Attach III -539-25-508 Correct Imaging Tower Deficiencies - SOW.docx

(539-25-508) [Correct Imaging Tower Deficiencies]

STATEMENT OF WORK (SOW)

as of 3/24/2026 Cincinnati VAMC, 3200 Vine St, Cincinnati, OH 45220

1. Contracting Officer’s Representative (COR):

2. Contract Title: 539-25-508 Correct Imaging Tower Deficiencies

3. Background:

The chosen contractor shall provide complete construction services including labor, materials, equipment, and supervision required to complete the “Correct Imaging Tower Deficiencies” project for the Cincinnati VAMC. This project requires a full roof replacement above A2013 & A2016, a lead-lined door replacement in A2016 (in favor of something like a traditional double-door where both sides open with operator) and improved cooling capacity within CT equipment room A2016A.

4. Scope:

The “[Correct Imaging Tower Deficiencies]” project is intended to replace the full roof above A2013 & A2016, along with lead-lined door replacement in A2016 (in favor of something like a traditional double-door where both sides open with operator). Additionally, this project will add cooling capacity to CT control room A2016A through the placement of a dedicated ductless split system with capacity to cool at a rate of up to 30k BTU/HR. The installation of this should be all inclusive of all carpentry, power and plumbing work.

5. Specific Tasks:

1. Full roof replacement above A2013 & A2016.

2. Lead-lined door replacement in A2016.

· (lead-lined, handicap pushbutton operator, traditional double-door where both sides open with operator)

3. Placement of a ductless split system within CT control room A2016A with cooling capacity up to 30k BTU/HR.

a. Basis of design is an “Outdoor Unit Single Zone Heat Pump Ductless System” Model 38MARBQ30AA3 with “High Wall Heat Pump Ductless System” Model 40MAHBQ30XA3.

b. Outdoor unit shall be supported on two roof curbs with installation coordinated in roof replacement.

c. Contractor shall be responsible for all electric, plumbing and carpentry support to place these units in alignment with the specifications.

6. Performance Monitoring:

Construction contract supervision will be conducted by the Project Section of Engineering Service at the Cincinnati VA Medical Center.

Inspection will be made throughout the project and delivery and installation.

7. Security Requirements:

None.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI):

None.

9. Other Pertinent Information or Special Considerations:

c. Identification of Non-Disclosure Requirements.

None.

10. Risk Control:

An infection control risk assessment will be completed for this project by the facility and should be followed during periods of construction.

The selected contractor may also be subject to COVID-19 regulations outlined within VHA Directive 1193 which provides guidance towards vaccination requirements, exemptions, documentation, masking, and testing requirements. Further confirmation will be provided by the Contracting Officer.

11. Place of Performance:

Work will take place in and around the roof of floor 2 above A2013 & A2016 and floor 2 in Building #1 at the Cincinnati VAMC.

12. Period of Performance:

All phases of work, including project closeout documentation, to be completed & provided within 180 calendar days after issuance of the Notice To Proceed (NTP).

13. Delivery Schedule:

TBD

14. Technical/Administrative Requirements:

Contracted work shall be conducted in accordance with the below VA Specifications.

1. Further information and applicable specifications can be found within U.S. Department of Veterans Affairs Office of Construction & Facilities Management Technical Information Library (TIL) at https://www.cfm.va.gov/til/

a. This resource provides information regarding construction specifications, construction procedures, design manuals, design guides and other relevant design requirements & information.

The above SOW constitutes a basic outline of work required for this project but does not include all details required for the design, construction, and completion of this project. A pre-construction walkthrough and inspection of current conditions is recommended to determine all needs and requirements prior to starting the project.

15. Warranty:

Contractor must provide a one (1) year warranty to include all materials and labor.

16. Cincinnati VAMC Record Management:

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. Cincinnati VA Medical Center (CVAMC) 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 CVAMC 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 CVAMC. 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 Statement of Work. 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 CVAMC 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 Statement of Work. 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 CVAMC 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 CVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public CVAMC 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 CVAMC 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 CVAMC 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. TMS Course 10203, VA Privacy & Information Security Awareness will be used to satisfy this requirement.

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

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