P01 - SOW - E Wing HVAC Upgrade.doc

E-Wing AHU Replacement

Project Number 459-20-002

SCOPE OF WORK (SOW):

The Contractor shall provide complete construction services for Project No: 459-20-002, at Ambulatory Care Clinic (ACC), building 30 at the VA Pacific Islands Health Care System (VAPICS), located at Tripler Army Medical Center, 459 Patterson Road, Honolulu, HI 96819. In accordance with the attached Bases of Design, Specifications, and drawings.

1. The scope of this project and the objectives of the VA are as follows:

a) This Project will replace four (4) aged indoor air handling units currently serving the E-Wing of Tripler Army Medical Center of Honolulu, Hawaii, as well as related scope impacts such as mechanical piping, electrical, fire protection, and architectural. All spaces served by the Air Handling Units are administrative office type space. No patient care spaces are served by the Air Handling Units. See plans for areas served by Air Handing Units.

b) Work shall be phased per unit with temporary cooling provided as noted. Existing ductwork shall be demolished to locations shown on plans. Existing cooling and condensate piping, fire sprinkler pipe, power feeds, shall be demolished to locations shown on plans. The four air handling units shall be replaced with new utility connections.

c) The four (4) air handling units are located within their respective mechanical rooms. Four existing air handling units shall be demolished and discarded. General unit summary: Airflows range from 19,000 cfm to 28,000 cfm, have chilled water coils, filters, belt driven fans, variable frequency drive (VFD) controlled.

d) Per VA HVAC Design Manual, the replacement Air Handling Units include an additional 5% capacity. Airflows range between 20,000 cfm to 29,000 cfm. New ductwork shall be installed from air handling unit to existing connections within the mechanical rooms. Clean all ductwork prior to final installation. New cooling piping installed from new air handling unit to existing locations. New fire sprinkler piping shall be installed around air handler and ductwork. Controls and power connections shall be new from existing network and power panels. Install per VA Design Manual for HVAC and Plumbing and all referenced codes and standards therewithin.

2. Contractor shall conduct TB risk assessment and provide documentation that employee(s) have been cleared to work at VAPIHCS facility. This will be of no cost to the Federal Government. Documentation should be sent directly to VAPIHCS Construction Safety Officer.

3. Infections Controls measures shall be put in place. Infection Control Risk Assessment shall be done with the contractor and Contracting Officer Representative.

4. Interim Life Safety Measures shall put in place where there is egress blocked, fire alarm is inactive during work, and fire watch in place when contractor deactivates fire alarm system. Before conducting any of the work that affects the fire alarm system, a site walk must be scheduled with the COR and a minimum of two-week notification will be required prior to any work with the fire alarm system.

5. Contractor shall provide Accident Prevention Plan (APP). APP shall follow Specification Section 01 35 26 Safety Requirements.

6. The Contractor shall coordinate with Contracting Officer Representative (COR). Work may commence during normal business hours. Normal business hours are 7:00 am to 5 pm weekdays Monday to Friday. Weekend work will be required when crane activities are being conducted and when extended shut down is required.

7. Period of performance is 270 working days.

NARA Records Management Language for Contracts (May 2017):

https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html

RECORDS MANAGEMENT OBLIGATIONS

A. 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.

B. 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 [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

The following standard Items relate to records generated in executing this contract and should be included in a typical contract where records could possibly be created, maintained or dispositioned:

ADD THE FOLLOWING 11 ITEMS TO THE STATEMENT OF WORK (SOW):

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. [FACILITY] 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 [FACILITY] 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 [FACILITY]. 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 [FACILITY] 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 [FACILITY] 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 [FACILITY] policy.

8. The Contractor shall not create or maintain any records containing any non-public [FACILITY] 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 [FACILITY] 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 [FACILITY] 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.]

D. Flowdown 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.

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