SOW Replace Dock Levelers-.pdf

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Statement of Work (SOW) Replace Dock Levelers

Veterans Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas

Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the

SOW to replace two existing dock levelers located on back loading dock of building one located on the VHSO Main Campus 1100 N. College Avenue, Fayetteville, AR

72703.

I. GENERAL REQUIREMENTS:

A. Any provision or partial provision of the Contract, including but not limited to, drawings and specifications that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract, including but not limited to, drawings and specifications, must remain in full force and effect.

B. Information Security: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required.

C. Period of Performance: Sixty (60) calendar days.

D. The contractor must repair any damage caused by the execution of this contract to the satisfaction of the COR.

E. All work activity must be immediately cleaned and the area restored to its original finished condition upon completion of the activity. If the activity spans several days, the area must be cleaned and secured at the end of each day.

F. Any drawings, prints, or other documents provided to the contractor are for reference only. The contractor must be responsible for verifying all project requirements, applicable laws, regulations, and existing conditions.

G. Warranty: Contractor must guarantee workmanship for a period of one (1) year after COR written acceptance of work. Contractor must furnish a minimum one

(1) year parts and labor warranty on equipment, components, and materials furnished plus any manufacturer’s warranty greater than one (1) year.

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II. QUALIFICATIONS OF CONTRACTOR:

A. Contractor must be a Service-Disabled Veteran Owned Small Business.

III. SCOPE OF WORK:

A. Contractor except as noted otherwise must:

1. Remove and properly dispose of old dock levelers

a) Remove all rust and clear area of debris for installation of new levelers

b) Prepare site for installation of new levelers

2. Provide and install:

(1) Two (2) new 6’x8’ hydraulic dock levelers Model #VH6830-20 or equal

(2) 30,000 LB capacity

(3) 208/3PH Power

(4) 20” Lip

(5) Clean frame design

b) Two (2) 4”x10”x14” laminated bumpers

c) Weather brush kits

d) Push Button Control Box

3. Test and perform necessary adjustments to ensure smooth and safe operation of dock levelers.

4. Contractor is responsible for all labor, materials, and supervision associated with the removal, disposal, installation, and testing of dock levelers.

IV. CONTRACTOR ACCESS AND ACTIVITIES:

A. Records Management: 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.

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a

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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.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) may include deliverables and documentation associated with deliverables.

2. Contractor must 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.

3. 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.

4. In accordance with 36 CFR 1222.32, Contractor must 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

SOW Replace Dock Levelers 2025 09 24 Page 4 of 9 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.

5. VA 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 VA 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 VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor must 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 must 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 must 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 must be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government must 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

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Paragraph (4).

7. 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.

8. The Contractor must only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

9. The Contractor must not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

10. The Contractor must 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.

11. The VA 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 VA must 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.

12. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA 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.

13. The Contractor must incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this

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

B. Safety: Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of

NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE).

C. Key Access: Contractor site superintendent may check out a key to access mechanical and electrical rooms as project requires. Contractor site superintendent must check out and return a key at Engineering (Building 37) daily and the key must not leave VHSO property. Contractor site superintendent must notify the COR when a key is lost. Contractor must reimburse the

Government a $3,500.00 fee for each lost or unreturned key(s).

D. Parking: Contractor on-site parking is limited to availability of designated

Contractor parking. Contractor must have prior COR written approval of on-site

Contractor parking.

E. Vehicles and Construction Equipment: Contractors’ key(s) to unattended vehicle(s) and construction equipment must be removed and vehicle(s) locked.

F. Unloading and Loading: Contractor must unload and load materials, including but not limited to, equipment, tools, supplies, parts, and construction debris at the loading dock. Contractor must not leave vehicle(s) or construction equipment unattended at the loading dock. No materials, including but not limited to, equipment, tools, supplies, parts, and construction debris are permitted through the front entry.

G. Equipment and Tools: Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete Contractor’s work.

H. Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any

SOW Replace Dock Levelers 2025 09 24 Page 7 of 9 patient areas. AM/FM radios and other media producing devices must not be used on VHSO property.

I. Noise: Contractor must coordinate and schedule with COR noise making activities. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity.

Contractor must have COR written approval to proceed.

J. Dust Proofing and Cleaning: Contractor must cover furnishings and equipment with white plastic, fire retardant polyethylene, antistatic, minimum 6 mil thickness, imprinted with fire retardant labeling or clean drop cloth. Contractor must furnish

HEPA vacuum cleaner(s), cleaning tools, and tacky mats at job site entrances.

Contractor must not use broom(s).

K. Fire Alarm: Contractor must coordinate and schedule fire alarm interruption activity with COR. Contractor must submit to the COR for consideration and written approval a minimum of seven (7) business days prior to activity.

Contractor must have COR written approval to proceed three business days prior to activity. Contractor must submit written fire watch plan to CO and COR for consideration no later than (NLT) ten (10) calendar days after NTP. Contractor must be responsible for fire watch in the areas where fire/smoke detection coverage is removed or disabled. Contractor must be responsible to coordinate fire or smoke detection with the COR for the removal and restoration of fire protection coverage. After regular business hours or designated hours, supervision of the fire alarm panel is required at the Contractor’s expense. The

Contractor must be responsible for completion and submission of a written Fire

Alarm Bypass Request. The Contractors’ written request must be submitted for

COR approval and if approved by COR, then the COR must furnish a written approval to proceed three (3) business days in advance of any proposed work activity. If the fire alarm system requires any deactivation, then it must be reactivated the same day before the Contractor leaves the job site to ensure that the fire alarm system is functional. If the fire alarm system is not functional, then the Contractor must restore the fire alarm system to working order prior to leaving the site or must furnish an around-the-clock fire watch until the fire alarm

SOW Replace Dock Levelers 2025 09 24 Page 8 of 9 system is functional. The Contractor must be liable for any costs incurred by the

Government to furnish the fire watch and/or to repair the fire alarm system.

L. Hot Work: Contractor must perform and safeguard hot work operations in accordance with OSHA 1910 Subpart Q, NFPA 241, and NFPA 51B. Contractor must coordinate and schedule with COR Hot Work Operations. Hot work operation is defined as operations including, but not limited to, open flame, producing heat and/or sparks, burning, welding, processes such as arc welding, oxy-fuel gas welding, open-flame soldering, brazing, thermal spraying, cutting, oxygen cutting, arc cutting, chipping, grinding, heat treating, sand blasting, torch-applied roofing, chemical welding, thawing pipe, and light horizontal welding, or an operation that is capable of initiating fires or explosions. Contractor must obtain Hot Work Permit from COR prior to activity.

M. Fire and Smoke Barrier Penetration: Contractor must perform, maintain, and safeguard the integrity of smoke and fire barriers in accordance with NFPA 101, NFPA 80, and NFPA 90A. Contractor penetrations in barriers must be repaired in an approved manner (filled with the designated and COR approved flame-retardant filler).

N. Energized Circuit Work: Contractor must perform, maintain, and safeguard the integrity of the VHSO electrical systems and must follow procedures around energized equipment in accordance with NFPA 70E standards including proper

PPE. Contractor must coordinate and schedule energized circuit work with COR.

Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. VHSO electrician or electrical engineer must monitor work. Contractor must use safety equipment to include but not be limited to, 12 calorie arc flash suits with hoods and 5KV gloves. No exits will be blocked. Personnel without proper PPE must be prohibited within the working area around live electrical panels with the cover removed. Contractor must have COR written approval to proceed three (3) business days prior to activity.

O. Fumes: Contractor must coordinate and schedule with COR. Contractor must submit to the COR a written request for consideration and written approval a

SOW Replace Dock Levelers 2025 09 24 Page 9 of 9 minimum of seven (7) business days prior to activity. The Contractor must schedule fume producing work activities, including but not limited to, painting or heat produced fumes after regular business hours. Contractor must be responsible for ventilation necessary to exhaust and prevent fumes from entering adjoining areas, outside air intake ductwork, and re-entering the VHSO healthcare facilities at no additional cost to the Government. Contractor must have COR written approval to proceed three (3) business days prior to activity.