Inactive

Fire Pump Test Header piping at Memphis VA Medical Center

Inactive Total Small Business Set-Aside (FAR 19.5)

STATEMENT OF WORK (SOW) Replace Deteriorated drain piping Building 1 and 1A MEMPHIS VA MEDICAL CENTER, MEMPHIS, TN Description of Maintenance and Repair Services Background: Fire pump test header on 1... STATEMENT OF WORK (SOW) Replace Deteriorated drain piping Building 1 and 1A MEMPHIS VA MEDICAL CENTER, MEMPHIS, TN Description of Maintenance and Repair Services Background: Fire pump test header on 1000GPM fire pump for building 1 and 1A test drain piping has corroded and is leaking when performing testing 1. Title of Project: Request: Fire Pump Test Header piping at Memphis VA Medical Center 2. Scope of Work: The Contractor shall provide labor and materials to perform the following scope of listed below to install (1) new 6 fire pump test header on a 1000GPM Fire Pump that current test header piping has corroded and is leaking and cannot be used for annual testing. This piping cannot be accessed for replacement. Contractor price has been based upon abandoning the old test header piping in place. The Contractor will remove the 8 test header located on outside wall and place an 8 blind flange in its place. Contractor will make a new connection to the current OS&Y test header valve located in the fire pump room AWG21 and field run 200ft of new schedule 10 roll grooved black pipe with painted roll grooved fittings and couplings through the fire pump room and generator room over to where we will run the new fire pump test header to an outside wall. It will be necessary to core drill an 8 hole in the fire pump room and the outside wall for our pipe to go through and where we will install a new 6 roll grooved 4 hose outlet fire pump test headers on outside wall. New test header will have (4) new valves, with caps and chains. Note: Contractor price does not include taxes. The Contractor base price on performing this scope of work during our normal business hours of 7:30am till 4:30pm Monday through Friday except for holiday The Pipe Shop Supervisor and the Maintenance & Repair Supervisor will issue necessary keys/cards to the contractor. The keys/cards issued are to remain government property. The contractor or his representative will be required to sign in receipt of any keys/cards issued and is responsible for returning them to the Facility Management Engineer. At the end of each event, the contractor shall provide a service ticket to COR or government rep onsite for signature. This will document what cover items to include but not limited to the time, date, and line items utilized. This will correspond to invoice received for payment though the IPPS System. Contractor will be able to review the VA shop drawings for reference as required to complete this work. Return any shop drawing to the COR once the work has been completed. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Taking of photographs/videos are prohibited while on VA premises. The contractor s staff will check in with the VA police to receive a VA work authorization badge. The badge must be worn facing forward and above the waistline. The contractor s staff are required to wear the VA always issued badge while on the VA premises. The contractor will deliver the services outline in this Statement of Work. 2.1 Standards - comply with all applicable VA guidelines, medical center by-laws, rules and regulations, hospital policies/procedures, and act in accordance with current Joint Commission standards. 2.2. Vendor must follow all Department of Veterans Affairs regulations when working on VA equipment. Vendor shall be escorted by VAMC Memphis staff while working in sensitive areas of the facility (i.e., patient care areas, etc.) 2.3An electronic report of work performed (PDF, MS Word, etc.) shall also be submitted via email within 72 hours of each service visit. 2.4 Performance measures include VA interest items such as timely appointments for annual preventive maintenance visits and for unscheduled corrective maintenance visits, availability of appropriate replacement parts, and timely, detailed equipment service reports following every on-site service. 2.5 Work Hours and Period of Performance - VAMC Memphis normal working hours are Monday through Friday 0700-1600 (with one half hour for lunch), excluding federal holidays. All service shall be performed during normal working hours unless the Contracting Officer s Representative (COR) provides written consent to the Vendor. The facility observes the following federal holidays: New Year s Day Martin Luther King, Jr. Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth Day Period of Performance: The period of performance shall be from January 15, 2023, to March 15, 2023 2.6 Response times The Vendor s response time to phone inquiries shall be within two (2) hours. The Vendor s on-site response time for service calls shall be within two (2) hours. 2.7 Test Equipment VAMC Memphis will not furnish test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within unless otherwise specified elsewhere in this document. 3. Qualifications. 3.1. The Contractor shall be responsible for ensuring that each technician services under this contract is fully trained and certified to perform the required services covered by this contract. Contractors shall be capable of ensuring that safety is always expected while on the VA property. II. Administrative Requirements. HIPAA Compliance Under HIPAA Privacy and Security Rules, the Contractor providing services under this contract is a covered entity, and thus is not required to enter into a Business Associate Agreement with VA. However, the Contractor must observe Public Law 104-191 and all respective regulations implementing this law while providing services under this contract. III. Quality Management. 1. Quality Assurance 1.1 The Contractor shall perform services under this contract in accordance with the ethical, professional, and technical standards of the healthcare industry, and must meet, or exceed, the current quality assurance standards recognized by Joint Commission and mandated by VHA quality assurance policies and/or performance measures. A copy of these standards, policies, and performance measures may be viewed by contract personnel in the Office of the Chief of Staff. 1.2 The Contractor shall not participate in, nor be a party to, any activities which conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. 1.3 The Contractor shall perform the functions required in this statement of work in accordance with the rules of medical ethics, Federal, State, and local laws, rules and regulations, and the Joint Commission requirements. The Contractor will not participate in, nor be a party to, any activities which conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. A. CONTRACT AWARD MEETING The Vendor shall not commence performance on the tasks in this SOW until the CO has advised the Vendor to do so. B. GENERAL REQUIREMENTS 1. For every task, the Vendor shall identify in writing all necessary subtasks (if any), associated costs by task, and along with associated sub-milestone dates. The Vendor's subtask structure shall be reflected in the technical proposal and detailed work plan. 2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 5 calendar days from the date of receipt. The Vendor shall have 5 calendar days to deliver the final deliverable from date of receipt of the Government s comments. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The Vendor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One: Deliver all items as outlined in this SOW. Requirement Number Description of Solution 1 Provide all equipment and warranty as outlined in SOW. 2 Service agreement required E. SCHEDULE FOR DELIVERABLES 1. The Vendor shall complete the Delivery Date that is agreed upon by CO. 2. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Vendor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. In 3-5 days after inspection of the new deck coating renewal is complete and up to 45 days to make any repairs. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. F. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Vendor through the actions of parties other than the CO shall be borne by the Vendor. H. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Vendor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Vendor. Any request for information relating to this task order, presented to the Vendor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. PART 6 PRIVACY, SECURITY & TRAINING: The contractor s staff will check in with the VA Engineering to receive a VA work authorization badge. Contractor s staff must provide proper documentation to receive a badge. Contractor s staff will smoke in the designated areas on the VA grounds. Contractor s staff will not park in patient parking areas. Contract parking is limited on the grounds first come first serve. The contractor is required to follow all regulations and safety requirements of the VA such as OSHA, NFPA, EPA, etc. Appropriate PPE must be worn always as well. Contractor and their staff are not permitted to take any pictures, videos, or drawings of any type. Taking of photographs/videos are prohibited while on VA premises. TRAINING: The contractor s staff (those who will be on VA property working) will be required to complete the TMS (20939) training prior to the work beginning. The contractor will either personally bring the training certificates or e-mail the certificates to the COR so they can be kept on file for one year. You must ensure each contract employee self-enrolls for a profile on the VA TMS by visiting. https://www.tms.va.gov/SecureAuth35/ Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to their next day at VA. Upon completion by all employees, the contractor shall provide their Contracting Officer Representative with each employee s printed certificate of completion from the TMS. This certificate displays the employee s TMS User ID. The TMS training is only good for one year and the contractor is responsible to ensure their staff or persons who will be working on VA property are current. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access). (2) Description of the event, including: (a) date of occurrence. (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code. (1) Number of individuals affected or potentially affected. (2) Names of individuals or groups affected or potentially affected. (3) Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted, plain text. (4) Amount of time the data has been out of VA control. (5) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons). (6) Known misuses of data containing sensitive personal information, if any. (7) Assessment of the potential harm to the affected individuals. (8) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate: and Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports. Data breach analysis. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. TRAINING For you to engage in your work at VA, you are required to ensure all contractors who will be working on the contract complete a mandatory training program titled VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information (VA20939). This training is offered through the VA Talent Management System (TMS), a system that offers web-based training to VA employees and its partners. Contractor employee will self-enroll for a TMS training profile on the VA TMS by visiting https://www.tms.va.gov/SecureAuth35/. Once there, the employee will follow the steps that follow to create a profile, launch the mandatory training, and complete the content prior to their next day at VA. Upon completion by all employees, the contractor shall provide their Contracting Officer Representative (COR) with each employee s printed certificate of training completion from the TMS. This certificate displays the employee s TMS User ID. Failure to complete the mandatory within the timeframe required, 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 training and documents are complete. VA INFORMATION CUSTODIAL LANGUAGE "The Authorization requirements do not apply, and that a Security Accreditation Package is not required" The following standard Items relate to records generated in executing this contract: 1.  Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. 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 by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-2 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor / subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor during performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. VA Records Management: Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 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 by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver enough technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions ...