Scope of Work Pharmacy Physical security Redlines updated.docx

Pharmacy Physical Security Upgrade G.V. “Sonny” Montgomery VA Medical Center (GVSMVAMC) 1500 E Woodrow Wilson Drive Jackson, MS 39216 Project No: 586-22-105

Statement of Work

1. OBJECTIVE: The G.V. (Sonny) Montgomery VA Medical Center located at 1500 East Woodrow Wilson Drive, Jackson, MS, has a requirement to completely upgrade pharmacy physical security per attached drawings and specifications. The area will be renovated to meet physical security requirements.

2. GENERAL:

PHARMACY FUNCTIONAL AREAS TO BE RENOVATED TO MEET PHYSICAL SECURITY REQUIREMENTS.

1. Security requirements per Physical Security and Resiliency Design Manual (Revised June 1, 2023), Chapter 5.12 Pharmacy, Subchapter 5.12.5 Alteration/Renovation of Existing Facilities – Pharmacy/ NFPA 101: Life Safety Code 2015 Ed /IBC (International Building Code) 2015 Ed ANSI A17.1 2016 Safety Code for Elevators and Escalators ADA 2010/NEC (National Electric Code) VA Standards for Construction TIL /Code of Federal Regulations International Plumbing Code/ Mississippi Department of Environmental Quality (MDEQ) /Mississippi Department of Health

2. Pharmacy Service interior finish colors as selected by facility’s Interior Designer.

materials for finishes per PG 18-14 (Rev. 07/01/2022).

3. New pharmacy equipment: Package receivers to replace existing at Inpatient and Outpatient. No new furnishings.

4. Security upgrades will occur at both inpatient (Basement) and outpatient (1st floor) pharmacies while most renovations are limited to the outpatient pharmacy.

5. Phased construction for both pharmacies. Refer to Phasing Plans. Only one phase can be completed at a time. Each phase needs to be completed before starting another phase. Require approved contractor phasing plan with durations within 10 days of NTP.

3. SCOPE OF WORK:

CHAPTER 1 ARCHIECTURAL - INPATIENT/OUTPATIENT PHARMACY INTERIOR DESIGN

OUTPATIENT PHARMACY SCOPE OF WORK

A. FA8: Outpatient Pharmacy Work Area

(i) Floor: Resilient flooring

(ii) Base: Resilient cove

(iii) Walls: Paint

(iv) Corner Guards: Stainless steel surface mounted for existing construction.

(v) Ceiling High NRC Acoustic Ceiling Tile, 2 x 2, new grid

(vi) Lighting: Facility Standard

(vii) Doors: Facility Standard with required security hardware.

a. Door hinges and frames to loading dock and plan northwest entry doors will be replaced to accommodate security requirements. New continuous hinge requirement results in the need for a new grout-filled hollow metal frame. Other hardware to be reused.

(viii) Equipment: New large package transfer unit to replace the existing small package unit.

a. New security equipment per Electrical.

(ix) Security: New bullet resistant panels will be added to the Pickup west partition and along the Check-In west wall. New security mesh will be added to the threat side of the main corridor. Where the partition does not extend to the bottom of deck, a new partition extension with security mesh will be added to the head of the existing partition and extend up to the bottom of 2nd floor deck.

B. FA9: Outpatient Pharmacy Support Area – Staff Toilets

(i) Floor: New Porcelain tile

(ii) Walls: Paint

(iii) Wainscot: New Porcelain tile

(iv) Base: New Porcelain tile

(v) Ceiling High NRC Acoustic Ceiling Tile, 2 x 2, new grid

(vi) Lighting: Facility Standard; Updated Wall Sconces above Lavatories

(vii) Plumbing Fixtures: New Water Closets and Lavatories C. FA9: Outpatient Pharmacy Support Area – Comm Care, Conference Room

(viii) Floor: Resilient flooring

(ix) Walls: Paint

(x) Base: Resilient cove

(xi) Ceiling: High NRC Acoustic Ceiling Tile, 2 x 2, modified grid

(xii) Lighting: Facility Standard

(xiii) Doors: Vault door to be removed; controlled substances are not handled or processed in this area.

INPATIENT PHARMACY SCOPE OF WORK

A. Inpatient pharmacy was recently renovated; therefore, no additional renovations are anticipated except for the replacement of the undersized package transfer unit at the transaction window at room A-40H. Other work will consist of repairing finishes damaged by implementation of security requirements.

B. FA1: Inpatient Pharmacy Work Area C. Doors: Facility Standard with required security hardware.

A. Doors: Door hinges and frames at main entry and plan west and southwest will be replaced to accommodate security requirements. New continuous hinge requirement results in the need for a new hollow metal frame.

B. Ceiling: High NRC Acoustic Ceiling Tile, 2 x 2, modified grid C. Equipment: New large package transfer unit to replace the existing small package unit.

1) The large Omincell medication carousel is directly below ductwork requiring modification. Coordination between the Contractor and Pharmacy will require 72 hours written advance notification so that the Omnicell will not sustain damage during security renovations.

2) All Pharmacy furniture, fixtures, and equipment remaining in place will be protected at all times from construction operations with an approved material or barrier.

CHAPTER 2 ELECTRICAL (SECURITY, LOW-VOLTAGE SYSTEM)

1. GENERAL: The project scope of work involves renovating/upgrading both the inpatient and outpatient pharmacy areas per the VA Physical Security Risk Mitigation Design Guidance (in compliance with the VA PSRDM). The lighting fixtures and controls will also be designed to be replaced in the outpatient pharmacy areas. The lighting fixtures and controls shall remain in place in the inpatient pharmacy areas.

2. SCOPE OF WORK

A. Systems to be altered:

1) Lighting system in the designated areas within outpatient pharmacy area.

2) Access Control System from Software House to replace any existing/obsolete door access control devices with the current VA standard door access control devices within the inpatient and outpatient pharmacy areas.

3) CCTV (Security Camera System) from Vicon to add additional security cameras as required per the Physical Security Risk Mitigation Design Guidance report within the inpatient and outpatient pharmacy areas.

4) “Lynx” panic/duress systems.

5) Burglar Alarm System in the designated areas within the inpatient and outpatient Pharmacy Area

6) Fire Alarm system in the designated areas within the outpatient pharmacy area.

7) Paging speaker system in the outpatient pharmacy area.

8) Receptacles in the outpatient pharmacy area.

B. Applicable Codes and Standards:

• VA Electrical Design Manual (PG-18-10, December 1, 2019)

• VA Design Guide for Hospitals

• NFPA 70 (National Electrical Code), NFPA 72 (Fire Alarm Code), and NFPA 101 (Life Safety Code)

• VA Lighting Design Manual (PG-18-10, January 1, 2022)

• VA Telecommunications System Infrastructure Standards and Design (V4.0, June 1, 2023)

• VA Fire Protection Design Manual (Eighth Edition, June 1, 2021)

• VA Physical Security and Resiliency Design Manual, (PSRDM June 1, 2023)

3. EXISTING CONDITIONS

A. Inpatient Pharmacy Areas (Basement Floor)

1) Existing 2x4 fluorescent luminaires reside throughout the area. There will be no replacement of lighting fixtures and associated lighting controls in the area.

2) Existing door access control devices reside within the area.

(i) There are existing door access control devices (card reader, request to exit device, and keypad) that match the current VA standard and were recently installed to replace outdated access control devices. There are outdated door access control devices that still remain throughout the area. Certain devices remain energized but have no functionality.

3) A new CCTV system by Vicon was recently installed to replace the outdated security cameras throughout the area scope of work within the pharmacy space.

(i) A remote workstation associated with the CCTV is located in the Head of the Pharmacy’s Office space.

(ii) The CCTV system ties back into a network switch and a patch panel in the basement Security IDF and then interfaces with the VA Police Department. Refer to the contract documents for more information.

4) The identified red box is the work area with an operable “Lynx” panic/duress system via VA Main Computer Tower. This area currently has one monitor, one keyboard, one mouse, one KVM (keyboard, video, and monitor) switch, and two computer towers (one – Pharmacy Medication Tower and the other – VA Main Computer Tower).

(i) As the current condition, the computer monitor is set to display the Pharmacy Medication Tower. The KVM switch allows the end user to switch between both computer towers while utilizing one keyboard and one mouse.

(ii) There is no physical button associated with the “Lynx” panic/duress system. The end user is required to switch to the VA Main Computer Tower and press either an F9 or F11 key on the keyboard to trigger the panic/duress signal. It then notifies the VA Police Department.

5) Fire Alarm notification (ceiling mounted) and initiating (wall mounted) devices reside within the pharmacy area.

6) A standalone burglar alarm system resides in this area and is maintained by the VA Police. Motion detection devices reside in the vault and at the entrances of the pharmacy area.

7) A paging speaker system resides in the inpatient pharmacy area.

B. Outpatient Pharmacy Area (First Floor)

1) Existing 2x4 fluorescent luminaires reside throughout the area with standard wall mounted switches and ceiling mounted occupancy sensor(s).

2) Existing door access control devices reside within the area.

(i) There is no physical button associated with the “Lynx” panic/duress system. The end user is required to switch to the VA Main Computer Tower and press either an F9 or F11 key on the keyboard to trigger the panic/duress signal. It then notifies the VA Police Department.

3) A new CCTV system (Vicon) was recently installed to replace the outdated security cameras throughout the area scope of work within the pharmacy space.

(i) A remote workstation associated with the CCTV is located in the existing office within the pharmacy space.

(ii) The CCTV system ties back into a network switch and a patch panel in the first floor Security IDF room (E-131) and then interfaces with the VA Police Department. Refer to the contract documents for more information.

4) There is no identifiable workstation within the area that is linked to the “Lynx” panic/duress system.

5) Fire Alarm notification (ceiling mounted) and initiating (wall mounted) devices reside within the pharmacy area.

6) A standalone burglar alarm system resides in this area and is maintained by the VA Police. Motion detection devices reside in the vault and at the entrances of the pharmacy area.

7) A paging speaker system resides in the outpatient pharmacy area.

8) Receptacles in the outpatient pharmacy area are to remain operational.

4. APPROACH

A. The Physical Security Risk Mitigation Design Guidance, supplied with contract documents provides the security requirements for the area scope of work. It shall be in compliance with the VA’s PSDRM (Physical Security and Resiliency Design Manual).

B. Lighting Scope of work:

1) There is no lighting scope of work in the inpatient pharmacy area.

C. Lighting in the outpatient pharmacy area

1) New combination of both 2x2 and 2x4 recessed LED luminaires shall be designed within the area scope of work with their associated lighting control devices per the current energy code (ASHRAE 90.1).

(i) The pharmacy area will be provided with vacancy sensor(s) (manual turn on, automatic turn off), low voltage toggle switches, and low voltage dimmer switches.

(ii) Exit signs and egress lighting fixtures shall be designed within the area scope of work.

(iii) Photometric calculations shall be performed including egress photometric calculations.

(iv) Ambient light levels required within the pharmacy area: 50 fc measured at 3’-0” AFF workplane.

a) Ambient light levels required for offices: 30 fc measured at 2’-6” AFF workplane.

(v) Ambient light levels required for conference room: 40 fc measured at 3’ AFF workplane.

(vi) Ambient light levels required in the restrooms and housekeeping closet:

10 fc measured at the floor.

D. Door Access Control System Scope of work:

1) A previous project was completed to add or replace existing cypher card reader/keypad campus wide. However, certain locations within the pharmacy space has the outdated door access control devices that remain in place. All of these devices shall be demolished from this project’s scope of work.

2) Contractor shall furnish and install a new card reader to replace the outdated door access control device at the rear entrance of the outpatient pharmacy area. All other accessories shall be replaced with new.

3) The new card reader shall interface with the existing door access door control panel. Refer to the floor plan for the exact location of the control panel as the panel has available ports to accommodate future card reader devices.

4) The design includes allowing the door access control vendor to revisit the existing door access control devices and verify that each device is compliant with the current VA PSRDM.

E. CCTV System Scope of Work:

1) A previous project was completed to replace existing CCTV cameras campus wide for compliance with the current VA standards.

2) Additional CCTV cameras shall be designed and provided in both inpatient and outpatient pharmacy The location of the new CCTV cameras are reflected on the contract documents.

3) The existing CCTV cameras within the outpatient pharmacy area shall be disconnected and reinstalled in the same location due to the new ceiling.

4) Existing CCTV remote workstation shall remain operational in the inpatient and outpatient pharmacy areas. It shall be updated and reprogrammed to view the additional cameras under this project’s scope of work.

5) For connecting the additional CCTV cameras in the inpatient pharmacy area to the VA's IT network, an additional network switch and patch panel shall be designed in the same closet where the existing network switch and patch panels serving the existing CCTV cameras in the pharmacy space.

6) For connecting the additional CCTV cameras in the outpatient pharmacy area to the VA’s IT network, an additional network switch, and patch panel shall be designed in the existing security IDF room E-131. There are adequate spaces in the IT racks within the room to accommodate additional rack units.

F. “Lynx” Panic/Duress System Scope of work:

1) The VA Medical Center has a Lynx Cloud system. Therefore, there are no physical control panels as its all network interfaced.

2) For the inpatient pharmacy area, a physical remote button with an external module shall be designed to interface with the existing network switch serving the Lynx system. The remote button shall be recessed and shaped to avoid nuisance tripping.

Refer to the contract documents for the total quantity of buttons designed within this area scope of work.

3) For the outpatient pharmacy area, a physical remote button with a control panel shall be designed to interface with the existing network switch serving the Lynx system. The remote button shall be recessed and shaped to avoid nuisance tripping. Refer to the contract documents for the total quantity of buttons designed within this area scope of work.

G. Fire Alarm notification (ceiling and wall mounted) and initiating (wall mounted) devices shall be disconnected and reinstalled. A new ceiling system will be installed in the outpatient pharmacy area.

1) Existing building’s FA system shall remain operational during construction.

2) All shutdowns or interruptions to the fire alarm system shall be coordinated VA COR prior to the start of any work.

3) Additional notification devices shall be designed, provided and interconnected to the existing slave FA control panel.

H. The existing burglar alarm control panel serving the area scope of work shall be removed and be replaced with a new control panel that will interface with the door access control system. The existing burglar alarm devices associated with the demolished stand-alone burglar alarm system shall be disconnected and reconnected to the new control panel. The ceiling mounted burglar alarm devices in the outpatient space shall be disconnected and reinstalled due to the replacement of the existing ceiling.

I. All low voltage wiring shall be routed in conduit and/or in existing cable tray.

J. Existing receptacles within the outpatient pharmacy areas shall be disconnected and reconnected while the architectural finishes are completed.

1) If receptacles are out of shape and inoperable, it shall be replaced in kind.

2) All receptacles shall be matching existing.

CHAPTER 3 HVAC

1. GENERAL: The extent of the Johnson Controls HVAC system work involves mechanical testing, demolition, and new work for the inpatient and outpatient pharmacy spaces. The Inpatient Pharmacy will include pre-demolition testing of all project boundary air devices, installing new security barriers in ductwork, and post construction testing and balancing completed by the AE firm on record. The Outpatient Pharmacy work will include pre-demolition testing of all project boundary air devices, installing new security barriers in ductwork, replacing all ceiling mounted diffusers and grilles/registers, new air devices ductwork connections, and post construction testing and balancing.

2. SCOPE OF WORK

A. The remodeled area and shall include the following scope of services with respect to heating, ventilating, and air conditioning.

1) Verify pre-demolition TAB report ventilation and air change requirements align with VA HVAC Design Manual or ASHRAE 62.1/170.

2) Specify and design for the installation of ducted security barrier devices as required for inpatient and outpatient areas.

3) Indicate replacement ceiling air devices for the outpatient pharmacy space.

B. Applicable Codes and Standards:

• VA HVAC Design Manual, May 2023

• VA Physical Security and Resiliency Design Manual, June 2023

• VA Program Guide PG-18-15, Volume C

• ASHRAE Standard 90.1-2019

• ASHRAE Standard 62.1-2019

• ASHRAE Standard 170-2017

• NFPA 90A – 2018

• SMACA Duct Construction Standards

3. EXISTING CONDITIONS

A. Existing pharmacy boundary areas include specific plenum ductwork penetrations in conflict with the latest PSRD manual requirements. Outpatient ceiling air devices are in need up replacement with new ceiling and lighting renovations.

B. Existing Outpatient Pharmacy 2x4 ceiling will be replaced with new lighting and 2x2 grid.

C. Existing duct sealant containing Asbestos (ACM) will be remediated as part of general condition work as directed by the VA within the Outpatient Pharmacy.

4. APPROACH

A. Design Conditions:

Indoor Design Conditions

1) Summer: 75°F DB, 60% relative humidity (RH)

2) Winter: 70°F DB, 30% RH Source: Room Data Sheets, HVAC Design Manual 2023 Please refer to the accompanying HVAC Appendices for additional information.

B. General

1) Using several criteria to analyze each space, including minimum supply airchanges;

and exhaust air-changes; each space will be tabulated to determine the appropriate supply, return, or exhaust airflow. The design intent shall be to provide sufficient differential pressure to maintain proper airflow direction (typically 0.01 inches of water column or higher) between the subjected room and adjacent space to maintain proper airflow direction, as well as ensuring proper pressure reading by the space pressure monitoring sensors, and avoiding false alarms. Each differential pressure step must generally be equated to minimum 0.01 inches of water column.

2) Minimum outside air changes and minimum total air changes are designed as indicated in the provided room data sheets.

3) Room/space pressurization shall be per VA standards, coupled with local codes.

4) Room Noise Criteria (NC) shall be maximum 35.

5. PROPOSED NEW WORK

A. Air Distribution

1) All new ductwork shall be constructed of G90 galvanized steel, leakage class A and of the appropriate pressure class in accordance with its’ service and position in the system relative to the fan. New supply ductwork between the air handler and the VAV boxes shall be sized at a friction rate of 0.2 in per 100 ft for a medium pressure system for 4 in. w.g. Return and exhaust ductwork shall be constructed at 2 in. w.g. pressure class for low pressure and sized at a friction rate ranging from 0.08 in per 100 ft to 0.1 in per 100 ft.

2) Flexible ductwork shall be used on supply ductwork for final connection to ceiling diffusers. Flex duct shall be used on supply ductwork only and shall be limited to lengths not greater than five (5) feet.

3) Ceiling air devices shall be in-lay type with maximum NC 25. New 2x2 acoustically ceiling tile gride will be replaced for the Outpatient Pharmacy area indicated. Relocation for new diffusers, grilles, and registers will require new connections to existing branch ductwork.

4) In ductwork larger than 10” x 10”, security barriers shall be installed at wall penetrations above the ceiling. 10GA steel bars within a steel sleeve shall be welded with steel angles and secured on both sides of existing security partitions as indicated on the drawings.

5) Airflow diagram shall be included to indicate space air change and pressure relationships for final room airflow balancing. Pre-demolition TAB and post construction TAB will be the responsibility of the installing contractor to readjust air device and ductwork balancing per review of engineer of record.

B. Existing Automatic Temperature Controls

1) Existing thermostat controls are indicated for local zone equipment. No known modifications to controls are included for scope of work aside from reinstalling existing thermostats and VAV balancing. Any modifications required to complete scope of work shall be compatible with the existing DDC building automation system (Johnson Metasys).

CHAPTER 4 PLUMBING

1. GENERAL: All plumbing work including system design, installation and materials will be in accordance with but not limited to, U.S. Department of Veterans Affairs (DVA) Plumbing Design Manual – dated May 1, 2021, NFPA 54, NFPA 99, NFPA 101, International Building Code, International plumbing code applicable editions and all local building, fire, government, and utility regulations for those agencies having jurisdiction, and equipment manufacturer’s instructions and recommendations for installation, clearances, service requirements and general operation.

Work included under this section contains all the plumbing systems described below and shall be complete and ready for operation.

2. SCOPE OF WORK

A. Systems to be altered:

1) Domestic cold, hot and hot water recirculating system.

2) Sanitary and vent system.

3) Plumbing fixtures.

B. Applicable Codes and Standards:

• International Plumbing Code, 2021 ED.

• ADAAG, ADA Accessibility Guidelines

• VA Barrier Free Design Guide, ABAAS

• VA Design Manual, Plumbing, May-18

3. EXISTING CONDITIONS

A. Existing Men’s and Women’s Restrooms.

4. APPROACH

A. Remove existing restroom plumbing fixtures.

B. Replace restroom plumbing fixtures with new in kind and location.

C. Re-connect new plumbing fixture to existing plumbing piping.

5. PIPING MATERIALS

A. Sanitary waste, vent, and storm piping is Cast Iron Soil Pipe Institute (CISPI) approved no-hub Cast iron piping with CISPI/NSF listed hub-less pipe couplings above grade.

B. Domestic cold, hot, and hot water return piping is Copper tube ASTM B88, Type “L” seamless water tube, hard drawn temper with soldered or brazed copper fittings.

C. Domestic cold, hot, and hot water return piping is fully insulated per International Energy Conservation Code (I.E.C.C.) requirements. Piping is insulated with mineral-fiber insulation.

D. Plumbing piping and equipment shall be labeled in accordance with DVA Plumbing design manual, and ANSI/ASME A13.1 E. Plumbing piping and equipment will be supported in accordance with DVA Plumbing design manual and international plumbing code.

F. Shut-off valves for water are two-piece brass, full port ball valves or butterfly valves for large pipe sizes.

6. PLUMBING FIXTURES/DRAINS

A. Water closets: Water closets in public/staff restrooms, one is floor set, the other is wall mounted with chair carrier, both are flush valve type, comfort height, vitreous china with open front seats without covers. manual. Water closet seats to be soft close with sustainable check hinges.

B. Lavatories: Lavatories in public/staff restrooms will be wall hung. Faucets are manual, and will have grid strainer drain assemblies, 3/8” chrome supplies, angle stop valves, and 1-1/2” chrome p-trap with cleanouts.

CHAPTER 5 FIRE PROTECTION

1. GENERAL

A. All fire protection work including system design, installation and materials will be in accordance with but not limited to, U.S. Department of Veterans Affairs (DVA) Fire Protection Design Manual - Eighth Edition - dated June 1, 2021, Factory Mutual, NFPA 13, NFPA 24, NFPA 101, International Building Code, International fire code, applicable editions and all local building, fire, government, and utility regulations for those agencies having jurisdiction, and equipment manufacturer’s instructions and recommendations for installation, clearances, service requirements and general operation.

B. Work included under this section contains all the fire protection systems described below and shall be complete and ready for operation.

2. Systems to be altered.

A. Existing sprinkler heads shall be removed and replaced with new as required to serve the new space.

B. Applicable Codes and Standards:

• International Fire Code, 2021 ED.

• NFPA 13 Standard for The Installation of Sprinkler Systems, 2019 ED.

• VA Design Manual Fire Protection, Dec-15 C. Sprinkler heads serve the existing space utilizing Ordinary Hazard Group I and II depending on the use of space.

3. APPROACH

A. Remove existing sprinkler heads, associated piping, and appurtenances. New piping shall be connected to existing and distributed throughout floor serving sprinkler heads. The spacing of heads shall be per Light Hazard, Ordinary Hazard Group I or II depending on the use of space.

4. FIRE SUPPRESSION MATERIALS

A. Fire suppression piping 2” NPS and smaller shall be schedule 40 black steel with threaded fittings. Fire suppression piping 2-1/2” NPS and larger shall be schedule 40 or schedule 10 black steel with grooved fittings and couplings. No CPVC sprinkler piping will be allowed.

B. All valves shall be listed for fire protection service and be provided with tamper switches in accordance with NFPA 13.

C. Fire protection piping and equipment will be supported in accordance with NFPA 13 requirements.

D. Fire protection piping and equipment shall be labeled in accordance with DVA Fire protection design manual, NFPA 13 and ANSI/ASME A13.1.

E. Sprinkler types are provided as follows: All sprinkler heads shall be U.L. and Factory Mutual (FM) approved, quick response type in accordance with NFPA 13 unless noted otherwise below. Concealed type heads will not be allowed as they do not meet FM requirements.

5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. “Sonny” Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. Period of Performance is 365 days. Performance of contract will start upon notification to proceed.

6. OBSERVED HOLIDAYS:

The Federal Holidays that are currently being observed by the facility are listed in the table below.

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

7. PROJECT MEETINGS:

a. At a minimum, every two weeks the contractor shall hold a progress meeting to review progress to date and to resolve all questions for the upcoming week. The progress meeting shall include at a minimum, the Project Manager and the Superintendent representing the Contractor, the COR and the CO representing the Government. Technical supervisor (foreman), sub-contractors, suppliers, etc. shall attend when requested by the Contracting Officer Representative. Meetings shall be same day, time, and place each week.

b. Meeting Minutes - The contractor shall take minutes of all meetings held relative to this project. The format must be acceptable to the Contracting Officer (CO). Minutes must include the meeting date and time; agenda; meeting location; list of participants with their affiliations, and telephone numbers; be fully descriptive of issues, problems and decisions made; and action items with names of responsible parties and deadlines. In addition, the minutes must include, as attachments, all exhibits, and references distributed as handout materials, unless the materials are part of a formal submission. The contractor shall provide, via e-mail, complete copies of all minutes to all attendees within 72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the contractor and CO along with the contractor and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall render a final decision. Copies of updated minutes shall be distributed to the all attendees within 48 hours after change notice.

8. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED “CORE COMPETENCIES”:

Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: Pharmacy Physical Security Upgrade No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active. Contractors must provide certification /documentation of State of Mississippi License and NICET Certification to perform work on fire/security systems in the state of Mississippi.

9. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract. This Key Personnel person must have sufficient knowledge to be able to respond to technical questions by the government and have a minimum of 5 years experience.

10. RECORDS MANAGEMENT

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.

1. 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.

1. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while 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.

1. G.V. Sonny Montgomery VAMC (GVSMVAMC) 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 [Agency] 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 [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

1. 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. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] 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).

1. 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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

1. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

1. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

1. 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.

1. The GVSMVAMC 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 GVSMVAC 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.

1. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-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. TMS (Talent Management System) course VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

1. Flow-down of requirements to subcontractors:

11. 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.

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

11. OTHER REQUIREMENTS:

11.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel. After award, the contractor shall provide a letter to the CO stating that all workers, including subcontractors’ employees, are TB negative.

11.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

11.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

11.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed. Invoices for payment should be submitted at quarterly intervals for payment (December, March, June, September)