630A4-26-XXX CT Scan AC Unit Replacement SOW 11-12-25.docx

Statement of Work Performance Period: 60 Calendar Days Description of Work:

Furnish and install a new air handling unit (AHU) for the at the CT Scan AC unit main building 1 at Veteran’s Affairs Medical Center, 800 Poly place Brooklyn, NY 11209 in accordance with manufacturer specifications and VA specifications at http://www.cfm.va.gov/til/specs.asp. Work shall meet all VA design guidelines and requirements.

Specific Requirement:

The Contractor shall furnish all labor, materials, tools, supervision, equipment, safety, necessary to perform the Connection site preparation. At minimum, the following shall be performed:

1. The contractor Removing the existing R-22 split system with electric heat.

2. The contractor Removing the existing condenser on the roof after hours After 5:00PM

3. The contractor Removing and replacing the drop ceiling as needed.

4. The contractor furnishes and replacing the disconnect box for the condensing unit.

5. The contractor is also responsible for all rigging after 5:00PM a rigging plan must be approved by the VA before the contractor schedules the rigging.

6. The contractor shall furnish and install a new split system with electric heat

7. The contractor shall furnish a new external condensate pump

8. The contractor shall furnish and install a new thermostat

9. The contractor shall furnish and install including the condensing unit, a variable speed ECM motor in the Air Handling Unit (AHU), and 3-phase heat to match the existing KW.

10. The contractor shall furnish and install ceiling tiles that match what is in the room.

11. The contractor is responsible for any damage they cause in the room from painting, ceiling damage, ceiling grids, etc.

12. The contractor is responsible for checking if there is power available to support and connect the new unit.

13. The contractor is responsible for any lighting plan for rigging of the consider after hours.

14. The contractor shall furnish and install all the control switches to the new unit.

15. The Contractor shall schedule all work with VA COR

General Requirement:

The Contractor shall furnish all labor, materials, tools, hardware, supervision, equipment, safety, drawing, rigging, permit, labelling, commissioning, site visit necessary to perform the site preparation. At minimum, the following shall be performed:

Project Number: 630A4-26-XXX Project Title: CT Scan AC Unit Replacement

16. Refer to the following attachment for detailed project information and requirement, additional information can be found in VA Technical Information Library (TIL) https://www.cfm.va.gov/til/spec.asp#26 :

The Contractor shall furnish all labor, materials, tools, hardware, supervision, equipment, safety, drawing, rigging, permit, commissioning, site visit necessary to perform the site preparation. At minimum, the following shall be performed:

1. Refer to the following attached Sketch, cut sheet and floor plan for detailed project information.

2. Additional information can be found in VA Technical Information Library (TIL) https://www.cfm.va.gov/til/spec.asp#26

3. The Contractor shall take all necessary precautions and safety measure to protect all patients and end users from all related activities. The Contractor along with facility shall jointly lock out/tag out electrical power boxes that supply power to the unit.

4. The Contract shall provide and install all electrical, piping connections by certified technicians in their trades.

5. The Contractor shall test and verify all work to ensure proper operation.

6. The Contractor must have OSHA training, and specialized OSHA training.

7. In the performance of all work, the workers must be incompliance with safety regulations governing worker safety (OSHA: 29 CFR 1926 Safety and Health Regulations for Construction; NFPA, Life Safety Codes, etc.).

8. All work shall be done in accordance with NFPA, Life Safety, VA Standards and Regulations, VA Policy and requirements, OSHA regulations, and manufacturer specification.

9. The Contractor shall guarantee that all work performed will be free from all defects in workmanship and materials and that all installation and repair will provide the capacities and characteristics specified. The contractor shall guarantee that if, during a period of one year from the date of the certificate of completion and acceptance of the work, any such defects shall be repaired by the contractor at his own cost. The Contractor shall within that period correct all defects in materials/workmanship within twenty-four (24) hours of being notified. The Contractor shall inform the government of any manufacturer’s warranty that will exceed the one-year warranty the Contractor offers. A document shall have minimum the company, phone number, and an address of where the government can obtain the manufacturers for extended warranty.

10. It is the responsibility of the contractor to verify all quantities, field conditions and measurements prior to starting work. The contractor shall notify the CO/COR and VA Engineering Team of any differing site conditions prior to starting.

11. The Contractor shall always provide an English-Speaking working supervisor on-site when work is being performed and for the duration of this project. Supervisor must have a minimum of five (5) years of experience as a supervisor on five (5) projects like this.

12. The Contractor shall provide his own storage for materials. The VA is not responsible for loss of tools, materials, equipment, etc.

13. The Contractor shall post visible required warning signs and barriers prior to beginning any work.

14. The Contractor shall be responsible for any damage caused by his employees. All damages shall be repaired and/or replaced at no additional cost with the government.

15. The Contractor shall be responsible for the proper and safe removal and disposal of all debris. Contractors shall be required to provide tipping reports for the weights of construction waste recycled and landfilled. VA Directive 0063 requires 50% of waste to be prevented or recycled.

16. The Contractor shall perform cleanup at any time when work area becomes cluttered and/or restricts traffic. At minimum, the Contractor shall clean work area at the end of each work shift.

17. The C&A requirements do not apply, and a Security Accreditation Package is not required.

18. The Contractor is responsible for completing the VA Privacy and Information Security Awareness training.

VA Patient Privacy and Network Infrastructure

None of the equipment listed within this procurement package will access the VA Network or store any sensitive patient information. Any contractors that will come on site for installation will not need access to VA network. All contractors must comply with VA regulation and complete the following training: “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or use to VA Sensitive Information.”

· Reference the attached Handbook 6500.6 Appendix A - Checklist for Information Security in the initiation phase of acquisitions.

· The system does not transmit or maintain electronic Protected Health Information. A Manufacturer Disclosure Statement for Medical Device Security (MDS2) form is not applicable.

· A VA Directive 6550 Pre-Procurement Assessment form is not applicable.

Privacy Training:

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information

· All contractor employees and subcontractors participating under this contract are required to complete the VA's Privacy training requirement - “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information” Contractors must provide certifications of completion to the COR during each year of the contract. Training expires 365 days after the training is taken. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). The COR for the contract is responsible for ensuring the contractor takes the training and to follow up with the annual requirements.

· See Attachment A – VA Privacy Training for Personnel without Access to VA Computer

Project Management Platform Requirement A. Construction contractors and A/E design firms, selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its NonRecurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

B. The contractor shall accomplish and complete the following tasks upon award of contract:

1. Request access to ACC platform and Productivity NOW eLearning Site to project VA COR NLT 14 days from contract award.

2. Only staff that shall utilize the platform to be granted access. Examples: Project manager, sub-contractors POC, Site manager, Safety officer, etc.

3. The access request shall be in writing and include a list of staff. The list shall include the following information:

· Full Name

· Company Name

· Email Address

· Role/Position on the project (i.e., Project manager, site super)

4. Upon granting access, staff shall complete the required ACC training through Productivity NOW platform within 12 Calendar days.

5. Upon successful completion of the training, the contractor shall submit certificates of completion to COR NLT 2 business days.

C. Access to Productivity NOW eLearning will expire after 12 Calendar days after online access is granted. The contractor shall complete ACC training within that period.

D. Additional Staff and Subcontractors can be added at any time with a request submission to the project COR as described above.

E. The contractor shall only use the ACC platform for contract required submissions, official project correspondence to be acknowledged, reviewed, and actioned by the responsible party. No additional time shall be added to the contract, nor an increase in the contract amount provided for the contractor’s failure to utilize the ACC platform as the project’s official communication and collaboration system. Any correspondence out of platform shall not be the governing authority contradicting direction and will be at the contractor’s expense. Official project correspondence and collaboration includes but not limited to: RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

F. The contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertain to staff who were granted access to the ACC platform. The contractor shall request termination of access, replacement of personnel and/or any other action that might impact the contractor’s ability to maintain the required utilization of the platform.

G. Contractor submission requirements cannot be accepted for work to begin without meeting all ACC Platform requirements outlined herein, including completing required ACC platform training.

H. The C&A requirements do not apply, and that a Security Accreditation Package is not required.

Records Management Language for Contracts When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

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 [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] 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. 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. [Agency] 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 [Agency] 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 [Agency]. 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 [Agency] 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 [Agency] 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 [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] 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 [Agency] 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 [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 52.22720.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-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.] 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.

Records Management Language for Contracts | National Archives