MODIFICATION
J -- Medical Gas System PM (VA-21-00031321)
- Notice Date
- 3/9/2021 8:08:49 AM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 261-NETWORK CONTRACT OFFICE 21 (36C261) MATHER CA 95655 USA
- ZIP Code
- 95655
- Solicitation Number
- 36C26121Q0381
- Response Due
- 3/16/2021 10:00:00 AM
- Archive Date
- 05/15/2021
- Point of Contact
- Maria Teodoro-Tanksley, Contract Specialist, Phone: 916-923-4511
- E-Mail Address
-
maria.teodoro-tanksley@va.gov
(maria.teodoro-tanksley@va.gov)
- Small Business Set-Aside
- SBA Total Small Business Set-Aside (FAR 19.5)
- Awardee
- null
- Description
- . General Information Document Type: Combined Synopsis/Solicitation Solicitation Number: 36C26121Q0381 Posted Date: 03-09-2021 Original Response Date/Time: 03-16- 2021 / 10AM PST Current Response Date: 03-16-2021 / 10AM PST Product or Service Code: J065 Set Aside: Small business set aside NAICS Code: 811219 Contracting Office Address VA Northern California Healthcare System 3230 Peacekeeper Way, bldg. 209 McClellan, CA 95652 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, and Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-05, dated 3-30-2020. The associated North American Industrial Classification System (NAICS) code for this procurement is 811219, with a small business size standard of $22.0M. Evaluation Criteria: The Government will award a contract resulting from this solicitation to the responsible contractor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate the quotes: Factor #1- Technical capability Factor #2- Past performance Factor #3- Price Technical Capability: Offerors shall state from their own perspective their technical capability for performing the requirements as stated in the Statement of Work (SOW). Merely restating or copying and pasting what is in the SOW will be evaluated unacceptable. Offerors shall submit along with their quotes, technician(s) certified training certificates, experience with at least 4 years and resume for the qualified staff performing the requirements as stated in the SOW. All work shall be performed to meet requirements of National Fire Protection Association NFPA 99C Gas and Vacuum Systems , The Joint Commission (TJC) standards, ASSE 6000 Standard and any other applicable code standards related to medical gas systems. Past Performance: Offerors past performance will be based on review of relative CPARs as reported at CPARS.GOV within the last 3 years for similar work. Unassigned ratings will be evaluated as neutral. Offerors may submit up to 3 past performance references for similar work as described under the SOW herein. Price: Prices are to be quoted separately using the table provided a year. Thus, one document of the quote shall be submitted with unit price and extensions for each line item and totaled for all. The Department of Veteran Affairs Pacific Islands Health Care System (VAPIHCS), HI is seeking to award a purchase order to contractor to provide all labor, material, and equipment to perform a complete inspection, testing, preventive maintenance and minor repair of oxygen compresses air and vacuum systems under the SOW for a year. PRICE SCHEDULE The Contractor shall provide all labor, material, and equipment to perform a complete inspection, testing, preventive maintenance and minor repair for the following government-owned equipment shown in Statement of Work (SOW).for medical gases systems at the Department of Veterans (VA) Ambulatory Care Clinic (ACC Building 30) and Center For Aging (CFA, Building 110) on the Tripler AMC Campus, Honolulu, Hawaii. Period of Performance Base Period 01 Apr 2021 31 Mar 2021 CLIN Description Qty Unit/Issue Unit Price/year Amount 0001 Preventive maintenance and minor repair of the government-owned equipment per SOW. 12 month $ $ Total $ Statement of Work (SOW) Medical Gases Maintenance Service Oxygen, Compresses Air and Vacuum Systems 1. Scope of Work The Contractor shall provide all labor, material, and equipment to perform a complete inspection, testing, preventive maintenance and minor repair for the following government-owned equipment at the following Department of Veterans Affairs facilities listed below. 2. Location of Work 2.1 Center for Aging, Building 110, 110 Krukowski Road, Tripler Army Medical Center, HI: One (1) Chemetron BOL-150-2 Totally Oil-Free Duplex Reciprocating Air Compressor. One (2) Hankison HPRE75 Refrigerated Air Dryer. One (1) Amico A310 Carbon Monoxide Monitor. One (1) Kahn 75-5495-8-10 Dew Point Monitor. One (1) Amico Total Oil Recirculating V-RVL-D-120P Duplex Vacuum Pump. One (1) Amico M2HD-D-HH-U-OXY High-Pressure Supply Manifold. Two (2) Chemetron 74-14-1011 Master Alarm Panel. One (1) Chemetron 74-14-6025 Area Alarm Panel. Seven (7) Chemetron 77-83-1134 Zone Valve Box. One (1 Lot) Chemetron 77-03-0002, -0003, -0004, -0005, -0006, -0008, Ball Valve with copper extensions. One (1 Lot) Chemetron 64-01-5001, -5002, -5003, Quick Connect Outlet Station. One (1 Lot) Chemetron 64-64-5601, DISS Connect Outlet Station. 2.2 Ambulatory Care Clinic, Building 30, 459 Patterson Road, Tripler Army Medical Center, HI: One (1) Chemetron 61-21-970315 Air Compressor System. One (1) Chemetron 63-13-970315 Air Dryer Package. One (1) Air Techniques AirStar 50 Dental Air System. One (1) Air Techniques VacStar 80H Dental Vacuum System. One (1) Chemetron 62-3030-970315 Vacuum Pump System. One (1) Chemetron 86-41-9006 Reserve Manifold, & One Chemetron (1) 86-41-9001 Oxygen Manifold. Two (2) Chemetron 74-14-1012 Master Alarm Panel. One (1) Chemetron 74-14-6020 Area Alarm Panel. Five (5) Chemetron 74-14-6025 Area Alarm Panel. One (1) Chemetron 77-83-1135 Zone Valve Box. Two (2) Chemetron 77-83-1113 Zone Valve Box. One (1 Lot) Chemetron 77-03-0002. -0003. -0004. -0005. -0006. -0008. Ball Valve with copper extensions. One (1 Lot) Chemetron 64-20-0001, -0002, -0005; 64-01-5001, -5002, -5003 Quick Connect Outlet Stations. One (1 Lot) Chemetron 64-06-0001 Vacuum Slide, 86-41-9002, -9003, -9004, -9005, -9006 Check Valves, Regulators, etc. 3. Specific Contractor Task: Contractor shall provide the services listed below: 3.1 Maintenance and inspection service shall be performed by as a minimum journeyman status as recognized by the industry with at least four (4) year s experience and certified training in the inspection, testing, and maintenance of medical gases systems. 3.2 The contractor shall furnish all tools, equipment, test instruments, cleaning materials and preventive maintenance parts required. All work shall be performed to meet requirements of National Fire Protection Association NFPA 99C Gas and Vacuum Systems , The Joint Commission (TJC) standards, ASSE 6000 Standard and any other applicable code standards related to medical gas systems. 3.3 Work is to be performed all year-round Monday through Friday between the hours of 7:30AM and 4:00PM, exclusive of Federal holidays (New Year s Day, Martin Luther King Day, Washington s Birthday, Memorial Day, 4th of July, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day). 3.4 The Contractor shall respond to service calls at the VA facilities no later than the following schedule: 3.4.1 Emergency Repairs: An emergency repair shall be defined as one in which any portion of the medical gas, compressed air and vacuum systems is shutdown or is inoperable due to breakdown, malfunction, fire, or any other condition determined by the Contracting Officer s Representative (COR) or authorized Government inspector that presents an immediate danger to personnel or threatens to impair the mission of the facility. A mechanic shall be on the site ready to service the medical gas, compressed air, and vacuum systems within one (1) hour of receiving a request for emergency service call, 24 hours a day, 7 days a week. After receiving a request for emergency service, the work shall be prosecuted continuously until the emergency situation is arrested. The contractor to include a 5% contingency of the routine maintenance contract value to cover the costs of emergency repairs. 3.4.2 Urgent Repairs: An urgent repair shall be defined as one in which the medical gas, compressed air and vacuum system may become inoperable due to malfunction or need for servicing or threatens to impair the mission of the facility. A mechanic shall be on the site to service the medical gas, compressed air, and vacuum systems within four (4) hours of receiving a request for urgent service, the work shall be prosecuted continuously until the urgent situation is arrested. Examples of urgent repairs includes: Medical gas system leaking seeping or weeping, power fluctuation affecting the system, or medical gas system no longer functioning. The contractor to include a 5% contingency of the routine maintenance contract value to cover the costs of urgent repairs. 3.4.3 System shut down/standby: The government may direct the contractor to shut down the system at its convenience to allow other Government or contract work to be performed in that area. The contractor shall be available 24 hours a day, seven days a week. The Government will provide the contractor with a 24-hour notice of shut down service. At such time, the contractor will be provided the time and date of the shutdown, to include when the equipment will be back to operating status. The contractor is not required to be at the job site during the period the system is shutdown. The Contractor will be compensated for the actual time it takes to shutdown the system and the actual time it takes to turn-on the system. Standby requires the Contractor to be at the job site during specified periods, as directed by the COR. Standby may be required when system is shutdown or when other work (i.e. construction, electrical outages, etc.) may adversely affect the system. The Contractor will be compensated for the entire standby period. 3.4.4 Routine Repair: Service at the site within the next normal workday after the Contractor has been contacted for service. The work is done during regular working hours at no additional cost to the Government. Routine service calls shall be a part of the monthly service costs. 3.5 Shutdown of any portion of any system regardless of duration shall be coordinated through and approved by the VA Facilities Management/Engineering Service staff. 3.6 Contractor shall respond only to calls for service placed by the following VA personnel: VA Facilities Management/Engineering Service BioMed 433-0553. VA Facilities Management/Engineering Service Maintenance & Operations (M&O) section, telephone 433-0168 (M&O personnel calling in may include; Chief - M&O, M&O Foreman, M&O Support Clerk, or M&O Duty Mechanic). Chief, Facilities Management/Engineering, telephone 433-0165. COR or his/her designee 3.7 For each visit to the facility, the contractor must log-in at the CFA mechanical room (A118) or ACC mechanical room (1-C10) or CFA Nurse Station B, both upon arrival and prior to departure. This procedure is mandatory and the listed phone numbers above are for informational purposes only. At the end of each month, log-in sheets and checklists are to be turned in to the M&O Office located in E-Wing, room 1-C107A. 3.8 Contractor shall provide all resources required in performing these maintenance services and inspections, including, but not limited to, parts, materials, cleaning fluids, equipment, tools, shipping, travel, and labor. Contractor is responsible to determine the nature and extent of any work required to restore equipment to satisfactory condition and operation as determined by the VA, replacing parts if conditions warrant. All service, maintenance, inspections and testing will be in accordance with attachments (A) through (D) and manufacture/contractors standards whichever are more stringent. 3.9 Contractor will certify the system annually in accordance with NFPA 99 standards, which includes calibration of all gauges and affixing a seal, certifying the date of calibration. 3.10 Where the VA gives specific maintenance procedures or guidelines, Contractor shall perform in accordance with these guidelines, in addition to industry guidelines. If the VA does not give a specific procedure, the manufacturer recommended preventive maintenance (PM) procedure as described in the official service manual will be followed, and the Contractor shall submit a detailed description of the procedure to be followed in performance of preventive maintenance (PM). 3.11 Contractor in accordance with Department of Veterans Affairs policies and procedures shall complete documentation of all preventive maintenance and repair for Joint Commission Environment of Care Accreditation standards. Any additional documentation required in preparation for a The Joint Commission (JC) inspections shall be provided by the contractor at no additional cost to the government. 3.12 Any service required which the Contractor believes to be in excess of the contract provisions and required additional payment must not be performed without, prior, authorization from the Contracting Officer or Facilities Management/Engineering contact office, which will arrange a separate purchase order to pay for the additional service, if decided by the VA. 3.13 Contractor shall observe check-in/out procedures by Signing in and Out , so that the VA will be aware of the Contractor s presence at the facility at all times. Upon each departure, Contractor shall serve notice of disposition of work to the Engineering contact office. 3.14 Contractor shall have a comprehensive inventory of parts and components for all equipment covered under contract, immediately, available for necessary repairs in order to limit equipment downtime. 3.15 Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, has been performed in accordance with contract. 3.16The Contractor shall obtain all necessary licenses and/or permits required to perform this work. 3.17 Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any Contractor s representative, or others, as well as, for any damage to personal or public property that occurs during the performance of this contract that is caused by the Contractor s fault or negligence. 3.18 Contractor shall be responsible for monitoring the supply levels of the medical oxygen system at both buildings. 3.18.1 This responsibility includes; Change out of empty ""H"" oxygen cylinders on the supply manifolds as needed or as called by staff at CFA and ACC reporting Low Oxygen Supply. 3.18.2 Included with cylinder change is testing each tank for oxygen purity, replacing empty cylinders to its location in the cage and securing full cylinders to the manifold. VA will supply full oxygen cylinders and ensure ample supply is available when changes are required. This service must be available 24/7, holidays included. Transporting cylinders between ACC manifold and storage area must be done with a cylinder transport truck, provided by the contractor. 3.18.3 Contractor will notify the VA representative with adjustments to medical oxygen cylinder deliveries, if the supply reaches dangerously low levels. If necessary, the Contractor will provide medical oxygen cylinders (type H ) should an emergency arise due to high unforeseen usage, or the inability of the normal medical oxygen supply vendor to provide an adequate supply. These type H medical oxygen cylinders will be billed separately if the emergency arises. 3.19 Requirements related to the Joint Commission (TJC): The Contractor shall meet and/or exceed the requirements set forth by the Joint Commission, Management of the Environment of Care standards (EC) and other related documentation required by the VA facility. 3.19.1 Environment of Care standard EC.7.50 The organization maintains, tests, and inspects its medical gas and vacuum systems. Elements of performance for EC.7.50 The organization inspects, tests, and maintains critical components of piped medical gas systems including master signal panels, area alarms, automatic pressure switches, shutoff valves, flexible connectors, and outlets. The organization test piped medical gas and vacuum systems when the systems are installed, modified, or repaired, including cross-connection testing, piping purity testing, and pressure testing. The organization maintains the main supply valve and area shut-off valves of piped medical gas and vacuum systems to be accessible and clearly labeled. 3.20 Documentation requirements Monthly: Daily logs of previous month s medical gas system readings. Any incident reports pertaining to unexpected breakdown/failure of medical gas system components. Quarterly: Preventive maintenance and repairs logs/reports of previous quarter, including semi-annual and annual logs/reports that were performed during that quarter. Semi-annual: Update of medical gas system binder, which includes layout of emergency shutoff valves, rooms served, alarm panel locations. Annually: Certification of system. Calibration records (if applicable) Record of training of staff at respective sites (Center for Aging, Ambulatory Care Clinic). Preventive maintenance and repair history on major equipment components. MAINTENANCE FOR MEDICAL OXYGEN SYSTEM Medical Oxygen System: Daily: Read contents of oxygen manifolds (in use and reserve) and record supply on daily log. Read pressure gages for the oxygen manifolds and record readings on daily log. Investigate and correct any variations in supply pressure from the normal manifold system operating pressure range. Read pressure gage on main line and record on daily log. Investigate and correct any variation in main line pressure from the normal operating range, due to regular malfunction or other problems. Read pressure gages on reserve supply system and record readings on daily log. Investigate and correct any variation in reserve supply system from the normal operating range. Read oxygen pressure gages at all area alarm panel locations and record readings on daily log. Investigate and correct any variation in line pressure from the normal operating range. Check that oxygen cylinders, valves, regulators, gages, and fittings are free of contact with oil, grease, organic lubricants, or other materials of an organic nature. Clean equipment of all such contamination, as required. Inspect bulk storage supply, cylinders, manifold control unit, and main supply piping for audible leaks. Repair, as required. Monthly: Test audible and visual signals of reserve-in-use warning signals for proper operation. Repair, as necessary. Inspect bulk storage supply, cylinders, manifolds, manifold control units, and main supply piping for leakage by bubble test solution or other affective means of safe detection for use with oxygen. Repair or replace components, as required. Medical Oxygen System: Annually: Test operation of the liquid level low warning signal. Test operation of the reserve-in-use warning signal and actuating switch for the reserve supply. Test operation of the reserve low warning signal and actuating switch for the reserve supply. Test operation of the pressure high/low and pressure switch for the oxygen piping system by raising and lowering the system pressure with the regulators. Perform inspection and calibration of oxygen regulators. Work shall include unit inspection, calibration and any parts replacement to keep equipment in optimal operating condition. Inspection/calibration stickers are required on each individual unit and are to include date of inspection/calibration and next due date. MAINTENANCE FOR MEDICAL AIR SYSTEMS Daily: Read compressor discharge pressure gages and record on log. Repair compressors or pressure switch if abnormal pressure conditions are detected. Check that pressure switches operate within desired limit and readjust, as necessary. Check for proper alteration of compressors by the control system. Check belts for proper tension and slippage, Adjust, as required. Check compressor for excessive start/stop cycling and adjust or repair, as required. Check compressor for excessive noise, heat, or vibration from the compressors and motors, repair accordingly. Check receiver for excessive accumulation of moisture. Drain air receiver. Drain reservoirs and verify that automatic traps are working properly. Check pressure drop across air filters and replace or clean, as necessary. Read inlet and outlet pressures of pressure regulator. Fix or adjust regulator, as necessary, if pressures are above or below the normal operating range. Record desiccant air dryer gages on daily log and fix or repair desiccant air dryer if readings are abnormal. Check desiccant air dryer for proper operating/cycling and fix or repair air dryer if not working within normal operating modes. Record refrigerant air dryer gages on daily log and fix or repair air dryer if readings are abnormal. Check compressors, receiver, desiccant air dryers, refrigerated air dryer, air filters, air regulators and piping for audible leaks. Repair, as required. Read air pressure gages at all alarm panel locations and record on daily log. Investigate and repair any line pressure variations from the normal operating range. Check Dental air compressor operation. Inspect moisture monitor. Monthly: Check belts for misalignment, tightness, excess wear. Replace or adjust, as necessary. Check pulley and pulley clamp screws for tightness. Replace or adjust, as necessary. Check for clogging of strainer and clean as necessary. Check operation of high temperature shutdown. Adjust or repair, as necessary. Inspect, check valves for free operation, excessive wear and clogging. Overhaul check valves if contamination, binding, or wear are detected. Verify that the compressor is running at the correct rpm or amperage and adjust, as necessary. Verify the operation of safety valves. Clean or replace intake filter, as necessary. Clean compressor and cooling fins, as necessary. Blow and clean the condenser of the refrigerated air dryer to remove any accumulated dust using compressed air. Check and inspect unloaded solenoid valve. Repair or replace, as necessary. Quarterly: Recheck the location of the air intake to assure that if continues to be a satisfactory source of medical compressed air. Check refrigerant charge of refrigerated air dryer and replenish as necessary. Record on log if refrigerant has been added. Semi-Annually: Check compressor bearings for wear. Lubricate or replace, as necessary. Check motor bearings for wear. Lubricate or replace, as necessary. Annually: Lubricate compressor bearings. Lubricate motor bearings. Test operation of the pressure high/low and pressure switch for the medical air piping system by raising and lowering the system pressure with the regulators. Test operation of Carbon Monoxide High and Dew Point High. Test operation of Medical Air Compressor Malfunction. Test operation of Desiccant Dryer Malfunction. Test operation of Discharge High Air Temperature. Check intake filters for Dental air compressor. Clean or replace as required. Change/replace intake filters for dental air compressor. Perform inspection and calibration of medical air regulators. Work shall include unit inspection, calibration and any parts replacement to keep equipment in optimal operating condition. Inspection/calibration stickers are required on each individual unit and are to include date of inspection/calibration and next due date. Replace the cartridge for the Amalgam Separator. MAINTENANCE FOR MEDICAL VACUUM SYSTEMS Daily: Read vacuum suction pressure gages and record on log. Repair vacuum pump or vacuum switch if abnormal conditions are detected. Check that pressure switches operate within desired limits and readjust, as necessary. Check for proper alteration of compressors by the control system. Check vacuum pumps for excessive start/stop cycling and adjust and repair, as needed. Check discharge piping for obstruction and clear, as necessary. Check pumps for oil leaks. Investigate and repair oil leak, as necessary. Check oil level in crankcase and add oil, if necessary, to bring level to the full mark. Record on log if oil has been added. Read vacuum gage in inlet piping. Investigate and clear obstructions if readings are higher than obtained at the work or process area. Check process piping for leaks and/or malfunction valves. Check for excessive noise, heat, or vibration from the vacuum pumps and motors and repair accordingly. Read vacuum pressure gages at all alarm panel locations and record on daily log. Investigate and repair any line pressure variations from the normal operating range. Check Dental oral evacuation pumps for proper operation. Clean Dental oral evacuation lines as needed. Check and clean in-line filter. Clean solids collector on Dental oral evacuation unit weekly. Alternate operation of Dental oral evacuation pumps on every other day schedule so that the pumps are used evenly. Inspect Dental - Amalgam Separator collection container. Change the collection container (when full or once every 12 months, whichever comes first). Check operation of the vacuum pump. Check all flexible hose for kinks, breaks, or loose clamps. Check all connections for breaks or cracks. Listen for vacuum leaks. Monthly: Check couples for misalignment, tightness, or excess wear. Replace or adjust, as necessary. Check for clogging of strainer and clean, as necessary. Verify that the vacuum pumps are running at the correct rpm or amperage and adjust, as necessary. Clean pump and cooling fins, as necessary. Quarterly: Perform oil change by draining crankcase of old oil and refill with new oil, as recommend by the manufacturer. Semi-Annually: Checks pump bearings for wear. Lubricate or replace, as necessary. Check motor bearings for wear. Lubricate or replace, as necessary. Annually: Lubricate compressor bearings. Lubricate motor bearings. Test operation of Vacuum Low and pressure switch for the vacuum piping system. Test operation of Vacuum Pump Malfunction. Perform inspection and calibration of continuous suction regulators. Work shall include unit inspection, calibration and any parts replacement to keep equipment in optimal operating condition. Inspection/calibration stickers are required on each individual unit and are to include date of inspection/calibration and next due date. Certify the operation of Amalgam Separator to include the waste handling and disposal. MAINTENANCE FOR MEDICAL GAS ALARM SYSTEM Daily: Activate all audible and visual signals on the medical gas alarms using the test indicator. Replace defective alarm modules, as required. Inspect all piping and wiring connections and tighten, as required. Monthly: Emergency Shut-Off Valves: Check shut-off valve and pressure gages for external leakage by bubble test solution or other affective means of detection safe for use with oxygen. Repair or replace defective valves, as required. Verify operation of valves by closing and reopening rapidly to avoid disruption of service to the end-use connections. Semi-Annually: End-User Connections: Perform semi-annual inspection of all end-user connections. Schedule inspections and testing of end-user connections to avoid interruption of service to hospital activities. The Contractor shall notify the COR of any outlets that cannot be inspected at the time of the scheduled maintenance. The COR shall reschedule the inspection of the outlets for a time approved by the clinical staff. Clean all exposed parts. Clean faceplates and other exposed areas with a cloth dampened with water and/or common on hospital disinfectant. Do not use oil or grease on or near outlets. Use appropriate adapters to check for proper operation of outlets. Repair quick-disconnect outlet stations if binding, looseness, or other malfunction is detected. Check for audible leakage around the outlets without the adapter and repair, as required. Check oxygen and medical air pressures at each connection. Investigate and repair any variation in pressure from the normal operating ranges. Measure the free airflow into each vacuum inlet terminal while simultaneously checking the vacuum level. Investigate and repair any variation in vacuum pressure and flow from the normal operating range. SECONDARY EQUIPMENT TESTING Regulators and Flowmeters: Annually: Clean and test all flowmeters and regulators provided by staff and generate reports identifying each equipment status. PERSONNEL TRAINING FOR EMERGENCY PROCEDURES Semi-annually: Provide equipment training to medical personnel in the operation of and emergency shut-off valves for the medical gas systems during emergency or disaster occurrence. NARA Records Management Language for Contracts (May 2017): https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html 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 The following standard Items relate to records generated in executing this contract and should be included in a typical contract where records could possibly be created, maintained or dispositioned: 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. [FACILITY] 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 [FACILITY] or destroyed except for in accordance with the provisions of the agency ...
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