STATEMENT OF WORK

(SOW) Flooring Maintenance for VA Pacific Islands Health

Care System

(VAPIHCS)

1. GENERAL INTENT

The intent of this Statement of Work (SOW) is to define the requirements to provide

Commercial flooring repair and installation services for VA Pacific Islands Healthcare System, to augment our maintenance department under an Indefinite-Delivery Indefinite-Quantity

(IDIQ) Single Award contract. Services will be ordered on an as-needed basis through individual Task Orders.

2. SCOPE OF WORK

2.1 This Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract covers all labor, supervision, tools, equipment, materials, transportation, and incidentals necessary to perform flooring-related services. Work will be issued through individual Task Orders. Services may include, but are not limited to, repair, removal, installation, testing, replacement, and maintenance of flooring systems. Contractor is responsible for field verifying quantities and dimensions.

2.2 The contractor shall assume that there are no staging areas available within the facility premises. If necessary, staging areas may be put into effect at the discretion of the Contracting Officers Representative (COR), depending on availability. The Contractor shall note that there is absolutely NO Contractor employee parking in Patient Parking designated areas. The COR will delegate 1 stall upon request.

2.3 Contractors shall be responsible for removing all furniture and all other items, prior to work, from the rooms and corridor areas. Items shall be temporarily stored in a swing space, predesignated by the COR. After the completion of the installed flooring all furniture/room items must be returned to their original location in a timely fashion.

2.4 The contractor shall remove and install new accessories associated with the flooring. Carpet and vinyl tile to include, but not limited to, subfloors, carpet tack strips, carpet padding, and vinyl glue. Preparation and repair of the underfloor as required for installation of new tile. This includes, but is not limited to, testing concrete for pH and moisture, floor leveling and repair using cementitious underlayment as appropriate following the specific

2.5 Replacement of all flooring shall be done by a State of Hawaii certified installers and State of Hawaii Licensed Contractor only; certification must be from all regulatory agencies as well as the manufacturer. All work under this contract is to be completed following all state, federal and VA requirements and regulations.

2.6 The contractor will be responsible for removal and disposal of all debris, trash, and equipment components off the property. VAPIHCS and DOD dumpsters and trash receptacles shall not be utilized by the contractor for the disposal of ANY debris throughout the duration of this contract. The contractor shall be responsible for patch, paint, repair, and

DRAFT

cleaning of any walls, ceilings (ceiling tiles), doors, windows and floors that may get damaged or dirtied by the contractor during renovations.

3. FLOORING TYPES

Flooring services include the following materials:

• Vinyl Composition Tile (VCT)

• Luxury Vinyl Tile (LVT)

• Luxury Vinyl Plank (LVP)

MetroFlor Deja New San Marcos Oak 20mil 9”x60” GLUEDN Pumice Wash DN1445105

• Cove Base

Flexco 6” Wallflowers TS Rubber Base Cove 4’ Gray 036 Base

• Seamless Sheet vinyl (including heat-welded seams)

• Carpet tile

• Rubber flooring

• Ceramic and porcelain tile

• Sealed or polished concrete

• Healthcare-grade and specialty flooring systems

• ADDITIONAL PRODUCT SPECIFICATIONS WILL BE ATTCHED TO THIS SOW

• *Other flooring/components as identified in individual Task Orders.

4. TASK ORDERS

Work shall be ordered through written Task Orders issued by the Contracting Officer (CO) or

Contracting Officer’s Representative (COR). Each Task Order will have a Notice to Proceed

(NTP), define the scope, removal and installation requirements, flooring type, salient characteristics, square footage, location, and performance period. Each TO will be followed by a meeting with the COR of this contract prior to commencement of work.

5. GEOGRAPHIC LOCATIONS

Services shall be performed at VA-owned or leased facilities within the VA Pacific Islands

Health Care System area of responsibility, as identified in individual in Task Orders. The designated geographic areas are as follows:

• Bldg. 30, Ambulatory Care Clinic (ACC), located at 459 Patterson Rd.

Honolulu, HI 96819

• 070580

• Bldg. 32, Parking Structure (PRKG), located at 459 Patterson Rd.

Honolulu, HI 96819

• Bldg. 110A, Community Living Center (CLC), 110 Krukowski Rd.

Honolulu, HI 96819

• * Bldg. T1, E-Wing located at 1 Jarret White Rd. Honolulu, HI 96819

• VA Community Based Outpatient Clinics (CBOC) including:

Hilo VA Clinic- 45 Mohouli St. Hilo, HI 96720

Kona- 73-5618 Maiau St. Ste 200 Kailua-Kona,HI 96740

Maui- 203 Ho’ohana Street Kahului, HI 96732

Kauai- 4485 Pahe’e Street Ste 150 Lihue, HI 96766

Molokai- 604 Mauna Loa Hwy Kaunakakai, HI 96748

6. PERIOD OF PERFORMANCE

The IDIQ contract shall include a base period of one (1) year with four (4) one-year option periods, not to exceed five (5) years total in accordance with Federal Acquisition Regulation

(FAR). Individual Task Orders shall specify their respective scope of work, periods of performance (POP), and Notice to Proceed (NTP).

7. HOURS OF WORK

Normal work hours are Monday through Friday (600-430), excluding Federal holidays.

After-hours or weekend work may be required,4:00PM-11:00PM or longer, to minimize disruption to patient care and facility operations and will be specified in Task Orders. All scheduled work must be approved by the COR of this contract. Federal Holidays observed by the Federal Government are:

• New Year’s Day, January 1

• Martin Luther King Day, Third Monday in January

• Presidents’ Day, Third Monday in February

• Memorial Day, Last Monday in May

• Juneteenth, June 19th

• Independence Day, July 4

• Labor Day, First Monday in September

• Columbus Day, Second Monday in October

• Veterans’ Day, November 11

• Thanksgiving Day, Fourth Thursday in November

• Christmas Day, December 25

8. STANDARDS AND COMPLIANCE

All work shall comply with applicable federal, state, and local laws, regulations, codes, and standards, including VA design standards, OSHA requirements, infection control requirements

(ICRA), and manufacturer installation specifications. All work shall be done in a professional manner according to the best trade practices and to the satisfaction of the COR.

9. QUALITY CONTROL

The Contractor shall establish and maintain a Quality Control (QC) program to ensure services meet all contract requirements. Deficiencies shall be corrected at no additional cost to the Government.

10. SAFETY AND INFECTION CONTROL

The Contractor shall abide by ALL necessary construction safety documents, including but not limited to: Infection Control Risk Assessment (ICRA), Internal Life Safety Measures (ILSM), CATEX, AHA, PCRA, SDS’, FEWR, and HOT WORK Permits. All work shall comply with all applicable federal, state, local and VA regulations and requirements. The contractor shall be actively involved in the ICRA process.

*Asbestos: Removal of Asbestos Mastic and Floor Tiles in the locations identified.

Contractors shall follow all Asbestos regulation for removal. All Asbestos removals shall be performed after hours (4:30pm) and shall be completed, clean and cleared by the next workday. The Contractor shall supply the third-party air monitoring for the removal, as applicable.

*Bldg T1, E-Wing located at 1 Jarret White Rd. Honolulu, HI 96819.

11. SUBMITTALS

The Contractor shall provide required submittals as identified in Task Orders, which may include product data, moisture testing results, samples, schedules, safety plans, and warranties.

12. WARRANTIES

The Contractor shall provide manufacturer and workmanship warranties in accordance with

Task Order requirements. All warranties will commence after the FINAL acceptance of the completed contract, not individual task orders. Callbacks for any workmanship shall be addressed within 2 hours of the notification to the State of Hawaii contractor.

13. GOVERNMENT FURNISHED PROPERTY

Unless otherwise stated, no Government Furnished Property (GFP) will be provided under this contract.

14. CONTRACT ADMINISTRATION

The Contracting Officer is the only individual authorized to modify the contract. The COR will provide technical oversight and acceptance of services.

15. ACCEPTANCE

All work shall be inspected and accepted by the Government upon completion and verification that contract requirements have been met. FINAL acceptance will be defined as the acceptance of the contract work at the end of the entire contract, unless otherwise specified in individual Task Orders, and with prior approval of the COR of this contract.

16. INVOICING AND PAYMENT

The Contractor shall submit invoices in accordance with VA invoicing procedures and the terms of each Task Order. Payment shall be made upon acceptance of services through a third-party service.

17. SECURITY AND ACCESS

Contractor personnel shall comply with VA security requirements, including background checks and badge procedures, as applicable. Contractors must obtain and maintain installation access. All contractor vehicles shall have current registration, safety check, and vehicle insurance. All personnel shall have a valid driver’s license and ability to obtain clearance for base access. Contractors shall always have an identification badge on them with their name and company clearly identified.

18. TERMINATION

The Government reserves the right to terminate the contract or any Task Order in accordance with applicable Federal Acquisition Regulation (FAR) clauses.

19. RECORDS MANAGEMENT REQUIREMENTS:

NARA Records Management Language for Contracts (May 2017):

https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. 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:

1. includes Department of Veteran’s Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VAPIHCS contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

The following standard Items relate to records generated in executing this contract and should be included in a typical contract where records could possibly be created, maintained or dispositioned:

1. Contractor(s) 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. VAPIHCS 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 VAPIHCS 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 VAPIHCS The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor(s) 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 SOW. 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 VAPIHCS 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(s) 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 [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor(s) shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy.

8. The Contractor(s) shall not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract.

9. The Contractor(s) 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 [FACILITY] 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 [FACILITY] 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.

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.]