Reviesed - Statement of Work - Grease Trap Maintenance .pdf

Statement of Work Grease Trap Maintenance Service

1. Background:

West Texas VA Health Care System (WTVAHCS) has a requirement for routine maintenance of three outdoor grease traps which are located at Nutrition & Food Service, Canteen, and the Domiciliary at 300 Veterans Blvd., Big Spring, Texas. Traps will be maintained every 90 days with the service taking place during the months of October, January, April and July. Contractor will provide 2 emergency calls per calendar year with a 24-hour response time from time of call.

2. Statement of work:

a. The Contractor shall provide all labor, materials and equipment necessary to remove and properly dispose of non-hazardous oil, grease, and sludge from grease traps located at the WTVAHCS. The Contractor shall transport and dispose of all excavated waste in accordance with all standard commercial, state, and local practices and with all current and applicable Environmental Protection Agency (EPA) and Occupational Safety and Health (OSHA) requirements.

b. Services include removal of waste and grease build-up from trap walls and all associated equipment within the traps. The entire grease traps area shall be flushed down with water and any remaining residue pumped out. The Government will furnish water necessary to complete the maintenance.

3. Performance:

a. All contractor personnel shall report to the Maintenance and Repair Supervisor in Engineering Office at Building#3, 300 Veterans Blvd., Big Spring, TX to sign in. The contractor must furnish Engineering

Service a detailed field report, or equivalent, showing work has been completed before leaving the Facility.

b. The contractor shall not discharge chemicals or grease into the WTVAHCS sewage system, or any municipal or regional sewerage works, public or private. Possible Liquid Waste Exception: If the

Contractor uses equipment that filters the grease and other waste from the wastewater pumped from the grease traps, the filtered water may be returned to the grease trap. The solid waste may then be disposed of as stated above. The filtration process exception shall be allowed for equipment that is EPA approved only, and this exception shall not relieve the contractor of obligation to remove waste materials from the walls and floors of the grease traps.

c. Grease traps shall be considered clean when waste materials have been fully removed. Contractor shall be responsible for clean up around the trap(s) area as necessary from the act of removal. The operator shall verify completion of work, sign service ticket, and retain a copy for VA records.

d. Contractor shall not replace any parts or perform any service that will result in additional charges without prior approval from the VA Contracting Officer Representative (COR) at the specific site.

Please contact Engineering Services, (432) 263-7361 ext. 7405.

e. Water and electricity are available at each trap site and may be utilized by the contractor at no cost in quantities necessary to perform the work herein. The contractor shall be responsible for all temporary connections necessary for operations and for removal prior to final acceptance of work.

f. The contractor shall provide for Hydro jetting which uses high-pressure water streams (typically

3,000–8,000 PSI) to blast away grease, sludge, and debris from the interior walls of pipes and grease traps. Hydro Jetting of the grease traps shall occur annually for each of the 3 tanks, from the point of entry to its termination point. (approximate distance is 250 ft).

Tank Capacity

Nutrition & Food Services 1700 Gallons

Cantene Services 1550 Gallons

Domicillary 250 Gallons

g. The contractor shall provide 24 hour emergency pumping service when a grease trap reaches its capacity for each of the 3 tanks. The contractor shall be on site within a 2 hour period to remove the waste buildup.

h. Contractor shall immediately notify the COR of any deficiencies found during any phase of the grease trap pumping. Repair and inspection services are not included as part of this service.

i. The contractor is responsible for his employees while on Facility grounds including any accidents while performing the service. Contractor is responsible for insuring that his employees are wearing appropriate VA Contractor Badges in a visible location (above the waist) while performing contracted duties at the WTVAHCS.

4. Qualifications:

Contract personnel shall possess necessary skills, experience and education required to clean industrial grease traps. All maintenance services must meet applicable safety standards.

5. Work Hours: The following terms have the following meanings and are applicable to this contract:

a. Normal hours of coverage are Monday through Friday from 8:00 am to 4:30 pm, excluding holidays.

All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee.

b. Work performed outside the normal hours of coverage must be approved by Chief of Engineering and the COR. Funding for services that are outside the normal coverage hours or on holidays must have funding approved prior to any service being allowed.

c. Federal Holidays observed by WTVAHCS are:

New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

6. Period of performance:

Contract will run for 12 months concurrently from the time of award with an option to renew for 4 years thereafter subject to the COR’s discretion.

7. Identification, Parking, Smoking and VA Regulations:

a. The Contractor’s field service employee will wear visible identification issued by the WTVAHCS

Police. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

Information on parking is available from the VA Police Service. The WTVAHCS will not validate or make reimbursements for parking violations to the Contractor under any conditions. Smoking is prohibited at the WTVAHCS. Possession of weapons is prohibited on property. Enclosed containers, including tool kits, shall be subject to search.

8. Security: The certification and accreditation (C&A) does not apply. The A&A requirements do not apply, and that a Security Accreditation Package is not required 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.

9. Privacy Officer:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and 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. All research data available for Contractor analyses is de-identified.

10. NARA Records Management Language for Contracts

a. 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.

b. 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.

c. 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.

d. West Texas VA 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 WTVAHCS 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

WTVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. 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 WTVAHCS 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).

f. 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 WTVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with WTVAHCS policy.

h. The Contractor shall not create or maintain any records containing any non-public WTVAHCS information that are not specifically tied to or authorized by the contract.

i. 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.

j. The WTVAHCS 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 WTVAHCS 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.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take WTVAHCS 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.

Record Retention & Storage:

(1) Federal Records related to this policy, regardless of medium, shall be created, maintained, and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or other NARA-approved records schedule, if applicable.

(2) Federal Records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage, as described in 36 Code of Federal Regulations (CFR) 1234.

References:

VHA Directive 6300, Records Management VHA Directive 6300.01, Records Management Continuous Readiness Review and Remediation VHA Records Control Schedule (RCS) 10-1 NARA Facility Standards for Records Storage, 36 CFR 1234