P01.Statement of Work - Carbon Dioxide - Dry Ice.docx

RESEARCH SERVICES DRY ICE ACQUISITION

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Research Services Carbon Dioxide (Dry Ice) Acquisition

2. Scope of Work: The Office of Research and Development is requesting a supplies contract for Carbon Dioxide, dry ice, to be used by Research Service in support of VA Research Protocols. The dry ice will support MERIT Awards and other funded research projects for all VA research investigators.

The Carbon Dioxide – Dry Ice shall be delivered weekly to Research Service, there are two delivery sites, (1) building 43 ground-level, (2) building 1 – Clinical Research Unit (CRU) 3rd floor. The vendor shall deliver 250 lbs. per week to each location within Research Services for a total of 500 lbs. per week. The annual amount of usage is 26,000 lbs. pounds for the year.

The vendor will be escorted to delivery sites within Research Services and will have no access to identifiable data or PHI. The company will not require any computer access.

3. Background: Research Services – Biomedical and Clinical Laboratories currently use Dry Ice to store specimens and other biological agents at low temperatures in order to preserve the integrity of the specimen for research study and evaluation.

4. Performance Period: This is a Base, plus Four (4) Option Year Contract. Anticipated period of performance for this contract is May 1, 2026 to April 30, 2031.

5. Type of Contract: This is a Firm-Fixed Contract.

B. DELIVERABLES AND REQUIREMENTS

The contractor shall provide and deliver Dry Ice weekly to building 43 and building 1 (CRU). If the contractor has a conflict in meeting the scheduled delivery times, the CO must be contacted, and additional arrangements shall be made.

C. SCHEDULE FOR DELIVERABLES

1. The contractor shall begin the Delivery of Dry Ice within 14 days after the award of this contract.

2. If for any reason the Dry Ice cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed.

This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.

D. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

E. RECORDS MANAGEMENT – Not applicable

F. TRAVEL – Not applicable

G. GOVERNMENT RESPONSIBILITIES: The Government will provide the technician with adequate safe space to deliver the carbon dioxide (Dry-Ice).

H. CONTRACTOR EXPERIENCE REQUIREMENTS:

If delivery of the Carbon Dioxide is postponed, due to inclement weather, natural disaster, pandemic, or for any reason the Contractor shall notify the Contracting Officer and the COTR immediately.

The government will not dictate specific experience and/or education requirements of the employees handling Carbon Dioxide as stated herein. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HE/SHE reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in this contract.

I. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS[footnoteRef:1] [1: This language is still in draft form. The OI Service Center is reviewing alternative sources for background investigations. ]

1. Position Sensitivity – The position sensitivity has been designated as Low Risk

2. Background Investigation – No Background Investigation is needed for the acquisition of this Dry Ice.

3. Contractor Responsibilities:

a. The contractor shall prescreen all personnel requiring access to the Dallas VAMC – Research Services building (43) to deliver dry-ice to the VA to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language.

b. The contractor shall submit a receipt for each delivery canister drop-off and pick-up.

c. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract.

d. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

4. Government Responsibilities

a. The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor’s employees, after receiving a list of names and addresses.

b. Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy and forward the forms to the office of Personnel Management (OPM) to conduct background investigations.

c. The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB.

d. Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor.