Statement of Work.pdf

VA New York Harbor Healthcare Brooklyn VA Medical Center

800 Poly Place, Brooklyn, NY 11209 Engineering Department

Statement of Work Project Number: 630A4-27-101

Project Name: Drop Ceiling Demo, Disinfect and Replace

COR: Michael Mazzelli

Objective

The Contractor shall provide all labor, materials, equipment, supervision, transportation, and disposal services necessary to remove existing damaged ceiling materials, clean and disinfect above-ceiling spaces, and install new acoustical ceiling tiles throughout approximately 7,000 square feet of facility space.

Statement of Work

The contractor shall provide all labor, materials, equipment, tools, personal protective equipment (PPE), supervision, and transportation necessary to complete the following tasks:

1. Protect all floors, walls, furnishings, equipment, and adjacent surfaces in affected work areas.

2. Remove and properly dispose of approximately 7,000 square feet of suspended acoustical ceiling tiles.

3. Remove and dispose of damaged ceiling grid components as required.

4. Lower, containerize, transport, and legally dispose of all demolition debris.

5. Remove wet insulation, rodent-contaminated materials, animal feces, nesting materials, and accumulated debris located above the ceiling system.

6. Perform HEPA vacuuming of all accessible surfaces above the ceiling.

7. Apply approved disinfectants to contaminated surfaces and perform wipe-down cleaning.

8. Conduct electrostatic disinfection treatment throughout accessible work areas.

9. Provide dumpsters, containment materials, and all required disposal services.

10. Perform final cleaning and leave all work areas in broom-clean condition.

11. Mobilize and prepare work areas for installation.

12. Inspect existing ceiling grid system for suitability prior to installation.

13. Furnish and install approximately 7,000 square feet of new lay-in acoustical ceiling tiles.

14. Cut and fit ceiling tiles around lighting fixtures, HVAC diffusers, sprinkler heads, access panels, and other penetrations.

15. Replace minor damaged hold-down clips as necessary.

16. Remove and dispose of all packaging and installation-related debris.

17. Perform final cleaning of all work areas upon completion.

18. Removal and disposal of existing ceiling tiles and debris.

19. Final cleaned work area ready for occupancy.

Contractor Requirements

Comply with all applicable OSHA, EPA, VA, federal, state, and local regulations.

Maintain a safe work environment and provide all required PPE.

Coordinate work schedules with the VA to minimize disruption to facility operations.

Remove all waste materials from VA property and dispose of them in accordance with applicable regulations.

The Contracting Officer or his/her designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the

Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

The following work is excluded unless specifically authorized by modification:

Asbestos, lead, mold, or hazardous material abatement.

Structural repairs.

Replacement or repair of electrical, HVAC, plumbing, sprinkler, fire alarm, or fire suppression systems.

Pest control or extermination services.

Replacement of major ceiling grid components, suspension wires, main runners, or cross tees.

Repairs resulting from concealed or unforeseen conditions discovered during demolition.

Replacement of damaged insulation, drywall, or wall finishes beyond the limits identified in this scope.

Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the Contracting Officer. No other person, including the COR or any other VA personnel, are authorized to request additional work be performed by the Contractor.

Period of Performance: 30 Calendar Days

VA Patient Privacy and Network Infrastructure

None of the equipment listed within this procurement package will access the VA Network or store any sensitive patient information. Any contractors that will come on site for installation will not need access to

VA network. All contractors must comply with VA regulation and complete the following training: “VA

Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or use to VA

Sensitive Information.”

• Reference the attached Handbook 6500.6 Appendix A - Checklist for Information Security in the initiation phase of acquisitions.

• The system does not transmit or maintain electronic Protected Health Information. A

Manufacturer Disclosure Statement for Medical Device Security (MDS2) form in not applicable.

• A VA Directive 6550 Pre-Procurement Assessment form is not applicable.

The C&A requirements do not apply, and that a Security Accreditation Package is not required

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

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. [Agency] 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 [Agency] 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 [Agency]. 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 Activit y. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] 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 [Agency] 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 [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] 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 [Agency] 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 [Agency] 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.

Records Management Language for Contracts | National Archives https://www.archives.gov/records-mgmt/policy/records-mgmt-language