DEPARTMENT OF VETERANS AFFAIRS
Northport VA Medical Center
79 Middleville Road, Northport NY, 11768
STATEMENT OF WORK
A. GENERAL INFORMATION
Project: Conduit Duct Bank Survey Only Facility Wide
Project No. 632-24-105
Scope of Work: The Contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except when otherwise specified.
The survey work, as described in this SOW is not part of the main future project (Replace Primary Electrical Distribution Phase 2).
Background: The Northport VA has two primary incoming lines from the utility PSEG at 13.2Kv. At 13.2Kv, there is VA-owned double ended distribution switchgear that distributes five separate 13.2 KV feeders throughout the property feeding the nearly 75 buildings on campus. Four feeders feed buildings in the geographic North, East, West and Southern sectors of property, with the fifth serving the chiller plant. As part Replace Primary Electrical Distribution Phase 2 project, electrical feeders will be replaced in the northern part of property from new primary switchgear up to manhole P7 at Building 17. See Figure 1 on page 4 of this document.
The VA is interested in replacing the remaining feeders at a future date from manhole P7 to the rest of the campus and is looking for the survey contractor to examine the existing manholes, electrical feeders, and assess and identify spare conduits for use in a future replacement project.
Performance Period: The Contractor shall complete the work required under this SOW in 8 WEEKS from Notice To Proceed (NTP), Work at the Government site shall not take place on Federal holidays, hours unless directed by the CO. Assume at least 25% of the work is to take place after hours due to weather conditions and unknown field conditions.
The Contractor shall provide as-builts drawings in PDF and AutoCAD (latest version) format upon conclusion of this project.
B. STATEMENT OF WORK
The Contractor shall investigate the following (20) electrical manholes:
P7, P8, P9, P9A, P9B, P9F, P10, P11, P12, P13, P14, P15, P16, P17, P18, P18A, P19, P20, P20A, P20B. See Figure 1 on page 4 of this document.
In addition to the 20 manholes mentioned above, up to five additional manholes may also require additional investigation based on field conditions. Request for Information (RFI) is to be sent to CO/COR within 3 working days of discovery.
Investigation shall include but not limited to visual inspection of electrical feeders, HV splices, conduit, and identification of all spare conduits. Contractor shall be prepared to dewater any manholes and to clear any drains as required by field conditions.
Feeders will be energized during this investigation.
Manholes are approximately 10 deep and are defined as confined space. Confined space permits are required for this project. Contractor shall have the appropriate training, equipment, and PPE necessary to work on this project. Contractor Training is to include, but not limited to, NFPA 70E, Confined Space, and OSHA 30 and 10 Hour construction safety. Contractor personal entering manholes must have valid confined space certifications.
Investigation shall include but not limited to the following:
Take representative photographs documenting existing conditions in each manhole.
Document the size, type, and quantity of feeders present in each manhole.
Document size, type, and quantity of any spare conduits in each manhole.
Inspect and verify that existing cable bends meet or exceed manufacturer s minimum allowable bending radius.
Inspect terminations, splices, and exposed sections of cable for physical damage and/or evidence of overheating or corona etc.
Inspect any porcelain terminations for chips, cracks, leaks, and signs of tracking.
Provide an Infrared scan of all splices splice within manholes.
Inspect manholes for evidence of spalling or deterioration of the aboveground portion.
Any spare conduits shall be mandreled and confirmed for suitability of future feeders and usage.
Contractor shall be prepared to mobilize within 15 days of NTP. Provide a written final report within 30 days of completion of field investigation to include photos, condition assessments, professional recommendations, and summary of each manhole. An Excel data table showing each manhole with respective feeders, conduits, quantity, types and sizes is also to be provided. All spares such as but limited to conduits or feeders are to be listed as well.
PLACE OF PERFORMANCE
Northport Vetrans Affairs Medical Center
79 Middlevile Road
Northport, NY 11768
REQUIREMENTS
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.
COMPLIANCE
Contractor to comply with specifications 01 00 00 General Requirements.
Contractor to comply with specifications 01 35 26 Safety Requirements.
Contractor to comply with specifications 26 08 00 Commissioning of Electrical Systems.
Contractor to comply with specifications 26 05 26 Ground and Bonding for Electrical Systems.
Contractor to comply with NFPA 11 2018 Health Care Facilities Code.
Contractor to provide all close out documentation no later than 30 days after completion of project.
A site walkthrough shall be scheduled by the Contracting Officer, which must be attended by all prospective bidders.
Upon acceptance of closeout documentation by the VA, Contractor can apply for final payments.
INSPECTION, SAFETY AND SECURITY
The Contracting Officer Representative (COR), also the on-site Point of Contact (POC), will perform the in-progress field inspections in the presence of the Contractor personnel prior to the Contractor personnel leaving the facility. No invoices will be processed for payment prior to the completion of in-progress field inspections.
Request for interruption of any services must first be approved by the COR. Contractors shall first notify the COR in writing (email) of any interruption of any service two weeks in advance. Some work may need to take place during nights and weekends. There shall be no live electrical work at any time.
Contractors shall be responsible to plan and coordinate all work with the COR, who will then coordinate and provide access where required. Contractors are responsible for safety, record keeping, security monitoring, and inspection of area. Maintain Certified Payroll and Daily Logs.
Contractors shall provide the COR with a list of Contractor staff participating in the work and shall submit, in writing, an ID request with company name, address, telephone number, name of each individual Contractor employee and position title, SS# (by fax or encrypted email), home address, copy of OSHA 10 hour; see VA Specification section 01 00 00 General Requirements for a complete list of required documents.
The Contractors shall designate a competent person with valid 30 Hour OSHA certification: refer to specification 01 35 26, Safety Requirements for Training documentation.
OTHER RELATED SERVICES (NOT INCLUDED IN THE SCOPE OF WORK)
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.
FIGURE 1
INFORMATION SECURITY
This contract does not involve VA sensitive information and contractor personnel do not require access to VA systems. 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 VA.
NATIONAL ARCHIVES and RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT
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. The Department of Veterans Affairs Northport Medical Center 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 The Department of Veterans Affairs Northport Medical Center 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 Northport VAMC. 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 Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to The Department of Veterans Affairs Northport Medical Center 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 The Department of Veterans Affairs Northport Medical Center 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 The Department of Veterans Affairs Northport Medical Center policy.
8. The Contractor shall not create or maintain any records containing any non-public The Department of Veterans Affairs Northport Medical Center 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 Department of Veterans Affairs Northport Medical Center 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 The Department of Veterans Affairs Northport Medical Center 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 VHA-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.
12. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.
13. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.
