36C24620Q0241.docx

36C24620Q0241

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVEDATE

4. ORDER NO.

5. SOLICITATIONNUMBER

6. SOLICITATION ISSUEDATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUEDATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OFSOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a.CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

10/01/2020 36C24620Q0241 7/02/2020 Amarlia Van Buren 757-728-3144 7/17/2020

4:30 PM EST

Department of Veterans Affairs Network Contracting Office 6 Building 27 Averill Drive Hampton VA 23667 X 100% X 238290 $16.5 Million N/A X Durham Veterans Medical Center 508 Fulton Street Durham N.C 27705 Department of Veterans Affairs Network Contracting Office 6 Building 27 Averill Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 X See CONTINUATION Page Elevator Preventative Maintenance and Repair

Services VVVVAMC

VAMC

Refer to PWS and I nstruction to O fferor Period of Performance:

Base:

10/01/2020

- 09/30/202 Option Year 1: 10/01/202

– 09/30/202 Option Year 2: 10/01/202

– 09/30/202 Option Year 3: 10/01/202

– 09/30/202 Option Year 4: 10/01/202

– 09/30/202 See CONTINUATION Page X X X

Chinedu Nwauwa Contracting Officer Table of Contents

Page 1 of

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 36C246 Chinedu C. Nwauwa Contract Specialist 36C246 Amarlia Van Buren Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971

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

B.2 SCHEDULE OF SUPPLIES/SERVICES

The contractor shall provide all labor, parts, travel, tools, material, equipment, supervision and technical expertise necessary for the maintenance and repair of elevators at the VA Medical Center, Durham, NC. Services shall be provided in accordance with the terms and conditions listed herein.

Period of Performance: October 01, 2020 – September 30, 2021, Plus four (4) one (1) year options Base Year: Oct 01, 2020 – Sep 30, 2021

(NTE)

$50,000.00

(NTE)

HR

Base Year Total Price:

Option Year 1: Oct 1, 2021– Sep 30, 2022

(NTE)

$50,000.00

HR

Option Year 1 Total Price:

Option Year 2: Oct 1, 2022 – Sep 30, 2023

(NTE)

$50,000.00

HR

Option Year 2 Total Price:

Option Year 3: Oct 1, 2023 – Sep 30, 2024

(NTE)

$50,000.00

HR

Option Year 3 Total Price:

Option Year 4: Oct 1, 2024 – Sep 30, 2025

(NTE)

$50,000.00

HR

Option Year 4 Total Price:

36C24619Q0241

Page 1 of

TOTAL COST (BASE PLUS OPTION YEARS) $_______________________________

B.3 PERFORMANCE WORK STATEMENT

1. INTRODUCTION

The Durham VA Medical Center (VAMC) located at 508 Fulton Street, Durham, North Carolina 27705 provides general and specialty medical, surgical, psychiatric inpatient and ambulatory services, and serves as a major referral center for North Carolina, southern Virginia, northern South Carolina, and eastern Tennessee. The Durham VA Medical Center is a 251-bed tertiary care referral, teaching and research facility affiliated with Duke University School of Medicine. The medical center provides general and specialty medical, surgical, psychiatric inpatient and ambulatory services, and serves as a major referral center for North Carolina, southern Virginia, northern South Carolina, and eastern Tennessee. The medical center is a regional center for radiation therapy, neurological disorders, therapeutic endoscopy, and other special procedures. In addition, it serves as a referral center for high-risk open-heart surgery cases, angioplasty, and hemodynamic cardiac catheterization. The 100-bed Community Living Center is reflective of an ongoing emphasis on wellness, preservation of functions, and rehabilitation. Special programs at Durham include a Women’s Health Center, Home Based Primary Care, Telemedicine Home Care, and Research Services.

2. SCOPE.

(a) The contractor shall furnish all labor, material, equipment, parts, supervision, etc., necessary to service, repair, perform preventative maintenance, and maintain elevators at the Durham VA Health Care Systems. Contractor shall provide maintenance in a manner which ensures the safe and continuous operation of all equipment listed in accordance with commercial practices and/or manufacturer’s specifications.

(b) An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services.

(c) The contractor will provide an on-site elevator technician with 5-years of experience plus the completion of an elevator apprenticeship program.

2.1 COORDINATION.

(a) The Contractor shall provide the COR with a phone list for contact 24-hours a day, 7 days a week.

(b) The COR shall be immediately notified whenever an elevator, and associated component(s) cannot be returned to service prior to the end of each inspection. In the absence of the COR, the M&O Foreman, or Engineering Service Assistant Chief will be notified.

(c) Elevators that are not in operation will have an “Out of Service” sign placed at each call button on each floor. The Contractor shall be responsible for the installation of signs and barricades as related to equipment as deemed necessary by the COR. All scheduled work that requires an elevator to be taken out of service shall be prior coordinated with the COR.

(d) All tests, inspections or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR. Under no circumstance shall any shutdown or breakdown last longer than two (2) working days from initial notification to the COR, without prior approval of the COR.

(e) Contractor shall submit a detailed work plan. The plan shall contain a schedule detailing when preventative maintenance, routine and periodic service are to be performed. Should the contractor elect to change his work schedule during the course of the contract, a revised work plan shall be submitted to the COR for approval prior to any schedule changes

3. REQUIREMENTS.

(a) The contractor shall provide full-service maintenance, repair, and emergency services for the Durham VA Medical Center Elevators as listed in Sub-section D1. The contractor shall furnish all supervision, labor, administrative support, documentation, monitoring, materials, tools, parts, supplies, equipment and transportation necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the original equipment manufacturer and 24 hour callback emergency services. All adjustments and repairs shall be in compliance with the current editions of ANSI/ASME A17 (A17.1, A17.2 and A17.3), American Standard Practice for Inspection of Elevators, Inspectors Manual and all required Federal, State, and local codes.

3.1 PERIOD OF PERFORMANCE:

(a) begins from October 01, 2020 through September 30, 2021, with four (4) one-year options exercised at the Government’s discretion

4. QUALIFICATION OF OFFERORS.

(a) The contractor shall be a firm regularly engaged in the repair, maintenance and servicing of vertical transportation systems, hereinafter referred to as elevators. Their expertise, experience, and regular business shall include the repair, maintenance and servicing of both traction type machines and hydraulic machines of the passenger, freight and hospital type elevators. Their expertise and experience shall be of such extent to provide them the knowledge of conditions of elevators and the scope of repairs, maintenance and servicing of elevators generally found in hospital use. They shall possess all the manpower, equipment, tools, and ready sources of parts as necessary to promptly, skillfully, and expertly carry out the conditions of the contract.

5. INSPECTIONS.

(a) All passenger and service type elevators shall be inspected weekly; a minimum of one-half hour for traction elevators and two hours for hydraulic elevators per inspection is required.

(b) If a holiday falls on the scheduled day of inspections, the required inspection shall be performed on the following workday. Records of inspection shall be submitted to Contracting Officer’s Representative (COR) on the date performed.

(c) All freight type elevators and dumbwaiters shall be inspected twice monthly; a minimum of one and one-half hours per elevator and three quarters of an hour per dumbwaiter per inspection is required. Inspections shall be two weeks apart or sooner if deemed necessary by the government or the contractor. Records of inspections shall be submitted to the COR on the date performed.

(d) Contractor shall follow the equipment manufacturer recommended inspection schedule.

6. CLEANING, LUBRICATION ADJUSTMENT SERVICES AND CORROSION TREATMENT.

(a) Cleaning, lubrication, and adjustment services shall be accomplished as specified by the equipment manufacturer; and/or as required by the state of repair of a particular equipment component or end item. The work shall include, but not be limited to, the following: main machine, brakes, motors, generators, controllers, relay panels, selectors, operating devices, interlocks and contacts, guide shoes, roller guides in hoistway and car door sills, hangers for all doors and car doors, signal system, car safety devices, governors, tension frames, and sheaves. In addition, the requirement of paragraphs 6, 7, and 8 below shall also apply. Cleaning and refinishing of the interior of cars and exterior of hoistway doors and frames are excluded. The Contractor shall notify the COR, or his designee of any extended downtime (over two hours) due to delay in obtaining service, replacement parts, or other repair functions. The contractor shall document on repair tickets/inspection tickets the nature of the work performed and the parts used.

6.1 CLEANING SERVICE.

(a) Guide rails, overhead sheaves and beams, counterweight frames, top of cars, bottom of platforms, pits, and machine room floors shall be brushed, broomed, and mopped clean as specified. All accumulated rubbish shall be removed and deposited in the station provided trash compactor and dumpster. Chemicals, oily rags or other fire hazardous material shall be properly disposed in the station provided oily rag disposal containers.

6.2 LUBRICATION.

(a) The Contractor shall maintain proper lubrication of rollers, bearings and guide rails, and other components requiring lubrication. The Contractor shall furnish all special lubricants and cleaning supplies as required by the elevator manufacturer to service and repair elevators. The Contractor shall also repair or replace guides and rails when wear of these items is found beyond specification limits.

6.3 ADJUSTMENT SERVICES.

(a) All hoisting ropes shall be examined, and the tension equalized and, whenever necessary to ensure maintenance of adequate safety factors, all hoisting ropes and governor ropes shall be renewed. If replacement ropes are necessary, the contractor shall submit a proposal to the Contracting Officer for replacement. The quote shall include a cost breakdown which will show the cost of the ropes and the cost of labor to install. The contractor shall not commence with replacement until specifically authorized by the Contracting Officer. The exterior of the machinery and any other parts of the equipment, subject to rust, shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust where roller guides are used and properly lubricated where sliding guides are used. Guide shoe rollers and gibs shall be renewed as required to insure smooth and satisfactory operation. All electrical wiring and conductors extending to elevators and dumbwaiters from circuit breakers or main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches in machine rooms and from outlets in the hoistways shall be repaired and/or replaced when required. Circuit breakers or main line switches, together with fuses for same, are excluded.

6.4 CORROSION TREATMENT AND CONTROL.

(a) The Contractor shall inspect elevator components for the presence of corrosion. Corroded areas shall be appropriately treated to reduce or inhibit corrosion development or be replaced if they are beyond specification limits.

7. HOURS AND MANNER OF WORK.

Work required in the performance of this contract shall be conducted as outlined below:

(a) The on-site elevator technician shall provide forty (40) hours for each week for preventive maintenance, scheduled and unscheduled repairs, and elevator extraction services.

(b) This on-site elevator technician work hours are excluding of after-hours call-backs for, repairs, or other issues unrelated to preventive maintenance.

(c) The on-site technician shall provide emergency extraction services during the technicians normal working hours from 6:00 AM to 2:30 PM.

(d) Maintenance and repairs not requiring elevator operational "shut-down" shall be performed during the hospital's regular administrative working hours, from 6:00 AM to 2:30 PM. The contractor shall provide emergency call-back service at any hour of any day of the week as specified under Paragraph 10 of this section.

(e) The contractor shall perform all routine service, maintenance and repair during normal duty hours from 6:00 AM to 2:30 PM during on-site technician normal duty hours. All tests, inspections or maintenance repairs that will remove an elevator from service shall be scheduled in advance with the COR.

(f) Maintenance requiring elevator operational "shut-down" shall be performed during non-administrative working hours (2:31 PM to 5:59 AM) unless otherwise authorized in writing by the Contracting Officer.

(g) Prior to commencement and after completion of any work, including INSPECTIONS as required in Paragraph 5 above, during both normal and after duty hours, the contractor shall report to a specific office to be designated by the Contracting Officer. Due to security requirements, the Contractor`s on-site technician will be required to wear an Engineering Service Contractor Safety Office issued ID Badge.

8. MATERIALS TO BE FURNISHED.

(a) The Contractor shall furnish all lubricants, cleaning supplies, tools, and equipment necessary to perform the work described above. All lubricants shall be as recommended by manufacturer of the equipment or VA-approved equal thereto.

9. PARTS TO BE FURNISHED AND INSTALLED OR REPAIRED.

In accordance with standard elevator industry practice, this is a full maintenance contract. The contractor shall accept these elevators "as is". Except as listed below, no components are excluded from the requirements of this contract.

(a) The Contractor shall furnish and install or repair when and as necessary, machine hydraulic pumps, motor generators, controllers, selectors, worms, gears, thrusts, windings, commutators, hydraulic pump "VEE" belts and pulleys, hydraulic valve components and coils, circuits, magnet frames, relays, contactors, control fuses, rollers, cams, hand rails, car door and hoistway door hangers, tracks and governors, push buttons, annunciators, hail lanterns and indicators, incandescent or fluorescent lamps for car light fixtures and shaft lights, lamp replacements in signal systems and all other elevator signal and accessory equipment complete. All parts shall be the original manufacturer's design and specification or equal thereto.

(b) The Contractor shall not replace, floor covering on elevator car platform, make renewals, or repairs necessitated by reason of negligence or misuse of the equipment by person other than the Contractor, his representatives and employees or by reason of any other cause beyond control of the Contractor.

(c) This contract shall also cover those parts not listed in paragraph 9a above which cost less than $1,000.00. The contractor shall be required to replace any part which cost less than the above amount at no additional charge to the Government. The monthly maintenance charge includes the cost of such parts. If it is necessary to replace any part which costs more than the above listed amount the contractor shall immediately notify the Contracting Officer and provide a cost proposal for the part. The cost proposal shall be for the cost of the part only. The cost of the labor to install the part is included in the monthly maintenance charge. The Contracting Officer will either provide the contractor with the part or authorize the contractor to install the part and include the cost of the part on their monthly invoice. If the contractor furnishes the part, a quote from their supplier must be furnished with their invoice for verification of cost by the Contracting Officer and will be paid by a contract modification if additional funds is needed. The contractor shall always replace parts with original equipment manufacturer (OEM) design and specification or equal thereto.

9.1 SPARE PARTS.

(a) An adequate supply of new spare parts shall be maintained by the Contractor at all times to ensure prompt preventive maintenance and repair services.

(b) All parts and materials shall be of the original manufacturer’s design or equal thereto. All lubricants shall be the same as or equal to those recommended by the manufacturer.

10. EMERGENCY CALL BACK SERVICE CALLS.

(a) Emergency services shall be required whenever an elevator is inoperable or not operating correctly or when an unsafe condition exists. A call of this type would suggest that there are trapped persons, or the elevator condition could result in life or property endangerment, or could have an adverse effect upon personnel, equipment and mission accomplishment. Contractor shall respond to emergency call back service, by sending a qualified service technician to the service site within two hours or less, (one hour or less if the emergency is in a patient care or patient quarters building, and an alternate elevator is also out of service in that particular building).

(b) The emergency call back services shall be provided in response to a telephonic request or otherwise from (1) the Contracting Officer Representative, (2) Administrative Officer of the Day (AOD), (3) Durham VAMC Engineering Service Chief or Designee. The contractor shall report to Durham VAMC Boiler Plant which is manned 24/ 7 for all after hours service calls. This call back service shall be rendered at any hour of any day of the week as requested at no extra charge to the Government. The

(c) Callbacks resulting from intentional abuse or intentional damage must be verified prior to repair by COR and authorized by the Contracting Officer for any billable item whether it is material or labor. Accidental damage, or normal wear and use normally associated with similar institutions, shall not be considered billable. Normal use is behavior or equipment use that is associated with similar hospital facilities’ vertical transportation pedestrian traffic, not intended to damage or destroy equipment. Any billable invoice needs to have a dated photograph of the damage or identify an Engineering Service staff that witnessed or verified the damage, or it shall be refused for payment. The COR and a Durham VAMC Engineering Service personnel may also verify intentional damage or intentional abuse. Invoices will be reviewed by the COR to determine viability, review circumstances and any resulting accountability for compensation. Any exceptions to normal use and related damages shall be judged accordingly with the support of proper documentation and photographic evidence. All documentation and supporting evidence requested shall be provided before any at fault determination is created. Failure to respond to callback service requests will be grounds for termination for cause. Contractor shall check in and out with designated appointee, if emergency is after normal business hours.

(1) Non-Trapped Personnel Emergency: The contractor shall respond to a request for non-trapped personnel emergency service by sending a qualified service technician to the service site within two (2) hours after receiving notification from the COR or designated representative(s). The contractor shall notify the Government immediately upon arrival at the Medical Center.

(2) Trapped Personnel Emergency: The Contractor shall respond to a request for emergency service involving trapped personnel by sending a qualified service technician to the service site within one (1) hour after receiving notification from the COR or designated VA personnel.

(3) Service Calls: Service calls are regarded as responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor outside of the on-site elevator technician regular work hours (2:31 PM – 5:59 AM). The contractor shall not charge the government a labor charge for the first two (2) hours of a service call. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator and notify the COR of the problem and the time and date corrective action shall be completed.

(4) All after hour repair cost shall be submitted in writing and shall be approved in writing by the CO prior to commencement of the work. Paragraph 10(c) shall be followed when invoicing for parts. Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government.

(d) A Contract Line Item is incorporated for Fifty Thousand Dollars ($50,000) in the base year and in each option year for emergent repairs and parts of the station elevator system. This line item will be utilized throughout the year to invoice for services rendered on emergent repairs. Contractor cannot exceed this amount unless authorized in writing by the Contracting Officer. The COR shall monitor the funding under this line item and notify CO if the line item is encroaching the $50,000 limit.

11. QUALITY CONTROL PROGRAM.

Contractor shall establish a complete Quality Control Program to ensure that the equipment functions in conformance with the latest edition of the Original Equipment Manufacturer (OEM) Service Manual, and the performance requirements of the contract are fulfilled as specified in this PWS. Contractors’ shall provide one copy of the firm’s sample of each of the following in its response to this solicitation for services.

(a) Operational Efficiency Plan: Contractors’ shall provide one copy of the firm’s sample of each of the following:

i. Maintenance schedule, maintenance record log.

ii. Emergency Incident Report.

iii. Provide a copy of the management structure.

iv. Provide a copy of its standard operating procedure (SOP) and Industry Standards pertaining to Elevator Maintenance

(b) Quality Control Plan:

i. Contractors shall provide a detailed Quality Control Plan, (Q.C.), for Emergency Response and non-Emergency Service Calls, both during the normal workday, as well as evenings, weekends and holidays.

ii. A response plan for cab entrapment situations shall also be included in the (Q.C.) Plan.

12. DOCUMENTATION AND REPORTS.

(a) Upon completion of services, the contractor shall report to the COR or designee, and a written report of services performed shall be furnished to the COR or designee. Such reports shall advise of any repairs or any parts required to be furnished under the contract that are necessary to maintain the equipment in good operating condition. The Contractor shall post a check chart for each elevator in each machine room in a conspicuous place. This check chart shall list each elevator component-showing schedule of manufacturer’s recommended frequency of inspection of each component on a weekly, semi-annually, annually or other frequency. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor’s employee to indicate that the work has been accomplished and indicate an arrival and departure times. “Routine service” or “serviced equipment” will not be acceptable notations for the documentation.

(b) Service Report for Preventive Maintenance: The contractor shall provide a monthly written report detailing services performed within ten (10) business days after the end of each month. This original written report shall be submitted to the COR for review and approval prior to invoice submittal. No invoice shall be certified for payment until the COR has provided written acceptance to the contractor and the CO.

(c) Service Report for Repair Services: The report shall include all costs associated with accomplishing the repair to include parts, supplies and labor hours and labor rates. At minimum, the report shall contain the following information: service technician name, date, time, equipment unit number, problem reported and discovered, action taken, beginning and completion time. This written report shall be submitted to the COR for review and approval prior to invoice submittal. No invoice shall be certified for payment until the COR has provided written acceptance to the contractor and the CO.

(d) The VA will provide the contractor with a report of deficiencies that were found during the semi- or annual inspections performed by an independent elevator inspection contractor. The Contractor shall correct the noted deficiencies within 30 days after receipt of the reports.

13. PERIODIC TEST(S):

(a) The Contractor shall perform periodic Safety Test(s) of the elevator components. The periodic test(s) shall be conducted in strict accordance with standards and procedures stated in ASME/ANSI A 17.1, Safety Code for Elevators and Escalators, latest edition. Test results shall be recorded on forms supplied by the Contractor and acceptable to the COR. Upon completion of test(s), copies shall be submitted to the COR signed by the elevator mechanic who performed the test(s) and an authorized representative of the Contractor.

(b) The Contractor shall have a qualified Elevator technician to accompany the government’s Fire alarm contractor during their annual fire alarm testing of the Fire Recall, Shunt Trip and all other devices associated with this annual testing of all elevators. The contractor will be notified by the VA approximately one week in advance of the testing date. This work shall be performed outside of normal VA business hours of 8:00 am – 4:30 pm.

(c) The Contractor shall have a qualified Elevator technician accompany the Government during annual elevator inspections conducted by another government-contracted inspector. The contractor will be notified by the VA approximately 72 hours in advance of inspection date. This work shall be performed within the normal VA business hours

SPECIAL CONTRACT REQUIREMENTS

14. KEY PERSONNEL.

Key personnel will be identified in the quote and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least 30 days prior to such change.

Durham Engineering Service Contractor Safety Office will issue an ID Badge. All contractor personnel shall wear badges in visible manners while on-site. Contractor shall notify the COR immediately of any lost badges. Contractor and all their employees shall report to the safety office to receive safety training prior to working at the VA facility. Contractors will be issued a short-term parking pass. Contractor shall provide a valid driver’s license, license plate number and signed copy of their contract. OSHA 10-hour training is required for all workers on site and the OSHA 30-hour training is required for Trade Competent Persons (CPs) and shall provide documentation to the COR prior to performing any work at the VA facility.

The Contractor shall obtain training for the field staff on all equipment being serviced. They shall provide either onsite training by the OEM manufacturers or send field employees through some formal training for the OEM manufacturer’s equipment being maintained. Procedures including but not limited to lubrication, adjustment, repair and documentation shall be understood, performed and followed as outlined by the OEM. This includes “foreign equipment” or equipment not manufactured by the Contractor. Contractor’s national support personnel may be required to perform training or assistance to local field personnel in order to provide adequate support

15. HOURS OF OPERATION.

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours are Monday through Friday, 8:00AM – 4:30PM, excluding federal holidays which are as follows:

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

NOTE: Any deviation from the normal working schedule shall be approved in advance by the COR or Facilities Engineering Department. The identification of federal holidays is controlled by the United States Office of Personnel Management (OPM).

16. BACKGROUND INVESTIGATIONS

(a) A full background investigation is not required for contractor employees; the contractor is responsible to make sure each technician is fully vetted. All contract employees must bring photo identification to obtain a VA Badge in order to work on a VA Facility. The Durham Engineering Service Contractor Safety Office will issue an ID badge, which shall always be on display by the contractor’s employee.

17. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS).

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) You have 14 calendar days following the Assessing Official signature date to submit comments before the evaluation is made available in the Past Performance Information Retrieval System (PPIRS). You have a total of 60 calendar days following the Assessing Official signature date to submit comments. Any comments that you submit will be posted to PPIRS. If you do not sign and return the evaluation within 60 calendar days the evaluation will be returned to the Assessing Official, you will no longer be able to provide comments and the evaluation will be annotated as follows: 'The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this evaluation.' Partially completed comments that were not signed and returned to the Government within 60 calendar days will be removed from the evaluation.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason, you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 60-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

18. QUALITY ASSURANCE SURVEILLANCE PLAN.

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the QASP will help to ensure that service quality levels reach and maintain the required quality levels throughout the duration of the contract. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

19. BILLING AND PAYMENT.

Payment shall be made in arrears of the specified billing period after receipt of a proper invoice, provided all required work, including preventive maintenance, scheduled and unscheduled repairs, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COR or designee.

The Veterans Affairs Financial Services Center (FSC) require Contractors to submit payment requests in electronic form in order to enhance customer service, departmental productivity, and adoption of innovative information technology, including the appropriate use of commercial best practices via the Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/fsc/einvoice.asp.

Invoices shall be submitted in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

Contract Number Obligation/Purchase Order Number Invoice Number CLIN (contract line item number) Date of Service Description of Work Performed

20. CONTRACT ADMINISTRATION.

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

In the event the contractor effects any such change at the direction of any person other than the contracting officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

Point of Contact:

Contract Specialist Amarlia Van Buren Amarlia.vanburen@va.gov Network Contracting Office 06 (NCO 6) 100 Emancipation Drive Hampton, VA 23667

Contracting Officer Chinedu Nwauwa Chinedu.nwauwa@va.gov Network Contracting Office 06 (NCO 6) 100 Emancipation Drive Hampton, VA 23667

Page 1 of

SECTION C - CONTRACT CLAUSES

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

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

52.204-9

52.204-13

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

SYSTEM FOR AWARD MANAGEMENT MAINTENANCE

JAN 2011

OCT 2018

52.232-18

AVAILABILITY OF FUNDS

APR 1984

52.232-40

PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS

DEC 2013

(End of Clause)

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

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

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

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.4 52.219-14 LIMITATIONS ON SUBCONTRACTING (DEVIATION 2019-01)

(a) This clause does not apply to the unrestricted portion of a partial set-aside.

(b) Definition. As used in this clause— “Similarly situated entity” means a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award, and that is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform. An example of a similarly situated entity is a first-tier subcontractor that is a HUBZone small business concern for a HUBZone set-aside or sole source award under the HUBZone Program.

(c) Applicability. This clause applies only to—

(1) Contracts that have been set aside or reserved any of the small business concerns identified in 19.000(a)(3);

(2) Part or parts of a multiple-award contract that have been set aside for any of the small business concerns identified in 19.000(a)(3);

(3) Contracts that have been awarded on a sole-source basis in accordance with subparts 19.8, 19.13, 19.14, and 19.15; and

(4) Orders set aside for any of the small business concerns identified in 19.000(a)(3) under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).

(d) Independent contractors. An independent contractor shall be considered a subcontractor.

(e) Agreement. By submission of an offer and execution of a contract, the Offeror/Contractor agrees in performance of the contract in the case of a contract for—

(1) Services (except construction), it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded;

(2) Supplies (other than procurement from a nonmanufacturer of such supplies), it will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded;

(3) General construction, it will not pay more than 85 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities.