BALER PREVENTIVE MAINTENANCE & REPAIR To provide Preventive Maintenance & Emergency Repair Svc. for a 60"x30"x42" Baler compactor.
Added: Jan 26, 2016 10:47 am I. Introduction 1.1 The James A. Haley Tampa VA Hospital, 13000 Bruce B. Downs, Tampa FL 33612, has a requirement for the preventive maintenance and emergency repair services for a 60"x30"x42" Baler compactor located at the James A. Haley Tampa VA Hospital. The intention of the contract is to eliminate or reduce equipment malfunction, breakdown, unscheduled down time and waste build-up that can result in unsanitary and unsightly conditions. 1.2 The CONTRACTOR shall perform all necessary regularly-scheduled services to maintain the referenced Baler in good operating conditions in accordance with the manufacturer's recommendations, including parts and labor, maintenance and safety inspections. Baler Contractor shall provide all labor, testing equipment, tools, materials, replacements parts, oil, lubricants, supplies, transportation, supervision, and any other items and services necessary to accomplish inspections and services described herein to include emergency repairs. Contractor shall not be responsible for repairs otherwise covered under any warranty in effect. Equipment (Baler) is located at the James A. Haley VA Hospital. 1.3 The Contractor shall perform preventive maintenance services and inspections in this contract on a quarterly basis or every tee (3) months starting 10 days after award date. 1.4 Contractor shall schedule all work with Supervisor (813) 972-2000 Ext. 7500, Monday tough Friday, 0700am to 0630pm. 1.5 If the Contractor damages accidentally and/or intentionally any equipment or material she/he shall repair it within 24 hours. Exceptions could be made if approved by COR or Contracting Officer (CO). 1.6 With each service, an inspection report must be sent via email to the COR. The Contractor shall report the equipment conditions (preferably with photographs) before and after the service. The Contractor shall include a Material Safety Data Sheet (MSDS) of materials used and the work done. 1.7 The preventive maintenance shall be performed during normal working hours from 0800am to 0430pm from Monday tough Friday excluding Federal Holidays. All work in the loading dock area shall be accomplished as scheduled in advance, twenty-four (24) hours a day, seven (7) days per week. The loading dock is manned twenty-four (24) hours a day, seven (7) days per week. 1.8 Contractor shall be able to provide same-day emergency services within two (2) hours of notification by telephone or e-mail on all Baler emergencies identified by the COR or designee. In the event that the Contractor is unable to repair the baler within two (2) hours of notification, the Contractor shall be responsible for storage and/or removal of the cardboard that is unable to be baled, until the baler is functional. 1.9 Contractor shall be onsite within two (2) hours of receiving an emergency repair notification from the COR or her/his designee. 1.10 The Contractor shall sign in/out at loading dock listing the time of arrival and departure from the job site. ? 1.11 All emergency repair service shall be accomplished with prior approval from the COR or designee. 1.12 Contractor will provide 24/7 emergency contact name(s) and telephone number(s). 1.13 The type of contract to be awarded will be a Firm fixed-price for all Preventive Maintenance Services and a Requirement contract for all emergency repairs awarded under this solicitation. 1.14 A Contracting Officer Representative (COR) has been designated in the solicitation schedule for the facility. The COR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COR's specific responsibilities will be provided to the contractor and COR at the time of contract award by the Contracting Officer (CO). 1.15 The Contractor shall provide all labor, associated materials, personnel, protective equipment, and any and all necessary equipment required for the maintenance and repairs of the Baler at the James A. Haley VA facilities. 1.16 The Contractor's personnel shall have all the required training and certifications to perform duties as delineated in this contract. All certifications and training requirements shall be provided upon request of the Contract Specialist or the Contracting Officer Representative. II. Applicable Documents 1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply: FAR Federal Acquisition Regulation VAAR Veterans Administration Acquisition Regulation VHA Hand Book Integrated Pest Management Program Guide 1850.2, Dated 10-05-1998 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1093 VHA Hand Book Integrated Pest Management Program Guide 1850.2, Dated 12-07-2011 http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2014 2. Glossary. Acronyms used in this PWS are listed below for easy reference: " EMS Environmental Management Service " COR Contracting Officer Representative " FAR Federal Acquisition Regulation " AQL Acceptable Quality Level " POC Point of Contact " PWS Performance Work Statement " QASP Quality Assurance Surveillance Plan " TVAMC Tampa VA Medical Center " CO Contracting Officer " VHA Veterans Health Administration " IPM Integrated Pest Management " OSHA Occupational Safety and Health Administration ? III. Period of Performance: 3.1 The period of performance for this service contract is one (1) base year from the date of issuance, plus four (4) option years. IV. Statement of Work: 4.1 The Contractor shall perform preventive maintenance and emergency repairs to include labor, material, equipment's, transportation and supervision as well as all inspection, cleaning, lubricating, adjusting, testing and the replacement of parts to ensure equipment is operational in accordance with the manufacturer's specifications at all times. The Contractor shall inspect overall equipment frame for signs of cracking and wear and keep a record of all discrepancies. 4.2 Contractor shall be responsible for inspection of the Electrical Control Panel by checking switches and connections for proper operation. 4.3 Contractor shall be responsible for inspection and where needed, lubrication of all door hinges, door handles bushings, paddle latches, grease all turnbuckles, access gates, motor, motor coupling, ram track and guides. 4.4 Contractor shall inspect and adjust the Safety and Limit Switches features for proper operation. 4.5 The Contractor shall maintain and inspect the warning lights, pressure gauge, key switches and emergency stop operational as per manufacturer specification. 4.6 The Contractor shall install and maintain all equipment and materials covered under this contract. 4.7 The contractor shall employ only qualified, experienced and well-trained workers who are skilled in performing the requirements of this service contract. 4.8 The Contractor shall inspect and maintain the condition of the Hydraulic System hoses and fittings, oil levels, lines, valves, linings, cylinder shaft wear and leakage, and operation of pressure checks. 4.9 Contractor shall inspect and maintain the physical condition of rollers, door hinges, and latching mechanisms of the Container. 4.10 Contractor shall check oil levels , color and smell during the preventive maintenance and change the oil once a year or as recommended by the manufacturer. V. General 1. The Contractor shall provide a Material Safety Data Sheet (MSDS) for each chemicals/supplies used in the performance of this contract. Contractor shall be responsible for ensuring all equipment, tools and supplies used, meet necessary safety requirements and employees have full working knowledge of their use. 2. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy & HIPAA Course #10203 and The Privacy & Information Security Awareness and Rules of Behavior Course#10176 Training. 3. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior and the VA Privacy & HIPAA. 4. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required. 5. Failure to complete the mandatory annual training and sign the Privacy & Information Security Awareness and Rules of Behavior or VA Privacy & HIPAA annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. VI. GOVERNMENT HOLIDAYS " New Year's Day………………………………………… January 1 " Martin Luther King's Birthday…………………………. 3rd Monday in January " President's Day…………………………………………..3rd Monday in February " Memorial Day…………………………………………… Last Monday in May " Independence Day………………………………………..July 4th " Labor Day……………………………………………… 1st Monday in September " Columbus Day……………………………………………2nd Monday in October " Veteran's Day…………………………………………… November 11 " Thanksgiving Day………………………………………..Last Thursday in November " Cistmas Day………………………………………........December 25 Any other day designated by the President as a national holiday. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by US Government agencies. VII. Safety and Health/ Compliance Regulations: The Contractor shall comply with all applicable federal, state and local laws and ensure that job performance shall at all times protecting persons, material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract. 1. The Contractor shall observe all safety precautions toughout the performance of the contract. 2. All work shall be in strict accordance with all applicable Federal, State and local safety and health requirements. Where there is a conflict between applicable regulations, the most stringent will apply. 3. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining the health and safety of personnel during the execution of work. 4. The Contractor shall determine the need for and provide any personal protective items required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to United States Occupational Safety and Health Administration (OSHA) standards for the products being used. 5. Contractor must obey all Environmental Protection Agency (EPA) regulations. VIII. Reporting or Special Work Requirements The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of each Contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any Contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of Contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the PWS in an efficient, reliable, and professional manner. The Contractor shall prepare, submit, and maintain records and reports as specified, to include a logbook or file for contract. Additionally, all recommendations provided by the Contractor shall be in writing and annotated as acceptable/non-acceptable by the COR. These recommendations and reports shall be maintained by the contractor and the COR for the duration of the contract. Reports shall be submitted with monthly invoicing. Records shall be made available upon request for inspection, and copies shall be forwarded to the COR with the monthly invoice following the month of service. IX. Quality Control Program The Contractor shall establish a complete quality control program to ensure the requirements of the contract are provided as specified. The Contractor shall submit a copy of this program with submission of their quote. The program shall include at least the following items: Inspection System - The Contractor's quality control inspection system shall cover all the services stated in this contract. The purpose of the system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies. Checklist - A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include the site serviced by the Contractor as well as the task performed. File - A quality control file shall contain a record of all inspections conducted by the COR and any corrective action taken. The file shall be maintained toughout the term of the contract and made available to the Contracting Officer or COR upon request. X. Minimum Performance Requirements 1. Contractor shall provide quarterly inspections, preventive maintenance and any emergency service as needed. All repairs will be conducted with products specifically labeled and/or approved for use by the manufacturer. 2. Repair techniques will include but not be limited to Visual inspections, Exclusions and Documentation. XI. Government Badges The COR will coordinate the issuance of required access badges to Contractor's personnel. The Contractor shall provide the COR with a list of Contractor employees expected to enter the buildings to perform the services. While on VA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. A. Contractor Point of Contact: The contractor shall provide the name and contact number of a point of contact and an alternate that shall be responsible for the performance of services no later than tee (3) days after award. B. Contract personnel shall wear laminated identification badges provided by the Government at all times when performing. C. Contractor Employees: Contractor's personnel shall present and carry themselves in a neat and professional manner while on Facility Campus. She/he shall comply with all policy and regulations of this facility. D. Badges shall be worn on the outer garment, at or above the waist (facing forward) attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. E. Government issued identification badges remain the property of the Government and shall be returned to the issuing office or other designated Government employee upon transfer of Contractor personnel from the contract. F. Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, Contractor's personnel shall also wear a laminated Contractor identification badge at all times when performing services under this Contract, including when on contract-related travel. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. G. The Contractor shall be required to comply with all security policies/requirements. All security policies, requirements must be met and employees cleared prior to the Contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. H. It is the responsibility of the Contractor personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility's COR. I. The Contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. J. All Contractor personnel must properly display their access badge. The Contractor employee must return the access badge to the COR or designee at the end of each pick up process. XII. Standards of conduct Conduct of Personnel: Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor's employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government will not reimburse the Contractor for travel and other expenses associated with the removal of personnel. Contractor's personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of tee inches, while assigned under this contract. Working Attire and Appearance: Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities. The Government reserves the right to review the qualifications of Contractor's personnel. The intent is solely for verification purpose and not for the Government to become the hiring authority. XIII. Non-Personal Service Statement Contractor's employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the Contractor. Management will ensure that employees properly comply with the Statement of work standards outlined in the SOW. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work. The RFP VA-248-16-Q-0322 will be advertised as Small Business Set Aside under the North American Industry Classification (NAICS) code 811310 for this procurement, with size standard of $7.0 Million. Only offerors from those firms regularly established in business providing this type of service will be considered by the agency. Interested offerors may obtain an electronic copy of the solicitation free at the FedBidOpps URL address. Once the solicitation is posted, offerors are advice that they are responsible to review and monitor this solicitation in the website frequently to ensure they have the most up to date information about this acquisition. Offerors are advised that they are responsible for obtaining all corresponding amendments. If you are downloading this solicitation, it is strongly recommended that you complete the solicitation mailing list available on the web site. In order to be eligible for a contract award, firms must be registered in the System for Award Management (SAM) at www.sam.gov. Annual Representations and Certifications must be current and filed online at https://orca.bpn.gov/. A Request for Proposals (RFP) for this service is estimated to be released on or about 26 January 2016. Solicitation is being conducted using the policies of FAR Part 12, Acquisition of Commercial Items, in conjunction with the policies and procedures for evaluation and award prescribed in FAR Part 15, contracting by Negotiation. Award will be made to the lowest price technically acceptable offer. Questions regarding this solicitation must be by e-mail ONLY to include telephone number, fax number and point of contact to the Network Contracting Office 8, Attn: Jose R. Sierra-Colon Contracting Officer, email: jose.sierra-colon@va.gov no later than February 01, 2016 @ 1200/12:00 PM Eastern Time. All questions will be answered by an amendment and published on FedBizOpps web no later than Feb 04, 2016 by 1500/03:00PM. Respectfully, Jose R. Sierra-Colon, Contracting Officer Department of Veterans Affairs NCO-8 Tampa Service Team Office: (813) 972-2000 Ext. 2810 mailto:jose.sierra-colon@va.gov CONTRACTORS ARE ENCOURAGED TO REGISTER AT the eCMS Vendor Portal to do business with VA: https://www.vendorportal.ecms.va.gov/eVP All Contractors MUST be registered and in good standing with the following: SAM (www.SAM.gov) ORCA (orca.bpn.gov), Experian https://ss1.experian.com/BusinessIQ/login.html) Business Partner Network (www.bpn.gov), Vets 100 (www.vets100.com) Vet Biz (www.vetbiz.gov) *If veteran owned business "INTEGRITY, COMMITMENT, ADVOCACY, RESPECT, AND EXCELLENCE - these are our goals." As our client, please take a few moments and let us know how we did by completing the attached SURVEY. Our mission: To fulfill President Lincoln's promise - "To care for him who shall have borne the battle, and for his widow, and his orphan" - by serving and honoring the men and women who are America's Veterans.
VA24816Q0322 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8
1/26/16, 10:47 AM