36C24218Q9452-001.docx

36C24218Q9452

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

620-19-1-555-0004 36C24218Q9452 07-05-2018 Marshand Boone marshand .boone@va.gov 7188366600 ext, 3145 07-30-2018

10:00 AM

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx

NY

10468-3904 X X 221320 $20.5 Million X N/A X See Delivery Schedule

36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx

NY

10468-3904

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

RFQ for Operation, Inspection, Testing & Maintenance Water Treatment Plant & Waste Water Treatmet Plant Catle Point and Waste Water Treatmetn Plant Montrose. Statement of work begins on page four.

A site vist for this requirement will be held on July 11, 2018, at 9 AM EST at Castle Point Campus in Wappinger's Falls, NY, then continuing at the Montrose Campus. All interested vendors must confirm their participation with CO Marshand Boone via marshand.boone@va.gov by 7/10/2018.

All questions regarding this solicitation are due by July 12, 2018 at 10 AM EST.

x X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C242 Marshand Boone Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO 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. 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 CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. 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 CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 Statement of Work

VA HUDSON VALLEY HCS

FDR VA HOSPITAL

MONTROSE, NY 10548

CASTLE POINT VA HOSPITAL

CASTLE POINT, NY 12511

SPECIFICATIONS

Operation, Inspection, Testing & Maintenance Water Treatment Plant & Waste Water Treatment Plant Castle Point Waste Water Treatment Plant Montrose

1. Background

Engineering Service (138) is committed and proudly serves the VA-HVHCS, Montrose & Castle Point Campuses, providing the best possible environment for health care to veterans and the highest standards of service to customers. We do this by improving and maintaining our physical structures and by providing the equipment, supplies, testing and preventive maintenance necessary to support excellence in health care.

Without constant and vigilant care, equipment involving water production and waste water treatment could malfunction causing significant complications; interrupt medical center operations and the provision of patient care, as well as causing injury, serious ecological problems and potentially fatalities.

The water & waste water treatment facilities are essential to the operation of the medical center providing clean, potable safe water for drinking, food production, bathing and ensuring the waste from the facility is properly treated protecting the environment before being discharged into the Hudson River.

These plants are dependent on: well-trained operators, supervised by a foreman or leader in holding the required NYS certifications to operate water production facilities and waste water treatment facilities.

It is VHA policy that each plant be operated in a safe and economical manner in compliance with Department of Veterans Affairs (VA) standards & directives in addition to the requirements of New York State, the Counties of Dutchess & Westchester and the United Stated Department of Environmental Conservation.

2. Place of Performance

3. Purpose

The purpose of this solicitation is to establish a firm fixed price contract with a qualified firm that can provide complete operation, inspection, testing and maintenance of the waste water treatment facility at Montrose and the water production & waste water treatment facilities at Castle Point.

The procurement & service described herein is required to achieve these objectives.

4. DEFINITIONS/ACRONYMS:

CLINS – Contract Line Items

CO – Contracting Officer. The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts.

COR – Contracting Officer’s Representative.

DCDOH – Dutchess County Department of Health

FFP – Firm-Fixed Price

M.A.A. - Medical Administrative Assistant. It is the person in charge of the hospital during “WHEN” hours

NFPA – National Fire Protection Association

NYSDEC – New York State Department of Environmental Conservation

NYSDOH – New York State Department Of Health

OSHA – Occupational Safety and Health Administration

QCP – Quality Control Plan

SPDES – State Pollutant Discharge Elimination System

VA – Department of Veterans

WCDOH – Westchester County Department of Health

WHEN HOURS – Weekends, Holidays, Evenings and Nights

5. Environmental Issues

There are no known environmental issues at the building sites.

If the contractor encounters any suspicious material, i.e., lead paint or asbestos; bring it to the attention of the COR immediately.

6. Environmental Procedures

The contractor shall obtain, maintain, adhere to and pay for the NYSDEC State Pollutant Discharge Elimination System (SPDES) Discharge Permit for both campuses (Castle Point and Montrose).

The contractor shall obtain, maintain, adhere to and pay for the Dutchess County Department of Behavioral and Community Health Water supply Permit.

The contractor shall adhere to All federal, state, and local codes and requirements for water treatment plants and wastewater treatment plants at ALL times.

The Contractor shall comply with the VA Sustainability and Green Environmental Management procedures.

7. Contractor's Responsibilities

The contractor shall provide all management, supervision, labor, materials, supplies and equipment, and shall plan, schedule, coordinate and assure effective performance of full management, operation, and maintenance of the water treatment plant and wastewater treatment plants in accordance with the requirements of this solicitation.

The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to him or herself, his/her employees or others, as well as for any damage to personal or public property caused by the contractor or the contractor's employees during the performance of this contract. The contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of New York.

The contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official Medical Center use.

Contractor shall require his/her employees to comply with the instructions pertaining to conduct and other regulations called to the contractor's attention by the Contracting Officer, COR, and Federal Protective Officers.

The contractor shall, at all times, enforce strict discipline and good order among the workers on the project, and shall not employ on the work any unfit person or anyone not skilled in the work assigned to him/her.

CONTRACTOR AND HIS/HER EMPLOYEES ARE STRICTLY PROHIBITED FROM SMOKING ANYWHERE IN MEDICAL CENTER BUILDINGS.

Contractor is responsible for all costs for transportation, lodging, meals and other personal necessities for its employees and subcontractors.

Contractor is responsible for the shipping costs and logistics for all tools and equipment necessary for the performance of this contract.

DRAWINGS: The contractor shall provide the COR a clean set of reproducible wiring diagrams, marked to record all changes made during the term of this contract. The contractor shall also provide the COR Center with maintenance manuals and parts list for all equipment. All wiring diagrams, maintenance manuals and parts lists shall be delivered to the COR thirty (30) days prior to expiration of this contract.

CONTRACTOR'S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the contractor or by any subcontractor subject to any chattel mortgage or under a conditional sale or other agreement by which an interest is retained by the seller. The contractor warrants that he has clear title to all materials and supplies for which he invoices for payment.

SUBCONTRACTS: The contractor shall remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

8. Contractor Use of the Premises

USE OF PREMISES AND REMOVAL OF DEBRIS: The contractor expressly undertakes, either directly or through its subcontractor(s):

a) To perform this contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work.

b) To clean up frequently, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance.

RECOGNIZED HOLIDAYS: The contractor is not required to perform services on the following holidays:

HOURS OF OPERATION:

a) The contractor is responsible for conducting business, between the hours of 8:00AM to 4:30 PM, Sunday thru Saturday.

b) Contractor may for his/her convenience request authorization in advance from the COR to work outside of regular working hours of regular work days at no additional cost to the medical center. Authorization shall be at the discretion of the COR

9. Protection of Public/Staff

The buildings will be occupied & plants will remain operational during the term of this contract. The contractor shall ensure the job site is protected from unauthorized entry. The building shall remain safe with access and egress for authorized personnel.

10. Housekeeping

The project site shall be kept in a neat, orderly, and safe condition at all times.

11. Quality Control Program

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. FINAL QC MUST BE SUBMITTED TO THE COR WITHIN FIVE (5) BUSINESS DAYS OF RECEIPT OF AWARD. The QCP shall include:

a) An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections, and the names of the individuals performing the inspection.

b) The checklist shall include every area of the contractor's operation as well as every task required to be performed.

c) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR inspectors point out the deficiencies.

d) A file of all inspections conducted by the contractor and the corrective action taken. This documentation shall be made available to the COR upon request at any time during the term of the contract.

12. Subcontracts

No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). The contractor shall, however, remain fully liable and responsible for the work to be done by his/her subcontractor(s) and shall assure compliance with all requirements of the contract.

13. Exclusions

The contractor shall not be liable for any loss, damage or delay caused by acts of fire, explosion, floods, riot, civil commotion, war, act of God, or by any cause beyond his/her reasonable control, nor shall he/she be liable for consequential damages from such causes.

The following work is specifically excluded from this contract.

Repair or replacement made necessary due to the negligence or misuse of the equipment by persons other than the contractor, his/her representatives or his/her employees.

The Contracting Officer must approve, in advance, any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval.

Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost.

14. Security Requirements

Contractors and his/her employees and sub-contractors are required to conform to VHA’s security and privacy requirements as described below.

The Contractor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are in federally owned or leased property. The Contractor will ensure the security of all VA and VHA property, building ID badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys, etc. the same day the employees leave the project.

Background Investigations:

VHA’s HCA work environment is considered sensitive but unclassified. VHA is required under the Homeland Security Presidential Directive (HSPD) 12 “Policy for a Common Identification Standard for Federal Employees and Contractors” to perform a National Agency Check with Inquiries (NACI) for Contractors. The NACI is a brief form of background investigation that is conducted through the Office of Personnel Management. This investigation will be conducted for Contractor staff assigned to this Contract. Contractor staff will be required to provide two forms of acceptable identification, provide a current photograph, and be finger-printed. Successful clearance is required for an employee to continue working under this Contract.

Per the PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL clause of the Federal Acquisition Regulation (FAR 52.204-9):

The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

Contractor personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers’ license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

Personnel designated to be on station on a regular permanent basis will be subject applying for and obtaining a US Government Department of Veterans Affairs PIV and associated background investigation.

The C&A requirements do not apply and that the Security Accreditation Package is not required.

The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system.

The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

The contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for easy identification, and assure that every employee is in uniform no later than the time specified by the COR, or otherwise no later than ten (10) working days from the date an employee first enters on duty. The uniform shall have the contractor's name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram.

Disclosed Information: Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this Contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

Commitment to Protect Sensitive Information: The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

The Contractor, his/her employees, former employees, sub-contractors and former sub- contractors shall not discuss their work performed under this contract, plant conditions or information relating to VA Hudson Valley to anyone other than the authorized US Government Employees with a specific need to know.

PRIVACY ACT:

a) Disclosed Information: Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this Contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

b) Commitment to Protect Sensitive Information: The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

15. Progress Meetings

A kickoff meeting will be held within 5 business days of contract award. Thereafter weekly progress meetings will be held between the VA-COR – Engineering Leadership and the Contractors Project Manager.

Upon satisfaction of the VA-COR and Engineering Leadership that the performance of the contractor is satisfactory, progress meetings may be scheduled and held quarterly.

16. Government Furnished Items, Services & Responsibilities

Space may be assigned to the contractor for the storage of his/her supplies, material and the equipment, which he/she will use in the performance of work under this contract. This space shall be kept in a neat and orderly condition. Space assigned to the contractor may be changed by the Medical Center during the term of this contract, at no additional cost.

The Medical Center will not be responsible in any way for damage to the contractor's stored supplies, materials, replacement parts or equipment

Contracting Officer (CO): The Contracting Officer has the overall responsibility for the administration of this contract. He/she, alone, without delegation, is authorized to take action on behalf of the Medical Center to: Amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, he/she may delegate certain other responsibilities to his/her authorized representatives.

Contracting Officer's Representative (COR): The COR will be designated at time of award. The COR will assist the CO in the discharge of his/her responsibilities. The responsibilities of the COR include, but are not limited to: Determining the adequacy of performance by the contractor in accordance with the terms and conditions of this contract; acting as the Medical Center's representative in charge of the work at the site; ensuring the compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in performance of the work.

17. DESCRIPTION/SPECIFICATIONS:

a) The contractor shall furnish all material, labor, supervision, tools, and equipment necessary to provide full management and operation of the water treatment plant and the wastewater treatment plants, including all inspections, adjustments, tests, replacement parts, and repairs necessary to keep both plants in continuous use at their initial performance ability (capacity, safety, and efficiency) as originally specified by the equipment manufacturer, and as modified thereafter. All adjustments, repairs and modifications must be in strict compliance with the current editions of the New York State Sanitary Code and General and Special conditions of the NYSDEC’s State Pollutant Discharge Elimination System (SPDES) Discharge Permit (see attached) for the facility. Contractor shall provide daily operators (one operator at the WTP & WWTP in Castle Point and one operator at the WWTP in Montrose) for plant operations and maintenance for both the water treatment and wastewater treatment plants. Contractor shall provide all required chemicals for the proper operation and analytical testing of both plants. Contractor is responsible for filling out all New York State reports and providing reports to the VA. An inventory list as well as all SDS’ for the chemicals shall be properly maintained in accordance with all federal, state, and local regulatory agencies. Residual chlorine for potable water shall be maintained between 1 and 2 ppm, or other palatable or dietary level deemed by the VA Hudson Valley Healthcare System, at the point of use.

b) Contractor shall have in his possession, throughout the term of the contract, all diagnostic equipment necessary to fully maintain, test, repair, adjust and/or re-program the systems.

c) The contractor will be provided a monthly post preventive maintenance service guide for each plant. This service guide shall list each component, showing schedule of frequency of inspection of each component on a monthly, semi-annually, annually or other frequency. Entries shall be made to indicate the status of schedule items of maintenance work performed. The preventive maintenance service guide shall be kept up to date at all times and must be initialed and dated by the contractor's employee to indicate that the work has been accomplished. The service guide shall be available anytime for review at the COR's request.

d) All safety tests and/or other tests and inspections shall be performed by the contractor at the required frequency and in strict accordance with applicable codes such as SPDES, NYSDEC, OSHA, DCDOH, and NYSDOH, WCDOH.

e) Contractor shall be required to attach test tags after testing as specified by Code, such as at the pumps, valves, etc.

f) GOVERNMENT REIMBURSEMENT FOR REPAIRS

(1) Each individual repair (including labor to install) parts with a value of more than $2500.00 (installed under periodic maintenance or emergency repairs) shall be reimbursed by the Government and will be negotiated through a contracting officer. If a crane is used to lift a reimbursable part, (reimbursable part defined herein) in place, the rental costs for the crane (including operator) shall be reimbursed by the Government.

(2) Each individual repair (including labor to install) parts with a value of less than $2500.00 (installed under periodic maintenance or emergency repairs) shall NOT be reimbursed by the Government and the repair shall be completed by the contractor at no additional cost to the Government.

(3) The VA will not be responsible for the cost of any repairs and/or adjustments that are due to contractor’s personnel misuse of the equipment.

g) After completion of the required tests, the contractor shall submit a document with test result information.

h) Contractor must time in and time out of each plant on a daily basis. Contractors must sign in and out with the MAA during WHEN hours and at the Engineering Main Office during normal business hours.

i) All tests or inspections that will remove equipment from normal operation shall be scheduled a minimum of forty-eight (48) hours in advance with the COR.

j) The contractor shall be responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR. This includes the use of "out of service" signs.

k) The contractor shall have all daily maintenance tickets signed by the COR or his/her designee.

l) The following performance levels (which do not include all that is required) shall be maintained at all times:

(1) Daily decanting and pumping to anaerobic digester seven days a week.

(2) Digester to be maintained between 92-95 degrees F.

(3) Influent, primary effluent, and final effluent settable solids test must be performed daily

(4) Monitor and test PH levels every 3 hours during normal plant operating hours.

m) The contractor shall furnish all labor, supplies, parts and materials necessary to regularly and systematically clean, examine, adjust and lubricate as required, and if conditions warrant, repair or replace as follows:

(1) Grease, lube, clean, and repack sludge pumps to digester.

(2) Lube all valves at the wastewater treatment plant.

(3) Replace sludge pump packing.

(4) Remove any and all debris from orifices of trickling filter arms.

(5) Annually calibrate and have inspected the wastewater treatment plant flow recorder.

(6) Annually draining, cleaning, inspection and adjustment of the clarifier flight and drive mechanisms and report of inspection delivered to the COR.

n) The contractor shall furnish all labor, supplies, materials and equipment necessary to regularly perform housekeeping of the facilities, neat appearance of all offices, bathrooms, and equipment rooms.

o) The contractor shall furnish all labor, supplies, materials to collect samples and process for analysis by procurement of NYS Certified Laboratory necessary for water system monitoring for the following:

(1) Water Monitoring Requirements – (see attachments). Reports shall be delivered to the COR

(2) Campus Hospital Laboratory water testing shall include the twice per month (2 / month) collection of water samples for analysis. Reports shall be delivered to the COR.

(3) Shall perform secondary hot water system chlorination in Bld. 15E & 15H at Castle Point to the secondary hot water system. Chlorination to include the daily testing (5 days per week), monthly reporting delivered to the COR, full operation, and preventive maintenance by contractor.

(4) At Castle Point contractor shall perform monthly Cryptosporidium testing of the domestic water, performing one test each of the River Water, well B and well C on a monthly basis. Monthly Reports shall be delivered to the COR.

p) The contractor shall furnish all labor and procurement of NYS licensed waste hauler for the proper collection and disposal of aged sludge from the digester, grit and scum from the headwork’s screening and aeration and scum basin and as necessary clarifier sludge hoppers during annual inspections. Approximately 7,000 gallons per month.

q) The contractor shall also:

(1) Conduct all annual safety test requirements in accordance with the latest codes and requirements of NFPA and OSHA, Dutchess County DOH, Westchester County DOH and NYSDEC

(2) Consult with regulatory agencies, including the New York State Department of Environmental Conservation (NYSDEC), New York State Department of Health (NYSDOH), and Dutchess County Department of Health (DCDOH), Westchester County Department of Health (WCDOH) as needed with respect to the operation of the water and wastewater treatment plants. This includes any meetings with these agencies as required as well as preparing a Consumer Confidence Report (CCR) as per NYS Department of Health. Fines levied by any regulating agency due to contractor’s negligence shall be the responsibility of the Contractor.

(3) Provide, review, sign, and approve all monthly operation reports. These monthly reports must be submitted to the COR on or before the 10th calendar day of each month for the preceding month. These reports shall contain at a minimum: the daily operation, any problems, testing, and water flow for the day, etc. Contractor shall be responsible for providing the COR with a summary quarterly report as well as a yearly report for each plant describing the operation and performance of the plants

(4) Furnish all the required lubricants specified for the various lubrication needs. Lubricants are to be of the proper grade for the purpose used.

(5) Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths and other minor parts in each plant for the performance of routine preventive maintenance.

(6) Periodically, clean the water treatment and wastewater treatment plants, including all equipment located in the plants. Clean the floors in both plants as needed

(7) Shall provide all glassware, laboratory instruments and testing equipment required to operate both plants. Existing VA owned test equipment may be used, but must be calibrated, repaired, or replaced by the contractor at no cost to the VA Hudson Valley Healthcare System.

r) Work Excluded: The following work is specifically excluded from this contract:

(1) Repair or replacement made necessary due to the negligence or misuse of the equipment by persons other than the contractor, his/her representatives or his/her employees.

(2) The Contracting Officer must approve, in advance, any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval.

(3) Any repairs due to misuse or negligence shall be billed according to the labor rate specified in the pricing schedule (Premium Portion Only for Overtime Work). Parts will be billed at actual invoiced cost.

(4) FOR THE PURPOSE OF CLARIFICATION, ANY ITEM NOT SPECIFICALLY EXCLUDED SHALL BE CONSIDERED THE CONTRACTOR'S RESPONSIBILITY.

s) The contractor shall provide callback services. Callback service is defined as requests for service from the COR to correct any problem or condition that needs attention before the contractor's next scheduled preventive maintenance visit. Callback service consists of responding to service call and beginning to take corrective action within one (1) hour. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the control of the contractor preclude resolution of the problem that day the COR must be notified with an explanation of the delay.

(1) Emergency callback services shall be provided twenty-four (24) hours per day, seven (7) days per week.

(2) Callback service after normal working hours shall be provided within a maximum of two (2) hours from the time of request.

(3) Contractor shall have service ticket on each service call signed by the COR. Service ticket shall identify the respective piece of equipment, description of the problem, description of corrective measures taken, date, and time the respective piece of equipment was returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR. Failure to do so will result in non-payment for extra charge work.

(4) Emergency service or repairs authorized by the COR which occur after normal hours of operation shall be accomplished at the overtime hourly rates specified in the pricing schedule. The Government is responsible for premium portion of the overtime rate only. One mechanic shall handle all overtime service calls only, unless approved in advance by the COR. If regular time work must be carried over and contractor wishes to continue to work beyond the Medical Center normal hours of operation, authorization for overtime work must be obtained from the COR before proceeding.

(5) The Medical Center shall not be responsible for incidental charges, including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or for overtime work.

(6) CONTRACTOR SHALL NOTIFY THE COR BY TELEPHONE OR IN PERSON AFTER COMPLETION OF EACH REGULAR TIME SERVICE CALL AND CHECK IN AND OUT WITH THE M.A.A. IN BUILDING 15, GROUND FLOOR FOR CALL-BACK SERVICE OUTSIDE OF THE REGULAR WORKING HOURS. THE STATUS OF REPAIR SHALL BE REPORTED BEFORE DEPARTURE FROM THE MEDICAL CENTER.

(7) If the contractor fails to document trouble calls and maintenance as specified, all or a portion of the monthly payment will be withheld until it is corrected.

(8) No payment will be made for any emergency callback if the contractor is called and finds the plants operating under normal conditions.

t) Except for emergency callback service, the contractor shall perform all work during regular working hours of regular workdays unless specifically instructed otherwise by the COR.

u) Under no circumstances will any shutdown or breakdown last longer than two (2) working days, (forty-eight (48) working hours) from initial notification to the contractor, without prior approval of the COR.

v) ALL TESTS, INSPECTIONS OR MAINTENANCE REPAIRS THAT WILL REMOVE EQUIPMENT FROM SERVICE SHALL BE SCHEDULED IN ADVANCE WITH THE COR.

w) The contractor shall comply with the following procedures when equipment is removed from service for any reason:

(1) Notify the COR and Engineering Office, either by phone (will be in the final award), or in person, before removing equipment from service. (If work requires more than one day, daily notification shall be made).

(2) Notify the COR when placing the equipment back in service.

(3) Contractor's employees shall turn in daily work order, repair order or a form that will furnish the following information to the COR:

i) Name and address of the contractor.

ii) Name of contractor's employee in charge of work.

iii) Date work was performed and hours expended.

iv) Description of work performed and equipment identification.

v) Signature of contractor's employee and signature block for COR.

x) The contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to any piece of equipment in either of the plants which the contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer and the contractor.

y) All reports generated by the plant operators must be reviewed and signed by the Supervisor.

5) INSPECTIONS/TESTS

a) INSPECTIONS

(1) Routine and periodic inspections of the water treatment and wastewater treatment plants required by the Dutchess County Department of Health, Westchester County Department of Health and Department of Environmental Conservation will be performed under a separate contract in accordance with existing VA policy. Upon completion of the routine and/or periodic inspection, the contractor will be furnished with an inspection report listing the deficiencies for which he is responsible to repair within thirty (30) calendar days. Items marked "emergency" shall be corrected immediately.

(2) Within six (6) months prior to the termination of this contract, a representative of the Contracting Officer shall make a thorough inspection of all equipment covered under this contract. The contractor shall correct all defects found within thirty (30) calendar days. The contractor shall notify the COR in writing, that the deficiencies have been corrected and that a re-inspection can be made.

(3) Under no circumstances will the contractor allow reported deficiencies to go uncorrected beyond the contract period.

b) TESTING

(1) The contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of the routine, period inspection and/or any type of inspection.

(2) The inspectors used by the Medical Center on this contract may or may not work for the Medical Center. An outside company may be used to perform inspections.

(3) The contractor shall perform and prepare an annual Drinking Water Report on Quality. The Contractor will be responsible for monitoring requirements as per Part 5 of the New York State Sanitary Code and/or EPA and/or New York State Health Department. The attached documents in Section D of this solicitation provides, but is not limited to, the monitoring requirements and frequencies.

18. Qualifications/Experience Requirements

KEY PERSONNEL:

a) The following personnel are considered Key personnel by the government. The vendor must ensure that personnel working under the capacity of this contract meet the below criteria:

(1) SUPERVISOR: THE SUPERVISOR SHALL BE A NEW YORK STATE LICENSED WATER AND WASTEWATER TREATMENT PLANT OPERATOR. The supervisor responsible for the management and scheduling of work to be performed under this contract shall possess, prior to their employment as supervisor on this contract, at least four (4) years of recent (within the last six (6) years) experience in the supervision of operators involved in the operation and maintenance of water treatment plants and wastewater treatment plants. Employee must be able to read, write and speak English.

b) Prior to commencement of work under this contract, detailed resumes and certificates containing sufficient information to demonstrate compliance with this requirement shall be submitted to the Contracting Officer or COR for approval.

c) In the performance of this contract, all

(1) Key Personnel resumes must be submitted with the proposal for evaluation. HOWEVER, THE FINAL HIRING DECISIONS OF PERSONNEL, AFTER ENSURING THAT THE ABOVE BASIC CRITERIA IS MET, WILL BE MADE BY THE AWARDEE AND NOT THE GOVERNMENT.

(2) Contractor employees designated as “Key Personnel” shall not be removed or replaced without the written consent of the Government. Any replacement candidate must have the same or better qualifications as the employee being released. Resumes of proposed replacement Key Personnel must be provided for review. The Government must approve the replacement candidate in writing before he/she can start work.

19. REMOVAL OF PLANT FROM SERVICE:

If the Medical Center removes one or more of plants, named in this contract, from service because of renovations or to perform work on such plants that is outside the scope of this contract, the monthly payments due the contractor shall be reduced. The contractor shall be notified, in writing, by letter or contract modification of the plant(s) being removed from or returned to service. If the plant(s) are to be removed from service for thirty (30) consecutive calendar days or less, Contracting Officer will negotiate an equitable adjustment with the contractor and make the necessary adjustments on the monthly invoice when authorizing payment. If the plant(s) are to be removed from service for more than thirty (30) consecutive calendar days, Contracting Officer will issue a modification to the contract and negotiate an equitable adjustment in the contract price in accordance with the Change clause. The period for reducing payments will begin on the effective date specified in the notice and will continue through the day before the plant(s) are returned to service.

20. Schedule of Services

(2) The contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance, including a backlog listing of work to be accomplished. The scheduling system and backlog listing shall be available for inspection by the COR at any time.

(3) Regular routine maintenance examination of all equipment in both plants shall be performed at a frequency of not less than weekly.

(4) The contractor shall provide a NYSDEC Licensed operator at the Medical Center from 8:00 a.m. to 4:30 p.m., Sunday through Saturday.

(5) The contractor shall contact the COR or his/her designee when first arriving at the Medical Center and log in at the Engineering Office, Bldg. 9. There the contractor will be required to sign a log book. The contractor's representative shall pick up a two-way radio, furnished by the Medical Center. The contractor's representative shall accomplish first response to reports of inoperative equipment when contacted via radio. The contractor's representative shall respond to check validity of reports and make emergency repairs.

(6) The minimum man-hours per week are fifty-six (56).

(7) NOTE: IT WILL BE THE RESPONSIBILITY OF THE CONTRACTOR TO ASSIGN ADDITIONAL PERSONNEL AS REQUIRED TO COMPLETE INSPECTIONS, OPERATIONS, REPAIRS AND ADJUSTMENTS ON TIME WITHIN THE SPECIFIED TIME LIMITS.

21. General Criteria

EMPLOYEES

a) Employee Conduct. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/VHA.

b) Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.

c) Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

d) Uniforms.