564-23-702 SOW.pdf

564-23-702 | 564-23-702 SOW_R2 03182025 Page 1 of 12

Statement of Work (SOW) Upgrade Multiple Parking Lots

(Lots C, 3G, M, MC, P, Q) 564-23-702

Veterans Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas

The Contractor shall furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the

SOW, drawings, and specifications to fully complete the rehabilitation of existing parking lots and crosswalks. This is a phased project and shall be completed in accordance with the contract documents. Electronic Portable Document Format (.pdf) copies of drawings and specifications to this work will be furnished by VA upon

Contractor’s written request to the Contracting Officer (CO). Hard copies of SOW, drawings, and specifications are the Contractor’s responsibility and expense at no additional cost to the Government. Contractor is responsible to verify existing and new dimensions, locations, and quantities to complete this project located on the

VHSO Main Campus 1100 N. College Avenue, Fayetteville, AR 72703.

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

I. GENERAL:

A. Any provision or partial provision of the Contract that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract shall remain in full force and effect.

B. Safety shall be the Contractor’s highest priority.

C. The Contractor’s performing site activities on VHSO campus shall have the following requirements completed prior to beginning work;

1. Negative TB Test, within the past calendar year.

2. Annual influenza shot is required for all staff performing work on

VHSO VA campus.

3. While on campus, Contractor shall wear a visible VHSO issued

564-23-702 | 564-23-702 SOW_R2 03182025 Page 2 of 12 identity Badge.

4. Minimum OSHA 10 certification. Site Superintendent shall have a minimum OSHA 30 certification.

D. Period of Performance: One hundred eighty (180) calendar days.

E. This project shall be a turn-key operation in accordance with this SOW, drawings, and specifications to be complete and working system(s).

F. Contractor’s work shall be conducted with the least amount of disruption to the VHSO facility.

G. Contractor shall submit to the CO and CO Representative (COR) a

Schedule of Values (SOV), Field Office Expenses, and a Project Schedule

(including Phasing Control Plan if applicable) in accordance with this SOW, drawings, and specifications no later than ten (10) calendar days after Notice to

Proceed (NTP) for COR written approval. The Project Schedule shall contain provisions, such as staging equipment and materials ahead of closing the affected parking areas and working extended hours to meet the project requirement.

H. Contractor shall submit to the CO and CO Representative (COR) all submittals no later than forty-five (45) calendar days after NTP for COR written approval.

I. Contractor materials, equipment, tools, supplies, consumables, and parts shall not be left unattended within a common work area. When working in common areas, there shall be a minimum of two (2) contractor employees present to ensure that Contractor building materials, equipment, tools, and supplies are not accessible to others.

J. Warranty: Contractor shall guarantee workmanship for a period of one (1) year after COR written acceptance of work. Contractor shall furnish a minimum one (1) year parts and labor warranty on equipment, components, and materials furnished plus any manufacturer’s warranty greater than one (1) year.

K. Emergency Service: Contractor emergency service shall be available 24 hours per day. Contractor shall respond on-site to emergency service calls within two (2) hours of notification. Contractor shall have the issue(s) corrected or a

564-23-702 | 564-23-702 SOW_R2 03182025 Page 3 of 12 plan in place (awaiting parts) within four (4) hours of arrival at job site. Any temporary repairs shall have prior written approval by the Chief, Engineering

Service or their designated representative.

II. CONTRACTOR ACCESS AND ACTIVITIES:

A. Safety: Contractor’s highest priority shall be safety. Contractor work shall be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor shall furnish required safety items and shall furnish and wear required Personal Protective Equipment (PPE). Contractor shall be prohibited to work without proper safety items and PPE. If Contractor does not comply with safety requirements, they will be asked to leave job site.

B. Site Supervision: Contractor shall submit written qualifications of proposed site superintendent(s) to the CO and COR for approval. Contractor shall furnish superintendent(s) with written COR approval to continuously supervise on site contract activities. Contractor superintendent(s) shall not engage in any direct trades’ labor.

C. Security: Contractor shall coordinate with the COR to obtain onsite access permission.

D. Badging: While on campus, Contractor shall wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent shall escort Contractor employees to Engineering Shop (Building

37) to obtain badge(s). Contractor shall maintain a Badge Log with Employee

Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor shall update Badge Log and furnish to the

COR weekly or as directed in writing by COR. Contractor shall report lost

Badge(s) immediately to the COR and document on Badge Log. Contractor shall return Badge(s) immediately on day of departure of employee from project to

COR and document on Badge Log. Contractor shall return remaining Badge(s)

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$100.00 fee for each lost or unreturned Badge.

E. Property Access Work Hours:

1. Outside Business Hours: Work shall be scheduled outside of regular business hours, 1700 to 0530 hours, Monday through Friday. Work may be scheduled at any time on Saturday and Sunday. Work may be scheduled during Federal holidays with VA COR approval. Federal holidays include New Year’s Day, Birthday of Martin Luther King Jr., Washington’s

Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving

Day, and Christmas Day.

2. Regular Business Hours: Work during regular business hours shall be approved by the COR. Work shall be scheduled and coordinated with the

COR during 0600 to 1600 hours, Monday through Friday. (excluding

Federal holidays.) Work during business hours shall not commence without prior COR written approval at no additional expense to the Government.

3. Designated Hours: Contractor shall limit contract work activity that interferes with Medical Center (MC) operations. Work shall not commence without prior COR written approval at no additional expense to the

Government.

F. Utilities: If a utility, fire protection, life safety system or security system is disturbed and not functional as a result of construction activities, the Contractor shall restore the system(s) to working order immediately or shall furnish an around-the-clock watch subject to COR written approval until the system is functional at no additional cost to the Government.

G. Parking: Contractor on-site parking is limited to availability of designated

Contractor parking. Contractor shall have prior COR written approval of on-site

Contractor parking.

H. Vehicles and Construction Equipment: Contractors’ key(s) to unattended vehicle(s) and construction equipment shall be removed and vehicle(s) locked.

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I. Unloading and Loading: Contractor shall unload and load materials, equipment, tools, supplies, parts, and construction debris at locations proposed by the Contractor, subject to review and acceptance by the COR.

J. Storage and Staging: Contractor storage and staging is limited to availability of designated on-site Contractor storage and staging. Contractor shall submit a written request for storage or staging to the COR for consideration a minimum of seven (7) business days prior to the storage or staging. Contractor shall have prior COR written approval of on-site Contractor storage and staging.

Contractor shall relocate or remove on-site storage and staging a maximum of seven (7) business days after written notification by the COR without additional expense to the Government.

K. Equipment and Tools: Contractor shall furnish construction equipment and power to complete Contractor’s work.

L. Radios and Mobile Devices: Contractor shall use mobile devices at low volume or outside. AM/FM radios and other media producing devices shall not be used on VHSO property.

M. Noise: Contractor shall coordinate and schedule with COR noise making activities. Contractor shall submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity.

Contractor shall have COR written approval to proceed.

N. Hot Work: Contractor shall perform and safeguard hot work operations in accordance with OSHA 1910 Subpart Q, NFPA 241, and NFPA 51B. Contractor shall coordinate and schedule with COR Hot Work Operations. Hot work operation is defined as operations such as open flame, producing heat and/or sparks, burning, welding, processes such as arc welding, oxy-fuel gas welding, open-flame soldering, brazing, thermal spraying, cutting, oxygen cutting, arc cutting, chipping, grinding, heat treating, sand blasting, torch-applied roofing, chemical welding, thawing pipe, and light horizontal welding, or an operation that is capable of initiating fires or explosions. Contractor shall obtain Hot Work

Permit from COR prior to activity.

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O. Utility interruption: Contractor shall coordinate and schedule with COR.

Contractor shall submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Work shall be planned in advance to give as much time as possible to schedule a utility interruption. There may be times when a utility interruption request is denied because of insufficient lead-time or interference with ongoing VHSO activities and shall be rescheduled at no additional cost to the Government. Contractor shall have COR written approval to proceed three (3) business days prior to activity.

P. Disposal: Contractor shall coordinate and schedule with COR.

Contractor shall have COR written approval to proceed three (3) business days prior to activity. Contractor shall submit a written request to dispose of any government owned materials, equipment, or property in advance to the COR for

COR written approval. Contractor shall remove and properly dispose construction debris, materials, equipment, and substances from this project and the VHSO property daily into the Contractor supplied containers. Contractor shall coordinate disposal container location with COR contingent upon available space and any future COR directed relocation(s) shall be at no additional cost to the

Government. Construction debris created from the project shall not be disposed of in VHSO dumpsters or on VHSO property. Disposal of construction debris, materials, equipment, and substances from the project shall be in accordance with applicable Federal, State, and Local laws, rules, and regulations. The

Contractor shall ensure and furnish appropriate documentation to the CO and

COR that all hazardous waste handlers, haulers, and disposal facilities are properly licensed. The Contractor shall furnish shipping manifest and documentation of disposal of construction debris, materials, equipment, and substances from the project prior to final payment.

Q. Photography: Contractor shall coordinate and schedule with COR.

Contractor shall be escorted by VHSO personnel to take job site related photos.

Contractor shall not photograph any patients, personnel, visitors, and others on

VHSO property.

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R. Project Meeting/Conference Minutes:

1. Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

2. Minimum meeting minutes requirements.

a) Contractor shall take minutes of all meetings held relative to this project.

b) The progress meeting shall include at a minimum, the

Project Manager and the Contractor, the COR and the CO representing the Government. Others shall attend when requested by the Contracting Officer. The meeting shall be scheduled the same day, time, and place each week.

c) Project name, number, meeting host, Meeting Name.

d) Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings.

e) Participant list (Name, Title, Phone number (office and

Mobile), Email, Attended Meeting (yes/no Check box).

f) Meeting purpose, Roll call, Safety, Security, Environmental, and Additional Items.

g) Agenda items (Decisions, action items, and fixes or next steps).

h) Next meeting date and time.

i) Detailed attachment list.

j) Contractor shall furnish, via e-mail, complete copies of all minutes to all attendees within 72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the Contractor along with the Contractor and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the

Contracting Officer shall render a final decision. Copies of

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III. OTHER REQUIREMENTS:

A. Structural members shall not be cut or altered, without prior COR written authorization.

B. Contractor shall make every reasonable effort to protect VHSO property from damage.

C. The Contractor shall furnish adequate protection for VHSO property before any construction activities occur. Contractor moved items shall be put back by the Contractor to original locations and conditions as work is completed at no additional cost to the Government.

D. Anything remaining in place that is damaged or defaced by the Contractor shall be restored by the Contractor to the pre-existing damaged or defaced condition at no additional cost to the Government.

E. The Contractor shall coordinate work of different trades so that interference between mechanical, electrical, architectural, and structural work including existing services shall be avoided and within limits indicated the required space for operation, repair, removal, maintenance, and testing of equipment.

F. Contractor shall locate existing utilities in area of work. Contractor shall furnish adequate means of support and protection to utilities that remain in place.

Any property damaged by Contractor shall be repaired or replaced at no additional cost to the Government. Government property shall be protected from damage at no additional cost to the Government. Areas shall be cleaned after coring, sawing, and other construction activities by the Contractor at no additional cost to the Government.

G. No unauthorized Contractor work to be initiated without the prior written approval of the CO. The CO shall approve any request, or proposal for changes in project scope or additional requirements, in writing prior to the Contractor proceeding with any work. Any Contractor changes without prior written approval by the CO, shall be done at the Contractor’s risk and at the Contractor’s

564-23-702 | 564-23-702 SOW_R2 03182025 Page 9 of 12 expense. Contractors shall visit the job site and visit the facility in order to determine the nature and location of the work to be performed in general and the local conditions which can affect the work. Failure to do so shall not relieve the

Contractor of responsibility for estimating the difficulty or cost to perform the work. Contractor shall comply with applicable Federal, State, Local laws, codes, regulations, and ordinances. Contractor shall obtain permits and licenses required by Federal, State, Local law, code, regulation, and ordinance(s) at no additional cost to the Government.

IV. RECORDS MANAGEMENT OBLIGATIONS

A. 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.

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 VHSO records.

2. does not include personal materials.

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

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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.

564-23-702 | 564-23-702 SOW_R2 03182025 Page 10 of 12 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. VHSO 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 VHSO 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

VHSO. 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

564-23-702 | 564-23-702 SOW_R2 03182025 Page 11 of 12 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 VHSO 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 VHSO 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 VHSO policy.

8. The Contractor shall not create or maintain any records containing any non-public VHSO 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 VHSO 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.

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Government for which [Agency] 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 VHSO-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 bu provide the training to the contractor.]

D. Flowdown of requirements to subcontractors

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

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