SOW Flush and Clean Campus Storm Drains.docx

Scope of Work (SOW) for Flushing & Cleaning Storm Drains and Lines for Robley Rex VA Medical Center

1. The purpose of this Scope of Work (SOW) is to outline the requirements and responsibilities for the flushing & cleaning of storm drains and lines at the Robley Rex VA Medical Center, located at 800 Zorn Ave, Louisville, KY. Regular maintenance of the storm drain system is essential to prevent blockages, ensure the proper functioning of the drainage system, and protect the medical center from flooding and water damage.

2. Objectives

2.1. Ensure all storm drains and lines are free from blockages and obstructions.

2.2. Maintain the proper functioning of the drainage system.

2.3. Prevent flooding and water damage to the medical campus.

2.4. Comply with environmental and safety regulations.

3. Project Requirements

3.1. Site Inspection and Assessment

3.1.1. Conduct a comprehensive inspection of the entire storm drain system on the medical campus.

3.1.2. Drawing S-1 is for contractor reference only as it is from 2018 before some parking lots were installed in 2019. Specifically the storm drain running underground along Country Club Rd from Zorn was added post 2018. Contractor shall provide a redline marked up drawing indicating storm lines added after 2018.

3.1.3. Identify specific areas requiring attention, including heavily clogged or damaged sections.

3.1.4. Provide a detailed report of findings, including recommended methods for cleaning and any necessary repairs.

3.2. Flushing and Cleaning Activities

3.2.1. Utilize high-pressure water jetting and/or suction equipment to flush out sediment, debris, and buildup from all campus storm drains and lines. (Refer to attached drawing S-1)

3.2.2. Contractor shall clean French drain and pipe for sidewalk adjacent to Lot 10.

3.2.3. Contractor shall not be required to clean any roof drain lines internal to buildings. Contractor shall start at the nearest accessible point external to building.

3.2.4. Employ appropriate techniques and tools to remove obstructions, including tree roots, litter, and other debris.

3.2.5. Ensure all cleaning methods are environmentally safe and comply with relevant regulations.

3.3. Debris Removal and Disposal

3.3.1. Collect and remove all debris and sediment dislodged during the cleaning process.

3.3.2. Dispose of collected debris in compliance with local environmental regulations and standards.

3.3.3. Provide documentation of proper disposal, including weight tickets or receipts from disposal facilities.

4. Schedule

4.1. Develop a project timeline, including start and end dates for flushing and cleaning activities.

4.2. Weekend or evening work maybe required when blocking main roadways or significant parking.

4.3. Coordinate with the Contracting Officer Representative (COR) at Robley Rex VA Medical Center to minimize disruption to daily operations and ensure minimal inconvenience to staff, patients, and visitors.

4.4. Provide progress reports at agreed-upon intervals to keep the COR informed of project status.

5. Safety and Environmental Compliance

5.1. Implement safety measures and protocols to protect workers and campus occupants during cleaning activities.

5.2. Ensure compliance with local, state, and federal environmental regulations regarding waste disposal and water quality.

5.3. Utilize personal protective equipment (PPE) for all personnel involved in the project.

6. Qualifications and Experience

6.1. Provide information on the contractor’s qualifications, including relevant experience in storm drain cleaning projects.

6.2. Ensure all personnel involved have the necessary training and certifications to perform the required tasks safely and effectively.

7. Communication and Coordination

7.1. Designate a project manager as the primary point of contact for the duration of the project.

7.2. Coordinate all project activities and updates with the Contracting Officer Representative (COR) at Robley Rex VA Medical Center.

7.3. Establish regular communication channels between the contractor and the COR.

7.4. Provide timely updates and address any concerns or issues that arise during the project.

8. Deliverables

8.1. Detailed site inspection and assessment report to include any potential damaged areas in need of repair or replacement.

8.2. Debris removal and disposal documentation.

8.3. Final project report summarizing the work completed, including before-and-after photographs and any identified issues or recommendations for future maintenance.

9. Warranty and Support

9.1. Provide a warranty for the quality of workmanship and materials used in the flushing and cleaning process.

9.2. Offer support for any issues or concerns related to the work performed for a one-year period after project completion.

10. VA INFORMATION SECURITY CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language.

10.1. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

10.2. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

10.3. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

10.4. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

10.5. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

10.6. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

10.7. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

10.8. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

10.9. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

10.10. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

10.11. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

10.12. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

10.13. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

10.14. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

10.15. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

10.16. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

11. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

11.1. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

11.2. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

11.3. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM).

11.4. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

11.5. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following:

11.5.1. Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems.

11.5.2. Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

11.5.3. Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

11.5.4. Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

11.5.5. Contractor/subcontractor personnel have their authorization to work in the United States revoked.

11.6. Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel.

11.7. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens. Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal.

11.8. Contractors/subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO.

12. TRAINING.

12.1. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

12.1.1. VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter.

12.1.2. Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and

12.1.3. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any role-based information security training].

12.2. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required.

12.3. Failure to complete the mandatory annual training 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 required training is complete.

13. SECURITY INCIDENT INVESTIGATION.

13.1. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT’s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD.

13.2. Violation of this section shall be investigated in accordance with VA Handbook 6500.6