SOW.docx

STATEMENT OF WORK (SOW)

Maintenance Safe & Vault Services Southern Arizona VA Health Care System (SAVAHCS) Tucson VA Medical Center (VAMC)

PART 1

GENERAL INFORMATION

1.1 This is a non-personnel services (NPS) contract to provide Repair & Maintenance Safe & Vault Services, as well as technical support. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Description of Services/Introduction:

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services (NPS) necessary to perform the repair, maintenance, rekeying/recombination, relocation, and technical support for safe & vault servicing as defined in this Statement of Work (SOW), except for those items specified as Government-furnished property and services. The Contractor shall perform to the standards in this SOW.

1.3 Background:

The Southern Arizona VA Health Care System (SAVAHCS), Tucson VA Medical Center (VAMC) uses safes & vaults across multiple departments to secure sensitive items. These assets require preventive maintenance (PM) to function at peak performance levels, repair services when something malfunctions, and technical support for changing entry codes or re-keying. Combination changes may be required annually and whenever personnel with access change.

1.4 Objectives:

Provide repair, preventive maintenance (PM), rekeying/recombination, relocation, and technical support services for the safes and vaults located at the Southern Arizona VA Health Care System (SAVAHCS), ensuring reliable operation and adherence to Department of Veterans Affairs (VA) physical security policy.

1.5 Scope:

Repair, maintenance, and technical support services for the safes and vaults which include a comprehensive maintenance service as outlined in Section 5, Specific Tasks. The Contractor shall accomplish all tasks as outlined in Section 5, Specific Tasks.

1.6 General Information

1.6.1 Quality Control:

The Contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this SOW. The QCP shall be delivered within 30 days after contract award (or with proposal if evaluated). Three (3) copies shall be submitted to the Contract Specialist (CS) and Contracting Officer’s Representative (COR). Any proposed change to the QCP must be submitted within five (5) working days and requires Contracting Officer (CO) written acceptance.

1.6.2 Quality Assurance:

The Government shall evaluate the Contractor’s performance under this contract in accordance with the Government’s Quality Assurance Surveillance Plan (QASP), which defines the surveillance methods, frequency, and acceptable performance thresholds.

1.6.3 Recognized Holidays:

In accordance with 5 U.S.C. 6103, the following Federal holidays are observed:

1.6.4 Hours of Operation:

The Contractor is responsible for conducting business Monday through Friday, from 7:30 a.m. to 4:30 p.m., except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government‑directed facility closings.

The Contractor must maintain an adequate workforce for uninterrupted performance of all tasks defined within this SOW when the Government facility is open. Workforce stability and continuity are essential.

1.6.5 Place of Performance:

Work will be performed at the VA Medical Center, 3601 S. 6th Ave, Tucson, AZ 85723, and additional Southern Arizona VA Health Care System (SAVAHCS) buildings/rooms listed in Technical Exhibit 3.

1.6.6 Type of Contract:

The Government will award a Firm-Fixed Price (FFP) contract.

1.6.7 Security Requirements:

Contractor personnel performing work under this contract must possess and maintain the level of security/access required by the Department of Veterans Affairs (VA) facility policy for the life of the contract.

1.6.7.1 Physical Security:

The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be properly secured.

1.6.7.2 Key Control:

The Contractor shall establish and implement methods ensuring all keys/key cards issued by the Government are not lost, duplicated, or misused.

No Government-issued keys may be duplicated. Lost or duplicated keys must be immediately reported to the Contracting Officer (CO).

If a non-master key is lost or duplicated, the Contractor shall rekey or replace affected lock(s) upon direction of the CO. The Government, at its option, may perform rekeying or replacement and deduct the total cost from the Contractor’s monthly payment.

If a master key is lost or duplicated, the Government shall replace all locks and keys within that system and deduct the total cost from the Contractor’s monthly payment.

The Contractor shall prohibit use of Government-issued keys/key cards by any persons other than Contractor employees and shall prohibit Contractor employees from opening locked areas to allow access to unauthorized individuals.

1.6.7.3 Lock Combinations:

The Contractor shall ensure that all lock combinations are protected and not disclosed to unauthorized persons. Lock combinations shall be changed when personnel with access no longer have a need to know.

New or replacement combinations associated with safes and vault door systems shall be sealed in three separate individual envelopes. Each envelope shall be signed and dated by both the Contracting Officer’s Representative (COR) and the Contractor’s service representative.

The sealed envelopes shall be given to the VA Chief of Police (who will not see or know the combination), who will sign/date receipt.

Distribution shall occur as follows:

• One envelope to the Point of Contact (POC) of the safe

• Two envelopes to the Director’s safe

1.6.8 Special Qualifications:

Contractor personnel must possess and maintain current training and certifications necessary to work on the Government equipment covered under this SOW.

The Contract Manager and all applicable personnel shall demonstrate knowledge of Department of Veterans Affairs (VA) physical security requirements in accordance with VA Handbook 0730/4.

1.6.9 Post Award Conference/Periodic Progress Meetings:

The Contractor shall attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5.

Periodic meetings may be held with the Contracting Officer (CO), Contracting Officer’s Representative (COR), and other Government personnel to review performance, discuss problems, and resolve outstanding issues. These meetings shall be held at no additional cost to the Government.

1.6.10 Contracting Officer’s Representative (COR):

The COR will be identified by separate letter. The COR monitors technical aspects of the contract and assists in contract administration. All COR guidance must remain within the boundaries of the Statement of Work (SOW) and shall not constitute a change to scope, price, or terms.

The COR is authorized to:

• Ensure the Contractor performs technical requirements

• Perform inspections

• Maintain written/oral communication on technical matters

• Issue written interpretations of technical requirements (within scope)

• Monitor Contractor performance and notify the CO of deficiencies

• Coordinate Government-furnished property

• Provide site access for Contractor personnel

The COR is **not** authorized to change any terms or conditions, cost/price, or delivery schedule of the contract.

1.6.11 Key Personnel:

Key personnel include the Contract Manager and Alternate Contract Manager. These individuals must be designated in writing to the CO.

The Contract Manager or Alternate shall:

• Have full authority to act for the Contractor on daily operations

• Be available Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding Federal holidays and administrative closures

• Possess working knowledge of physical security per VA Handbook 0730/4

1.6.12 Identification of Contractor Employees:

Contractor personnel shall identify themselves as contractors in all meetings, communications, and documents. All contractor-produced materials shall be marked to indicate contractor involvement.

Contractor personnel shall wear visible VA-issued identification badges above the waist at all times while on VA property and must be escorted by the COR or designee when required.

1.6.13 Contractor Travel: Contractor Travel is Not Applicable (N/A). The Contractor shall include all travel-related expenses necessary for performance within the Firm‑Fixed‑Price (FFP) CLIN(s). No separate travel reimbursement will be provided by the Government, and any travel conducted is at the Contractor’s expense.

1.6.14 Other Direct Costs (ODC):

All supplies, tools, and equipment necessary to complete tasks under this SOW shall be provided by the Contractor.

1.6.15 Data Rights:

Data Rights are Not Applicable (N/A) under this requirement. The services performed do not require the development, delivery, or Government ownership of technical data, software, or proprietary information beyond standard service documentation already covered under the Firm‑Fixed‑Price (FFP) CLIN(s). No additional data rights are needed, requested, or granted as part of this contract.

1.6.16 Organizational Conflict of Interest (OCI):

Contractor and subcontractor personnel may receive or access proprietary or source selection information while performing this work. The Contractor shall immediately notify the CO upon becoming aware of any actual or potential Organizational Conflict of Interest (OCI) and shall submit a mitigation plan.

The CO may impose additional remedies if the OCI cannot be avoided or mitigated.

1.6.17 Phase-In / Phase-Out Period:

To maintain continuity of services, the Contractor shall have personnel onsite during the 30-day phase-in and 30-day phase-out periods. During phase-in, the Contractor shall become familiar with requirement details to ensure full performance on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

- Definitions and Acronyms:

DEFINITIONS:

2.1.1 CONTRACTOR.

A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER.

A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR).

An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE.

A service output that does not meet the standard of performance associated with the Statement of Work.

2.1.5 DELIVERABLE.

Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL.

Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY.

Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE.

The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE Surveillance Plan (QASP).

An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL.

All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR.

One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORKDAY.

The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12 WORK WEEK.

Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR — Alternate Contracting Officer's Representative COR — Contracting Officer's Representative COTR — Contracting Officer's Technical Representative COTS — Commercial-Off-the-Shelf FAR — Federal Acquisition Regulation RFO FAR — Revolutionary FAR Overhaul (Streamlined Commercial Acquisition Procedures) HIPAA — Health Insurance Portability and Accountability Act of 1996 KO — Contracting Officer OCI — Organizational Conflict of Interest ODC — Other Direct Costs PIPO — Phase In/Phase Out POC — Point of Contact PRS — Performance Requirements Summary QA — Quality Assurance QAP — Quality Assurance Program QASP — Quality Assurance Surveillance Plan QC — Quality Control QCP — Quality Control Program TE — Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Services:

The Government will provide restroom and hand-washing facilities for Contractor employees to wash their hands following exposure to chemicals while at the medical facility.

3.2 Facilities:

The Government will provide escorted access to the safe and/or vaults, or facility passes for Contractor employees as necessary to fulfill provisions of this contract.

3.3 Utilities:

The Government will provide all utilities in the facility and these will be available for the Contractor’s use in performance of tasks outlined in this Statement of Work (SOW). Contractor employees shall be instructed in utility conservation practices, including ensuring water valves/faucets are turned off after use.

3.4 Equipment:

The Government will provide the safes and/or vaults to be serviced and maintained.

3.5 Materials:

The Government will provide any Standard Operating Procedures (SOPs) and policies required for the tasks outlined in this SOW.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General:

The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this SOW.

4.2 Facility Clearance:

The Contractor shall be escorted by the Contracting Officer’s Representative (COR) while performing work on VA property when required.

4.3 Materials:

The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this SOW.

4.4 Equipment:

The Contractor shall furnish all equipment necessary to meet the requirements under this SOW.

4.5 Lost/Damaged Items:

The Contractor shall replace any items lost or damaged due to negligence or poor work performance at no additional expense to the Department of Veterans Affairs (VA). Validation of any claims for loss or damage shall be made by the COR based on factual (documented) evidence produced by VA representatives and/or the Contractor.

PART 5

SPECIFIC TASKS

5.1 Basic Services:

a. The Contractor shall provide comprehensive preventive maintenance (PM), including adjustments, cleaning, and lubrication; repair service; relocation; and re-keying and/or recombination for the safes and vault door systems listed in Technical Exhibit 3 for the Southern Arizona VA Health Care System (SAVAHCS), 3601 South 6th Avenue, Tucson, AZ 85723.

b. All other service episodes shall be on an individual callout basis for an estimated count of twenty-four (24) individual episodes per twelve-month period. These callouts will address malfunctions; rekeying or recombination required due to lost or compromised keys and/or combinations; routine turnover of staff; and relocation services to move safes from one location to another. This estimated count may be increased or decreased to meet Government needs.

c. The Contractor shall respond immediately to all requests associated with key and/or combination failures and malfunctions.

5.2 Task Heading:

Safe and Vaults: All safes and vaults are listed in Technical Exhibit 3.

5.2.1 Key Replacement / Combination Resets:

a. The Contractor shall perform rekeying and/or recombination services upon request, typically related to lost or compromised keys and/or combinations and/or routine turnover of staff. Rekeying and/or recombination shall incorporate preventive maintenance (PM).

b. Keys: Three new or replacement keys associated with rekeyed safes shall be identified and stamped for each safe. Each key shall be sealed in separate, individual envelopes signed and dated by the Contractor service representative. Envelopes shall be given to the VA Chief of Police (who signs/date receipt), ensuring distribution: one key envelope to the Point of Contact (POC) of the safe; two key envelopes to the Director’s safe.

c. Combinations: Three sealed envelopes for new or replacement combinations shall be prepared, signed, and dated by both the COR and the Contractor service representative. The VA Chief of Police (who shall not know the combination) will sign/date receipt and ensure distribution: one combination envelope to the POC of the safe; two combination envelopes to the Director’s safe.

5.2.2 Preventive Maintenance (PM):

a. The Contractor shall perform preventive maintenance (PM) inspections on safes and vault door systems. Written PM procedures shall be submitted for approval to the VA Chief of Police (or designee) and Engineering Services – Locksmith within thirty (30) days of contract start. PMs shall be performed in accordance with approved procedures.

b. Two semiannual comprehensive PM services are required. The first shall be completed within thirty (30) days after award. Subsequent PMs shall occur in six-month intervals, ±30 days.

5.2.3 Documentation:

a. Upon completion of each service, the Contractor service representative shall submit a complete service report to the VA Chief of Police (or designee).

b. Reports shall include:

(1) Date(s) and time period of service

(2) Complete description of equipment serviced including VA equipment entry number (EE#), manufacturer, model number, serial number (if available), and location (room and building)

(3) Complete description of services performed

(4) Statement of the complaint/purpose initiating the call

(5) Total standard labor hours and materials used during the repair (travel is not reimbursable under this Firm‑Fixed‑Price contract).

(6) Signature/date of Contractor representative and receiving Government official

5.2.4 Relocation of Safe/Vault:

The Contractor shall perform safe or vault relocation services at the facility upon request.

5.2.5 Removal of Equipment:

a. Repairs and PM shall be performed onsite whenever possible. If offsite service is required, the COR or designee may approve transport to another location. All transportation charges shall be borne by the Contractor.

b. VA property may not be removed from SAVAHCS before all required Logistics documentation is fully approved.

c. Offsite service reports must meet onsite reporting requirements. Reports on returned equipment shall be presented for signature/date or included in shipments when using a commercial carrier.

5.2.6 Response to Service Requests:

a. Contractor must respond as follows:

(1) A competent service representative equipped with tools, materials, and repair parts shall arrive onsite within twenty-four (24) hours from request.

(2) The representative shall begin work immediately and continue without interruption until the issue is resolved.

(3) The representative shall have all necessary service/technical manuals.

b. Prearrival telephone contact does not change onsite arrival time requirements unless the request is withdrawn by Biomedical Engineering.

c. The designated response time for this contract is twenty-four (24) hours (one business day).

5.2.7 Prior Inspection of Equipment:

Potential Contractors may inspect equipment covered by this solicitation at their own expense. Arrangements shall be made with the VA Chief of Police.

5.2.8 Guarantee:

The Contractor shall guarantee workmanship and all parts furnished for not less than ninety (90) days.

PART 6

APPLICABLE PUBLICATIONS (Current Editions)

6.1 The Contractor shall comply with all applicable VA regulations, policies, and operational manuals necessary for performance of this contract, including:

VA Publications, VA Handbook, Doc No. 0730/4, Title: Security and Law Enforcement, Issue Date 03/29/2013

PART 7

ATTACHMENT / TECHNICAL EXHIBIT LISTING

7.1 Attachment 1 / Technical Exhibit 1 – Performance Requirements Summary (PRS)

7.2 Attachment 2 / Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3 / Technical Exhibit 3 – Estimated Workload Data

Technical Exhibit 1 – Performance Requirements Summary (PRS)

Performance Objective:

The Contractor shall provide Safe and Vault Maintenance and Repair services as outlined in Section 5 and Technical Exhibit 3.

Standard:

All Safe and Vault Maintenance and Repair services shall meet the performance requirements contained within this Statement of Work (SOW).

Performance Threshold:

No more than two (2) validated customer complaints per month, vetted through the VA Chief of Police or designee.

Method of Surveillance:

Random inspection and periodic surveillance. Validated customer complaints must be submitted through the VA Chief of Police or designee.

Technical Exhibit 2 – Deliverables Schedule Deliverable: Invoice Frequency: Monthly Copies: One (1) Medium/Format: Electronic submission Submit To: Tungsten Network (the VA’s electronic invoicing system)

Invoices shall be submitted through Tungsten Network in accordance with VA financial policy. Each invoice must include the contract number, purchase order number, service period, and detailed description of services performed. The Contractor is responsible for ensuring timely and accurate submission to avoid payment delays.

Technical Exhibit 3 – Estimated Workload Data & Equipment Listing

Estimated Workload:

The estimated count is twenty-four (24) individual service episodes per twelve-month period. Actual counts may increase or decrease based on Government needs.

Equipment Listing:

END OF STATEMENT OF WORK (SOW)