P09 SOW Fire Arm Lockers 4-11-2025.pdf

STATEMENT OF WORK (SOW)

Eastern Oklahoma VA Health Care System

Purchase and Installation of Firearm Lockers

At the new Tulsa VA Medical Center

GENERAL

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply and install Handgun Storage Lockers (4), Long Gun Storage Lockers (2), and Ammunition Storage Lockers (2) to store ammunition and firearms in the Police Service

Armory at the Tulsa VA Medical Center. The contractor will be required to supply and install all lockers in accordance with this statement of work in a cost effective, efficient, and safe manner, while in accordance with the VA Mission.

BACKGROUND: A building in Tulsa, Oklahoma, is currently being renovated for the purpose of being used as the new Tulsa VA Medical Center (VAMC) in September 2025. The building will need firearms lockers installed immediately upon receipt of the building on September 4th, 2025. The building is currently under control of VHiT and the construction contractor remodeling the building. Access to the building must be coordinated between the awarded contractor and the COR for the project.

LOCATION: The new Tulsa VA Medical Center will be located at 440 S. Houston Ave, Tulsa, Oklahoma 74127.

PERFORMANCE PERIOD/DELIVERY TIMES: The VA requires delivery and installation of product in September 2025. After award delivery times will be coordinated through the

COR. Actual installation timeframes and schedules will be a joint effort after award between the awarded contractor and the COR.

The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Qualifications of Contractor: For a contract of this size, scope and complexity, the successful

Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and

CO, and maintain for the life of the contract, written certification from the Original Equipment

Manufacturer (OEM) that authorizes the Contractor to provide and install the products and software, as detailed in the Contractor’s quote and identified in this SOW.

SCOPE: EOVAHCS requires a contractor to provide equipment and installation that meets or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the department's needs and account for retrofitting an existing structure.

SALIENT CHARACTERISTICS

Contractor is required to provide the following products, brand name or equal, including installation at the location outlined in this SOW.

Equipment:

4 Each Pistol Lockers

• 10 Gun wall mount handgun lockers

• Door openings of approximately 5 3/16” x 10 3/8” to accommodate all standard handguns

• Number tags on each door

• Keyed alike. (Master key for all locks (same as for Long Gun Lockers)

• Neoprene lining on each shelf

2 Each Long Gun Lockers

• Each unit is 4 doors

• Keyed alike. (Master key for all locks (same as for Pistol Lockers)

• Doors to have 1 point locks

2 Each SEC-78-2424-4S Ammo Cabinet Model 78

• Steel Construction

• Diamond Mesh Door

• 78”x24”x24”

• Minimum weight capacity of 2,400 lbs

• Minimum of 4 Adjustable shelves

• Weigh Capacity 600 pounds per shelf

• Built to OPNAVINST 5530.13 and AR 190-11 standards

• Include 8ea Large, Yellow 11 ¼” Dee Bin with a removable divider, SKU B6115-Y

INSTALLATION AND TRAINING: Installation and staff training are to be provided as part of this procurement. Delivery and installation must be coordinated with the local COR. See the

Performance section below.

Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for each different model of product and software installed under this order or contract at no additional cost to the government.

Installation, Contractor will install all lockers and cabinets to firmly fix the lockers to the wall. Contractor will need to install brackets or anchors into the armory’s concrete wall.

All packaging and debris will be removed from the site by the contractor.

QUALITY

Conformance Standards

Refer to section on Safety and Compliance in this SOW.

Rework or Remedy

Rework or Remedy is defined as performing the Service again until the Purpose of this

SOW is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the

Government. Payment will be withheld until all services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

INSPECTION: Will be performed a representative from Police Services and

Engineering. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. The government does not accept an extended warranty, which requires advance payment. Warranty to begin on 1st Patient Day, currently date is Jan 20, PERFORMANCE PERIOD AND DELIVERY:

• All items to be delivered and installed after receipt of purchase order starting on or around November 2025 through September 2025. This will be a multi-phase installation beginning with infrastructure component installation during the construction of the building. Currently estimated to be 7 phases of (above ceiling) infrastructure installation and up to 3 phases of below ceiling component installation. Below ceiling rails, accessories, and configuration/testing are to be completed post-construction completion.

Phasing/Dates are to be coordinated with the Contract Officer.

• Delivery and receipt of the proposed items are anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA COR post-award. Delivery must be coordinated with VA COR before any delivery attempts.

Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

• Contractor`s responsibility will include offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, removing all trash, and setting up the equipment according to the manufacturer`s specifications, followed by testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite.

• VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

• Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m.

through 5:00 p.m. for the construction site, Monday through Friday, not including federal holidays. Whenever contact with a building is required outside of normal duty hours, the

Contractor shall coordinate these times with the designated COR.

• In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Last Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President of the United States to be a federal holiday

• Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

• Payment: Payment will be made upon receipt of a properly prepared invoice, which references the period for which payment is due, the contract number, and/or assigned purchase order number. The invoice must include the correct payment address.

• Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

SAFETY AND COMPLIANCE

The Contractor must perform services and ensure equipment functions in accordance with:

a) local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American

National Standards Institute (ANSI) safety guidelines.

b) local, state, and federal Fire and Safety legislation and guidelines, to include VA Health

Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code)

REGULATORY REQUIRMENTS:

a. Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR

Part 820

b. Occupational Safety and Health Administration (OSHA)

Medical Center Policies

Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on

VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

Contractor Point of Contact (POC)

The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

Contracting Officer’s Representative (COR)

Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

Authority of the COR

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting

Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The

Contracting Officer is the only individual who can legally obligate Government funds.

No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer. Any invoicing or charges resulting from unauthorized service will not be paid by the government.

LIABILITIES AND INSURANCES

Protection from Damage

Contractor shall provide all labor, materials, and equipment necessary for protection of

VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance

Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.