Attachment 1 - Statement of Work.pdf

Statement of Work Employee Trailers Rental

1. Scope

a. The Contractor shall provide rental of employee trailers as identified below, to be utilized as temporary office space for VA employees at the Cheyenne VA Medical Center Campus, located at 2360 East Pershing Blvd., Cheyenne WY, 82001, in accordance with (IAW) all state, local, and federal laws and regulations. The Contractor shall provide delivery, installation, maintenance, and removal of trailers. The contractor shall coordinate with the Contracting Officer Representative (COR) to ensure that all projected employees and departments are provided with accommodation that will ensure uninterrupted services to veterans. The contractor shall conform to the schedule as outlined below. Note, the specific schedule is subject to change and schedule updates will be coordinated with the COR.

b. The Contractor shall provide two 60’ office trailers. Each trailer shall have an Americans with Disabilities Act (ADA) compliant ramp and 18 workstation areas. Workstation areas shall have a desk, chair, outlets and IT hookups, adequate lighting and egress. Additionally, each trailer shall have four private office areas. The estimated duration of rental for the 60’ foot trailers is 22 months, approximately September 1, 2025, to June 30, 2027.

c. The Contractor shall provide one 48’ office trailer. The trailer shall have an ADA ramp and five workstation areas. Workstation areas shall have a desk, chair, outlets and IT hookups, adequate lighting and egress. The estimated duration of rental for the 48’ foot Office Trailer seven months, approximately December 1, 2026, to June 30, 2027.

d. The Contractor shall provide one 48’ trailer suitable for use as an audiology testing booth with two sound booths (each single-wall control room integrated with a double-wall test room). The estimated duration of rental for the 48’ foot Office Trailer seven months, approximately December 1, 2026, to June 30, 2027.

e. All trailers shall have electrical hookups provided by the VA and coordinated with the

Contractor to ensure correct capacity. Trailers will not have bathrooms or any water hookups.

The Contractor shall provide all required maintenance during the period of performance.

The following table identifies which trailers are needed, their duration, and accommodations required.

Phase Thru Phase Est. Time Trailer Type Notes 1 (8/30/25) 3 (6/24/27)

22 months (2) 60ft office ADA ramp for veterans on each trailer. 18 workstation areas, 4 private offices needed.

3 (11/27/26) 3 (6/24/27) 7 months 48 ft office ADA ramp. 5 workstation areas.

3 (11/27/26) 3 (6/24/27) 7 months 48 ft audiology booth ADA ramp. (2) sound booths needed.

2. Contractor Personnel

a. The Contractor shall appoint an Onsite Supervisor who will be the single point of contact between the Contractor and the Government. The Onsite Supervisor shall be responsible for ensuring that the deliverables set forth in this document are delivered on schedule and that they meet all requirements. Onsite Supervisor shall provide management briefings, as required. The

Onsite Supervisor or designee shall be available when contract work is in progress to receive notices, reports, or requests from the COR.

b. All Contractor personnel shall wear a valid VA ID badge at all times to work on this site. VA Police will issue day badges daily to workers who produce valid IDs. Right-to-work documentation will be required for workers who are not US citizens.

3. Schedule and Hours of Work

a. Work shall be planned and scheduled to minimize impact on the operation of the medical center.

Work requiring system shutdowns, utility interruptions, critical infection control work, or potential interruption of power or HVAC to critical areas of the Medical Center will require extensive coordination and planning with the COR and will require at least 20 days’ notice. This work and high noise producing work is to occur outside of normal agency operations hours and on weekends.

b. All other work is expected to occur within agency normal operation hours of Monday through Friday from 7:00am – 4:30pm (MST).

c. All Federal legal holidays are observed by this facility. A list of current Federal holidays may be found at www.opm.gov

d. The specific schedule is subject to change and schedule updates will be coordinated with the

COR.

4. Records Management

a. 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.

b. 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.

c. 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.

d. VA 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 http://www.opm.gov/

VA 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. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. 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 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 VA 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 SOW. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. 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 guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

h. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

i. 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.

j. The VA 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 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.

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

l. Flow down 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 SOW, 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.

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