Template SOW Service 2026 05 02Page 11 of 11
Statement of Work (SOW)
CCTV Preventive Maintenance and Repair Services
Veterans Healthcare 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. Services shall include all labor and technical support necessary to inspect, test, clean, adjust, diagnose, maintain, and repair existing CCTV equipment and associated infrastructure. Replacement CCTV equipment and components determined necessary during performance are excluded from the Firm-Fixed-Price maintenance services and shall only be furnished when separately authorized and funded by the Contracting Officer under the applicable replacement-equipment CLIN.
GENERAL REQUIREMENTS:
Location: 1100 North College Avenue, Fayetteville, Arkansas 72703
Period of Performance: Three hundred sixty-five (365) calendar days.
Site Security: Only employees listed by the contractor and approved by the COR shall work onsite. The contractor must ensure their onsite employee list is current at all times and includes all training documents, certifications, and OSHA safety certification cards. Any changes in contractor/subcontractor on site staff must be requested by the contractor to the COR via email. The contractor shall provide the proposed employees name, title, job description, duties on site, and provide training, certification and OSHA safety cards.
Duty Hours: Straight time is 0700 to 1600 hours Monday through Friday except for Federally recognized holidays. Overtime is 1600 hours to 0700 hours and all day on Saturdays, Sundays and all Federally recognized holidays.
Information Security: The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required.
Communication: Effective communication between the Prime Contractor and the Contracting Officer's Representative (COR) is essential to contract performance, continuity of VA operations, security of property, and safety of patients, staff and visitors. The Contractor shall maintain continuous communication with the COR, twenty-four (24) hours a day, three hundred sixty-five (365) days a year at no additional cost to the Government. Failure to comply with any communication requirement stated herein shall constitute a contractual deficiency, shall be documented by the COR, and may be reflected in the Contractor's performance evaluation in accordance with FAR 42.1502.
The Contractor shall maintain a dedicated emergency contact phone number, staffed twenty-four (24) hours a day, three hundred sixty-five (365) days a year, by the Prime Contractor Point of Contact or their designated representative. The Contractor shall answer or return all emergency calls to this number within fifteen (15) minutes of receipt.
The Contractor shall return all non-emergency phone calls and text messages from the COR or CO no later than 1800 hours Central Time on the same business day the call or text was received, provided contact was made no later than 1600 hours Central Time. Calls or texts received after 1600 hours Central Time shall be returned no later than 0900 hours Central Time the following business day.
The Contractor shall respond to all COR and CO email communications within twenty-four (24) hours of receipt during regular business hours. Emails received outside of regular business hours shall be responded to no later than 1200 hours the following business day.
CONTRACTOR QUALIFICATIONS:
The contractor must be a Service-Disabled Veteran Owned Small Business (SDVOSB).
Contractor shall have a minimum of five (5) continuous years of performing work in a healthcare setting of the same size and complexity as VHSO.
Contractor shall provide appropriately trained and qualified technical personnel or subcontractors when specialized manufacturer, software, networking, electrical, or CCTV expertise is required.
Personnel performing CCTV maintenance and repair shall have demonstrated experience with commercial CCTV and electronic security systems, including cameras, recording systems, workstations, housings, power supplies, cabling, and associated components.
SCOPE OF WORK:
The Contractor shall provide preventive maintenance, inspection, diagnostics, troubleshooting, adjustment, and repair services for all CCTV cameras and associated equipment located at the VHSO Fayetteville facility. The Contractor shall maintain existing CCTV equipment in a safe, secure, serviceable, and operational condition and shall identify and correct deficiencies discovered during scheduled maintenance or reported by VHSO. All labor, technical support, consumable materials, and subcontracted technical support required to diagnose, adjust, maintain, and repair existing equipment without the purchase and replacement of equipment or components shall be included in the Preventive Maintenance and Repair Services CLIN. Corrective repairs requiring the purchase and replacement of equipment or components, including associated labor, shall only be performed when separately authorized by the Contracting Officer with a contract modification under the applicable Purchase and Replace Equipment with Labor CLIN..
Preventive Maintenance and Repair Services: The Contractor shall perform preventive maintenance and repair services on all CCTV cameras and associated equipment during each scheduled monthly service visit.
Schedule: The scheduled service visit shall commence during the first full week of each month. The Contractor shall coordinate with the COR and schedule the monthly service visit no later than ten (10) business days prior to the proposed start date. The five (5) consecutive business-day service period shall commence on the start date acknowledged by the COR. Contractor presence at the facility before the acknowledged start date shall not constitute commencement of the monthly service period unless specifically agreed to by the COR. Once the monthly service visit has commenced, the Contractor shall perform services continuously during normal working hours on each successive business day until all required inspections, preventive maintenance, diagnostics, repairs within the scope of this CLIN, and checkout requirements have been completed. All on-site requirements of the scheduled monthly service shall be completed within five (5) consecutive business days, inclusive of the day the service visit commences. An extension may be approved by the COR when completion is prevented by Government-caused delays, facility access restrictions, patient-care requirements, emergencies, or other circumstances determined by the COR to be beyond the Contractor's reasonable control. Contractor staffing, scheduling conflicts, subcontractor availability, or commitments to other customers shall not constitute justification for an extension. Any extension shall be documented by the COR, including the reason for the extension and the revised completion date.
Monthly Services: The Contractor shall perform the monthly service requirements listed below on one hundred percent (100%) of covered CCTV cameras and associated equipment during each monthly service period. Completion of the monthly requirement shall be based upon accomplishment of the required preventive maintenance, investigation and disposition of reported and discovered deficiencies, completion of required corrective actions within the scope of this CLIN, and submission of required deliverables, rather than the number of Contractor personnel or labor hours utilized to accomplish the work.
Workorders: At the start of each monthly service visit, the COR will provide the Contractor with a list of known CCTV deficiencies identified or reported since the previous monthly service visit. The Contractor shall investigate and address each reported deficiency during the scheduled service visit and shall document the condition found and corrective action taken.
Preventive maintenance: The contractor shall verify camera operation through the CCTV workstation accompanied by the COR or designated representative. The Contractor shall verify that each camera is operational, properly focused, properly aimed, and providing the intended field of view. The Contractor shall inspect and clean camera lenses and housings as required; inspect and secure cameras, mounts, housings, and associated hardware; and inspect visible wiring, cabling, connectors, and power connections. The Contractor shall document all deficiencies identified during the inspection.
Service and repairs: The Contractor shall perform all required adjustments, cleaning, securing, hard and soft resets, programming/reprogramming, diagnostics, and corrective actions that can be accomplished using existing equipment and components and incidental consumable materials including but not limited to tape, wire, cable, fasteners, etc. as part of the preventive maintenance and repair service for all deficiencies identified in sections VI(A)(2)(a) and VI(A)(2)(b).
Closeout: Upon completion of the scheduled CCTV inspection, preventive maintenance, and repairs, and before leaving the station, the Contractor shall review with the COR or designated representative all deficiencies identified, corrective actions performed, operational status, and any deficiencies remaining unresolved, including the reason each deficiency remains unresolved and the corrective action required for resolution. field verify the condition and operational status of all CCTV equipment. When diagnostics determine that a deficiency cannot be corrected under Preventive Maintenance and Repair Services and requires the purchase and replacement of CCTV equipment or components, the Contractor shall identify and demonstrate the deficiency to the COR or designated representative. The Contractor shall provide an itemized written quotation.
Deliverables: No later than ten (10) business days following completion of the scheduled monthly service visit, the Contractor shall submit a Monthly CCTV Maintenance Report to the COR via email. When replacement equipment or components are identified, the Contractor shall submit a separate Equipment Replacement Quote to the COR via email no later than three (3) business days following completion of the scheduled monthly service visit.
The report shall include the following information:
A list of all workorders issued to the contractor by the COR in section VI(A)(2)(a) detailing the equipment description, deficiency, corrective action taken and status.
All deficiencies identified by the Contractor while performing the preventive maintenance requirements under Paragraph VI(A)(2)(b), including the location and identification of the affected equipment, description of the deficiencies, corrective actions taken, and its operational status.
The quote shall include the following information:
Identification and location of any deficiency requiring replacement equipment or components that cannot be corrected using existing equipment and consumables under section VI(A)(2)(c).
For each required equipment or component replacement the Contractor shall provide an itemized written quotation identifying the affected equipment, its location, description of the deficiency, recommended corrective action, quantity, replacement material or component, manufacturer, make/model or part number, unit price, extended material price, applicable contract-established labor classification(s), contract-established labor rate(s), estimated labor hours, extended labor price, and total quoted price. The quotation shall clearly distinguish material/equipment costs, shipping/freight, travel, subcontractor charges, labor and any other associated costs.
Note: Submission of a quotation does not constitute authorization to purchase equipment or perform replacement work. Replacement equipment and associated work shall not proceed until specifically authorized by the Contracting Officer under the applicable Purchase and Replace Equipment with Labor CLIN.
The Contractor shall not submit an invoice until all Monthly Preventive Maintenance and Repair Services and all deliverables have been received, reviewed and accepted by the COR. Any deficiencies in performance or required documentation identified by the COR shall be corrected by the Contractor prior to acceptance and submission of the monthly invoice.
Purchase and Replace Equipment with labor is established for corrective repairs requiring the purchase and replacement of CCTV equipment or components and shall only be performed after issuance of a Contracting Officer-authorized modification establishing the approved scope and funding. The Contractor shall not purchase replacement equipment, incur costs, or begin replacement work prior to receipt of the applicable contract modification.
Upon authorization and receipt of replacement equipment or components, the Contractor shall install, configure, connect, test, adjust, and place the replacement equipment into full operational service. The Contractor shall verify proper operation through the applicable CCTV workstation or system and shall provide the COR documentation identifying the equipment replaced, make/model and serial number of the replacement equipment when applicable, date installed, work performed, and final operational status.
Other Contract Requirements:
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.
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 U.S. Department of Veterans Affairs (VA) records.
does not include personal materials.
applies to records created, received, or maintained by Contractors pursuant to their VA contract.
may include deliverables and documentation associated with deliverables.
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.
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 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 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.
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.
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 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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
The Contractor must only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.
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.
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.
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.
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.
The Contractor must incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, 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.
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) as required.
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).
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.
Vehicles and Construction Equipment: Contractors key(s) to unattended vehicle(s) and construction equipment must be removed and vehicle(s) locked.
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.
Elevators: Contractor must use COR designated elevators and must protect elevator cabs, including but not limited to, cab interior components and controls during Contractor use. Contractor must not exceed elevator weight limits. COR designated elevator(s) may not be immediately available to the Contractor. The Contractor must account for this and Contractor must be flexible in the project schedule without additional cost to the Government.
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.
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 patient areas. AM/FM radios and other media producing devices must not be used on VHSO property.
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.
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).
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 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.
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.
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).
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.
