. responsibilities, procedures, etc)

j. Confined Space Training / Competent Person Training

k. Emergency Procedures (i.e. responsibilities, procedures, etc)

l. Written Hazard Communication Program (i.e. responsibilities, procedures, list of hazards, MSDS, etc)

m. All ladders, scaffolding, tools, equipment, personal protective equipment, etc. must be

OSHA approved for the work to be performed. Contractor must use caution signs as required by OSHA Regulations. Caution signs must be on-site on commencement of Contract.

3. The Contractor must purchase and issue all chemicals in their original containers. Materials that require precautionary warnings must have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies or this Contract. Any violation of OSHA may be subject to default action.

4. Contractor must furnish to the COR two (2) copies of Material Safety Data Sheets (MSDS), for all products proposed for use, a minimum of seven (7) days prior to beginning service, for approval. Contractor must update copies of the MSDS on an annual basis. In addition, each time a new chemical product is proposed to be introduced into the facility, a copy of that product's MSDS must be provided to the COR for approval, prior to the product being used at the facility.

SITE SPECIFIC SAFETY PLAN AND A HAZARD ANALYSIS ARE REQUIRED:

The contractor shall meet the following Safety Criteria:

1. Identify the VA COR over project.

2. Identify the contractor employee holding the OSHA 30 Hour Card. (The card needs to be carried while on site and no work shall be performed unless their 30hour cardholder is on location.)

3. Identify that all other employees will possess an (OSHA 10) Hour Card when working on site. Spot checks will take place.

4. Identify PPE that will be worn. At a minimum, safety glasses will always be worn when inside the work zone.

5. Contractor shall provide a gas analyzer for confined space and a company log will be filled out and maintained each day.

6. For Bonham prior to entry, Contractor shall contact the Bonham Fire Department and advise them of the operation being performed, the location of work, as well as the time and date of entry.

7. For Bonham, when confined space work is complete for each day. Contractor will advise Fire Dept.

8. Contractor shall be responsible for providing their own two- way- radio utilized in Confined Space Operations. Operators are to verify radio communication prior to entry.

9. The contractor shall provide plastic barriers and or utilize a HEPA cart when removing ceiling tiles for construction or demolition. Provide tacky- mats outside of barrier walls of construction site.

10. The contractor shall ensure that all equipment used is inspected by the COR or other applicable VAMC representative each day and documented on a daily Equipment Inspection Log provided by the contractor.

11. Contractor shall provide an ABC fire extinguisher while on site.

12. The contractor shall provide the Hot Work Permit that will be requested from the contractor to VA Safety Service prior to any Torch work /Welding or grinding operations.

13. The contractor shall ensure that where equipment is being utilized on the ground level, a fenced in area should be provided with construction signage posted. While equipment is in motion, an observer must be present to protect pedestrian and vehicular traffic.

14. Area within building must always be kept secured and construction signage posted.

15. A Scope of the Project is required identifying start and estimated completion dates.

16. Identify who and how contact will be made in case of an emergency or injury. Designate where an injured employee will go to obtain medical care.

17. The contractor shall restore ALL disturbed grounds to existing conditions.

18. ALL items discussed above are to be addressed in the Safety Plan and should be provided to and approved by the facility Construction Safety Officer in Safety Service prior to work being initiated.

19. Identify all chemicals to be used in the scope of the project and provide a Safety Data Sheet on each product. These need to be submitted as part of your Safety Plan. All work shall be in accordance with current NFPA 101 Life Safety Code, Local and National Building Codes.

As well as all OSHA and VHA Occupational Safety and Health Standards.

GOVERNMENT BADGES: The Contracting Officer Representative (COR) or VAMC Representative will coordinate the issuance of required access badges to Contractor personnel.

Contractor personnel shall wear laminated identification badges provided by the Government always when performing. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.

SAFETY/SECURITY REQUIREMENTS: The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and actor supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

CONDUCT OF PERSONNEL: Contractor personnel shall conduct themselves in a professional manner (i.e., timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

CONTRACTORS ATTIRE AND APPEARANCE: Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

HOLIDAYS: This contract will follow the Office of Personnel Management federal holiday listing at:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

Invoice and Payment

a. Payment to be made in arrears, following satisfactory performance by Contractor’s personnel and upon receipt of a properly prepared invoice.

b. Contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/. Additional information regarding Tungsten shall be provided upon award.

c. The contractor shall have current registration in the System for Award Management (SAM) for this solicitation; URL: www.sam.gov.

d. The invoice SHALL be itemized to include the following information. Any information listed below, and not provided on an invoice, shall render that invoice incomplete and the invoice shall be returned for immediate correction. Invoice to be approved by COR before submission to Tungsten.

1) Time period being invoiced for

2) Description of services performed

3) Unit Cost billed

4) Extended amount due

5) Invoice number, date, and

6) Contract and obligation numbers

7) Work representative

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. 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.

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. 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.

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.

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.

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 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.

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.

(End of Statement of Work)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 YR __________________ __________________

Contractor shall provide all labor, supervision, materials, travel and equipment to clean the HVAC and exhaust systems at VAMC Dallas per Scope of Work.

Contract Period: Base POP Begin:

POP End:

and equipment to clean the HVAC and exhaust systems at SRMVC Bonham per Scope of Work.

Contract Period: Base and equipment to clean the HVAC and exhaust systems at VAMC Garland per Scope of Work.

Contract Period: Base and equipment to clean on an "as needed" basis throughout the VANTHCS. This is a not‐to‐exceed line item and is not guaranteed.

The Contracting Officer Representative (COR) will contact the contractor and ask for a quote for services. The COR and Contracting Officer must provide approval of quote prior to work.

The total value for this line item will be determined by the government and be added upon award.

Contract Period: Base

GRAND TOTAL __________________

ITEM

NUMBER

DESCRIPTION OF

and equipment to clean the HVAC and exhaust systems at VAMC Dallas per Scope of Work.

Contract Period: Option 1 and equipment to clean the HVAC and exhaust systems at SRMVC Bonham per Scope of Work.

Contract Period: Option 1 and equipment to clean the HVAC and exhaust systems at VAMC Garland per Scope of Work.

Contract Period: Option 1 and equipment to clean on an "as needed" basis throughout the VANTHCS. This is a not‐to‐exceed line item and is not guaranteed.

The Contracting Officer Representative (COR) will contact the contractor and ask for a quote for services. The COR and Contracting Officer must provide approval of quote prior to work.

The total value for this line item will be determined by the government and be added upon award.

Contract Period: Option 1

NUMBER

DESCRIPTION OF

Contractor shall provide all labor, supervision, materials, travel and equipment to clean the HVAC and exhaust systems at VAMC Dallas per Scope of Work.

Contract Period: Option 2 equipment to clean the HVAC and exhaust systems at SRMVC Bonham per Scope of Work.

Contract Period: Option 2 equipment to clean the HVAC and exhaust systems at VAMC Garland per Scope of Work.

Contract Period: Option 2 equipment to clean on an "as needed" basis throughout the VANTHCS.

This is a not‐to‐exceed line item and is not guaranteed. The Contracting Officer Representative (COR) will contact the contractor and ask for a quote for services. The COR and Contracting Officer must provide approval of quote prior to work.

The total value for this line item will be determined by the government and be added upon award.

Contract Period: Option 2

DESCRIPTION OF

equipment to clean the HVAC and exhaust systems at VAMC Dallas per Scope of Work.

Contract Period: Option 3 equipment to clean the HVAC and exhaust systems at SRMVC Bonham per Scope of Work.

Contract Period: Option 3 equipment to clean the HVAC and exhaust systems at VAMC Garland per Scope of Work.

Contract Period: Option 3 equipment to clean on an "as needed" basis throughout the VANTHCS.

This is a not‐to‐exceed line item and is not guaranteed. The Contracting Officer Representative (COR) will contact the contractor and ask for a quote for services. The COR and Contracting Officer must provide approval of quote prior to work.

The total value for this line item will be determined by the government and be added upon award.

Contract Period: Option 3

DESCRIPTION OF

and equipment to clean the HVAC and exhaust systems at VAMC Dallas per Scope of Work.

Contract Period: Option 4 and equipment to clean the HVAC and exhaust systems at SRMVC Bonham per Scope of Work.

Contract Period: Option 4 and equipment to clean the HVAC and exhaust systems at VAMC Garland per Scope of Work.

Contract Period: Option 4 and equipment to clean on an "as needed" basis throughout the VANTHCS. This is a not‐to‐exceed line item and is not guaranteed.

The Contracting Officer Representative (COR) will contact the contractor and ask for a quote for services. The COR and Contracting Officer must provide approval of quote prior to work.

The total value for this line item will be determined by the government and be added upon award.

Contract Period: Option 4

TOTAL CONTRACT VALUE (including all options): ___________________

Note: Do not add values for line items 0004, 1004, 2004, 3004, and 4004 as it will determined by the government and added upon contract award.

ATTACHMENTS TO AMENDMENT 0004

See attached drawings: Dallas Bldg 1.

See attached drawings: Dallas Bldg 2.

See attached drawings: Dallas Bldg 2J.

See attached drawings: Dallas Bldg 43.

See attached drawings: Dallas Bldg 60.

See attached drawings: Dallas Bldg 74.

See attached drawings: Fisher House.

See attached drawings: Bonham.

See attached drawings: Garland.