SOW - CFA Kitchen Renovation.doc

SCOPE OF WORK (SOW):

Project # 459-24-002, shall renovate the existing kitchen space located at Center for Aging (CFA, Bldg. 110) VA Pacific Islands Healthcare System 459 Patterson Road, Honolulu, HI 96819 into a functional kitchen that meets all current VA Design guides, and local code requirements and includes demolishing out the entire kitchen hood ventilation system and replacing it with new. The new hood must meet all VA requirements and must also be a perfect fit in the provided space. Note: that the CFA is a working facility and phasing plans for minimizing downtime provisions for continuation of service during outages is critical to this project.

Scope also includes the following:

1. Contractor shall provide all labor and materials, unless it is stated specifically that is it VA furnished.

2. Perform a NESHAP asbestos survey of affected spaces.

3. Replacing the stove and hood in A111. Hood shall follow NFPA 101 and the VA Small House Model Design Guide. Hood size shall be increased to properly capture for the system.

4. Replace and upsize the exhaust fan and ductwork serving the hood for the new capture.

5. Replacing the refrigeration systems serving Cooler #1 and Cooler #2.

6. Replacing the existing supply and exhaust fans in A11C and adding controls to tie in operation with kitchen exhaust systems. Supply fan shall be upsized to properly makeup for increased hood exhaust flow.

7. Testing and balancing airflow in affected spaces

8. Replacing the grease trap at the service drive entrance.

9. Replacing the fire extinguisher in A111.

10. New fire suppression system for new hood.

11. Reconfiguring the HVAC, electrical, and plumbing accordingly with the new architectural layout.

12. Removal of the western wall of A112 and expanding the space for additional dry food storage.

13. All existing equipment that is not to be disposed, the contractor shall remove, store, and reinstall.

14. All equipment that will be disposed of, shall be disposed of properly.

15. Kitchen hood exhaust fan motor shall be mounted in the attic/plenum space and not on the roof.

16. Walk-In Cooler refrigeration split systems will be replaced. The walk-in enclosure will be retained.

17. Walk-In Cooler upgrades shall be replaced one at a time. Temporary coolers shall be in the dining room space.

18. Room A112 is expanding with this scope of work, food warmer locations must be relocated to coordinate with the new layout. Food warmers may be in the dining room area during construction.

19. Confirmed CFA kitchen will be closed during construction.

20. Food Delivery will be coordinated by CFA staff and may be through the front door when kitchen access is not available.

21. Room A112 shall be expanded for additional food storage per the SOW.

22. A temporary mobile freezer shall be installed outside the construction area. A new reach-in solid door freezer was ordered with this project.

23. All utility shutdowns shall be coordinated with CFA staff. A minimum of 3 weeks’ notice is required. Contractor shall verify all breakers affected, shutdown duration and number of shutdowns. Based on this outage submittal, additional shutdowns may be required.

New Kitchen equipment is as follows:

Items below are VA furnish kitchen equipment. Contractor shall install the equipment:

1. Flat Top Gas Griddle (1 EA) – 48” Model Restaurant Equipment Hawaii Brand Propane Gas Flat Top Manual Griddle Dimensions:48"x30"x16" Power: 120,000BTU/hr. (4 Burners, 30,000 BTU/hr. per burner) Stainless Steel in The Front and Sides N.W:48”x30”x16”). STK#: MG-48.

2. Reach-In Solid Swing Door Freezer (1 EA) - Restaurant Equipment Hawaii Brand 2 Door 54" Model, CFD Series Stainless Steel Dimensions: 54"x32 1/4"x82, 1/2" Doors: 2 Shelves: 6 Capacity: 47 cu.ft. AMPS: 10.7 Voltage: 115 Phase: 1, Refrigeration: -8°F and 0°F STK#: BSF49T-HC.

3. Reach-In Solid Door Refrigerator (1 EA) - Restaurant Equipment Hawaii Brand 2 Door 54" Model – CFD Series Stainless Steel Dimensions: 54"x32.2"x82.5”, Doors: 2 Shelves: 6 Capacity: 47 cu.ft. Refrigeration: 33°F - 41°F AMPS: 3.8 Voltage: 115 Plug Type: NEMA 5-15P STK#: FSR49T-HC.

4. Worktable 30''x84'' Restaurant (2 EA) - Restaurant Equipment Hawaii Brand Stainless-Steel Worktable Dimensions: 30"x84"x34"H 20 GA. Stainless, Steel Flat Top Shelf. 20 GA. Stainless Steel Under-Shelf and Hat Channel. Stainless Steel Leg, Socket, And Bullet Feet. With 6 Legs STK#: SLAG-307-X.

5. Convection Oven - Double Door (1 EA) – Restaurant Equipment Hawaii Brand - Propane Double Door, Convection Oven Stainless Steel, Front Sides with Robust Support, Dimensions: 32.5"x22"x56", Number of burners: 3, Each 18,000 BTU/hr. Voltage: 120V Amps: 9.3, Net Weight: 408 lbs. Gross Weight: 606 lbs. Racks: 4, 13 rack positions Double Stacking Options to optimize your kitchen space. STK#: BGS/12SC.

6. Chef Base - 52" Model Restaurant (1 EA) - Equipment Hawaii Brand 52" Chef Base Refrigerator on Wheels, Dimensions: 51 7/8"x32 1/8"x25, 3/8"H Capacity: 9.9 cu.ft., Drawers: 2 Pan Capacity: 4, (2 full-sized pans per drawer), Voltage: 115 Amps: 3.48 Phase:1, Refrigeration: 33°F to 41°F STK#: BACB53M-HC.

7. Sheet S/S Stainless Steel Sheet (10 EA) – Metal Stainless Steel Sheet, Approximate Dimension: 4' x 8' This Price STK#: SS Sheet.

Additional information:

1. Contractor shall conduct TB risk assessment and provide documentation that employee(s) have been cleared to work at VAPIHCS facility. This will be of no cost to the Federal Government. Documentation should be sent directly to VAPIHCS Construction Safety Officer.

2. The Contractor shall coordinate with Contracting Officer Representative (COR) for access to facilities and provide a minimum of two (2) week’s notice to areas where work will be performed. Once notice is received COR will coordinate with CFA staff to ensure patients are not in the area. Work may commence during normal business hours. Normal business hours are 7:00 am to 5:00 pm weekdays Monday to Friday. There is the possibility of weekend work as needed and coordination will need to be made with CFA leadership. There is no holiday work.

3. COVID protocol for CFA is as follows:

1) Mandatory to always wear mask over nose and mouth whether outside or indoor on property.

2) Daily health screening is required prior to proceeding anywhere on the facility.

3) Contractor can enter facility only if healthy and passes screening.

4. Contractor is not to interact with patients or staff and must keep a 6-foot distance. If patients or staff tries to interact, please notify the COR as soon as possible. Minimize any disturbance to patients and staff.

5. Period of performance is 180 working days.

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 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.