36C24221Q1194 0003.docx

SUBJECT*

Title: Boiler Control Maintenance & Repair

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contracting Officer Clifford S. Harrison Clifford.Harrison@va.gov 718.741.4680

PLACE OF PERFORMANCE

130 West Kingsbridge Road

Bronx NY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx

NY

10468-3904 36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx

NY

10468-3904 To All Offerors/ Bidders

36C24221Q1194

52.212-4(c) Changes X The purpose of this amendment is to make the following changes to Solicitation No. 36C242-21-Q-1194.

1. To address all questions

2. Update Statement of Work

3. Extend closing date and time in block 6 from original due date 08/18/2021, 12PM EST to 08/20/2021 12PM EST.

The nature of this amendment is to correct an ambiguity and the thereby correcting an administrative error.

Clifford S. Harrison Contracting Officer

A.1 QUESTION & ANSWERS

Page 4 of 26 Item 1.1 calls for a universal EPA certification. This is only applicable to refrigeration work. There is no refrigeration work in the scope. Please remove/clarify.

Yes, this is needed in order to ensure the Boiler exhaust to be within regulations.

Page 5 of 26 Item 1.3.1 and page 9 item 1.3.8 call for chemical water treatment services.

There does not appear to be detailed scope or a pricing line item for this. Please clarify.

To be removed from SOW, please disregard.

Page 5 Item 1.3.2- We understand that emergency service capability is required.

Does the contractor need to have personnel within a reasonable driving distance from the facility? What is the maximum acceptable distance?

Please see section 1.5.5.1.1;

The facility maintenance Contractor shall determine the EMERGENCY nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

Page 5 Item 1.3.4 Calls out VHA Directive 1810 as Attachment D but it doesn’t appear that the attachment was included in the bid package.

The VHA Directive 1810 amended version has been attached.

Pricing Sheet Line Item 0001 calls for a monthly visit. Is there a specific scope or duration for the monthly visit?

Any yearly duties shall be eliminated from the base year of this requirement, since the base year only represents one month. Please see the updated price schedule provided with the solicitation.

I just noticed that there is an error on the Pricing Sheet. The base period of performance is only a few weeks long from 8/18/21 to 9/30/21 but it isn’t clear which services are expected to be provided during this short duration.

. Monthly QTY is 12 - This has been reduced to one month for base year. Please see the updated price schedule provided with the solicitation.

. Is Yearly inspection required during this period or will that start with the Option 1 period? All yearly requirements are to be removed from base year. Yearly inspections to start in Option 1. Please see the updated price schedule provided with the solicitation.

. Pricing is requested for semi annual #1 and #2 This is to be removed for base year. Semis to start in Option 1. Please see the updated price schedule provided with the solicitation.

. The duration is so short that its nearly impossible to provide a NTE emergency price.

Line item 0002 should be removed due to not enough time? (Contracting Officer) Are the clins in price schedule maintenance or inspection This is to be removed for base year. NTE to start in Option 1. This Contract is to be established as a maintenance Contract only the inspection portion is being removed.

Please find the following questions for the site:

· Could you please elaborate on the chemical water treatment requirements as this is specialized and generally requires its own contract?

· To be removed from SOW, please disregard.

· If Chemical Water Treatment is intended to be part of this contract can an additional site visit be arrange so a specialized Water Treatment company can determine specific requirements?

· To be removed from SOW, please disregard.

· To ensure all your desired equipment is supported could you please provide a full list of equipment to be covered under preventative maintenance along with desired services and frequency?

· Please see attachment “A” in SOW.

· Once a detailed list of Preventative Maintenance requirements is published, can an additional site visit be scheduled to review each piece of equipment the site indents us to provide preventative maintenance on?

· A site visit was already provided on August 6 @ 1130am. Anyone who did not attend missed their opportunity to view the listed equipment on the SOW.

· Could you please clarify, and possibly simplify, the contractor expectations in sections 1.5 to 1.5.9 regarding how the contractor will be compensated for unscheduled repairs?

· Contractor to be compensated via the NTE. The price schedule will be updated to reflect the emergency repairs, the vendor shall provide a labor rate for emergency repairs.

· Could you please clarify what is meant in section 3.7 regarding the need for a full time (40 hours a week) availability of a dedicated employee even during visits which may otherwise be considered minor and will be frequent?

· To be removed from SOW, please disregard.

Is this meant to be a specialized Boiler Control Maintenance inspections contract or a general boiler facility contract?

· This contract shall be a boiler and equipment maintenance contract for equipment listed under Attachment “A” provided in the SOW.

See attached document: New Boiler Control Service and Safety Device Price Schedule.

Page 1 of Page 1 of COMBINED SYNOPSIS/SOLICITATION Boiler Control Maintenance & Inspection at the James J. Peters VA Medical Center.

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” and FAR 13.5 Simplified Procedures for Certain Commercial Items” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through beta.sam.gov on RFQ reference number 36C242-21-Q-1194.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06 (eff. 03/10/2021) & VAAR Update 2008-28 (eff. 01/27/21).

(iv) This solicitation is Service-Disabled Veteran Owned Small Business set-aside open market solicitation. The associated North American Industrial Classification System (NAICS) code for this procurement is 238220 with a small business size standard of $16.5 Million. The FSC/PSC is H344.

(v) This is a services contract to provide Boiler Plant Safety Device Testing, Tuning and Calibrations at the James J. Peters VA. Medical Center located at 130 West Kingsbridge Road Bronx, NY 10468. The Contractor shall provide clear pricing as the Contracting Specialist will need to distinguish between the varying costs of the procurement in order to determine price reasonableness.

(vi) The required work is as contained below in the Statement of Work.

MAINTENANCE, INSPECTION AND REPAIR BOILER PLANT

STATEMENT OF WORK

DEPARTMENT OF VETERANS AFFAIRS

JAMES J. PETERS MEDICAL CENTER

BRONX, NY

1. PURPOSE. Obtain maintenance and repair services, safety inspections and testing Boiler Plant and associate Equipment, at the James J. Peters VA Medical Center referred to as the Government or VA or VHA or Medical Center.

FACILITIES. Equipment Inventory to this Site-Specific. All billable corrective maintenance and repair work performed for the Equipment Inventory shall be performed when authorized by the CO or COR and in accordance with a Government-approved technical instructions and facility priorities.

1.1. PERSONNEL QUALIFICATIONS. Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. Personnel operating motor vehicles will have a valid state driver’s license and abide by all NY traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. When requested, the Contractor will provide the CO and on-site COR with information on the qualifications or certifications for employees and sub-Contractors. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements.

* Note: All trades personnel shall have universal EPA certification. Electricians working shall have essential electrical system qualifications/experience in hospitals work. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications will be submitted to the on-site COR and QAE annually or as requested. Associated training, licensing and certification expenses shall be borne by the Contractor.

Inspection and testing must be done by a Qualified Boiler Maintainer. A Qualified Boiler Maintainer is an individual who is determined by the medical center’s management to be qualified to inspect equipment by reason of training and experience. This is a very important determination. The required services must be procured from qualified individuals if no VA staff is qualified.

A Qualified Boiler Maintainer shall be capable of performing Items 6-17 (including subsections) under the table in appendix B of VHA Handbook 1810(1) “As amended September 11, 2018”. Items 1-5 will be conducted via a separate contract and work specified in that section is not included in this contract.

1.2.1. Minimum Staffing - The Contractor will maintain minimum staffing requirements on a 24/7/365 basis to respond to emergencies. The Contractor is encouraged to perform maintenance that affects the normal operations of the healthcare facility during off peak hours to the fullest extent possible to reduce patient care interruption.

1.2.2. Personnel Requirements for the Boiler Plants / Electrical Systems. The Contractor will ensure all tradespersons (i.e., engineers, electricians, boiler mechanics, etc.) who perform maintenance on the systems and equipment in the Boiler Plants/Electrical Systems are licensed and have received adequate training prior to operating or maintaining the systems/equipment.

1.3. SCOPE OF WORK – MAINTENANCE, TESTING AND REPAIR SERVICES

1.3.1. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the Boilers equipment operating as originally specified by the equipment manufacturer.

1.3.2. Contractor shall provide callback response and emergency service during the hours outside normal operating hours, weekends and Federal Holidays. At least one of the emergency telephone numbers with alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year.

1.3.3. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. It is advised and recommended that the contractor will perform a field “Site Visit” in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the VHA. The list below to be used as a reference only and not to be consider as a complete list of equipment.

Equipment list is at Attachment “A”.

1.3.4. The contractor shall perform safety inspections and certification of high-pressure steam boilers and associate equipment(s) at the Medical Center of the U.S. Department of Veterans Affairs accordance with VHA DIRECTIVE 1810 – current VA version. All “High-Pressure” Boilers (above 15 Psig.) must be inspected.

VHA Directive 1810 latest edition is at Attachment “D”

The contractor shall maintain, repair, inspect and test the Boiler Combustion Control System and all associated devices/equipment and Recording Instrumentations.

The contractor requires to perform a field “Site Visit” in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the Medical Center.

1.3.5. Internal Inspections:

The contractor shall examine all surfaces of the exposed metal on the waterside of the boiler for deposits caused by water treatment, scale, oil or other substances.

If the contractor discovers any amount of oil, he will take immediate steps to clean the affected surfaces and prevent further contamination.

Any excessive scale or other deposits should be removed by chemical or mechanical means by coordinating with the water treatment team. The water treatment team can consist of the government and a contractor (which shall be performed in a separate contract). A report shall be provided to the COR for dissemination.

All stays, whether diagonal or through, will be examined by the contractor to determine whether they are in even tension. All fastened ends will be examined to determine whether cracks exist where the stays are punched or drilled for rivets or bolts. Stay or stay bolts which are not in tension or adjustment should be replaced.

The contractor will test firebox stay bolts by tapping one end of each bolt with a hammer (an unbroken bolt should give a ringing sound while a broken bolt will give a hollow sound). Stay bolts with telltale holes will be examined for evidence of leakage which will indicate a broken or cracked bolt. Broken stay bolts must be replaced.

The manhole and reinforcing plates, as well as nozzles or other connections flanged or screwed into the boiler, will be examined by the contractor for evidence of defects both internally and externally and repaired or replaced if damaged.

Contractor shall perform observation from the inside of the boiler as to whether connections are properly made to the boiler.

Contractor shall examine and repair all openings leading to external attachments, such as water column connections, low water fuel cutoff devices, openings in dry pipes, and openings to safety valves to ensure they are free from obstruction.

The contractor shall observe whether any part of the boiler has become deformed during operation by bulging or blistering. If a bulge or blister is of such size as would seriously weaken the plate or tube, and especially when evidence of leakage is noted coming from those defects, the boiler should remain out of service until proper repairs are made. The blister area should be removed, the remaining thickness determined, and repairs made as required. A bulge on a water plate, if not extensive, may be driven back into place; otherwise the affected area should be patched.

The contractor shall examine areas where cracks are most likely to appear, such as at the ligaments between the tube holes on water tube boiler drums, between the tube holes on the tube sheet of fire tube boilers, from and between rivet holes, at any flange where there may be repeated flexing of the plate during operation, and around welded pipe and tube connections.

Where active corrosion is found, the contractor shall advise the Government representative to obtain competent advice regarding remedial action.

The contractor shall closely examine the exposed tube ends in the combustion space to determine if there has been a serious reduction in thickness.

The contractor shall make as thorough an examination as possible for pitting and corrosion on the waterside surfaces of the tubes. In vertical firetube boilers excessive corrosion and pitting is often noted at and above the water level.

Excessive scale on water surfaces should be removed before the boiler is placed back into service.

The surfaces of tubes will be carefully examined to detect corrosion, erosion, bulges, cracks, or any evidence of defective welds.

The contractor shall make a thorough examination of code piping to ensure that there is adequate provision for expansion and support. Steam and water piping and fittings shall be examined for evidence of leakage. Any leakage or other defects should be corrected (to avoid water hammer, the location of the various stop and drain valves should be such that water will not accumulate when the valves are closed).

The piping to the water column will be carefully noted by the contractor to ensure that water cannot accumulate in the steam connection. The position of the water column will be checked to determine that the column is placed in accordance with ASME Code requirements.

All automatic low water fuel cutoff and water feeding devices will be examined by the contractor to ensure that they are properly installed. The float chamber will be examined to ensure that it is free of sludge or other accumulation. Any necessary corrective action should be taken before the device is placed back into service. The contractor will check that the operating instructions for the devices are readily available.

Contractor shall examine safety and safety relief valves at each inspection. There should be no accumulation of rust, scale, or other foreign them at each inspection. There should be no accumulation of rust, scale, or other foreign substances in the valve body which will interfere with the free operation of the valve.

The contractor shall check the name plate of the safety or safety relief valves to verify that the set pressure is correct and the capacity is adequate. The contractor will also check that the set pressure and blowdown adjustments are properly sealed.

1.3.6. Boiler External/Operational Inspection:

External inspection of boilers shall be made in accordance with national standards and typical commercial practices. If there is a presence of problems or issues the contractor shall provide notification to the Government for correction.

1.3.7. Unfired Pressure Vessel Inspection:

Inspection of boilers shall be made in accordance with national standards and typical commercial practices. If there is a presence of problems or issues the contractor shall provide notification to the Government for correction.

1.4. EXISTING CONDITIONS

1.4.1. Immediately after contract award and no later than 60 days thereafter, the Contractor and the Government shall conduct a thorough inspection of Boilers and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order.

1.4.2. If a deficiency is not identified in the inspection and 60 days have passed since award of the Contract, the deficiency shall be covered under this Contract.

1.4.3. Once the deficiencies identified have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract.

1.4.4. Schedule Maintenance. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer’s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer’s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item’s PM schedule. In Attachment A (Item 1-12); Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM.

1.4.5. Laars Boiler Scheduled Maintenance The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer’s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer’s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item’s PM schedule. In Attachment A (Item 13-14); Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. PM shall include but not limited to;

1.4.5.1 System Maintenance

1. Lubricate the system water-circulating pump, if required, per the instructions on the pump.

2. If a strainer is employed in a pressure reducing valve or the piping, clean it every six months.

3. Inspect the venting system for obstruction or leakage at least once a year. Periodically clean the screens in the vent terminal and combustion air terminal (when used).

4. Keep the appliance area clear and free from combustible materials, gasoline, and other flammable vapors and liquids.

5. If the appliance is not going to be used for extended periods in locations where freezing normally occurs, it should be isolated from the system and completely drained of all water. All systems connected to it should also be drained or protected from freezing.

6. Low water cutoffs, if installed, should be checked every 6 months. Float type low water cutoff should be flushed periodically.

7. Inspect flue passages, and clean with brushes/ vacuums, if necessary. Sooting in flue passages indicates improper combustion. Determine the cause and correct.

8. Inspect the vent system and air intake system, and if the vent system is Category III, ensure that all joints are sealed properly. If joints need to be resealed, follow venting manufacturer's instructions to clean and reseal vent system.

1.4.5.2 Appliance Maintenance and Component Description

(Only genuine Laars replacement parts should be used.)

The gas and electric controls on the appliance are engineered for long life and dependable operation, but the safety of the equipment depends on their proper functioning. It is strongly recommended that qualified service technician inspect the basic items listed below every year.

a. Ignition control

b. Ignitor

c. Water temperature control

d. Automatic gas valve

e. Pressure switches and tubing

f. Blower

g. High limit

h. Pump (if required)

i. Relays

j. Flow switch

k. Gas train

l. Control components

1.5. UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). In the event that the VA maintenance- staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repair.

1.5.1. Parts & Materials: The Contractor shall obtain all parts, materials, and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract, which shall be included in the Contractor’s firm fixed price. All costs under Scheduled and Unscheduled Service shall be borne by the Contractor.

1.5.1.1. Acquisition of Materials, Parts and Supplies. Materials, parts and supplies will be procured on a competitive basis by the Contractor. If a lack of competition exists, a justification will be provided to the on-site COR and CO. Discounts and rebates on items will be credited to the Government. All purchase documents will be made available for review and audit by the on- site COR and CO.

1.5.2. For individual Unscheduled Maintenance Actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs which cost less than or equal to $2500. Labor is not calculated into the $2,500 threshold if performed by on-site contractor personnel during normal duty hours. Labor obtained via sub- contract can be included in the cost determination, however the CMM must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in- house.

1.5.3. Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater will be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retains the right to specify the kind and quality of all materials, parts, and supplies.

1.5.4. Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long-distance telephone service expenses shall be borne by the Contractor.

1.5.5. Warranty Enforcement. The on-site COR shall be responsible for tracking and Contractor compliance with manufacturers’ and contract warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to the Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order.

1.5.5.1. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the “Response and Completion” Table in page 1 above, for all infrastructure systems under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system:

1.5.5.1.1. Priority Code 1. Emergency Warranty Response Required. The facility maintenance Contractor shall determine the EMERGENCY nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

1.5.5.1.2. Priority Code 2. Urgent Warranty Response Required. The facility maintenance Contractor shall determine the URGENT nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 8 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

1.5.5.1.3. Priority Code 3. Routine Warranty Response Required. The facility maintenance Contractor shall determine the ROUTINE nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 3 days to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

1.5.6. Exclusions and Initial Inspection Period: After task order award, the contractors shall perform a complete initial inspection of all building systems for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor shall provide a detailed written report, with photographs (electronic and hard copy), of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/replace the items identified they are to be identified for exclusion under the task order proposal period. Contractors shall not include any items that would be replaced, repaired or adjusted during performance of normal preventive maintenance.

1.5.7. Equipment Repair/Replacement: The Contractor shall assume responsibility for all Service repairs to the equipment, whether the repair is conducted by the General Maintenance Contractor or a hired sub-contractor. Deficiencies found subsequent to/after the initial Contractor RPIE survey/inspection will not be considered preexisting and the repair shall be the responsibility of the Contractor.

1.5.8. Existing Deficiencies: Nothing in this section pertaining to existing deficiencies shall be construed as diminishing the obligations imposed by this agreement upon the contractor, to operate and maintain any deficient item to the extent possible. The Contractor shall be responsible for maintaining proper operation of all RPIE whether identified or not on the initial Contractor RPIE survey/inspection. The Contractor will not be held responsible to replace RPIE/infrastructure installed as part of a new construction or renovation conducted outside of this facility maintenance contract that has deficiencies as a result of Architectural and Engineering Design Deficiencies. However, the Contractor shall be responsible to properly maintain (PM and CM) all RPIE as identified under the Service Contract.

1.5.9. Removal from Coverage: Contractors shall notify the CO and COR at least one (1) year prior to the effective date of their intent to remove an equipment item from coverage because it has passed life expectancy and can no longer be economically maintained. This change can only be done after the year has expired and at next task order renewal period. The facility must take appropriate action to replace the equipment in order to have coverage on that specific equipment item. In the event the facility cannot or does not replace identified equipment, coverage for that equipment will cease and the task order price will be reduced accordingly. Note: PM labor and PM parts will continue to be provided at FSS rates for items that are dropped off the coverage.

2. DELIVERABLES:

a) Demonstrate an understanding and acceptance of the scope of work and RFP requirements.

b) Demonstrate the ability to meet the requirements of the scope of work.

c) Relevant Post Performance

d) Past Performance Confidence Rating

4. TRAINING

4.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

4.2. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

5.3. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

6.2. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

6.3. Department of Veterans Affairs regulations always requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

6.4. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

6.5. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

6.6. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

6.7. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

7.2. Walls, ledges, handrails, storage cabinets, fences, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces.

7.3. Equipment, including control cabinets, motors, door operating mechanisms, and cartops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.

7.4. CO/COR will periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract.

7.5. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and State and local regulations.

8.2. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within hours.

8.3. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem the same day, the CO/COR must be notified in writing with an explanation of the delay.

8.4. Repair or work proposals not covered under this Contract must be authorized in advance by the CO/COR and may be performed during normal hours of operation.

ATTACHMENT“B”

BOILER INSPECTION AND CERTIFICATION

The contractor Shall Comply with:

2.1.10. BOILERS:

The Contractor shall perform inspection and certification of high-pressure steam boilers for the U.S. Department of Veterans Affairs at the Veterans Medical Center James J Peters, NY, in accordance with VHA DIRECTIVE 1810 – current VA version . All High- Pressure Boilers (above 15 Psig,) must have the inspections listed in Attachment C. The Contractor shall maintain, repair, inspect and test the Boiler Combustion Control System and all associated recording Instrumentations.

The contractor shall comply with Boiler Plant testing procedures as per the Boiler Efficiency Institute testing procedures in the BEI Safety Device Testing latest edition (currently, is the 5th Edition). Attachment “C”.

NYC & NY State Annual requirements Boiler combustion testing and tuning, firing Natural gas and #2 Low Sulfur Fuel Oil. Internal and external inspection of boilers and certification.

Safety valve, every 3 years removal, repair and certification. Recertification in place every year.

VA requirements Test VA Boiler and Associated safety devices semi-annually using current VHA Boiler and associated Plant Safety device testing Manual in accordance with VHA DIRECTIVE 1810. Calibrate VA Boiler and Associated safety devices Annually using current VHA Boiler and associated Plant Safety device testing Manual in accordance with VHA DIRECTIVE 1810. Calibrate Boiler Plant Chart recorders, transmitters and flow meters annually. Clean and Calibrate Boilers Opacity meters and blow down transmitter lines semi-annually.

ATTACHMENT

“A”

Boiler Equipment List