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STATEMENT OF WORK AND GENERAL SPECIFICATIONS FOR 2017 Ford F450 Oil Pan Repair at VA Clarksburg Background The Clarksburg Department of Veterans Affair Medical Center has a 2017 Ford F450 that is in n... STATEMENT OF WORK AND GENERAL SPECIFICATIONS FOR 2017 Ford F450 Oil Pan Repair at VA Clarksburg Background The Clarksburg Department of Veterans Affair Medical Center has a 2017 Ford F450 that is in need of repair. Per the recommendation of Mack (vehicle manufacturer), vehicle was taken to Toothman & Sowers Ford in White Hall, WV for inspection and quotation. What they identified as needing repaired is listed in the statement of need/objectives sections below. Statement of Need The Clarksburg VA Medical Center has a 2017 Ford F450 which needs the upper oil pan replaced/resealed. In its current state, the vehicle cannot be driven and is out of service. In order to complete this repair, existing oil and antifreeze will need to be drained and then the entire oil pan will need to be removed and area cleaned thoroughly. Upon completion of the cleaning, a new pan and oil separator assembly will need to be installed using new gaskets, bolts, nuts, and silicone. Once the oil pan and oil separator assembly has been installed, the vendor will then need to refill the oil reservoir and antifreeze reservoir. Objectives The service repair provider shall deliver specific actions as described below. 3.1 Repair/Replacement of Oil Pan and Oil Separator Assembly 3.1.1 The 2017 Ford F450 will have both the oil pan and oil separator assembly replaced with OEM (Original Equipment Manufacturer) parts in accordance with manufacturer specifications. 3.1.2 The 2017 Ford F450 will have the oil pan area cleaned to remove any foreign substance. 3.1.3 Once the oil pan and oil separator assembly have been replaced per manufacturer recommendations, including the use of new gaskets, bolts, nuts and silicone, the repair shop will refill the oil reservoir with SAE 10 EP motor oil and the antifreeze reservoir with VC-13DL-G antifreeze/coolant. 3.1.4 The repair shop shall then complete a road test to ensure that the oil pan and oil separator assembly are free from any leaks, and the vehicle is operating within normal parameters. Specifications Please see below for list of estimated labor/parts required to complete the repair. TYPE DESCRIPTION PART # QTY UNIT Labor TOW TO SHOP FROM CLARKSBURG N/A 1 JB Labor COMPLETION OF JOB N/A 1 JB Parts KIT ELEMENT & GASKET FL 2124 S 1 KT Parts GASKET BC3Z 6840 A 1 EA Parts NUT W715618 S437 6 EA Parts NUT W711336 S441 6 EA Parts NUT ADJUSTING SC W709771 S440 2 EA Parts NUT W520515 S440 4 EA Parts BOLT W710356 S439 4 EA Parts SCREW 391558 S102 2 EA Parts BOLT N605804 S439 1 EA Parts BOLT W715131 S437 1 EA Parts SEAL 391308 S102 1 EA Parts BOLT HEX HEAD BC3Z 6379 C 10 EA Parts GASKET DC3Z 6L621 B 1 EA Parts GASKET DC3Z 6L621 A 1 EA Parts GASKET DC3Z 6L621 C 1 EA Parts PAN ASY ENGINE OIL BC3Z 6695 B 1 EA Parts GASKET OIL PAN DC3Z 6710 A 2 EA Parts GASKET OIL PAN DC3Z 6710 B 1 EA Parts OIL AUTOMATIC TRANS XT 10 QLVC 2 EA Parts SEALANT SILICONE TA 357 1 EA Parts CLEANER METAL SURFACE ZC 31 B 1 EA Parts ANTI-FREEZE VC 13DL G 2 EA Parts SHAMPOO ENGINE ZC 20 1 EA Parts BOLT F1HZ 4N272 A 12 EA Parts BOLT HEX HEAD BC3Z 4N272 A 2 EA Parts RETAINER E4HZ 4A254 A 6 EA Parts SEPARATOR ASY OIL GC4Z 6A777 B 1 EA Parts MOTORCRAFT SAE 10 XO 10W30 QSDF 13 EA Parts Shop Supplies N/A 1 EA Completion of Work The provider of services will complete the repair within fifteen (15) working days from receiving the 2017 Ford F450 from VA Clarksburg and all repair parts from suppliers. Upon completion, an employee from VA Clarksburg Transportation will come to the repair facility to retrieve the 2017 Ford F450. Warranty The service provider will provide a written explanation of repairs and terms of warranty once the vehicle has been returned to VA Clarksburg Transportation. Delivery of Vehicle Once this repair has been approved and funded, the vendor will need to have the vehicle towed from VA Clarksburg to their repair facility. Place of Performance Work to be performed in the surrounding area of Clarksburg, WV or at a location that is within a reasonable towing distance. Program Need Date Requesting award for repair by 2/3/2025. Records Management When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records. Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations. This language should not replace specific records management requirements included within Federal information system contracts. 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: Includes LAJVAMC records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their LAJVAMC contract. may include deliverables and documentation associated with deliverables. C.  Requirements 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. 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. 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. LAJVAMC 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 LAJVAMC 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 LAJVAMC .The agency must report promptly to NARA in accordance with 36 CFR 1230. 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 LAJVAMC 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). 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 LAJVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with LAJVAMC policy. The Contractor shall not create or maintain any records containing any non-public LAJVAMC information that are not specifically tied to or authorized by the contract. 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. The LAJVAMC 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 LAJVAMC 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. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take LAJVAMC-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 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. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Interested & Capable Responses NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your: 1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email address) with proof of a System for Award Management (SAM.gov) registration. 2. Applicable GSA contract number; if you have one. 3. Capability statement and summary of relevant experience performing the duties related services requested in the Request for Information for VHA and other healthcare entities. 4. Ballpark cost estimate and suggested price schedule of what VHA could expect to pay your company to perform the work described above. See Attached Cost Price Schedule Line Item Sheet for suggested Price Schedule. Responses to the information requested above must be submitted via email to ethan.mauzy@va.gov, by January 13th, 2025 NLT 08:00hrs EST. This request for information/sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.