36C24525C0058 512 Generator Preventive Maintenance FY25 EXE.pdf

36C24525C0058

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ACCOUNTING AND APPROPRIATION DATA

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 30

C.4 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION ATTACHED

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: RJY Group

Greg Thackston

713-838-1147 greg@rjygroup.com

b. GOVERNMENT: Contracting Officer 36C245 William.Galletta@va.gov

Department of Veterans Affairs

Baltimore VAMC

NCO5

10 N Greene St

Baltimore MD 21201

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] Monthly

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. http://www.fsc.va.gov/einvoice.asp

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

AMENDMENT NO DATE

mailto:greg@rjygroup.com mailto:William.Galletta@va.gov http://www.fsc.va.gov/einvoice.asp

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB $32,748.810000 $32,748.81

The contractor will provide labor and materials to perform preventive maintenance on 6 emergency generators at the Baltimore Medical

Center and 1 generator located at the Loch Raven facility:

Once per year: March

Oil changed and oil filter(s) changed on each generator.

Oil analyzed before oil change.

Diesel Fuel analyzed in each day tank.

4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA

COR.

Contract Period: Base

POP Begin: 03-03-2025 POP End: 03-02-2026 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission

Equipment

PO# 512C50164

Funding/Req. Number: 1 $32,748.81 512-25-2-641-0077

2.00 JB $4,269.520000 $8,539.04

maintenance on 6 emergency generators at the Baltimore Medical

Center and 2 generators located at the Loch Raven facility:

Twice per year: August/January

Fuel tanks and lines to be inspected for the purpose of determining if excessive sludge or rust is collecting. All fuel filters and sediment bowls to be cleaned or changed as per manufacturer recommendations.

Check entire equipment for fuel or coolant leaks.

Check the water pump, hoses and clamps, belts for damage.

Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type.

Check battery chargers for proper operation.

Inspect air filters and make recommendation to replace or not.

Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein.

Check all instruments for proper operation and simulate engine safeties for proper operation.

Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system.

Test refill pumps inside of day tanks for proper operation.

Check heater block system on generator.

Provide check list to the COR of all checks performed and all test performed.

After the complete maintenance procedure is accomplished, the vendor will make written recommendations of additional work/repairs if required. The vendor will clearly write the material/labor cost estimates of additional work/repairs.

After each service on all of the above, run generator and conduct test under load. The test under load must be coordinated in advance and approved by COR.

Contract Period: Base

POP Begin: 03-03-2025 POP End: 03-02-2026 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial

Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission

Funding/Req. Number: 1 $8,539.04 512-25-2-641-0077

16.00 HR $289.130000 $4,626.08

Repair of failure - Quotes shall be provided based on the hourly rates provided but shall be awarded on a firm-fixed-price basis.

REGULAR HOURS 7:00AM to 4:00PM Minimum of 4 hours per call plus TBD materials Contract Period: Base

POP Begin: 03-03-2025 POP End: 03-02-2026 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial

Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

Rebuilding of Equipment - Mechanical Power Transmission

Funding/Req. Number: 1 $4,626.08 512-25-2-641-0077

10.00 DY $2,313.000000 $23,130.00

Emergency calls 24/7 and have the means to provide a temporary generator

Estimate 10 days per year for price evaluation purposes Contract Period: Base POP Begin: 03-03-2025 POP End: 03-02-2026

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

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission

Funding/Req. Number: 1 $23,130.00 512-25-2-641-0077

1.00 JB $33,895.020000 $33,895.02

maintenance on 6 emergency generators at the Baltimore Medical

Diesel Fuel analyzed in each day tank.

4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA

COR.

Contract Period: Option 1 POP Begin: 03-03-2026

POP End: 03-02-2027 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission

2.00 JB $4,418.950000 $8,837.90

maintenance on 6 emergency generators at the Baltimore Medical bowls to be cleaned or changed as per manufacturer recommendations.

Check entire equipment for fuel or coolant leaks.

Check the water pump, hoses and clamps, belts for damage.

Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type.

Check battery chargers for proper operation.

Inspect air filters and make recommendation to replace or not.

Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein.

Check all instruments for proper operation and simulate engine safeties for proper operation.

Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system.

Test refill pumps inside of day tanks for proper operation.

Check heater block system on generator.

Provide check list to the COR of all checks performed and all test performed.

After the complete maintenance procedure is accomplished, the vendor will make written recommendations of additional work/repairs if required. The vendor will clearly write the material/labor cost estimates of additional work/repairs.

After each service on all of the above, run generator and conduct test under load. The test under load must be coordinated in advance and approved by COR.

Contract Period: Option 1 POP Begin: 03-03-2026 POP End: 03-02-2027

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

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

16.00 HR $299.250000 $4,788.00

rates provided but shall be awarded on a firm-fixed-price basis.

REGULAR HOURS 7:00AM to 4:00PM Minimum of 4 hours per call plus TBD materials

Contract Period: Option 1 POP Begin: 03-03-2026 POP End: 03-02-2027

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

10.00 DY $2,393.960000 $23,939.60

Emergency calls 24/7 and have the means to provide a temporary generator Estimate 10 days per year for price evaluation purposes Contract Period: Option 1 POP Begin: 03-03-2026

POP End: 03-02-2027 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

1.00 JB $35,081.340000 $35,081.34

maintenance on 6 emergency generators at the Baltimore Medical

Diesel Fuel analyzed in each day tank.

4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA

COR.

Contract Period: Option 2

POP Begin: 03-03-2027 POP End: 03-02-2028 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

2.00 JB $4,573.620000 $9,147.24

maintenance on 6 emergency generators at the Baltimore Medical bowls to be cleaned or changed as per manufacturer recommendations.

Check entire equipment for fuel or coolant leaks.

Check the water pump, hoses and clamps, belts for damage.

Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type.

Check battery chargers for proper operation.

Inspect air filters and make recommendation to replace or not.

Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein.

Check all instruments for proper operation and simulate engine safeties for proper operation.

Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system.

Test refill pumps inside of day tanks for proper operation.

Check heater block system on generator.

if required. The vendor will clearly write the material/labor cost estimates of additional work/repairs.

After each service on all of the above, run generator and conduct test under load. The test under load must be coordinated in advance and approved by COR.

Contract Period: Option 2 POP Begin: 03-03-2027

POP End: 03-02-2028 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

16.00 HR $309.720000 $4,955.52

rates provided but shall be awarded on a firm-fixed-price basis.

REGULAR HOURS 7:00AM to 4:00PM Minimum of 4 hours per call plus TBD materials Contract Period: Option 2 POP Begin: 03-03-2027

POP End: 03-02-2028 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

10.00 DY $2,477.750000 $24,777.50

Emergency calls 24/7 and have the means to provide a temporary generator

Estimate 10 days per year for price evaluation purposes Contract Period: Option 2 POP Begin: 03-03-2027 POP End: 03-02-2028

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

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

1.00 JB $36,309.190000 $36,309.19

maintenance on 6 emergency generators at the Baltimore Medical

Diesel Fuel analyzed in each day tank.

4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA

COR.

Contract Period: Option 3 POP Begin: 03-03-2028

POP End: 03-02-2029 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

2.00 JB $4,733.690000 $9,467.38

maintenance on 6 emergency generators at the Baltimore Medical bowls to be cleaned or changed as per manufacturer recommendations.

Check entire equipment for fuel or coolant leaks.

Check the water pump, hoses and clamps, belts for damage.

Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type.

Check battery chargers for proper operation.

Inspect air filters and make recommendation to replace or not.

Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein.

Check all instruments for proper operation and simulate engine safeties for proper operation.

Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system.

Test refill pumps inside of day tanks for proper operation.

Check heater block system on generator.

Provide check list to the COR of all checks performed and all test performed.

After the complete maintenance procedure is accomplished, the vendor will make written recommendations of additional work/repairs and approved by COR.

Contract Period: Option 3 POP Begin: 03-03-2028 POP End: 03-02-2029 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial

Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

16.00 HR $320.560000 $5,128.96

rates provided but shall be awarded on a firm-fixed-price basis.

REGULAR HOURS 7:00AM to 4:00PM Minimum of 4 hours per call plus TBD materials

Contract Period: Option 3 POP Begin: 03-03-2028 POP End: 03-02-2029 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial

Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

10.00 DY $2,564.470000 $25,644.70

generator

Estimate 10 days per year for price evaluation purposes Contract Period: Option 3

POP Begin: 03-03-2028 POP End: 03-02-2029 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic)

Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

1.00 JB $37,580.010000 $37,580.01

maintenance on 6 emergency generators at the Baltimore Medical

Diesel Fuel analyzed in each day tank.

4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA

COR.

Contract Period: Option 4

POP Begin: 03-03-2029 POP End: 03-02-2030 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial

Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

2.00 JB $4,899.370000 $9,798.74

maintenance on 6 emergency generators at the Baltimore Medical bowls to be cleaned or changed as per manufacturer recommendations.

Check entire equipment for fuel or coolant leaks.

Check the water pump, hoses and clamps, belts for damage.

Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type.

Check battery chargers for proper operation.

Inspect air filters and make recommendation to replace or not.

Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein.

Check all instruments for proper operation and simulate engine safeties for proper operation.

Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system.

Test refill pumps inside of day tanks for proper operation.

Check heater block system on generator.

and approved by COR.

Contract Period: Option 4 POP Begin: 03-03-2029

POP End: 03-02-2030 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

16.00 HR $331.780000 $5,308.48

rates provided but shall be awarded on a firm-fixed-price basis.

REGULAR HOURS 7:00AM to 4:00PM Minimum of 4 hours per call plus TBD materials Contract Period: Option 4 POP Begin: 03-03-2029

POP End: 03-02-2030 PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

10.00 DY $2,654.210000 $26,542.10

generator Estimate 10 days per year for price evaluation purposes

Contract Period: Option 4

POP Begin: 03-03-2029 POP End: 03-02-2030

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and

GRAND TOTAL $370,245.61

ACCOUNTING AND APPROPRIATION DATA

ACRN APPROPRIATION

REQUISITION

NUMBER AMOUNT

1 512-3650162-641-854100

RECURRING MAINTENANCE \T\-

2341 Equipment Rentals - Non-C-

010055590

512-25-2-641-0077

(P)

$69,043.93

B.3 STATEMENT OF WORK

Generator PM, Repair and Load Bank Testing at BT and LR

1. Purpose: This purchase request supports the inspection and regular preventative maintenance on the 6 Cummins 750 KW emergency generators and 27 associated ATS in Baltimore, 1 emergency generator, (1) mobile generator and 1 ATS at Loch Raven BRECC.

Baltimore:

Emergency Generator # 1 Make/Manufacturer: Cummins Allison Generator Model No. HC634H - S/N 03377/03 AC Generator Set Model No. KTA38G1 Generator Set Serial No. L900361827

Emergency Generator # 2 Make/Manufacturer: Cummins Allison Generator Model No. HC634H - S/N 03377/02

Generator Set Serial No. L900361828

Emergency Generator # 3

Generator Model No. HC634H1 - S/N 08819/01

Generator Set Serial No. L900361831

Emergency Generator # 4

Generator Model No. HC634H - S/N 0336/01

Generator Set Serial No. L900361829

Emergency Generator # 5

Generator Model No. HC634H - S/N 03214/01

Generator Set Serial No. L900361830

Emergency Generator # 6

Generator Model No. HC634H - S/N 04077/01

Generator Set Serial No. L900361826

Loch Raven:

Emergency Generator Make/Manufacturer: Cummins Allison Engine Serial Number 37160020 Generator Model No. KTA19-G2 AC Generator Set Model No. GEN-400DFEB---K Generator Set Serial No. K950592003

2. Scope of work: The Contractor shall provide all personnel, management, material, parts, equipment, supplies, labor, area clean-up and transportation to perform: Two yearly Inspections and maintenance on six (6) emergency generators and one (1) at Loch Raven. Inspect the associated automatic transfer switches (ATS) and perform a 4-hour load bank test on (6) emergency generators at Baltimore VA Medical Center and (1) at Loch Raven located in Baltimore, MD. The contractor must employ mechanics and technicians that are trained in the applicable codes, standards, and manufacturer requirements for maintenance and repair of generators and ATSs. The contractor must have at least 5 years’ experience satisfactorily performing such maintenance on comparable units, equipment, or systems. Failure of VA owned generator equipment due to malfunctions beyond the vendor's control, the vendor must have the ability to respond to an emergency call 24/7 and have the means to provide a temporary generator and all necessary connections to the appropriate building circuits within forty-eight (48) hours of known failure delivered on site with hookup.

2.1. Once per year:

2.1.1. Oil changed and oil filter(s) changed on each generator.

2.1.2. Oil analyzed before oil change.

2.1.3. Diesel Fuel analyzed in each day tank.

2.1.4. 4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA COR.

2.2. Twice per year:

2.2.1. Fuel tanks and lines to be inspected for the purpose of determining if excessive sludge or rust is collecting. All fuel filters and sediment bowls to be cleaned or changed as per manufacturer recommendations.

2.2.2. Check entire equipment for fuel or coolant leaks.

2.2.3. Check the water pump, hoses and clamps, belts for damage.

2.2.4. Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type.

2.2.5. Check battery chargers for proper operation.

2.2.6. Inspect air filters and make recommendation to replace or not.

2.2.7. Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein.

2.2.8. Check all instruments for proper operation and simulate engine safeties for proper operation.

2.2.9. Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system.

2.2.10. Test refill pumps inside of day tanks for proper operation.

2.2.11. Check heater block system on generator.

2.2.12. Provide check list to the COR of all checks performed and all test

2.3. After the complete maintenance procedure is accomplished, the vendor will make written recommendations of additional work/repairs if required. The vendor will clearly write the material/labor cost estimates of additional work/repairs.

2.4. After each service on all of the above, run generator and conduct test under load. The test under load must be coordinated in advance and approved by

COR.

3. References:

The contractor shall adhere to the following standards and guidelines (latest edition):

3.1. NFPA 99 Healthcare Facilities Code

3.2. NFPA 110, Standard for Emergency and Standby Power Systems.

3.3. NFPA 70, National Electrical Code

4. DEFINITIONS/ACRONYMS

4.1. Contract Discrepancy Report (CDR): A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to https://www.nfpa.org/en/codes-and-standards/nfpa-99-standard-development/99 https://www.wpowerproducts.com/engine-and-generator-service/preventive-maintenance/nfpa-110-routine-maintenance-and-operational-testing/ https://www.nfpa.org/en/codes-and-standards/nfpa-70-standard-development/70 acceptable standards, and how reoccurrence of the problem will be prevented in the future.

4.2. Contracting Officer (CO): The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract.

4.3. Contracting Officer's Representative (COR): A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation and acceptance of the Contractor's performance. A copy of the letter of designation will be provided to the Contractor.

4.4. Preventive Maintenance (PM): Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust components, or assemblies of components as necessitated by wear, tear, damage, or failure of parts, returning the equipment and/or instrument to the operating condition defined in the manufacturer’s specifications.

4.5. Repair Cost Estimate: The Contractors estimated cost (for parts, labor and freight) to repair a system according to manufactures' specifications and requirements.

4.6. Time: When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays.

4.7. Rework: Any work the Contractor is required to accomplish due to unsatisfactory performance or nonperformance in accordance with the stated quality and level of effort specified in the contract. Rework is performed at no additional cost to the Government.

4.8. ESR. Vendor Engineering Service Report. A documentation of services rendered for each incidence of work performance under the terms and conditions of the contract.

4.9. Acronyms. Commonly used acronyms are listed below:

FSE: Field Service Engineer

AQL: Acceptable Quality Level

IAW: In Accordance With

QA: Quality Assurance

QC: Quality Control

PWS: Performance Work Statement

VA: VA Medical Center

CO: Contracting Officer

COTR: Contracting Officer’s Technical Representative

FES: Facilities and Engineering Service

ESR: Engineering Service Report

ATS: Automatic Transfer Switch

5. PREVENTIVE MAINTENNANCE REQUIREMENTS:

5.1. The Contractor will contact the COR to schedule a PM at least seven (7) calendar days prior to the proposed date. Schedule changes required by the Government after approval shall be made at no additional cost if notice is provided to the Contractor five (5) calendar days or more prior to the scheduled date of accomplishment.

Inspection work must be coordinated through the COR who is:

Brandon Johnson Healthcare Staff Engineer Maintenance/Operations Facilities and Engineering Service 10 N Greene Street Baltimore, Maryland Telephone: (443-939-5568)

6. CONTRACTOR PERSONNEL:

6.1. Personnel Experience. All work shall be performed by competent mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit to and for the approval of the Contracting Officer, certification and a list of credentials of the approved mechanics. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide a list of three (3) reference contacts that have been provided service on similar or identical equipment. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor’s personnel and refuse them permission to work on VA equipment. Contractor must assure that all employees of awarded vendor must have safety training and be up and certified on OSHA 10-hour training. One employee per team must have completed the 30-hour OSHA training.

6.2. Conduct of Personnel. The Contractor shall ensure that his personnel present a professional appearance at all times and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language.

6.3. Identification of Employees. : The Contractor shall within 10 calendar days before beginning performance of work provide the Contracting Officer a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the Contracting Officer in writing of any addition, deletion or change in work assignment within 10 days of such change. Each of the Contractor's employees shall conspicuously display on their person a badge provided by the Contractor that shall include the full name of the employee, the name under which the Contractor is doing business and a badge serial number. HOURS OF OPERATION: Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections. All work will be performed between the hours of 7:00 a.m. and 4:00 p.m. on the prearranged dates. Federal Holidays observed by the VA are: New Year’s Day; Martin Luther King Day;

President’s Day; Memorial Day; Independence Day; Labor Day; Columbus Day;

Veterans Day; Thanksgiving Day; and Christmas.

7. INSPECTION AND ACCEPTANCE

7.1. Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance do not preclude the Government's right to inspect completed work prior to shipment from the Contractor's shop nor does it waive any rights of the Government.

7.2. Unsatisfactory service will be reported in writing by the CO to the Contractor.

7.3. Telephone Answering Service: The Contractor shall maintain, at his own expense, a dedicated (tie-line) toll-free telephone answering service for the exclusive use in the performance of this contract. This answering service shall be monitored during normal work hours as identified in the specifications.

7.4. Radio Dispatch System: It is recommended but not mandatory that the Contractor utilizes a radio dispatch system for directing and dispatching personnel in response to maintenance service calls. In the event the use of radio dispatch is elected for use; it shall be the Contractors responsibility to obtain all permits, licenses, frequency allocations and antennas, all accessories necessary for send or receive operation at no additional cost to the Government.

An expanded radio system could possibly be utilized in conjunction with or instead of the telephone answering service described in the paragraph above.

8. REMOVAL AND/OR DISPOSAL

8.1. Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the CO or COR.

8.2. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor's shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the CO. The Contractor shall be required to maintain an accountable record of inventory upon completion of the maintenance contract.

8.3. Inventories will not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material and reflected as same on Contractor's invoices when submitted for payment. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration.

9. FIRE PREVENTION AND PROTECTION:

9.1. The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations.

9.2. CLEANING UP: The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed.

9.3. HAZARDOUS CONDITIONS: During the course of performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COR.

9.4. CLEANLINESS: The area immediately around the equipment provided for the Contractor’s use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate but shall be removed by the Contractor’s employees.

9.5. SERVICE MANUALS: The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts lists), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

10. INSURANCE:

10.1. Worker compensation and employer’s liability. Contractor and any subcontractor covered under this contract are required to comply with applicable Federal and State Worker’s Compensation and occupational disease statutes.

10.2. General Liability. Contractor and any subcontractor covered under this contract are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

10.3. Property Damage Liability. Contractor and any subcontractor covered under this contract are to have Property Damage Liability insurance coverage of at least $500,000.

10.4. Contractor shall provide proof of liability insurance within five (5) days after contract award.

11. SMOKING POLICY: Both Campus are smoke free

12. BILLING AND PAYMENT: Each invoice shall contain the documentation required by OB10. The invoices shall be itemized to contain the equipment’s identifier.

When parts are furnished by the Government, they shall be itemized on Contractor's invoice at no-cost and indicated as Government furnished parts. Contractor will forward invoices to the following address, in arrears electronically to:

Vendor Electronic Invoice Submission Methods: Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements.

For additional information, please contact:

http://www.tungstennetwork.com/uk/en/

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line-item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting

Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the

Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The

Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the

Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain

Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with

Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service

(TOS), or similar legal instrument or agreement, that includes any clause requiring the

Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v)…