P09 Statement of Work 08-15-25 DRAFT.pdf

DRAFT

Statement of Work

For

ACC Munters Replacement Controller Upgrade

1.0 General: Replace obsolete, existing controller boards for Munters Packaged Air Conditioner Unit (PACU) located at:

VA Pacific Islands Health Care System (VA PIHCS) 459 Patterson Road Honolulu, HI 96819

Munters Job Number / Sales Order Number: 21645770-01 Munters Serial Number: C17CHCUC400122 Munters Model Number: HCUc4020AAD-B0C0000- MCJSC0U0A-AB00000X0

2.0 Scope of Work: Munters to provide current standard controls platform to replace obsolete controls platform in the existing controls enclosure. All components and associated accessories to be mounted in / on the existing controls enclosure. Installation, Process Control Language programming, and updated display screens to be completed by Munters technician(s). Upon completion of installation the Munters technician(s) will verify proper operation of the retrofitted components and ensure compatibility and operational functionality of the Packaged Air Conditioner Unit. Munters is to provide all necessary parts and components required for the successful execution and completion of work. VA requires the work to be done on a three-day holiday weekend (Saturday, Sunday, and Monday) when the laboratory is closed. Specifically, the VA is targeting February 14, February 15, and February 16, 2026. The work must be completed and the Packaged Air Conditioner Unit fully functional and by the end of the third day of work. If the Packaged Air Conditioner Unit is not completely functional and running, Munters or their sub-contractor shall provide back-up AC units to sufficiently cool the laboratory until the Munters Package Air Conditioner Unit system is fully functional and operating normally. The workday is 0600 to 1430.

3.0 Components to be Installed:

A. New Equipment Touch Display - Item# 150-038194-002

B. Mounting bracket - Item# 150-038515-001

C. Factory programmed I/O LS1628 - Item# 150-038194-011

4.0 Warranty: VA will require a 12-month warranty on workmanship, programming and compatibility of the new controllers, and the components to be installed. See bullet 3.0.

5.0 Support: VA will not provide engineering support. Contractor is to access their own manufacturer’s technical support for the successful completion of this work. There will be no VA provided storage or laydown area for the contractor.

6.0 Period of Performance:

February 14, 2026, through February 16, 2026. Additional holiday work nor overtime will not be authorized without the Contracting Officers written approval.

7.0 Additional Deliverables:

- Updated wiring diagram

- Updated sequence of operations

- Updated Process Control Language / Human Machine Interface operation and troubleshooting instructions

- Recommended spare parts list for retrofitted components

8.0 Qualification: Contractor shall have been engaged in maintaining/servicing/testing the equipment listed for a minimum of three (3) years. Contractor shall have a field service representative who has received maintenance training specific to the models listed in paragraph. Contractor shall provide, upon request, evidence of appropriate training of any field service. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

9.0 Note: The Certification and Accreditation requirements do not apply, and that a Security Accreditation Package is not required.

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:

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.

END OF STATEMENT OF WORK