Attachment 1 36C24125Q0479 SOW.docx

GENERAL REQUIREMENTS

VA Connecticut Healthcare Systems (VACHS), West Haven Campus, requires water chemical treatment for the Cogen absorber cooling tower. VACHS, West Haven requires the contractor to provide services for all labor, materials, transportation, and expertise necessary for consistent chemical treatment to meet VA requirements for plant operation and efficiency during the cooling season.

PLACE OF PERFORMANCE

VA Medical Center West Haven 950 Campbell Ave West Haven, CT 06516

PERIOD OF PERFORMANCE

The Period of Performance for this service contract is 06/21/2025 – 06/20/2026 with four 12-month option periods as follows:

Option Year 1: 06/21/2026 – 06/20/2027 Option Year 2: 06/21/2027 – 06/20/2028 Option Year 3: 06/21/2028 – 06/20/2029 Option Year 4: 06/21/2029 – 06/20/2030

DESCRIPTION OF SERVICES

The scope of this work includes annual coordination, site prep, transportation of personnel, staging, removal of materials, and periodic inspection of chemical treatment systems of Marly Cooling Towers (Part Number: NC8412RCN3CGF) as outlined below.

Contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to provide consistent water treatment for the Cogen absorber cooling towers.

TASKS

1. The chemical treatment of the Cogen absorber cooling tower shall be in conformance with the following standards/codes/specifications/regulations to include but not limited to:

a. Environmental Protection Agency (EPA) governing regulations.

b. National Fire Protection Association (NFPA) 70E.

c. Department of Veterans Affairs Policy on Cooling Tower Water Systems.

2. The contractor will be responsible for coordinating, scheduling, and reporting all work-related activities and will provide information related to the scope of work as requested by the Government. The responsibilities shall include but are not limited to:

a. An initial site visit to setup the chemical feed equipment and to dose the system with a primary chemical treatment at the start of the month of May.

b. Provide 2 scheduled site visits of 90 minutes in length per month during the months of May through September.

c. Provide a final site visit to shut down the chemical feed equipment at the end of the month of September.

d. Provide operator training and safety training for VA staff.

e. Provide training on testing methods and detailed logs.

f. Provide full testing and analysis of the cooling water and review with designated VA representative at each site visit.

g. Provide management of chemical inventories.

h. Coordinate with the Technical Point of Contact or assigned VA representative to develop a schedule for items a – g, and have the schedule completed and approved a minimum of 2 weeks in advance of the first site visit.

3. Additional maintenance identified during the scope of the work outlined above shall be reported via email and by phone or in person No Later Than (NLT) End Of Day (EOD) on the day of discovery.

4. Protect all equipment in place during work activities.

5. Remove and dispose of debris and empty containers because of the work.

DELIVERABLES

1. The contractor shall submit any waste manifest documents as applicable with final reports.

2. Prior to the start of work, the specifications shall require the contractor to develop and submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to:

a. Safety Data Sheets (SDS) for all chemicals provided.

QUALITY:

All work is subject to inspection, review and approval by the Boiler Plant Supervisor, Utility System Supervisor, Chief M&O, Chief Engineer, and/or their designees.

HOLIDAYS/NORMAL WORK HOURS

Work shall occur during regular business hours between 7:00 a.m. – 4:30 p.m. or as coordinated with the appropriate Facilities Maintenance POC.

Federal Holidays observed by the department of Veterans Affairs are as follows:

Independence Day

ADDITIONAL SERVICES

Only a warranted contracting officer may authorize additional services. A COR is not a warranted contracting officer. If there are any services not listed herein that the Contractor recommended are necessary to maintain the system described herein, the Contractor shall submit a quote to the CO for approval before any work is performed. Such quote shall be evaluated by the CO for price reasonableness. In the case that the price is deemed reasonable, and the work is deemed necessary, such work can be completed via supplemental agreement. Any additional work undertaken by the contractor without approval by a contracting officer shall not be compensated.

SPECIAL INSTRUCTIONS

1. Authorization to procure and/or provide additional chemical treatment shall be per written direction of the VA Contracting Officer or per Purchase Order Number issuance upon approval and funding of cost for correction and upon which the contractor shall provide all labor, parts, and or materials necessary for correction.

2. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

3. Contractor Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the contractor shall sign-in at Building 15, FMS office in West Haven, and/or receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The contractor shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA Technical Point of Contact.

1. The Contracting Officer (CO), Technical Point of Contact, and/or Project Manager (PM) specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

4. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

5. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

6. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer.

7. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with Technical Point of Contact.

8. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the Technical Point of Contact. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

9. Billing: Provide Technical Point of Contact and/or PM with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed.

RECORDS MANAGEMENT STATEMENT

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. VA Medical Center West Haven 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 the VA Medical Center West Haven 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 VA Medical Center West Haven. 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 VA Medical Center West Haven 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 VA Medical Center West Haven 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 VA Medical Center West Haven policy.

8. The Contractor shall not create or maintain any records containing any non-public VA Medical Center West Haven 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 VA Medical Center West Haven 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 VA Medical Center West Haven 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.

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, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.