SOW B100 Fire pump replacement DRAFT 011725.pdf

STATEMENT OF WORK

Dated: January 17, 2025

A. OVERVIEW

During a recent inspection it was found that the fire pump in building B100 is dripping to much water from around the shaft packing. There is a code requirement for how much water (maximum) is allowed to drip from this joint. The amount of water dripping from our pump would be a joint commission violation.

B. OBJECTIVE

To purchase a new electric fire pump and motor assembly, to include removing the old pump, installing a new one and commissioning new pump for Building B100.

C. SCOPE OF WORK

1. Vendor is to provide a new fire pump assembly (motor and pump) that meets the performance requirement of the existing pump located in building B100 at the Bay Pines Veterans Administration Healthcare System (BPVAHCS) at the address 10000 Bay Pines Blvd, Bay Pines FL 33744.

2. The new pump assembly needs to be tested to meet NFPA 20 performance testing requirements, including testing of the controller for normal automatic operation.

3. Below are the performance characteristics of the existing pump, which will be needed for the new pump:

a. GPM 1500

b. PSIG 120

c. Max PSIG 150

d. 1.5 cap PSIG 78

e. IMP DIA INS 18

f. RPM 1785

g. Max Suction PSIG 247

4. Prior to the contractor starting the replacement, the contractor shall give notice and provide a schedule to allow for the planning of the fire pump system to be down.

5. A government representative will coordinate escort to the secured area.

6. Removal of the old pump

a. The electric wiring must be disconnected for the power wires to the motor of the existing fire pump assembly.

b. Vendor will be responsible for removal of the old pump. Once it is removed from service, VA Facilities Management Services will process for disposal in accordance with Veterans Health Administration (VHA) process.

7. Installation of the new pump

a. Installation to include electric wiring, plumbing connection, modification of the concrete base current assembly sits on, start up and commissioning of the fire pump assembly. The work covered by this request includes purchase and/ or fabrication and installation of new plumbing parts to connect the pump to the existing plumbing system.

b. Custom plumbing fittings must be fabricated that go from the buildings pipe inlet and outlet to the new pumps inlet and outlet.

c. The contractor is responsible for coming on site ahead of pump delivery and taking measurements of the existing piping to allow for purchase (if a prefabricated part can be found that works) or fabrication of these fittings ahead of time to ensure expedited installation of the new pump.

d. Electric wiring must be reconnected to the motor of the new fire pump assembly.

e. The concrete base the pump assembly sits on will need to be modified to fit the new pump assembly. This work may include but is not limited to drilling new holes for mounting bolts, adding metal plates to the base, or removing from the base.

f. New concrete will not be poured.

8. Testing and commissioning

Once the new pump is connected it needs to be tested and commissioned by an authorized and certified vendor of the manufacturer to meet requirements.

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 Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay

Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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. Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System. 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. 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 Bay Pines VA Healthcare System 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. 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 Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non‐public Bay

Pines VA Healthcare System 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 Bay Pines VA Healthcare System 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 Bay Pines VA Healthcare System 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 [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.

[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.