Scope of Work - Draft.docx

SCOPE OF WORK (SOW)

To install and repair G2 RO Systems, Water Softener and Carbon Tanks

1. Background: West Texas VA Health Care System (WTVAHCS) has a requirement for nonpersonal services to provide labor, equipment, materials, and installation of two Culligan G2 Reverse Osmosis (RO) Systems and to rebed three Water Softeners and carbon tanks for the Boiler Plant, located at 300 Veterans Blvd., Big Spring, Texas 79720-5566. The period of performance will begin at award and will consist of one base year and up to four option years to be exercised at the Governments discretion.

2. Scope of Work: The contractor shall provide all equipment, supplies, material, and labor to perform the required work for complete removal of old resin and gravel and replace with new washed under bedding gravel and new premium 10% cross linked resin in three water softener tanks. The contractor shall also completely remove all carbon and gravel three carbon tanks and replace with new premium catalytic carbon. Replace two existing RO units and replace with one 16000GPD unit and a 12000GPD unit. The contractor shall perform monthly checks on the RO system and water Softener system and replace inlet Filters quarterly. The contractor shall remove three Culligan Water Softener controllers and replace with either three Water Tech Flow On Demand controllers or three Fleck/Pentair 3900 with NXT2 controls. The contractor shall install two 35gal Anti-Scalant Systems. The contractor shall install a TDS/Conductivity meter to double verify the RO system. The contractor shall provide startup training and system verification training for proper water quality.

7. Replacement of the 2 (two) old Culligan Water Softener Control Heads

8. All labor to perform the above.

9. 1 (one) RO Unit producing 16,000 gallons per day.

10. 1 (one) RO Unit producing 12,000 gallons per day.

11. 2 (two) Anti-Scalant Systems.

12. Complete Installation.

13. Piping to be done in (1) one inch Schedule 80 Grey PVC.

14. Startup, training, and system verification for proper water quality.

15. Add an additional TDS / Conductivity Meter to double verify the water quality of the RO Product.

3. Installation: The contractor shall install one RO Unit Producing 16,000 gallons and one RO Unit producing 12,000 gallons and all associated Schedule 80 grey PVC piping, three Water Softener Control heads, two anti-scalant systems and a TDS/Conductivity Meter at the WTVAHCS in the designated building, Building 2, Boiler Plant.

4. Monitoring: Contractor will perform site visits monthly to ensure proper operational checks of the RO systems. The contractor will also replace inlet Filters quarterly.

5. Qualifications: The contractor services shall be performed by trained and qualified personnel and performed in accordance with the manufacturer’s guidelines.

6. Hazmat: The contractor will provide a list of chemicals and Safety Data Sheets for the chemicals used to rebed the water softener tanks. The contractor will comply with all VA requirements for the storage, use and management of any chemicals used to maintain the system.

7. Parking: It is the responsibility of the Contractor’s personnel to park only in designated parking areas. The WTVAHCS shall not waive or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

8. Government Furnished Property: The VA will not provide any government furnished property for the execution of this contract.

9. Hours of Operation: Routine maintenance and service work under this contract shall be performed during normal business hours of 8:00 a.m. to 4:30 p.m., Monday through Friday excluding Federal holidays unless the Contracting Officer or Contracting Officer’s Representative (COR) approves schedules other than normal duty hours.

A. The installation of the CMS and Biocide Injections will be coordinated with the COR and scheduled after normal working hours and on the weekends.

B. Work will not be performed on the Federal Holidays listed below.

New Years' Day Martin Luther King Jr. Day Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans’ Day Thanksgiving Day Christmas Day

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also, included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

10. Type of Contract: Firm-fixed-price contract.

11. Security Requirements: Contractor employees will need to get access badges from the VA Police Service located on the ground floor, main facility prior to conducting business, installation, or training functions. Contractors are required to abide by all facility requirements in regard to screening and masking requirements.

All Contractor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents. The Contractor is to coordinate with the COR to obtain the I.D. badge from the Police Service. The Contractor is to provide a list of personnel who shall be performing the service.

12. Information Security and Privacy:

a. Information System Officer, Information Protection: The contractor will not have access to VA Desktop computers.

b. Privacy Officer: During the services provided to the VA, if removal of equipment from the VA is required, any memory storage device will remain in VA control and will not be removed from VA custody. All research data available for Contractor analysis is de-identified. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

c. Training: Per VA Handbook 6500.6, Contract Security Appendix C, All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

(5) The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

(6) Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

13. Records Manager.

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. 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 by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

14. Record Retention & Storage:

(1) Federal Records related to this policy, regardless of medium, shall be created, maintained, and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or other NARA-approved records schedule, if applicable.

(2) Federal Records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage, as described in 36 Code of Federal Regulations (CFR) 1234