Full Service Contract Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks for the North Texas Health Care System
This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25719Q0116_1 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular. SET-ASIDE: This requirement is a Total Small Business Set-Aside, the NAICS is 811918 and the small business size standard is $7.5 Million. In order to be eligible an offeror must be small for the applicable NAICS code at the time of the quote submission and at the time of award. Only qualified offerors may submit bids. Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: To provide a Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks for the North Texas Health Care System See the Statement of Work for full details. Place(s) of Performance: Dallas VA Medical Center 4500 S. Lancaster Rd. Dallas, TX 75216 Sam Rayburn Memorial Veterans Center 1201 E. 9th St. Bonham, TX 75418 Fort Worth VA Outpatient Clinic 2201 SE Loop 820 Fort Worth, TX 76119 Type of Contract: A Firm Fixed Price Period of Performance: Base plus four (4) one-year options. Base: March 31, 2019 - March 30, 2020 Option Year One: March 31, 2020 - March 30, 2021 Option Year Two: March 31, 2021 - March 30, 2022 Option Year Tee: March 31, 2022 - March 30, 2023 Option Year Four: March 31, 2023 - March 30, 2024 The following clauses and provisions apply to this solicitation: 52.209-5, Certification Regarding Responsibility Matters 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. 52.217-9, Option to Extend the Term of the Contract 52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right 52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements 52.219-14, Limitations on Subcontracting 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3). 52.222-3, Convict Labor 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving 52.232-19, Availability of Funds for the Next Fiscal Year 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 52.237-3 Continuity of Services (JAN 1991) 52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html) 852.203-70, Commercial Advertising (JAN 2008) 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 52.252-1, Solicitation Provisions Incorporated by Reference: This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es). 52.252-2, Clauses Incorporated by Reference: This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (a) This solicitation includes far 52.219-6, Notice of Total Small Business Set-Aside. (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-76 SUBCONTRACTING PLANS MONITORING AND COMPLIANCE. AS PRESCRIBED IN 819.7203(C) INSERT THE FOLLOWING CLAUSE: SUBCONTRACTING PLANS MONITORING AND COMPLIANCE (JUL 2018) (a) This contract includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement. (b) Accordingly, any contract resulting from this solicitation will include these clauses, unless the contract is awarded to a small business concern. The Contractor is advised in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing the Contractor's compliance with the plan, including reviewing the Contractor's accomplishments in achieving the subcontracting goals in the plan. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding the Contractor's compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting plan. (End of clause) SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. Quotes must be received no later than Tuesday, March 19, 2019, 8:00 am CST. Email your quote to Rastreva.Upshaw@va.gov and Victoria.Rone3@va.gov. The subject line must specify: 36C25719Q0116_1 (Full Service Contract Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. These services are subject to the Service Contract Act and Wage and Determination (WD 15-5227 Rev.-7) which was first posted on www.wdol.gov on 01/01/2019 and can be assessed at https://www.wdol.gov/wdol/scafiles/std/15-5227.txt?v=6. QUOTE SHOULD BE BROKEN DOWN AS FOLLOWS: PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 YR $_______ $_______ Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks CONTRACT PERIOD: Base March 31, 2019 - March 30, 2020 0002 1.00 YR $_________ $________ Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks CONTRACT PERIOD: Option Year One March 31, 2020 - March 30, 2021 0003 1.00 YR $__________ $_________ Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks CONTRACT PERIOD: Option Year Two March 31, 2021 - March 30, 2022 0004 1.00 YR $__________ $__________ Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks CONTRACT PERIOD: Option Year Tee March 31, 2022 - March 30, 2023 0005 1.00 YR $__________ $___________ Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks CONTRACT PERIOD: Option Year Four March 31, 2023 - March 30, 2024 GRAND TOTAL $__________ STATEMENT OF WORK Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks Preventative Maintenance and Repair Background This Statement of Work describes the requirement for quarterly preventive maintenance and repair (PMR) services for Warehouse Electric Rider Forked Lift trucks and Warehouse Electric Forklift Pallet trucks. Services shall be provided for the VA North Texas Healthcare System s (VANTHCS) following locations: Dallas VA Medical Center, Fort Worth Outpatient Clinic, and Bonham Sam Rayburn Memorial Veterans Center. Dallas VA Medical Center 4500 S. Lancaster Rd. Dallas, TX 75216 Sam Rayburn Memorial Veterans Center 1201 E. 9th St. Bonham, TX 75418 Fort Worth VA Outpatient Clinic 2201 SE Loop 820 Fort Worth, TX 76119 Periods of Performance Base plus four (4) one-year option year renewals Base: March 31, 2019 - March 30, 2020 Option Year One: March 31, 2020 - March 30, 2021 Option Year Two: March 31, 2021 - March 30, 2022 Option Year Tee: March 31, 2022 - March 30, 2023 Option Year Four: March 31, 2023 - March 30, 2024 1.0 Scope of Work / Place of Performance 1.1 Unless otherwise specified herein, the contractor shall provide all labor, personnel, supplies, and materials necessary for the maintenance and repair of Warehouse Electric Rider Forked Lift trucks and Warehouse Electric Forklift Pallet trucks as defined in this scope. The Government shall not provide labor, personnel, supplies, nor materials for this contract. 1.2. PMR shall include but not be limited to the following equipment: Location Make Model Serial# Frequency 4500 South Lancaster Rd, Bldg. 44, Dallas Texas, 75216 Dallas CRW WP3035-45 7A276015 90 DAYS Dallas CRW WP2335-45 5A806175 90 DAYS Dallas CRW WP2335-45 5A805744 90 DAYS Dallas CRW WP3035-45 7A276020 90 DAYS Dallas TOY 8HBW23 13043 90 DAYS Dallas TOY 8HBW23 13037 90 DAYS Dallas TOY 8HBW23 13042 90 DAYS Dallas TOY 7HBW23 46499 90 DAYS Dallas TOY 8HBW23 13041 90 DAYS Dallas TOY 8FGU20 74717 90 DAYS Dallas TOY 8FGU20 74708 90 DAYS Dallas HYUNDAI 30LC-7H HHKWWC14CD0000026 90 DAYS Dallas CRW WP2335-45 5A805937 90 DAYS 1201 E. 9th St, Bonham, Texas 75418 Bonham CLK ESC17 E357-0445-7255FB 90 DAYS Bonham CRW WP2300 5A372876 90 DAYS Bonham DAY 2LEB4 CBDA20151049 90 DAYS Bonham TBD TBD G068217 90 DAYS 2201 SE Loop 820, Fort Worth, Texas 76119 Fort Worth CLK GEX20 GEX2030-2130-9655 90 DAYS 2.0 Service Contractor Obligations The Contractor shall: Provide adequately supervised employees as required by the laws of the jurisdiction to carry out the services; and execute, perform and provide the services in every respect to the reasonable satisfaction of the VANTHCS; Ensure appropriately qualified and experienced persons, who shall be properly supervised or directed by the Contractor; Make good any damage to the equipment or any part thereof caused by any act or omission of the Contractor; Adhere to all rules and instructions within the VA Healthcare system (including any non-smoking policy, etc.); Immediately notify the Contracting Officer Representative (COR) in writing of all matters affecting its responsibility; Obtain the COR s approval for any Services to be undertaken outside the usual scheduled times for provision of the Services; Provide qualifications documents and job history of the Contractor s personnel if required by the COR; Provide evidence of training of all Service Contractor s personnel, if required by the COR; Ensure that any lost or unclaimed property found by the Contractor is passed to the COR at the first practicable opportunity; At the direction of the COR, remove from the VANTHCS location any of the Contractor s personnel who misconduct themselves or are incompetent or negligent in performing their duties or who the VANTHCS considers are undesirable to perform the Services; and Provide to the COR, within one week of commencement of the Contract, a schedule specifying the nature and timing of all PM work to be completed. 3.0 Preventive Maintenance Schedule and requirements The service contract will include quarterly operating inspections. All maintenance shall be followed in accordance with the operating and procedure manuals for all related equipment and as per manufacturer s guidance and instructions. Personnel performing any related work should be highly qualified and capable of handling their tasks correctly and efficiently. Each Routine Operating Inspection is to consist of the task-actions listed herein for each equipment type and to be performed at the frequency listed. 4.0 Additional Requirements 4.1. Parts and Material Replacement: Unless otherwise stated herein, consumables including adding limited quantities of lubricants are to be included as necessary to perform any Routing Operating Inspection(s) indicated with no extra charge. Only original parts are to be used. If not available, contractor shall report that to the COR and obtain his/her approval. All parts used in the performance of these maintenances shall be new. If parts can be rebuilt/remanufactured that meet OEM specifications, contractor should report that and obtain COR approval in advance. 4.2. Parts Warranty: Contractor will guarantee all parts replaced or repaired for one year. If any of these parts are defective the contractor shall replace them as per specified herein with no extra charge even if the contract period has expired. 4.3. Workmanship Warranty: The contractor shall guarantee the quality of all workmanship of the Analysis Service that is performed under the scope of services for a period of sixty (60) days after completion. Upon written notification within such period, the contractor will agree to remedy and redo any service in a timely manner without cost to the VA. 5.0 Safety and Accident Prevention: 5.1. The contractor shall formulate and submit, within 30 days after the conditional contract award date, a written safety and health plan for acceptance by the Government. The written plan shall include the details of the contractor's safety organization, responsibilities, method of program implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail employee's responsibilities for protection of Government property and safety of others, employee's responsibilities for reporting all mishaps, and establish procedures for reporting or correcting unsafe conditions, hazards, or practices. The plan shall also contain mishap notification and reporting procedures. The contractor shall have a central POC for safety and health related issues. The POC shall be identified in writing to the COR. 5.2. The contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment. 5.3 The contractor shall immediately notify USDA safety personnel of all accidents/incidents involving employee use of and/or damage/injury to facilities, equipment, or personnel. 5.4 The contractor shall require their personnel to wear safety shoes/boots IAW OSHA standards. 5.5 The contractor shall provide all required personal protection equipment, e.g. respirators, hearing protection, eye protection, gloves, steel-toed boots, aprons, masks, face shields, reflective vests, etc. IAW OSHA standards. 6.0. Environmental Requirements 6.1 The contractor shall comply with all federal, state, and local environmental laws, and USDA policies and regulations to include but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA), the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA). 6.2 The use, handling, storage, and disposal of all toxic, hazardous, special or radiological wastes/materials shall be IAW all local, state, federal, and USDA environmental regulations and procedures. Personnel shall be trained by the Government on proper procedures to include spill response and clean up. 6.3 The contractor shall provide a complete environmental plan to assure compliance with all environmental statutes and regulations. One copy of the plan shall be provided to the COR at the pre-performance conference and as changes occur. 7.0 Equipment Maintenance Special Instructions 7.1. The following maintenance and operational checks will be made at each periodic PMR visit in addition to the checkpoints described below: 1. Starting System 1.1. Clean batteries and cables. 1.2. Check and record specific gravity of lead-acid batteries. 1.3. Check for proper starter operation noting any unusual noises. 1.4. Check for proper cranking motor disconnect. 1.5. Load test the battery set. 2. Battery Charging System 2.1. Check battery charger for proper operation. 2.2. Check battery charging alternator for proper output. 2.3. Tighten all battery connections. 2.4. Check electrolyte level and fill. 3. Lube Oil System 3.1. Check oil level. 3.2. Check engine oil pressure 3.3. Check oil filter differential pressure 3.4. Take sample of lube oil for analysis (once per year). Provide report to COR. 4. Air Intake and Exhaust System 4.1. Check clean air condition. 4.2. Listen for any unusual noises from this area. 4.3. Check air intake louvers for proper operation. 4.4. Insure that air intake flow is not unduly restricted. 4.5. Exhaust system 4.6. Inspect exhaust silencer, flexible connection and exhaust piping. 4.7. Visually check exhaust outlet for excessive smoking. 4.8. Visually check crankcase breather for excessive smoking. 4.9. Check the exhaust temperature of each cylinder with infra-red gun 4.10. Cooling System 4.11. Check coolant level. 4.12. Check for proper amount of anti-freeze. Add as needed. Report findings. 4.13. Check radiator core for obstruction or buildup of foreign material. 4.14. Check general condition of engine coolant. 4.15. Check all belts for wear and proper tension. 4.16. Check all hoses for cracks and brittleness. 4.17. Check jacket water heaters and thermostats for proper operation. 5. Additional checks 5.1. Tighten loose wiring connections and note any potential problems. 5.2. A.C. Power Generator 5.3. Make a general inspection of all electrical connections on regulator and generator. 5.4. Inspect generator brushes and slip rings. 5.5. Grease bearings if necessary. 5.6. Check and adjust voltage regulator. 5.7. Replace any blown fuses. 5.8. Carefully inspect engine for leaks or deterioration. 5.9. Make note of any unusual sounds during walk-around inspection. 5.10. Review the Material Safety Data Sheet (MSDS) and dispose of the coolant at an authorized recovery facility. 5.11. Additional repairs, parts, and labor will not be completed under this contract. The COR shall be responsible for continuous observations of the contractor's performance under this contract. All observations of incomplete or defective performance, or safety and health standards violated shall be recorded. Written notices issued by the CO shall require the contractor to reply, in writing, to the CO within five workdays after receipt, explaining reasons for the existing conditions, the corrective action, and procedures taken to prevent recurrence. Copies of the PM Service reports must be provided to the COR. 8.0 Other Pertinent Information or Special Considerations 8.1. The contractor will provide service technicians that are specialized in serving the equipment above and have OEM training on these devices. 8.2. In the event any of the devices listed above have been removed from service prior to the start date of this contract or during the contract performance period, the cost will be prorated or credited back based off the specific devices annual contracted price. 8.3. Identification of Possible Follow-on Work Any service ticket that is still open and not closed out prior to the last day of this service contract will still be covered under the contract until the repair has been completed. 9.0 Risk Control See Section 5 for general safety guidelines regarding the contractor s work area. The VA Medical Center does provide PPE in the event the contractor needs gloves, gowns, mask, or face shields to safely protect themselves while servicing the warehouse equipment.
36C25719Q0116 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
3/3/19, 6:01 PM Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks for the North Texas Health Care System
This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/SAM/ Purpose and Objectives: Your responses to the information requested shall assist the Government in determining the appropriate acquisition method. NAICS code: 811198 and Size Standard is $7.5 Million NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/ Project requirements: To provide a Full Service Contract for Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks for the North Texas Health Care System Anticipated period of performance: TBD Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide the services required in the Draft Statement of Work. Include any certifications/qualifications current and past contract information that will support your capability statement. See the Draft Statement of Work (SOW), (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to Rastreva.Upshaw@va.gov and Victoria.Rone3@va.gov with the subject line "Sources Sought, Full Service Contract Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks/your company name" by 8:00 AM CST on Friday, February 22, 2019 Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK Warehouse Electric Rider Forked Lift Trucks and Electric Forklift Pallet Trucks Preventative Maintenance and Repair Background This Statement of Work describes the requirement for quarterly preventive maintenance and repair (PMR) services for Warehouse Electric Rider Forked Lift trucks and Warehouse Electric Forklift Pallet trucks. Services shall be provided for the VA North Texas Healthcare System s (VANTHCS) following locations: Dallas VA Medical Center, Fort Worth Outpatient Clinic, and Bonham Sam Rayburn Memorial Veterans Center. Dallas VA Medical Center 4500 S. Lancaster Rd. Dallas, TX 75216 Sam Rayburn Memorial Veterans Center 1201 E. 9th St. Bonham, TX 75418 Fort Worth VA Outpatient Clinic 2201 SE Loop 820 Fort Worth, TX 76119 Periods of Performance Base Year: Award to Date of Completion To Be Determined Option Year 1: To Be Determined Option Year 2: To Be Determined Option Year 3: To Be Determined Option Year 4: To Be Determined 1.0 Scope of Work / Place of Performance 1.1 Unless otherwise specified herein, the contractor shall provide all labor, personnel, supplies, and materials necessary for the maintenance and repair of Warehouse Electric Rider Forked Lift trucks and Warehouse Electric Forklift Pallet trucks as defined in this scope. The Government shall not provide labor, personnel, supplies, nor materials for this contract. 1.2. PMR shall include but not be limited to the following equipment: Location Make Model Serial# Frequency 4500 South Lancaster Rd, Bldg. 44, Dallas Texas, 75216 Dallas CRW WP3035-45 7A276015 90 DAYS Dallas CRW WP2335-45 5A806175 90 DAYS Dallas CRW WP2335-45 5A805744 90 DAYS Dallas CRW WP3035-45 7A276020 90 DAYS Dallas TOY 8HBW23 13043 90 DAYS Dallas TOY 8HBW23 13037 90 DAYS Dallas TOY 8HBW23 13042 90 DAYS Dallas TOY 7HBW23 46499 90 DAYS Dallas TOY 8HBW23 13041 90 DAYS Dallas TOY 8FGU20 74717 90 DAYS Dallas TOY 8FGU20 74708 90 DAYS Dallas HYUNDAI 30LC-7H HHKWWC14CD0000026 90 DAYS Dallas CRW WP2335-45 5A805937 90 DAYS 1201 E. 9th St, Bonham, Texas 75418 Bonham CLK ESC17 E357-0445-7255FB 90 DAYS Bonham CRW WP2300 5A372876 90 DAYS Bonham DAY 2LEB4 CBDA20151049 90 DAYS Bonham TBD TBD G068217 90 DAYS 2201 SE Loop 820, Fort Worth, Texas 76119 Fort Worth CLK GEX20 GEX2030-2130-9655 90 DAYS 2.0 Service Contractor Obligations The Contractor shall: Provide adequately supervised employees as required by the laws of the jurisdiction to carry out the services; and execute, perform and provide the services in every respect to the reasonable satisfaction of the VANTHCS; Ensure appropriately qualified and experienced persons, who shall be properly supervised or directed by the Contractor; Make good any damage to the equipment or any part thereof caused by any act or omission of the Contractor; Adhere to all rules and instructions within the VA Healthcare system (including any non-smoking policy, etc.); Immediately notify the Contracting Officer Representative (COR) in writing of all matters affecting its responsibility; Obtain the COR s approval for any Services to be undertaken outside the usual scheduled times for provision of the Services; Provide qualifications documents and job history of the Contractor s personnel if required by the COR; Provide evidence of training of all Service Contractor s personnel, if required by the COR; Ensure that any lost or unclaimed property found by the Contractor is passed to the COR at the first practicable opportunity; At the direction of the COR, remove from the VANTHCS location any of the Contractor s personnel who misconduct themselves or are incompetent or negligent in performing their duties or who the VANTHCS considers are undesirable to perform the Services; and Provide to the COR, within one week of commencement of the Contract, a schedule specifying the nature and timing of all PM work to be completed. 3.0 Preventive Maintenance Schedule and requirements The service contract will include quarterly operating inspections. All maintenance shall be followed in accordance with the operating and procedure manuals for all related equipment and as per manufacturer s guidance and instructions. Personnel performing any related work should be highly qualified and capable of handling their tasks correctly and efficiently. Each Routine Operating Inspection is to consist of the task-actions listed herein for each equipment type and to be performed at the frequency listed. 4.0 Additional Requirements 4.1. Parts and Material Replacement: Unless otherwise stated herein, consumables including adding limited quantities of lubricants are to be included as necessary to perform any Routing Operating Inspection(s) indicated with no extra charge. Only original parts are to be used. If not available, contractor shall report that to the COR and obtain his/her approval. All parts used in the performance of these maintenances shall be new. If parts can be rebuilt/remanufactured that meet OEM specifications, contractor should report that and obtain COR approval in advance. 4.2. Parts Warranty: Contractor will guarantee all parts replaced or repaired for one year. If any of these parts are defective the contractor shall replace them as per specified herein with no extra charge even if the contract period has expired. 4.3. Workmanship Warranty: The contractor shall guarantee the quality of all workmanship of the Analysis Service that is performed under the scope of services for a period of sixty (60) days after completion. Upon written notification within such period, the contractor will agree to remedy and redo any service in a timely manner without cost to the VA. 5.0 Safety and Accident Prevention: 5.1. The contractor shall formulate and submit, within 30 days after the conditional contract award date, a written safety and health plan for acceptance by the Government. The written plan shall include the details of the contractor's safety organization, responsibilities, method of program implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail employee's responsibilities for protection of Government property and safety of others, employee's responsibilities for reporting all mishaps, and establish procedures for reporting or correcting unsafe conditions, hazards, or practices. The plan shall also contain mishap notification and reporting procedures. The contractor shall have a central POC for safety and health related issues. The POC shall be identified in writing to the COR. 5.2. The contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment. 5.3 The contractor shall immediately notify USDA safety personnel of all accidents/incidents involving employee use of and/or damage/injury to facilities, equipment, or personnel. 5.4 The contractor shall require their personnel to wear safety shoes/boots IAW OSHA standards. 5.5 The contractor shall provide all required personal protection equipment, e.g. respirators, hearing protection, eye protection, gloves, steel-toed boots, aprons, masks, face shields, reflective vests, etc. IAW OSHA standards. 6.0. Environmental Requirements 6.1 The contractor shall comply with all federal, state, and local environmental laws, and USDA policies and regulations to include but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA), the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA). 6.2 The use, handling, storage, and disposal of all toxic, hazardous, special or radiological wastes/materials shall be IAW all local, state, federal, and USDA environmental regulations and procedures. Personnel shall be trained by the Government on proper procedures to include spill response and clean up. 6.3 The contractor shall provide a complete environmental plan to assure compliance with all environmental statutes and regulations. One copy of the plan shall be provided to the COR at the pre-performance conference and as changes occur. 7.0 Equipment Maintenance Special Instructions 7.1. The following maintenance and operational checks will be made at each periodic PMR visit in addition to the checkpoints described below: 1. Starting System 1.1. Clean batteries and cables. 1.2. Check and record specific gravity of lead-acid batteries. 1.3. Check for proper starter operation noting any unusual noises. 1.4. Check for proper cranking motor disconnect. 1.5. Load test the battery set. 2. Battery Charging System 2.1. Check battery charger for proper operation. 2.2. Check battery charging alternator for proper output. 2.3. Tighten all battery connections. 2.4. Check electrolyte level and fill. 3. Lube Oil System 3.1. Check oil level. 3.2. Check engine oil pressure 3.3. Check oil filter differential pressure 3.4. Take sample of lube oil for analysis (once per year). Provide report to COR. 4. Air Intake and Exhaust System 4.1. Check clean air condition. 4.2. Listen for any unusual noises from this area. 4.3. Check air intake louvers for proper operation. 4.4. Insure that air intake flow is not unduly restricted. 4.5. Exhaust system 4.6. Inspect exhaust silencer, flexible connection and exhaust piping. 4.7. Visually check exhaust outlet for excessive smoking. 4.8. Visually check crankcase breather for excessive smoking. 4.9. Check the exhaust temperature of each cylinder with infra-red gun 4.10. Cooling System 4.11. Check coolant level. 4.12. Check for proper amount of anti-freeze. Add as needed. Report findings. 4.13. Check radiator core for obstruction or buildup of foreign material. 4.14. Check general condition of engine coolant. 4.15. Check all belts for wear and proper tension. 4.16. Check all hoses for cracks and brittleness. 4.17. Check jacket water heaters and thermostats for proper operation. 5. Additional checks 5.1. Tighten loose wiring connections and note any potential problems. 5.2. A.C. Power Generator 5.3. Make a general inspection of all electrical connections on regulator and generator. 5.4. Inspect generator brushes and slip rings. 5.5. Grease bearings if necessary. 5.6. Check and adjust voltage regulator. 5.7. Replace any blown fuses. 5.8. Carefully inspect engine for leaks or deterioration. 5.9. Make note of any unusual sounds during walk-around inspection. 5.10. Review the Material Safety Data Sheet (MSDS) and dispose of the coolant at an authorized recovery facility. 5.11. Additional repairs, parts, and labor will not be completed under this contract. The COR shall be responsible for continuous observations of the contractor's performance under this contract. All observations of incomplete or defective performance, or safety and health standards violated shall be recorded. Written notices issued by the CO shall require the contractor to reply, in writing, to the CO within five workdays after receipt, explaining reasons for the existing conditions, the corrective action, and procedures taken to prevent recurrence. Copies of the PM Service reports must be provided to the COR. 8.0 Other Pertinent Information or Special Considerations 8.1. The contractor will provide service technicians that are specialized in serving the equipment above and have OEM training on these devices. 8.2. In the event any of the devices listed above have been removed from service prior to the start date of this contract or during the contract performance period, the cost will be prorated or credited back based off the specific devices annual contracted price. 8.3. Identification of Possible Follow-on Work Any service ticket that is still open and not closed out prior to the last day of this service contract will still be covered under the contract until the repair has been completed. 9.0 Risk Control See Section 5 for general safety guidelines regarding the contractor s work area. The VA Medical Center does provide PPE in the event the contractor needs gloves, gowns, mask, or face shields to safely protect themselves while servicing the warehouse equipment.
36C25719Q0116 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
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