DRAFT PERFORMANCE WORK STATEMENT.docx

?.## DRAFT PERFORMANCE WORK STATEMENT

Repair Computer Room Air Conditioning (CRAC) Unit Systems.

1. Introductions:

This is a non-personal service contract to procure repair services for three (3) CRAC unit systems. The government shall not exercise any supervision or control over the contractor technician performing the services herein. Service technician shall be accountable solely to the contractor, who is responsible to the government. The contractor shall provide all labor, materials, equipment, and transportation necessary to complete the required repairs and deliverables.

1. Background:

The Orlando VA Healthcare System (OVAHCS) Facilities Management Service (FMS), located at 13800 Veterans Way, Orlando, FL 32827, mission is to provide, operate, and maintain a "state of the art" facility service program in support of our Veterans Health Care System. It is responsible for the health, safety, and well-being of the staff, patients, and Veterans at OVAHCS hospitals and Outpatient Clinics. The data center maintenance contractor has identified repairs needed to 3 cooling racks in the OIT data center. Rack 54 power unit seems inoperable. Unit had to be unplugged due to chilled water condensation on the floor. After clearing the alarm for rack 66, the power will resume, fans will start, then shortly after stop. One of rack 3 power supply has failed showing no status light. Repairs are needed to restore cooling functionality.

1. Objective:

The main objective of this requirement is to repair the faulty equipment and restore cooling functionality to the OIT data center racks and have no repeat failure of the same component within 30 calendar days.

1. Place of Performance:

Orlando VA Medical Center, located at 13800 Veterans Way, Orlando, FL 32827.

1. Period of Performance:

The anticipated contract period of performance is May 01, 2025, through May 31, 2025.

1. Hours of Operation:

1. The contractor shall perform work during normal hours from Monday through Friday, 8:00 a.m. to 4:30 p.m. However, repairs may be required after hours and/or on weekends to minimize the impact on medical center operations.

1. Government holidays are non-workdays for the contractor unless previously arranged with the VA POC.

1. Evening Hours: TBD as needed (4:30 p.m. to 10:00 p.m.).

1. Weekend Hours: TBD as needed (8:00 a.m. to 4:30 p.m.).

1. The contractor shall coordinate with the VA point of contact (POC) when scheduling evening and weekend hours to complete a task.

1. Government Holidays:

1. The contractor shall not perform work on Federal holidays or when the government facility closes due to local or national emergencies, administrative changes, or similar government-directed facility closings. Government shutdowns occur when the government refuses passage of key bills resulting in the cession of some or all operations by the government. If the Department of Veterans Affairs is affected by a government shutdown during the period of performance, the contractor shall not provide services or submit claims against the government during and after the shutdown. Recognized federal holidays are listed in Table 1.

1. Table 1.

1. Task / Requirement:

1. Repair 3 CRAC unit cooling systems: Contractor shall procure all parts needed to make necessary repairs to 3 cooling racks in the OIT data center.

1. The contractor shall inspect the underground ducts and vaults for signs of potential failure and make recommendations as needed. The contracting officer must authorize any additional work.

1. The contractor shall establish all mechanical and electrical connections according to National Electric Code (NEC) and existing commercial standards.

1. The contractor shall comply with all applicable federal, state, and local requirements for protecting the safety of the contractor’s employees, building occupants, and the environment. The contractor shall comply with Occupational Safety and Health Administration (OSHA) safety standards as required for repairs. All safety incidents shall be corrected immediately or as direct by the Safety Officer.

1. The contractor shall remove all refuse, rubbish, scrap materials, and debris caused by its operation to the extent that at all times, the work site shall present a neat, orderly, and workmanlike appearance.

1. The contractor shall assure the cooling systems are restored to 100% functional performance, verified by system test.

1. Repeat failure of the same component within 30 calendar days shall be repaired by the contractor within 3 business days of notification at no additional charge to the government.

1. Special Instruction:

1. If the repair exceeds the contract’s cost or is outside the contract’s scope, the contractor shall stop all repairs and discuss further troubleshooting options with the VA POC and CO before proceeding.

1. The contractor shall contact the VA POC (10) days before the project begins to get information on assigned parking spaces and other pertinent instructions.

1. The contractor shall notify the VA POC at least ten (10) days to request testing and provide information on the power outage schedule.

1. No process or materials shall be employed in such a manner that they will introduce additional hazards into the occupied space.

1. Deliverables:

1. The contractor shall make recommendations for changes and improvements that may be pertinent to meet this scope of work only to the extent indicated in this agreement. No additional services will be made without the prior approval of the contracting officer.

1. Upon completion of the required cooling system repairs, the contractor shall submit a written report detailing the repairs performed to the Government POC within 3 business days.

1. Performance Requirement Summary:

1. The performance of a service will be evaluated to determine whether it meets the performance threshold. Re-performance is the preferred method of correcting any unacceptable performance. The contractor shall provide all repair services that meet or exceed standards.

1. Table 2.

Quality Level Surveillance Method Incentives/Remedies

days at no additional costs to the government.

days at no additional costs to the government. Payment may be with withheld for delays not approved by the POC

POC.

Reperform tasks within three (3) working days at no additional costs to the government.

1. Quality Assurance. The government will evaluate the contractor’s performance under the contract, IAW the PRS Matrix. The government retains the right to inspect and test all services called for by the contract. The government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the contractor shall reperform the task in conformity with contract requirements, at no additional cost to the government.

1. RECORDS MANAGEMENT OBLIGATIONS:

1. 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.

1. 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 VHA records.

1. does not include personal materials.

1. applies to records created, received, or maintained by contractors pursuant to their VHA contract.

1. may include deliverables and documentation associated with deliverables.

1. 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.

1. 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.

1. In accordance with 36 CFR 1222.32, the 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.

1. VHA 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 VHA or destroyed except 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, the contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

1. 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 VHA 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).

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

1. The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

1. The contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

1. 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.

1. The VHA 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 VHA 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.

1. 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.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

1. 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 [contract vehicle], and require written subcontractor acknowledgment of same.

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