36C26326Q0984_1.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

NETWORK CONTRACTING OFFICE 23

1303 5TH STREET, SUITE 300

CORALVILLE IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov 319-688-3703

PLACE OF PERFORMANCE

NWI VA Health Care System

4101 Woolworth Ave

Omaha NE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

AHU PM and Filter Evaluation for VA Nebraska Western Iowa Health Care System.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

This is a solicitation conducted using FAR Part 13 (Simplified Acquisition Procedures).

This announcement constitutes the only solicitation, quotes are being requested.

Solicitation number 36C26326Q0984 is issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-08.

This procurement is SDVOSB set-aside. Prospective offerors must be registered and current in the System for Award Management (SAM) database at time of offer to the Government (https://www.sam.gov).

Quotes will only be accepted from responsible contractors. The NAICS code for the solicitation is 238220 with a size standard of $19.0 million.

A list of the contract line items, quantities, and units of measure are listed within the attached solicitation documentation.

The VA anticipates one firm fixed price contract award to provide services to VA Nebraska Western Iowa Health Care System, 4101 Woolworth Avenue, Omaha, NE 68105.

Western Iowa Health Care System, 2201 N Broadwell Ave, Grand Island, NE 68803 The period of performance is 09-01-2026 to 08-31-2031 for a 5 year contract.

FAR provisions 52.212-1, 52.212-2, and 52.212-3 apply to this procurement and are detailed within the attached solicitation document.

FAR clause 52.212-4 apply to this procurement and are included within the attached solicitation document.

Additional requirements are listed within the attached solicitation document.

The Defense Priorities and Allocations System (DPAS) does not apply to this acquisition.

Technical questions on this solicitation are due via e-mail only to Erica Miller, Contract Specialist, at erica.miller5@va.gov no later than 05:00pm Central Standard Time (CST), 08-14-2026.

Quotes are due to the Contracting Office by 05:00pm CST, 08-21-2026. Quotes are required to be emailed to erica.miller5@va.gov prior to the solicitation closing date and time. It is the responsibility of the offeror to ensure their quote is received in its entirety by the Contracting Officer before the solicitation closing.

Contact Erica Miller, Contract Specialist, at erica.miller5@va.gov for information regarding the solicitation.

See attached document: S02 - 36C26326Q0984-.

Project Name: HVAC PM & FILTER EVALUATION Location of Services Omaha VAMC, 4101 Woolworth Ave, Omaha, NE 68105 Facility Size: 813,984 sq. ft Grand Island VAMC, 2201 N Broadwell Ave, Grand Island, NE 68803 Facility Size: 253,358 sq. ft Contract Vehicle This performance work statement (PWS) is indefinite delivery indefinite quantity. The duration of this period of performance will be 5 years.

Performance Work Statement Scope Purpose: Routine filter inspection for HVAC systems as well as air handler preventative maintenance and testing of HEPA filtration. Contractor shall perform a comprehensive inspection, cleaning, testing, and maintenance of the HVAC equipment listed herein. Contractor shall ensure proper operation of all mechanical, electrical, control systems in accordance with manufacturer recommendations, OSHA, EPA, ASHRAE, VA regulations and facility-specific requirements. This contract will be set up as an indefinite delivery indefinite quantity for each of the CLINs with the exception of base year only services which will be the minimum of the contract over the 5 year contracted period of performance.

MERV Replacement (One Time Service – Base Year Only): The contractor shall replace the existing HEPA filters for the below spaces with those identified in parentheses at the respective locations (OM: Omaha, GI: Grand Island),

· Chemotherapy space (MERV 14: normal, MERV 16A: emergency), OM

· SPS (merv 14), OM and GI

· Radiology (merv 14), OM

· ICU (merv 14), OM Prior to replacing the contractor shall determine if there are any manufacturer’s recommendations restricting the change in MERV rating. Overall dimensions of replacement filters shall match existing unless manufacturer’s recommendations state otherwise. VA engineering approval will be required prior to proceeding forward.

Work requiring the isolation of an AHU that serves clinical spaces shall be performed after hours. Work requiring the isolation of an AHU serving administrative spaces shall be limited to 2-hour durations or performed after hours.

VA Omaha AHU Filter Inspection:

The contractor shall inspect air filters at the intervals specified in the maintenance schedule, or more frequently as conditions require, to ensure proper operation. During each inspection, the contractor must verify that all air filters meet VA HVAC Design Guide requirements and/or Table 6-4 of ASHRAE Standard 170-2013. This includes confirming the type, size, fit, orientation, and Minimum Efficiency Reporting Value (MERV) rating of each filter.

The contractor is to compare their findings to the list of filter information that will be provided to them. If any filter does not meet the required standards or matches the list for size, fit, or MERV rating, the contractor shall document these deficiencies and provide a written report detailing necessary corrective actions. Reports for this contract line item (CLIN) must also include information for each piece of equipment, listing the type and quantity of filters, their sizes, MERV ratings, and an estimate for filter replacement costs based on the manufacturer’s recommendations.

VA Omaha AHU Cleaning The contractor is responsible for thoroughly cleaning the interior of the Air Handling Unit (AHU). This includes all internal components such as the coils (including cooling coils [DX or hydronic], heating coils [glycol or water based], and condensing unit coils), the motor, and any other equipment located inside the AHU. The contractor shall clean the air intake of the air handler, starting from the air handler to the outside air damper. If the system includes a mixing or blender box, cleaning shall extend through this area up to the connection point between the air handler assembly and external supply discharge ductwork; cleaning beyond this point is not required.

The contractor must provide photographs of the inside of the AHU before and after cleaning, clearly showing the condition of the unit. An inspection of the AHU is required to identify and address any dirt, dust, and corrosion present inside the unit. Each part must be cleaned using the appropriate cleaning methods and cleaning solutions.

When cleaning the coils, the contractor must document and report the delta T (temperature differential) for each coil—cooling, heating, and condensing—before and after cleaning, using identical control valve positions and pressures for comparison. The contractor must also inspect the evaporator and condenser components for dirt, dust, and corrosion.

During cleaning, hose bib locations should be chosen to ensure water hose lengths do not exceed 100 feet and to avoid routing hoses through high-traffic areas whenever possible.

VA Omaha AHU Airflow and Performance Testing

· Measure and record airflow rates across the coils and filters.

· Check static pressure readings and compare to baseline data and manufacturer’s requirements.

· Verify proper temperature and humidity levels.

VA Omaha AHU Inspection Visual Inspection.

· Inspect the AHU cabinet, casing, and access panels for damage, corrosion, and leaks.

· Check for proper insulation and sealing around the unit.

· Check for proper insulation on heating or cooling media in the space the air handler occupies.

· Change insulation as recommended by the manufacturer.

· Ensure proper clearance around the AHU for serviceability.

Fan and Motor Maintenance:

· Inspect and lubricate fan bearings as per manufacturer guidelines.

· Check and adjust fan belts for proper tension and alignment.

· Inspect fan blades and clean as necessary.

· Measure motor voltage, amperage, and confirm proper operation.

· Meg motor

· Vibrational Analysis

· Inspect and tighten all electrical connections.

Drainage System Maintenance:

· Inspect and clean condensate drain pans and drain lines.

· Flush and clear any clogs to ensure proper drainage.

· Check for microbial growth and treat if necessary.

Damper and Actuator Inspection:

· Check outside air, return air, and exhaust dampers for proper movement.

· Inspect actuators and linkages for wear and damage.

· Lubricate moving parts as needed.

Electrical and Controls Testing:

· Inspect wiring, terminals, and electrical components for wear or damage.

· Test and calibrate sensors, thermostats, and pressure controls.

· Verify communication with the Building Automation System (BAS) if applicable.

· Test operation of safety switches and emergency shutdown functions.

· Test the low limit operation and verify that the system's operational sequence is correct, specifically ensuring that the outdoor air damper closes and the fan shuts off as required.

Performance Standards

· AHUs should be restored to full operational capacity after maintenance.

· Any critical issues or repair needs must be reported immediately to facility management.

· Work must be performed in accordance with ASHRAE, OSHA, and manufacturer specifications.

VA Omaha AHU Humidifier Planned Maintenance Visual Inspection:

· Check for signs of wear, corrosion, leaks, and mineral buildup.

· Inspect the humidifier housing, water lines, and electrical connections.

· Ensure no visible blockages or obstructions in steam or mist dispersion.

Operational Testing:

· Verify the humidifier is functioning correctly during AHU operation.

· Confirm that sensors, control valves, and solenoids respond to system commands.

· Measure humidity levels before and after humidification to confirm proper function.

Water System Check:

· Inspect water supply lines and drain lines for leaks or blockages.

· Check and clean strainers, filters, or demineralization components if applicable.

· Verify proper water pressure and flow rates.

· Test condensate to ensure it conforms to the requirements listed in 21 CFR 173.310 Electrical & Controls Testing:

· Inspect electrical wiring and connections for signs of wear or overheating.

· Test humidifier control sequences via the Building Automation System (BAS) or local controls.

· Confirm operation of safety switches and alarms (e.g., overflow detection, high/low humidity alarms).

Cleaning & Preventive Maintenance:

· Remove and clean scale buildup from steam cylinders, evaporative pads, or nozzles.

· Flush and disinfect water tanks and distribution components if applicable.

· Replace worn or clogged components such as filters, drain valves, or wicks.

VA Omaha Induction Unit Maintenance •The contractor shall inspect all pneumatic air lines, connections, and fittings for leaks and make any necessary repairs. The contractor shall check the proper operation of hydronic and airflow controllers and actuators, performing cleaning, lubrication, and troubleshooting to restore them to full working condition. Springs on control valves (typically orange in color) shall be replaced with new springs of identical diameter, length, and appropriate stiffness to ensure proper valve seating. The contractor shall verify that the external damper immediately outside each room, as well as the induction unit balancing damper, operate correctly in response to the thermostat. If needed, the contractor may access induction unit dampers by creating openings at the access points using a hole saw or similar method for manipulating the all-thread shaft. If cutting is required to access internal components, the contractor shall restore the external condition to its original state upon completion of the work. Thermostats must be checked for correct calibration and operation. Any worn or damaged insulation must be replaced with new material. Finally, the contractor is responsible for recording and providing before-and-after temperature, pressure, and CFM (cubic feet per minute) readings for all units serviced, ensuring these measurements align with the manufacturer’s specifications.

VA Omaha Induction Unit Cleaning Contractor shall clean individual unit hydronic coil interior and exterior as well as strainers (where equipped) as recommended by the manufacturer. For interior cleaning the contractor shall isolate and drain the unit. Contractor shall perform targeted dynamic flushes with clean water and chemical solution acceptable by the manufacturer or through equivalent means as approved by the VA representatives."

VA Omaha Isolation Valve Installation One Unit Isolation Valve Installation: The following work shall be performed after hours. Contractor shall work with local facility maintenance to isolate hydronic fluid to the floor and install a ball valve meeting MSS SP-110, screwed or solder connections, brass or bronze body with chrome-plated ball with full port and Teflon seat. Locations for isolation valve may include but is not limited to induction unit supply, induction unit return, branch supply, branch return, riser. Contractor shall provide stem extension to allow operation without interfering with pipe insulation as necessary.

VA Grand Island AHU Filter Inspection The contractor shall inspect air filters at the intervals specified in the maintenance schedule, or more frequently as conditions require, to ensure proper operation. During each inspection, the contractor must verify that all air filters meet VA HVAC Design Guide requirements and/or Table 6-4 of ASHRAE Standard 170-2013. This includes confirming the type, size, fit, orientation, and Minimum Efficiency Reporting Value (MERV) rating of each filter.

The contractor is to compare their findings to the list of filter information that will be provided to them. If any filter does not meet the required standards or matches the list for size, fit, or MERV rating, the contractor shall document these deficiencies and provide a written report detailing necessary corrective actions. Reports for this contract line item (CLIN) must also include information for each piece of equipment, listing the type and quantity of filters, their sizes, MERV ratings, and an estimate for filter replacement costs based on the manufacturer’s recommendations.

VA Grand Island AHU Cleaning The contractor is responsible for thoroughly cleaning the interior of the Air Handling Unit (AHU). This includes all internal components such as the coils (including cooling coils [DX or hydronic], heating coils [glycol or water based], and condensing unit coils), the motor, and any other equipment located inside the AHU. The contractor shall clean the air intake of the air handler, starting from the air handler to the outside air damper. If the system includes a mixing or blender box, cleaning shall extend through this area up to the connection point between the air handler assembly and external supply discharge ductwork; cleaning beyond this point is not required.

The contractor must provide photographs of the inside of the AHU before and after cleaning, clearly showing the condition of the unit. An inspection of the AHU is required to identify and address any dirt, dust, and corrosion present inside the unit. Each part must be cleaned using the appropriate cleaning methods and cleaning solutions.

When cleaning the coils, the contractor must document and report the delta T (temperature differential) for each coil—cooling, heating, and condensing—before and after cleaning, using identical control valve positions and pressures for comparison. The contractor must also inspect the evaporator and condenser components for dirt, dust, and corrosion.

During cleaning, hose bib locations should be chosen to ensure water hose lengths do not exceed 100 feet and to avoid routing hoses through high-traffic areas whenever possible.

VA Grand Island AHU Airflow and Performance Testing

· Measure and record airflow rates across the coils and filters.

· Check static pressure readings and compare to baseline data and manufacturer’s requirements.

· Verify proper temperature and humidity levels."

VA Grand Island AHU Inspection Visual Inspection.

· Inspect the AHU cabinet, casing, and access panels for damage, corrosion, and leaks.

· Check for proper insulation and sealing around the unit.

· Check for proper insulation on heating or cooling media in the space the air handler occupies.

· Change insulation as recommended by the manufacturer.

· Ensure proper clearance around the AHU for serviceability.

Fan and Motor Maintenance:

· Inspect and lubricate fan bearings as per manufacturer guidelines.

· Check and adjust fan belts for proper tension and alignment.

· Inspect fan blades and clean as necessary.

· Measure motor voltage, amperage, and confirm proper operation.

· Meg motor

· Vibrational Analysis

· Inspect and tighten all electrical connections.

Drainage System Maintenance:

· Inspect and clean condensate drain pans and drain lines.

· Flush and clear any clogs to ensure proper drainage.

· Check for microbial growth and treat if necessary.

Damper and Actuator Inspection:

· Check outside air, return air, and exhaust dampers for proper movement.

· Inspect actuators and linkages for wear and damage.

· Lubricate moving parts as needed.

Electrical and Controls Testing:

· Inspect wiring, terminals, and electrical components for wear or damage.

· Test and calibrate sensors, thermostats, and pressure controls.

· Verify communication with the Building Automation System (BAS) if applicable.

· Test operation of safety switches and emergency shutdown functions.

Performance Standards

· AHUs should be restored to full operational capacity after maintenance.

· Any critical issues or repair needs must be reported immediately to facility management.

· Work must be performed in accordance with ASHRAE, OSHA, and manufacturer specifications.

VA Grand Island AHU Humidifier Planned Maintenance Visual Inspection:

· Check for signs of wear, corrosion, leaks, and mineral buildup.

· Inspect the humidifier housing, water lines, and electrical connections.

· Ensure no visible blockages or obstructions in steam or mist dispersion.

Operational Testing:

· Verify the humidifier is functioning correctly during AHU operation.

· Confirm that sensors, control valves, and solenoids respond to system commands.

· Measure humidity levels before and after humidification to confirm proper function.

Water System Check:

· Inspect water supply lines and drain lines for leaks or blockages.

· Check and clean strainers, filters, or demineralization components if applicable.

· Verify proper water pressure and flow rates.

· Test condensate to ensure it conforms to the requirements listed in 21 CFR 173.310 Electrical & Controls Testing:

· Inspect electrical wiring and connections for signs of wear or overheating.

· Test humidifier control sequences via the Building Automation System (BAS) or local controls.

· Confirm operation of safety switches and alarms (e.g., overflow detection, high/low humidity alarms).

Cleaning & Preventive Maintenance:

· Remove and clean scale buildup from steam cylinders, evaporative pads, or nozzles.

· Flush and disinfect water tanks and distribution components if applicable.

· Replace worn or clogged components such as filters, drain valves, or wicks.

VA Grand Island Isolation Valve Installation One Unit The following work shall be performed after hours. Contractor shall work with local facility maintenance to isolate hydronic fluid to the floor and install a ball valve meeting MSS SP-110, screwed or solder connections, brass or bronze body with chrome-plated ball with full port and Teflon seat. Locations for isolation valve may include but is not limited to induction unit supply, induction unit return, branch supply, branch return, riser. Contractor shall provide stem extension to allow operation without interfering with pipe insulation as necessary.

The VA will ensure that the area designated for the isolation valve provides free and unobstructed access to facilitate installation. The VA will also verify that all upstream isolation valves are closed and that group lockout/tagout procedures are implemented during all isolation valve installation activities. For the purposes of this CLIN, the VA requests separate CLINs: one for valve sizes 5/8” to 1.5” and another for valve sizes 2” to 4”. The contractor shall select and install ball valves that meet the specified salient characteristics. Additionally, the contractor must be prepared to braze all valves, as the use of ProPress fittings is not permitted at the VA.

The contractor shall be responsible for ensuring that all fittings are installed correctly, in accordance with the manufacturer’s recommendations, Uniform Plumbing Code (UPC) requirements, and applicable industry standards. Following installation, the contractor shall perform leak testing on all fittings using approved procedures specified in the UPC and recognized industry practices. The leak test method, pressure levels, test duration, and acceptable outcomes must be documented. The contractor shall provide verification that all fittings have passed leak testing prior to system activation. Any deficiencies or failures observed during testing must be immediately addressed, corrected, and retested until full compliance is achieved.

Deliverables Reporting and Documentation: Contractor shall provide a written inspection report for each piece equipment, including:

· Date of service, technician name, and location (campus, building and room).

· Checklist of maintenance activities performed, before and after photos taken (includes filters, servicing, cleaning coils)

· Findings, deficiencies, and corrective actions taken.

· Recommendations for repairs, part replacements or stock supplies, or system upgrades.

· Submit reports electronically within 2 weeks after service completion.

Invoice Documentation: The contractor shall provide a list of tasks complete with the corresponding CLIN information to include how many additional quantities remain under that task order. This bill to date information shall be submitted to the VA during invoice upload for verification. At the conclusion of each year, the contractor shall provide recommendations for future task order quantities to prevent excessive task orders. This list of recommended items to include in a task order shall include the CLIN, quantity, line item cost and total cost in a table Deficiencies: The contractor shall be responsible for providing a list of deficiencies with presumed materials needed to repair. The list of materials shall include two suppliers for competitive cost comparisons unaffiliated with the contractor performing services under this contract. The repair shall also include assumed labor hours per personnel to perform the repair once materials are mobilized.

Safety: Contractor shall adhere to OSHA and facility safety protocols, use appropriate PPE (e.g., gloves, eye protection) when handling water treatment chemicals or cleaning components and dispose of waste materials in accordance with environmental regulations.

Period of Performance

· 5 Year period

Work Hours Expected The contractor shall limit all patient or staff impacts by phasing work during or after hours. Normal business hours are 0730-1600. Should services provided not impact patient or staff services work can be performed during normal business hours. Questions on local facility impacts and work proposed by the contractor shall be directed to the contracting officer representative for approval of work to be performed during or after hours.

Kickoff Meeting The general contractor shall schedule a kickoff meeting no later than 5 business days following notice to proceed. At a minimum the local site VA Representative shall attend. The contractor shall provide an agenda in preparation of the meeting. The contractor shall take meeting minutes and shall email these notes to all parties included in the meeting invite. At a minimum the contractor shall provide the general contractor contact information that can be reached 24/7 as well as subcontractors, and any required onsite coordination for inspection, testing or deliveries during the duration of the period of performance, any hazards expected, preconstruction risk assessments where applicable and infection control risk assessments where applicable. At the discretion of the contracting officer (CO) in accordance with FAR 42.503-1 the action of establishing a time and place of the conference, agenda and summary may be delegated or taken on by the contracting officer whom awarded such contract.

Certifications It is the expectation that all contractors meet the below qualifications. If contracted employees change from the proposal provided in the solicitation the general contractor shall provide credentials for VA review and approval prior to work.

General contractor shall provide one OSHA “Competent Person” (CP) to be physically present at all job sites. This individual shall be directly employed by the general contractor with authority to speak on behalf of the general contractor. This individual shall be capable of identifying existing and predictable hazards in the surroundings and working conditions which are unsanitary, hazardous or dangerous to employees, and who has the authorization to take prompt corrective measures to eliminate them (see 29 CFR 1926.32(f)). The prime contractor(s) are responsible for informing their subcontractors of the safety provisions under the terms of the contract and the penalties for noncompliance, coordinating the work to prevent one craft from interfering with or creating hazardous working conditions for other crafts, and inspecting subcontractor operations to ensure that Mishap prevention responsibilities are being carried out. This individual shall have a current OSHA 30 certification and provide no less than 3 years worth of job related experience similar to that being asked in this contract.

The general contractor shall also provide NATE (North American Technician Excellence) certification staff with current EPA 608 credentials and at least 2 years of experience performing work similar of scope to that covered within this document.

The competent person and HVAC technician be the same individual at the general contractor’s discretion. Contractor shall include this information in any proposals to the solicitation with the credentials of the proposed staff. Should staff change over duration of procurement the contractor shall provide new credentials for VA acceptance prior to work.

General Requirements Shall contractors work involve any of the below the stated requirement shall be met.

All work shall comply with the most recent edition of USACE EM 385-1-1, comply with 29 CFR 1926, comply with 29 CFR 1910 as incorporated by reference within 29 CFR 1926, comply with ASSP A10.34, and all applicable federal, state, and local laws, ordinances, criteria, rules and regulations. Submit matters of interpretation of standards for resolution before starting work. Where the requirements of this specification, applicable laws, criteria, ordinances, regulations, and referenced documents vary, the most stringent requirements govern except with specific approval and acceptance.

All electrical work shall comply with VHA Directive 1028, NFPA 70 (NEC), NFPA 70B, NFPA 70E, 29 CFR Part 1910 Subpart J – General Environmental Controls, 29 CFR Part 1910 Subpart S – Electrical, and 29 CFR 1926 Subpart K.

All installation, maintenance, and servicing of equipment or machinery shall comply with 29 CFR 1910.147 except for specifically referenced operations in 29 CFR 1926 All hot work shall be safeguarded in accordance with NFPA 241 and NFPA 51B. Hot work permits shall be issued daily for work in accordance with local policy.

All confined space entry shall comply with 29 CFR 1926, Subpart AA except for specifically referenced operations in 29 CFR 1926.

All floor and wall openings shall comply with 29 CFR 1926 Subpart M and EM 385-1-1..

Contractor shall maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241 Government Furnished Property or Space The contractor will not be provided government furnished property. Contractor equipment shall be removed or approved on a case by case basis by the contracting officer representative. The government is not liable for theft or security of such equipment if approved. Space and site storage for supplies covered under the CLINs will be discussed during kickoff.

Job Hazard Analysis Shall any of the below hazards be expected or present themselves during the work, an activity hazard analysis also known as a job hazard analyses, job safety analyses and activity safety analyses shall be performed meeting all of the requirements from the below. Deviations will be only be approved by the contracting officer.

Job Site Risks associated with the below

Before beginning each work activity involving a type of work presenting hazards not experienced in previous project operations or where a new work crew or sub-contractor is to perform the work, the Contractor(s) performing that work activity shall prepare an AHA (Example electronic AHA forms can be found on the US Army Corps of Engineers web site) AHAs shall define the activities being performed and identify the work sequences, the specific anticipated hazards, site conditions, equipment, materials, and the control measures to be implemented to eliminate or reduce each hazard to an acceptable level of risk.

Work shall not begin until the AHA for the work activity has been accepted by the Contracting Officer Representatives and discussed with all engaged in the activity, including the Contractor, subcontractor(s), and Government on-site representatives at preparatory and initial control phase meetings.

The names of the Competent/Qualified Person(s) required for a particular activity (for example, excavations, scaffolding, fall protection, other activities as specified by OSHA, EM 385-1-1, or other State and Local agencies) shall be identified and included in the AHA. Certification of their competency/qualification shall be submitted to the contracting officer representative for acceptance prior to the start of that work activity.

The AHA shall be reviewed and modified as necessary to address changing site conditions, operations, or change of competent/qualified person(s).

If more than one Competent/Qualified Person is used on the AHA activity, a list of names shall be submitted as an attachment to the AHA. Those listed must be Competent/Qualified for the type of work involved in the AHA and familiar with current site safety issues.

If a new Competent/Qualified Person (not on the original list) is added, the list shall be updated (an administrative action not requiring an updated AHA). The new person shall acknowledge in writing that he or she has reviewed the AHA and is familiar with current site safety issues.

Submit AHAs to the contracting officer, primary contracting officer representative and alternate contracting officer representative.

Preconstruction Risk Assessment / Infection Control Risk Assessment Contractor shall control all construction-associated hazards that affect VA medical facilities, their occupants, services and mission-essential functions and capabilities is critical in all medical center facilities.

Contractor shall ensure interior construction activities causing disturbance of existing dust, or creating new dust, must be conducted within ventilation-controlled areas that minimize the flow of airborne particles into patient areas.

Contractor shall ensure compliance VHA 7715 and post a copy of the latest PCRA and ICRA forms at all jobs sites found at

· VHA PCRA: http://vaww.hefp.va.gov/resources/vha-pre-construction-risk-assessment-pcra

· VHA ICRA: http://vaww.hefp.va.gov/resources/vha-infection-control-risk-assessment-icra

VHA-PCRAs and ICRAs will be re-validated and updated as needed based on but not limited to changes from affected individuals, areas/locations, scope, contractor means and methods, safety requirements, phasing, contractor competencies and capabilities.

The COR with concurrence from a VHA infection control specialist, VHA patient safety and VHA occupational health and safety officer will have ultimate decision on activity type and the level of precautions the contract needs to take.

Schedule Contractor shall provide a schedule to meet each aspect covered in the performance work statement NLT 10 calendar days from notice to proceed and issuance of a task order. Changes to this schedule shall be communicated to the Contracting Officer, primary and alternate contracting officer representatives immediately.

The contractor shall provide an updated list of equipment, the date of last inspection or certification and the planned date of next inspection to ensure equipment testing frequency is adequate.

Due to the continuous operations of the hospital and sensitive populations served, all equipment or utility outages shall be communicated to the contracting officer, primary and alternate COR for VA approval. The contractor shall build time for the VA to receive adequate approvals for such outages into their schedule and be prepared to work outside of normal business hours to accomplish any outages to limit impact to the patients, staff and visitors of the NWIHCS.

National Archives and Records Administration (NARA) Records Management Language for Contracts RECORDS MANAGEMENT OBLIGATIONS

Contractor will be required to complete “ VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information”, TMS 20939 No Access. Form will be provided upon award.

Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

includes Department of Veteran Affairs records.

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their Department of Veteran Affairs contract.

may include deliverables and documentation associated with deliverables.

Requirements 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.

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.

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.

Department of Veteran Affairs 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 Department of Veteran Affairs 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 Department of Veteran Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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 action. 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 Department of Veteran Affairs 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 action. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

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 Department of Veteran Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

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.

The Department of Veteran Affairs 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 Department of Veteran Affairs 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.

Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veteran Affairs-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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flowdown of requirements to subcontractors

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract action, and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

References

· HVAC Design Guide:

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