Parking Structure Elevator Repair SOW PDF.pdf

Statement of Work:

Urgent Repair/Maintenance of Elevator Systems

1. Scope of Work The Contractor shall provide all labor, material, and equipment to conduct Urgent Repair Services in response to multiple trouble calls for the government-owned equipment listed below at specific Department of Veterans Affairs facilities. Contractor will replace CLC microprocessor board and software. TK Elevator to perform hoist way scans to secure the new software. Unit is currently out of service.

2. Location of Work

2.1 Parking Structure (ACC), Building No. 32, 459 Patterson Road, Tripler Army Medical Center

(1) Elevator; MFG: Dover

3. Point of Contact

3.1 Point of Contact (POC) Tierre Gee, Facilities Operations Specialist, Engineering Service or his designee, telephone number (808) 940-2577.

4. Scope of Work

4.1 This scope of work requests urgent corrective service & repair for the elevator systems listed in section 2 of this Statement of Work.

Replace CLC microprocessor board and software. TK Elevator to perform hoist way scans to secure the new software located in the elevator machine room at building 32, for elevator two, and return the elevator to a safe and operational condition.

4.2 The Contractor shall furnish all necessary labor and materiel to perform the following to Building #32 VA ACC Parking Structure Elevator #2 which requires immediate repair:

Microprocessor Board and Software replacement:

- Provide a team to furnish and replace CLC microprocessor board and software for elevator one.

- Ensure building has one elevator working at all times during normal business hours.

- Test, inspect and adjust.

- Return elevator to operational service

5. Service Report

5.1. The Contractor's service representative will report upon arrival to the Point of Contact or his/her designee. Upon completion of the work, the Contractor's service representative must report in person to the Point of Contact and must present a copy of his /her field service report signed by the Service using the equipment. This report must reflect date and time of service, name of company, contract number, and the name of the Contractor's service representative.

As a minimum, this report must contain a detailed description of any services or repairs performed and must also include a listing of replacement parts, when applicable. The report shall also include any contractor's recommendations necessary to maintain the equipment in best operating condition.

5.2 BOTH THE CHECK-IN AND CHECK-OUT PROCEDURES DEFINED ABOVE ARE MANDATORY

AND WILL BE STRICTLY ENFORCED.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and are not submitted to the Engineering Service

6. Contractor Responsibilities:

Furnish all parts, labor, materials, facilities, transportation, tools, equipment, and all other items deemed necessary to fully repair the elevator listed and to replace defective parts in accordance with needs and specifications.

6.1 The contractor shall be escorted by the POC or his designee throughout the duration of this repair.

6.2 Materials to be furnished

The contractor shall furnish all parts, labor, lubricants, cleaning supplies, and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment.

6.3 The contractor shall obtain all necessary licenses and/or permits required to perform this work and provide any inspections required or needed to put elevator back into operational service.

6.4 He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Hawaii.

6.5 Maintenance and inspection service shall be performed by as a minimum journeyman status as recognized by the industry with at least four (4) years of experience and certified training in the inspection, testing, and maintenance of elevator systems.

6.6 Shutdown of any portion of any system regardless of duration shall be coordinated through and approved by the VA Facilities Management/Engineering Service staff.

6.7 Contractor shall have a comprehensive inventory of parts and components for all equipment covered under the contract. Inventory should be readily available for necessary repairs in order to limit equipment downtime.

6.8 Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, has been performed in accordance with contract.

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 https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html 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 not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract.

8. 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.

9. 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.

10. 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.