A.4 STATEMENT OF WORK April 20, 2026

Replace Heat Exchangers Bonham

549A-SL-506

Contractor shall furnish all materials and labor to replace Heat Exchangers while supported by “Temporary Heat Exchangers” located at building# 1, 2, 24, and 29 for a total 8 heat exchangers at Sam Rayburn Memorial Veterans Center, 1201 E. Ninth Street, Bonham, Texas 75418.

BACKGROUND

Shell and tube heat exchangers are very common type of heat exchangers used in commercial and industrial settings. Buildings 1, 2, 24, and 29 rely on steam to water heat exchangers for domestic and heating hot water, and often require renovation or troubleshooting, due to maintenance and reliability issues.

Buildings 1, 2, 24, and 29 heat exchangers need to be replaced since the current ones are past their useful life, rapidly failing, and requiring more frequent, recurring repairs. Efficiency levels can vary significantly across different types of heat exchangers, so replacing the old ones with more efficient, more reliable heat exchangers will save on time and cost of repairs.

GENERAL

Contractor shall provide labor, material, consumables, equipment and supervision for following scope of work: Provide “Temporary Heat Exchangers” prior to deactivation of existing Heat Exchangers, complete operational test and inspection to obtain approval before commencement of any demolition work.

Disconnect existing steam supply, condensate, water in and out, controls, etc.

from old units. Demo, remove and dispose of eight (8) existing Armstrong heaters. Provide new steam piping, condensate piping, relief valves, valve piping fittings, gages, new electrical wires and connections to Steam Control Valves and all other associated components required to support new Heat Exchanger installations.

Anticipated minimal phasing plan for each building location:

Phase I: Install Temporary Heat Exchanger system and commission.

Phase II: Replace existing building Heat Exchanger system.

Phase III: Commission new Heat Exchanger system and remove Temporary Heat Exchanger system.

Period of performance shall be 180 days after issuance of Notice to Proceed (NTP).

Specific Requirements and Locations:

A. Main Hospital Bldg. 1

Provide two (2) Vertical Heat Exchanger that provide instantaneous indirect water heaters, Steam-to-Water, Semi-Instantaneous, Double-Wall, Cupro-Nickel Tubes and Shell (upgrade) with Siemens 2” Electric Steam Control Valve and safety and trim accessories. The units shall provide 38-gpm of hot water from 50°F to 115°F when supplied with 15-psig steam @ 1292 lbs/hr, 8-psig in coil. Replace single return pump with Dual Pumps (two pumps) for redundancy.

B. Administrative Bldg. 2

Provide two (2) Vertical Heat Exchanger that provide instantaneous indirect water heaters, Steam-to-Water, Semi-Instantaneous, Double-Wall, Cupro-Nickel Tubes and Shell (upgrade) with RTK 2.5” Electric Steam Control Valve and safety and trim accessories. These units shall provide 38-gpm of hot water from 50°F to 130°F when supplied with 15-psig steam @ 1590 lbs/hr, 8-psig in coil. Disconnect, remove and dispose of both existing B&G return pumps mounted off the wall.

Provide and install two (2) new All Bronze, B&G return pumps, re-using existing mounts on wall.

C. Domiciliary Bldg. 24

Provide two (2) Vertical Heat Exchanger that provide instantaneous indirect water heaters, Steam-to-Water, Semi-Instantaneous, Double-Wall, Cupro-Nickel Tubes and Shell (upgrade) with RTK 3” Electric Steam Control Valve and safety and trim accessories. These units shall provide 70-gpm of hot water from 50°F to 130°F when supplied with 12-psig steam @ 2920 lbs/hr, 6-psig in coil. Provide one (1) new Fabtek, “Stealth” Stainless-Steel Condensate unit, Model# SS10-S, Simplex, 1/3-HP, 115V, 1-phase, 12-gpm @ 15-psi, 10-gallon Tank, w/NEMA 1 float switch, water level gauge glass & protection rods. Demo old condensate unit, remove and properly dispose of it. Deliver and haul in new Fabtek condensate unit, placing in same general area as old unit. Provide necessary piping, valves, fittings and electrical and install new Fabtek condensate unit to system. Replace two (2) B&G return pumps.

D. Community Living Center (CLC) Bldg. 29

Provide two (2) Vertical Heat Exchanger that provide instantaneous indirect water heaters,, Steam-to-Water, Semi-Instantaneous, Double-Wall, Cupro-Nickel Tubes and Shell (upgrade) with RTK 2.5” Electric Steam Control Valve and safety and trim accessories. These units shall provide 38-gpm of hot water from 50°F to 130°F when supplied with 15-psig steam @ 1590 lbs/hr, 8-psig in coil. Provide necessary special rigging and/or Skytracker to get old units out of building and new units into place. Fabricate and mount both above PK08D-H, horizontal Semi-Instantaneous water heaters. Re-install existing steam pressure reducing valve in the vertical position, welding new flanges and adding proper support brackets/hangers.

Replace two (2) return pumps.

E. Phasing Heat Exchanger replacement priority #1: Bldgs.’ 24 and 29; Priority #2:

Bldgs.’ 1 and 2.

F. Temporary Heat Exchanger applications vary from one building to another;

attending contractor Pre-Bid site visit is highly recommended to account for varying site conditions and configurations. All replacement approach plans must first be approved prior to proceeding with work.

G. Utilize VA HVAC DESIGN MANUAL for reference criteria supporting Heat Exchanger replacement, included in attachments. Product submittals will be scrutinized to ensure healthcare industrial standards are met or exceeded, and clause 52.225-9 Buy American is followed.

H. Attachments:

a. 1st Set of Answers to RFI Heat Exchangers Bonham

b. 2nd Set of Answers to RFIs Heat Exchangers Bonham

c. dmHVAC-2025-09 HVAC DESIGN MANUAL

d. S06 Bldg 1 Basement Heater location

e. S06 Bldg 2 Basement

f. S06 Bldg 24 A Bldg 1st Floor

g. S06 Bldg 29 NHCU East Half

Contracting Officer Representative: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the COTR. All work coordination shall be made through the COTR. The Contractor shall be provided a copy of the letter of delegation authorizing the COTR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. Place of performance: Sam Rayburn Memorial Veterans Center, 1201 E. Ninth Street, Bonham, Texas 75418

Hours of Performance: Work should be completed during normal business hours.

Monday through Friday 8:00 a.m. to 4:30 p.m. Minimal after-hours or weekend work must be approved be the Contracting Officer Representative (COR). This facility observes the following federal holidays:

Holiday Name Day of the

Week Date

New Year’s Day Thursday January 1, 2026

Martin Luther King, Jr.

Day

Monday January 19, 2026

Presidents’ Day Monday February 16, 2026 Memorial Day Monday May 25, 2026 Juneteenth Friday June 19, 2026 Independence Day Friday July 3, 2026 Labor Day Monday September 7, 2026 Columbus Day Monday October 12, 2026 Veterans Day Wednesday November 11, 2026 Thanksgiving Day Thursday November 26, 2026 Christmas Day Friday December 25, 2026

Check in Requirements: The Field Service Engineer must report to Engineering Service Office Building 9 to obtain a badge and sign in with the Engineering Service before work begins.

Documentation: Contractor shall furnish a detailed field service report upon completion of work to the COR. Payment shall not be processed until a properly completed service report is received. The service report shall contain, at a minimum, the following information:

Total time spent performing maintenance.

Detailed narrative description of the services required Date and time the installation is completed

The service report shall itemize every item in the specification. Each item shall state the "as found" condition or values, the "calibrated to" or "adjusted to" values, the factory design tolerances, and a complete description of all work carried out concerning the items. Included shall be a list of new parts used and recommended future repairs.

NARA Records Management Language for Contracts (May 2017)

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 #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information is subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employment. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are following VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor during performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control

Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer to such court orders or other requests to the VA contracting officer for response.

l. For service that involves storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

GENERAL RULES OF BEHAVIOR

a. Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program.

Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job.

b. The following rules apply to all VA contractors. I agree to:

(1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract.

(2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions.

(3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE.

(4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract.

(5) Not attempting to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COTR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee.

(6) Contractors’ use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply.

(7) Grant access to systems and information only to those who have an official need to know.

(8) Protect passwords from access by other individuals.

(9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the particular system in question.

(10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA.

(11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders.

(12) Ensure that the COTR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information through the use of any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs.

(13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COTR.

(14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COTR.

(15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA.

(16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I shall report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COTR.

(17) Understand that restoration of service of any VA system is a concern of all users of the system.

(18) Complete required information security and privacy training, and complete required training for the particular systems to which I require access.

End Remarks