36C24424Q0932 RFQ.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* MRI Door & Waveguide Maintenance and Repair Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 16602

SOLICITATION NUMBER* 36C24424Q0932

RESPONSE DATE/TIME/ZONE 08-16-2024 12:00 PM EASTERN TIME, NEW

YORK, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J045

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 4 Services 2 2907 Pleasant Valley Blvd Altoona, PA 16602

POINT OF CONTACT*

Contract Specialist Jennifer Beiswenger jennifer.beiswenger@va.gov

PLACE OF PERFORMANCE

ADDRESS Philadelphia VAMC

3900 Woodland Avenue Philadelphia PA

POSTAL CODE 19104

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 in conjunction with Part 13 of Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and another written solicitation will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is 36C24424Q0932.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2024-05 effective 22 May 2024, and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at FAR | Acquisition.GOV.

This Solicitation is being competed as Unrestricted. The NAICS Code is 811310, and the Product Service Code (PSC) is J045 with a business size standard of $12.5 million.

The NCO4 Contracting Office is seeking to establish an MRI Door and Waveguide Maintenance and Repair Service as outlined in the Statement of Work (SOW).

Service Contract Act Wage Determinations applies to this acquisition and will be incorporated into the resulting contract at the task order level. The Wage Determination is included with this solicitation as an attachment. WD 2015-4233 Rev. 29 dtd.10APR2024

All offerors are advised to thoroughly read submission instructions as there are very specific instructions as what is required to be provided.

The anticipated Contract will be a single award Indefinite Delivery/Indefinite Quantity (IDIQ) Contract with fixed price task orders to provide the services required. The IDIQ will be established for a five-year period. Task orders may vary in size and will be issued and awarded by the Contracting Officer. The period of performance (POP) is estimated to be 9/1/2024 to 8/31/2029.

Any award resulting from this solicitation will be issued on a Standard Form 1449.

NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database. Registration may be done online at:

www.acquisition.gov or www.sam.gov.

Submit questions to jennifer.beiswenger@va.gov, NLT 12 pm EST, Tuesday, August 13, 2024.

Quote Submission Instructions:

Failure to follow the instructions below may result in elimination from award consideration or a non-responsive determination.

1) Quotes shall be submitted to Contract Specialist, Jennifer Beiswenger via email , at jennifer.beiswenger@va.gov, NLT 12:00 PM EST, Friday, August 16, 2024.

2) All quotes shall include one (1) separate electronic copy of each of the Section listed below. Attachments shall include separated documents and titled similar to the below:

http://www.sam.gov/

a) Section I: Administrative/Regulatory

b) Section II: Requirements

c) Section III: Price

Any additional attachments, in addition to the above, will be identified below. The vendors are able to separate the Sections into additional parts if they find their attachments are too large.

3) No price information shall be included in the technical section. If pricing information is found in the technical section, the quote may automatically be considered non-responsive and not evaluated.

Section I Administrative/Regulatory

1) Completed certifications and representations located at FAR 52.212-3, or an indication that said certifications and representations are current and located in the SAM database. Signed acknowledgements of amendments (SF30). Applicable only if any amendments are issued against this solicitation. If exception to 52.222-41 applies in accordance with 52.204-8(c)(2)(v) or 52.212-3(k)(1) or 52.204-8(c)(2)(vi) or 52.212-3(k)(2) response shall include the certification as to which exception is applicable and why.

2) Vendors are advised that the requirements of 13 CFR § 125.6 may be applicable to this solicitation and shall respond accordingly. The vendor shall include a breakdown regarding what tasks the prime will perform and what tasks the subcontractors will perform. The response shall also provide the subcontractor’s business name and SAM UEI number. If the offeror does not plan to use subcontractors, they need to respond accordingly. Failure to provide the requested information regarding 13 CFR

125.6 may result in a non-responsive determination. Limit 1 page.

3) In accordance with FAR 4.1102 and FAR 52.204-7 (b)(1) offerors must be registered in the System for Award Management (SAM) database at time of quote submission and at time of award. Registration may be done online at: www.acquisition.gov or www.sam.gov.

Section II Requirements: Sub-sections a-f will be evaluated on a pass/fail basis to ensure the contractor meets the min requirements based on the PWS. Page limit for sections a-d: 10 pages, including any coversheets and table of contents. Sections d(1), e and f shall all be submitted as separate documents and are not included in the noted page count.

1) Vendors shall provide a narrative which fully demonstrates how the offeror intends to meet the requirements of the Statement of Work (SOW). The following should also be submitted:

a) Narrative that addresses the Qualifications addressed in section 4.1 of the SOW.

• Submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.

b) The quoter shall provide detailed narratives for at least three similar projects in scope and scale completed within the last 3 years by the Prime Contractor. The narratives shall include a detailed description of the work completed, to include coordination with any subcontractors and/or suppliers. It shall also describe how the work was accomplished, the outcome of the work completed, and the dollar value of the work.

c) Narrative to explain how emergency and urgent service calls will be staffed IAW SOW section 2.2. Since response time is critical to this requirement, this narrative shall also address how the contractor will meet the response time.

d) A statement certifying that all employees will, for the life of the resultant contract, hold the same qualifications and certifications proposed in their technical quote.

(1) Certifications must be submitted with the quote. (Section II certifications)

• ETS-Lindgren Factory training Certificate

• Magnetic Resonance Imaging Magnet Safety Training Certificate

• RF test training Certificate

e) Sample Service report IAW the SOW Section 4 (Section II SR) f). Quality Control Plan (QCI) IAW section 3.5 of the SOW. (Section II QCI)

Section III Price: No page limit. Failure to follow these instructors may result in a non-responsive determination. Vendors shall include:

1) Provide pricing within the CLIN structure of the solicitation

2) Separate quote on company letter head.

3) Input the hourly rates identified on CLINs 0002, 1002, 2002, 3002 and 4002. Rates listed will be effective for the life of the contract and will be funded at the discretion of the Government.

In order to evaluate the total price using the quoted hourly pricing described in Section III, 3) above; the Contracting Officer will use a flat number of hours for each rate, CLIN and quote.

That number will be set as follows for each year.

• Regular: 10 hours

• Overtime: 40 hours

• Weekend: 30 hours

• Holiday: 10 hours

The number of hours will then be multiplied by each of the hourly rates quoted by the vendor and be used to determine a total quoted price for evaluation purposes only.

For example:

CLIN 0002

• Regular: $5 per hr x 10 hours =$50

• Overtime: $5 per hr x 40 hours =$200

• Weekend: $5 per hr x 30 hours =$150

• Holiday: $5 per hr x 10 hours =$50

Total price for CLIN 0002 for evaluation purposes: $450.00

This value will be included in the vendor’s quote as CLIN 0002 (for price evaluation purposes only) and then added with the rest of the vendor’s quoted price. This same calculation will be completed for CLINS 1002, 2002, 3002, and 4002, these totals will also be added to the vendor’s quoted price to develop a final total quoted price (for evaluation purposes only).

The number of hours provided in this calculation are estimates only and provided for price evaluation purposes only. There is no guarantee that these hours will be used or will be a minimum or maximum expectation of future work.

End of Document

36C24424Q0932

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 18

C.8 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.9 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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 36C244 Jennifer Beiswenger Department of Veterans Affairs Network Contracting Office 4 Services 2 2901 Pleasant Valley Blvd Altoona PA 16602

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon Completion of Services

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.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION

OF SERVICES QTY UNIT UNIT PRICE AMOUNT

2.00 JB __________________ __________________

Semi-Annual MRI Door and Waveguide Preventative Maintenance IAW the SOW.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

LOCAL STOCK NUMBER: MAINTENANCE

1.00 JB __________________ __________________

Repairs as outlined in section 2.3 of the SOW. Prior to engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC.

Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and

Maintenance IAW the SOW.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC.

Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, Maintenance IAW the SOW.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC.

Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, Maintenance IAW the SOW.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC.

Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, Maintenance IAW the SOW.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, engaging in service or repair the contractor shall obtain written approval from the CO and the Government POC.

Email is an acceptable form of written approval. Any work performed without CO approval shall not be approved for payment and considered and Unauthorized Commitment.

The labor rates outlined below are firm for the life of this

CLIN.

Regular:

Overtime:

Weekend:

Holiday:

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Philadelphia VA Medical Center 3900 Woodland Avenue Philadelphia, PA 19104

USA

2.00

MARK FOR: Jordan.Small@va.gov 215-823-5800 207367 Jordan Small

0002 SHIP TO: SAME AS CLIN 0001

1.00

1001 SHIP TO: SAME AS CLIN 0001

1002 SHIP TO: SAME AS CLIN 0001

2001 SHIP TO: SAME AS CLIN 0001

2002 SHIP TO: SAME AS CLIN 0001

3001 SHIP TO: SAME AS CLIN 0001

3002 SHIP TO: SAME AS CLIN 0001

4001 SHIP TO: SAME AS CLIN 0001

4002 SHIP TO: SAME AS CLIN 0001

B.4 STATEMENT OF WORK

1. Scope The Corporal Michael J. Crescenz VA Medical Center (CMCVAMC) in Philadelphia, PA has recently renovated MRI rooms 3A151 (AVANTO) and 3A152 (VIDA) in building 2 that shall require Semi-Annual preventative maintenance to the doors and waveguides (see Detail A).

The goal of the Philadelphia VAMC is to obtain a maintenance program that will reduce and minimize equipment repairs and maintenance costs through preventative and predictive maintenance measures.

1.1 Response Times, Arrival, and Departure

Work will be conducted in the evening between 4:00 p.m. – 11:00 p.m. Monday through Friday and on weekends. Weekend work will be arranged through the Technical Point of Contact (TPOC). Advanced notice for weekend work must be given at least 3-5 days in advance to allow for access. Weekend access is available through the B Gate Entrance on Woodland Ave.

Response time is defined as the time the contractor receives the call from the CMCVAMC to the time the contractor arrives at the CMCVAMC and checks in with a CMCVAMC employee or representative.

The contractor shall be available to respond to equipment outages, service requests, and emergencies as necessary at the CMCVAMC within 72 business hours.

The contractor personnel shall check-in and checkout with the TPOC or his designated representative immediately upon arrival at the CMCVAMC and prior to the end of each site visit respectively. Furthermore, at arrival the contractor shall inform the TPOC of its work plan for each visit, and at checkout the contractor shall verbally inform the TPOC of the actual work performed and any other information concerning the safe operations of the MRI doors and waveguides, as well as submit a written report within 5 days of the work performed.

1.2 Technical Point of Contact (POC) and Location of Services

TPOCs: Rob Martin, Assistant Chief Engineer

Fred Shultz, Construction Project Engineer

Address:

• Main Hospital Building 2 Philadelphia VAMC 3900 Woodland Ave Philadelphia, PA 19104

1.3 Details

• Detail A: Waveguide Locations (See attachment)

2. Description of Services

2.1 Preventative Maintenance and Repair Services

The contractor shall furnish all supervision, labor, equipment, tools, and materials required to perform the preventative maintenance and periodic repairs to the specifications of the original equipment manufacturer (OEM) on the two (2) ETS-Lindgren Evo Air MRI Doors, two (2) ceiling relief ETS- Lindgren's Waveguide Air Vents (1 each in the MRI Room 3A151-AVANTO and MRI Room 3A152-VIDA), and two (2) return air duct waveguides (1 each in the MRI Room 3A151-AVANTO and MRI Room 3A152- VIDA) (See Detail A) at the Philadelphia VAMC in a manner that will ensure continuous and safe operation. Contractor shall have rapid and reliable access to manufacturer’s original parts and materials to service and/or repair existing systems in accordance with this contract. The Contractor shall be responsible for the replacement of any parts required to maintain the equipment in a fully operational and safe condition in accordance with the manufacturer’s standards.

The contractor shall annotate any deficiencies noted during preventive maintenance inspections and provide that list to the Contracting Officer (CO) and Technical Point of Contact (TPOC). Service technicians are to be equipped with all tools and test equipment necessary for preventative maintenance services and repairs.

All work must conform to national standards IEEE-Std-299, MIL-STD-220, ASTM D4496

After the work is completed, the contractor shall notify the TPOC for equipment re-enabling. The contractor shall provide the status of the equipment and when applicable, the time of repair to the TPOC prior to departing the CMCVAMC. Contractor is responsible for maintaining a clean and orderly work site and to remove all debris, trash, equipment, and tools. Contractor may not use VA waste receptacles or dumpsters.

Semi-annual Maintenance Visits on 3A152 (VIDA) and 3A151 (AVANTO) MRI Rooms

Preventative Maintenance on RF Doors:

• Inspect and adjust the door systems, hardware, mechanisms, including bearings, hinges, bottom plate, door molding, finger strips, insulations stripping and gaskets

• Perform an RF room test to determine that there are no other leaks within the room.

• Inspect the doors for contact wear and damages as required.

• Visually inspect for possible damage to the door and frame.

• Clean and lubricate all RF contact surfaces.

• Final test for faultless operation of the door.

Inspection and Maintenance on RF Enclosure:

• Inspect and clean the return waveguide air vent above the ceiling in both MRI rooms.

• Visually inspect all openings and penetrations into the room. This shall include but not limited to cleaning and replacement of waveguide air vent panels, filters, waveguide feedthroughs and connector passthroughs.

• Inspect and clean the relief waveguides in both MRI rooms.

2.1.1 Equipment

Preventative Maintenance (PM) on equipment shall include, but is not limited to, visual inspection, cleaning, calibrating sensors, replacing / cleaning air filters, performing manufacturer’s recommended repairs and maintenance.

Water and electrical power will be provided by VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the TPOC prior to any connections being made. It is the responsibility of the contractor to bring the appropriate equipment; and/or supplies necessary to complete the work as required within. Contractors must supply at a minimum the following:

• Backflow preventers for all water connections.

• GFCI connections for all electrical connections.

2.2 Emergency Repair Services

The contractor shall provide the CO and TPOC with emergency points of contact who are available to respond to repair requests within 72 hours. Emergency is defined as an event where rooms MRI Room 3A151 and 3A152 cannot be used due to inoperable doors or wave guides. If these units are not operational, the MRI rooms will be shut down. This would require the VA to cancel veteran appointments. This emergency repair work can be performed 4PM – 10PM during the weekday and weekends.

2.3 Repairs:

The contractor shall provide other repair services on an “as needed” basis, which will be determined and requested by the CMCVAMC via the Contracting Officer. These services include any repairs, alterations, adjustments, or overhauls when it is determined to be necessary by the CMCVAMC. Repair Services will not be classified as an emergency, but repairs may need to be scheduled outside of normal business hours and on weekends.

In the event that the Contractor encounters an issue outside of routine maintenance and deems that repairs are necessary, the contractor shall be required to provide the Contracting Officer (CO) and Technical Point of Contact (TPOC) a detailed cost proposal and/or estimate including an itemized breakdown for all labor hours, labor wages, parts, and materials, as well as a schedule with critical milestones for completing the repair services.

The Contracting Officer (CO) must approve all repairs in writing that are not covered under this contract prior to the start of work. Work performed without approval will be considered an unauthorized commitment and may result in non-payment.

Testing after repairs shall be performed in accordance with manufacturer’s recommendation and in accordance with IEEE-Std-299, MIL-STD-220, ASTM D4496 . Contractors who perform repairs under this contract shall be capable of providing replacement parts that may be necessary to restore the equipment to normal operation. All repair parts and materials shall be of the original manufacturer’s design and specification, or equal.

2.4 Documentation

The contractor shall document each time a piece of equipment is visited by a technician for service (inspection, preventive maintenance, repair, and service calls). The inspection sheets under Detail A shall be utilized as an example template for all inspections. The contractor shall also maintain a separate maintenance record for each MRI Room. The format of the report will be agreed upon by the Contractor and the TPOC. The contractor shall provide a summary report in PDF file format to the CO and TPOC for each time a service was provided detailing the repair service (time, location, issue, services provided, parts repaired or replaced, itemized cost for parts and labor. The report shall be delivered to the CO and TPOC not more than 72 business hours from the time of repair completion. The contractor shall keep a log in Excel file format of all repair services performed under this contract with the aforementioned information. If maintenance or repair occurs over multiple days, the contractor shall update the TPOC daily in writing.

3 Key Contractor Personnel Roles and Responsibilities

3.1 Safety and Security

Contractor personnel that will be performing work at the CMCVAMC will be required to obtain a PIV badge. Contractor will coordinate issuance of PIV badges with the COR and CMCVAMC Police. The PIV badge will be clearly displayed by contractor personnel while at the facility.

The contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. In performance of this contract, the contractor shall follow CMCVAMC safety policies and standards for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building.

Contractor is responsible for the supervision of all the employees while on government property. The contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, confined space entry, universal precautions, etc.) required performing the work. The contractor is responsible for providing its employees appropriate training on safety programs and the proper use of Personal Protective Equipment (PPE). Documentation shall be maintained by the contractor. Cleaning products and lubricants must be approved in advance to ensure they are USDA compliant. SDS must also be provided before use of product.

The contractor shall coordinate with the TPOC for access to all work areas within the CMCVAMC. The contractor shall not interfere with patients or employees without prior notification to and approval from the CMCVAMC. The contractor shall ensure that, under no circumstances, any of its employees shall enter an area not authorized for access by the CMCVAMC.

The contactor shall immediately notify the COR if any system is inoperable or hazardous via telephone and email.

The contractor shall notify department supervisor immediately of any incident involving injury. The contractor shall notify the TPOC and submit a written report to the CMCVAMC within three (3) days of any major malfunction, accident or injury involving a contract employee or CMCVAMC. The report shall state the cause of event and what repairs are required to correct the cause of the incident. The contractor shall go to the emergency room for treatment if injury is severe.

3.2 Contractor Parking and Storage

The CMCVAMC will not be able to accommodate the storage of parts or materials. Parking at the CMCVAMC is unavailable.

3.3 Equipment Shutdowns and Impact to CMCVAMC Operations

The contractor shall coordinate all work with the CMCVAMC facilities management and safety. Work will be phased to best accommodate CMCVAMC operations. Planned preventative maintenance equipment shutdowns will require a formal notice at least two (2) weeks in advance. Shutdowns for emergency repairs may be expedited due to the nature of the work. Shutdown timeframes for other repairs will be established on a case-by-case basis by the CMCVAMC.

The contractor shall determine alternate paths of ingress and egress if contract work impacts pedestrian/staff walkways and access. Contractor shall create and post signage to route pedestrians to avoid potential hazards. Worksites shall be barricaded to deny access while work is being performed and when the contractor is not at the worksite. Contractor shall be in control of access to worksite area and will actively coordinate any access to the worksite area until work has been completed and the worksite has been returned to an acceptable cleanliness standard. All hot work operations including cutting, welding, thermal welding, brazing, soldering, grinding, thermal spraying, thawing pipes, or any other similar activity, will require a Hot Work Permit to be obtained by the Contractor from the Safety Officer.

Coordinate with the COR to obtain hot work permits. The Contractor will be responsible for conforming to all Medical Center regulations, policies and procedures concerning Hot Work Permits including, but not limited to, the following:

• Prior to the performance of hot work, a request for a Hot Work Permit will be made to the Safety Department at least 24 hours in advance of the work via the COR.

• The COR and a representative from the Safety Office will inspect the area and ensure that the requirements of NFPA 241 and OSHA standards have been satisfied. The Hot Work Permit will be granted and will be posted in the immediate area of the work.

• The Hot Work Permit will apply only to the location identified on the permit. If additional areas involve hot work, additional permits must be requested.

• Upon completion of all hot work, the COR will be notified by the responsible individual to perform a re-inspection of the area. Do not use any of the extinguishers in the medical center for standby purpose while conducting hot work. Contractors are required to supply their own Class ABC extinguishers. Medical center extinguishers are only to be used in the event of a fire.

3.4 Infection Control Risk Assessment (ICRA) and Worksite Cleanliness

The contractor shall follow all ICRA guidelines established by the CMCVAMC. Contractor shall obtain an ICRA permit when applicable. The contractor shall coordinate all ICRA considerations with the COR and CMCVAMC Infection Preventionist. Any personnel working on site must meet with a CMCVAMC staff member to review ICRA importance and requirements. Contractor cannot commence with work until a signed permit is issued from VA. Contractor is required to provide all labor and materials required to meet ICRA permit.

The contractor is responsible for worksite cleanliness from initiation of work until completion of work. The contractor shall not leave any tools, ladders, parts and/or supplies unattended in the public area at any time. After work is complete, the worksite must be thoroughly cleaned and returned to an acceptable level of cleanliness, as determined by the CMCVAMC.

3.5 Quality Control Program

All work performed under this contract shall be of the highest quality, consistent with best industry practices to assure timely and adequate provisions of maintenance and repair services. The contractor shall submit to the TPOC 15 days prior to the start of the contract a complete Quality Control Program to assure the requirements of the contract are provided as specified. The contractor shall implement the approved plan and pursue it diligently for the duration of the contract.

The Quality Control Plan shall include but not be limited to:

• The methods the contractor will use for identifying, correcting, and preventing defects in the quality of service performed before the level of performance becomes unacceptable to the

CMCVAMC.

• A description of the records which the contractor intends to generate and file, indicating the inspections conducted by the contractor and necessary corrective action taken (as appropriate).

4 Deliverables

The contractor shall be required to provide the following deliverables:

Deliverable Deadline

Quality Control Program 15 Days Prior to Contract Start Date

Safety Plan 15 Days Prior to Contract Start Date

Security Badge Requests 15 Days Prior to Contract Start Date

Repair and Service Reports As Required

Update to Personnel Roster, Badge Requests As Required

Work Performed Log Entire Duration of Contract

At a minimum, service reports shall include the following:

• Name and EE# of serviced equipment

• Description of service provided to each equipment.

• Date of service

• Location of equipment

• Recommendations and/or notable observations

• Contractor shall submit individual equipment checklists in accordance with this SOW with the summary service report.

4.1 Qualifications of Contractor

All offers must include documentation and proof of certifications and qualifications for each employee who will provide services under this contract.

Contractor shall provide documentation of their qualifications:

• All technicians must be factory certified in test, repair, and installation of ETS-Lindgren products.

• All technicians working under this contract are required to have magnetic resonance imaging magnet safety training and RF test training.

• Due to the specialized work required under this contract, contractor technicians to have a minimum of 5 years’ experience working on RF systems on Magnetic resonance imaging,( MRI).

The powerful magnetic field of the MRI system will pull on any ferromagnetic object in or out of a person’s body such as a medical implant (e.g., certain aneurysm clips, medication pumps, equipment , etc.). Contractor is required to have a comprehensive screening procedures and protocols to identify any potential hazards.

• All technicians are required to have 5 years expertise to test and certify RF Shielded Enclosures

• All technicians are required to have 5 years expertise to test and certify wave guides systems

SECTION C - CONTRACT CLAUSES

FAR Number Title Date

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

FAR Number Title Date

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

MAR 2023

C.2 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from TBD through TBD.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

(End of Clause)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than TBD, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of TBD;

(2) Any order for a combination of items in excess of TBD; or

(3) A series of orders from the same ordering office within 3 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within TBD days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period;

provided, that the Contractor shall not be required to make any deliveries under this contract after TBD.

(End of Clause)

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office.

Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

(End of Clause)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT

2020) The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract.

Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Addendum to 52.212-4)

C.8 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND

VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023)

(DEVIATION)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business certification status and their proposed use of eligible certified service-disabled veteran-owned small businesses (SDVOSBs) and certified veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible and certified service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor. To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the SBA Veteran Small Business Certification Program portal at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128.).

(c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database.

(d) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.9 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses (SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with 852.215–70, Service-Disabled Veteran-Owned and Veteran- Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

https://veterans.certify.sba.gov/

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204–23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023) (Section 1634 of Pub. L. 115–91).

(3) 52.204–25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115–232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.232–40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

[] (1) 52.203–6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

[] (2) 52.203–13, Contractor Code of Business Ethics and Conduct (NOV 2021) (41 U.S.C.

3509).

[] (3) 52.203–15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

[X] (4) 52.203–17, Contractor Employee Whistleblower Rights (NOV 2023) (41 U.S.C. 4712);

this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

[X] (5) 52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109–282) (31 U.S.C. 6101 note).

[] (6) [Reserved]

[] (7) 52.204–14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111–117, section 743 of Div. C).

[] (8) 52.204–15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111–117, section 743 of Div. C).

[X] (9) 52.204–27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117–328).

[] (10) 52.204–28, Federal Acquisition Supply Chain Security Act Orders—Federal Supply Schedules, Governmentwide Acquisition Contracts, and Multi-Agency Contracts. (DEC 2023) (Pub. L. 115–390, title II).

[] (11)(i) 52.204–30, Federal Acquisition Supply Chain Security Act Orders— Prohibition.

(DEC 2023) (Pub. L. 115–390, title II).

[] (ii) Alternate I (DEC 2023) of 52.204–30.

[X] (12) 52.209–6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) (31 U.S.C. 6101 note).

[] (13) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters

(OCT 2018) (41 U.S.C. 2313).

[] (14) [Reserved]

[] (15) 52.219–3, Notice of HUBZone Set-Aside or…