36C24623Q0340_1.docx

36C24623Q0340

RFQ 36C24623Q0340

3-YEAR ELECTRICAL TESTING FOR THE HAMPTON VAMC

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24623Q0340 03-08-2023 Diane Stoskopf 757-728-3449 03-17-2023 3:30pm

EST

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 X X 238210 $16.5 Million N/A X SERVICE - See Schedule

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667

Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 512-460-5049 512-460-5221 X See CONTINUATION Page 3-year electrical testing of the electrical power distribution system and associated equipment at the Hampton VA Medical Center, Hampton, VA.

This RFQ is set-aside 100% for Service Disabled Veteran Owned Small Business (SDVOSB). All Offerors must be verified SDVOSB at https://veterans.certify.sba.gov/ at time of quote submission and at time of award.

See CONTINUATION Page X X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C246

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.

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

Page 1 of Page 1 of

B.1 SCHEDULE OF SERVICES

This is a multiple year (Base and three Option Years) annual service request. The contractor shall furnish all supplies, materials, equipment, personnel/labor, and technical supervision required to perform inspections, repairs, testing, cleaning, calibrations, and adjustments on the electrical power distribution system and associated equipment at Hampton VA Medical Center. All services shall be performed in accordance with industry standards, as well as with all terms, conditions, schedules, provisions, and requirements of this solicitation and any resulting contract.

BASE YEAR: Period of Performance: May 1, 2023 – December 31, 2023

OPTION YEAR 1: Period of Performance: January 1, 2024 – December 31, 2024

OPTION YEAR 2: Period of Performance: January 1, 2025 – December 31, 2025

OPTION YEAR 3: Period of Performance: January 1, 2026 – December 31, 2026

TOTAL ESTIMATED COST OF BASE AND THREE OPTION YEARS: $_________________

B.3 PERFORMANCE WORK STATEMENT (PWS)

General Requirements:

Contractor shall furnish all supplies, materials, equipment, personnel/labor and technical supervision required to perform inspections, repairs, testing, cleaning, calibrations and adjustments on the electrical power distribution system and associated equipment at the Hampton Veterans Affairs Medical Center within the allotted time frame of this contract. This is a 4160 volt primary system that includes various secondary voltages and both emergency and normal power sources. A comprehensive list of equipment is included in this contract as well as a dollar amount to be set aside for repairs.

All inspections and testing procedures must meet the criteria of the original equipment manufacturer along with the latest editions of the following codes, standards and specifications listed: ANSI, IEEE, ICEA, NETA, NEMA, NFPA, JCAHO and VA regulations.

The contractor shall be responsible for supplying all portable power required to power up any and all test equipment necessary throughout these tests. The use of normal or emergency building power will not be allowed.

The contractor shall be responsible for securing all manufacturers’ information, curves, data, procedures and any other information necessary to conduct specific tests on equipment and systems.

Prior to beginning field-testing, the testing organization shall submit test procedures and a detailed test schedule to the Electrical Supervisor for each item of equipment to be field-tested. No testing is to be performed until after the test procedures and schedules have been approved.

The contractor shall be responsible for all coordination between Dominion Virginia Power (if applicable), station supervisory personnel and test personnel for scheduling shut-downs, system tests and tests on system components. The V.A Medical Center Electrical Staff will be responsible for conducting the actual scheduled outages and reenergizing of circuits and components on V.A. premises and V.A. owned equipment only. Lockout/Tagout of this equipment will be performed jointly between the V. A. Medical Center Electricians and the Contractor. The contractor will be responsible for removal and replacement of any and all breakers needing to be tested. All breakers being removed will be properly reinstalled. Any and all conductors removed from a breaker will be properly terminated back to that breaker and any and all lugs will be properly torqued to manufacturers’ specifications.

Testing shall commence and be completed within nine (9) consecutive days, beginning on a Saturday and ending on the following Sunday. The specific dates shall be coordinated with the Facility POC. All outages shall be scheduled with the Facility POC two weeks in advance of testing start date. Testing dates may change due to inclement weather, however, the Facility POC shall first be notified and approve any changes necessary. Contractor shall anticipate all work to be done after normal working hours. Outages will be scheduled at night between the hours of 5:00 p.m. and midnight and between the hours of 7:00 am and 5:00 p.m. on weekends. However the Contractor should be prepared to work longer hours should problems develop to assure restoration of power. Daytime hours, during the week, may be approved under certain circumstances if there is no impact to building occupants. This would be a rare instance, thus Contractor should anticipate overtime hours for all contract requirements.

Equipment Repairs:

Minor repairs shall include but not be limited to such items as loose bolts, loose or broken lugs, wiring terminals, heaters, malfunctioning targets, dirty/high resistance connections, etc and shall be corrected on site during testing if possible. Repair or replacement of larger items such as breakers shall also be performed during this outage if possible. However if parts are not readily available, these items will be repaired or replaced under a separate smaller outage and will be scheduled after parts or components are available. Contractor shall set aside a line item not to exceed $50,000 for repair or replacement parts with this contract. All repairs shall be invoiced under this line item at the conclusion of the contract. This amount is to be used for bidding purposes. However a materials breakdown will be required with the final invoice and Contractor shall be paid actual costs with appropriate mark up’s up to $50,000 for parts. Contractor is not to exceed this amount without prior written approval of the Contracting Officer.

Minimum Equipment Test Requirements:

5 KV AIR CIRCUIT BREAKERS

1. The breakers will be removed from their compartments. The compartments shall be cleaned and inspected. Shutters shall be cleaned, inspected, and tested for proper operation. The racking mechanisms shall also be cleaned, lubricated and tested for proper operation.

2. All cable termination’s, both primary and secondary, shall he checked for signs of overheating, proper tightness and support.

3. All exposed bus connections shall be checked for signs of overheating and for proper tightness.

4. The arc chutes will be removed, cleaned and inspected.

5. The entire breaker and the mechanism will be inspected.

6. The entire operating mechanism will be thoroughly cleaned, lubricated and exercised.

7. All of the interior components of the circuit breaker will be thoroughly cleaned.

8. The contacts and current carrying assemblies will be inspected for burning, pitting, arcing, worn fingers, garter springs etc.

9. The contacts will be cleaned and anti-oxidant grease will be applied to the breaker’s main contacts.

10. The breaker contact resistance will be measured and recorded.

11. An insulation resistance test will be performed and results recorded.

12. The breaker will then be closed manually to ensure proper closing and trip operations.

13. Any and all interlocks will be checked and proper operation will be verified.

14. The breaker will be electrically operated when test stands are available, or the breaker will be operated from its cubicle, if the system allows.

15. All indicating devices such as lights, flags, switches etc. shall be tested for proper operation. Any that are not operating properly shall be repaired at that time if possible.

16. All heat strips throughout the enclosure shall be made operational, by repair or replacement, prior to completion of inspection.

ENCLOSED AIR BREAK SWITCHES (MEDIUM VOLTAGE)

1. After shutdown, the entire switch mechanism will be cleaned and inspected.

2. The switch contacts will be checked for proper alignment. Anti-oxidant grease will be applied to the main contacts.

3. The switch’s arcing contacts will be checked for the proper opening sequence relative to the main contacts.

4. The switch’s operating mechanism will be inspected for wear and proper operation. The entire mechanism will be cleaned and lubricated. All interlocks will be tested and proper operation will be verified.

5. Fuses will be inspected; size and type will be recorded.

6. All phase isolation barriers will be cleaned, and the barriers will be checked for contamination and corona damage.

7. All insulators will be cleaned and visually inspected for cracks and chips.

8. All exposed bus and cable connections will be checked for proper tightness and for evidence of overheating, burning or tracking.

9. All lightning arrestors will be cleaned and inspected for broken or damaged porcelain and subjected to an insulation resistance test. Results shall be recorded.

10. All ground connections will be inspected and repaired if found to be inadequate.

11. Contact resistance and insulation resistance tests will be performed, where possible, and the results recorded.

12. All heat strips throughout the enclosure shall be made operational, by repair or replacement, prior to completion of inspection.

OIL-FILLED TRANSFORMERS

1. The transformers will be inspected for leaks, poor seals and or gaskets, and for proper oil levels.

2. The transformer tank and its cooling fins will be inspected for rust, chipped paint, dents, and proper connection to ground.

3. All of the bushings will be cleaned, inspected for cracks and or chips. proper tightness. and evidence of overheating.

4. All gauges and alarm devices will he inspected, recorded and reset where applicable.

5. Insulation resistance tests of each transformer winding will he performed, where possible and the results recorded.

6. Turns ratio test shall be performed and recordings documented.

7. The oil will be sampled and tested in accordance with ASTM procedures. All sampling devices used will be new, clean and sealed with thread sealant. Drip pans shall be installed under all the valves prior to any oil removal. The contractor will clean up any and all oil lost during sampling.

DRY-TYPE TRANSFORMERS

1. Check enclosure for dents, loose bolts, proper ventilation, anchoring and grounding.

2. The inside of the transformer shall be cleaned and all electrical terminations will be checked for signs of overheating and proper tightness.

3. Insulation resistance tests of each transformer winding will be performed, where possible and the results recorded.

4. Turns ratio test shall be performed and recordings documented.

SWITCHGEAR AND STRUCTURE

1. After power shutdown, the entire switchgear interior will be thoroughly cleaned.

2. Exposed bus connections will be checked for proper tightness.

3. All of the bus insulators will be thoroughly cleaned and visually inspected for cracks and chips.

4. All control switches, auxiliary relays, and devices will be cleaned, lubricated (if applicable), and checked for proper operation.

5. All disconnect switches will be cleaned, lubricated, adjusted and an anti-oxidant grease applied to the contacts.

6. The lightning arrestors will be cleaned and subjected to an insulation resistance test. Results will be recorded.

7. An insulating resistance test of the bus will be performed. Results will be recorded.

LOW VOLTAGE AIR CIRCUIT BREAKERS

1. Each breaker will have its inspection covers removed and the breaker will be thoroughly cleaned.

2. All contact surfaces will be cleaned to assure maximum conductance.

3. Anti-oxidant grease will be applied to the breaker’s main contacts.

4. Mechanisms will be checked and lubricated. The mechanical operation will be verified.

5. A current equal to 90 and 110 percent of the breaker’s trip coil setting will be applied to verify proper pick-up of the tripping mechanism.

6. Primary injection testing shall be performed in order to verify that all long-time, short time, instantaneous and ground fault set points are properly set. Those that are not shall be properly adjusted and retested. Units will be tested by passing multiples of their ratings through each phase of the breaker. The resultant trip-times will be recorded.

7. Contact resistance will be measured and contacts will be adjusted, where possible, for maximum surface contact and pressure. Value of contact resistance tests will be recorded.

8. An insulation resistance test will be performed from each pole to the other two poles and to ground, and the values recorded.

9. On draw out breakers, the breaker carriage and racking mechanism will be cleaned and lubricated.

OIL DISCONNECT SWITCHES

1. The switch mechanism will be opened where applicable.

2. The switch contacts will he inspected and cleaned where applicable.

3. The switch’s operating mechanism will he visually and manually inspected for wear, operation, binding and then cleaned and lubricated.

4. The switch’s insulating fluid will be sampled. tested and fluid levels returned to normal.

5. The complete unit will then be reassembled and tested for proper operation.

6. The contractor will clean up any and all oil lost during sampling.

7. Insulation resistance tests will be performed where accessible and results recorded.

MOLDED CASE CIRCUIT BREAKERS (ELECTRICAL TEST)

1. Each molded case circuit breaker will be inspected in its enclosure for proper installation.

2. The covers of breakers, which are removable, will be removed.

3. The interior and exterior of the breaker will then be thoroughly cleaned.

4. The breaker will be inspected for burning, overheating, wear, proper alignment and general condition.

5. Primary injection testing shall be performed in order to verify that all of the manufacturers curve characteristics; such as long time pick-up and delay, short time pick-up and delay, ground fault pickup and delay and instantaneous pick-up points, are all properly set. Those that are not shall be properly adjusted and retested.

6. Contact resistance will be measured and the results recorded.

7. An insulation resistance test will be performed and the results recorded.

8. The breakers with instantaneous trip units, with a cable connection capability, will be tested.

9. The breaker’s trip time will then be compared to the manufacturer’s characteristic curve.

MOLDED CASE CIRCUIT BREAKERS (MECHANICAL TESTS)

1. The molded case circuit breakers will be inspected in their enclosures for proper installation.

2. The covers of breakers, which are removable, will be removed.

3. The interior and exterior of the breaker will then be thoroughly cleaned. The breaker will be inspected for burning, overheating, wear, proper alignment and general condition.

4. The breaker will be mechanically exercised and lubricated.

5. Mechanically trip all circuit breakers equipped with “push to test” capabilities

6. Where possible, contact and insulation resistance will be measured. Results will be recorded.

PROTECTIVE RELAYS

1. Relays in draw-out cases will be removed from the case and thoroughly inspected, cleaned and tested.

2. The disks, target rockers and similar moving parts will be inspected.

3. The interiors of draw-out cases will be cleaned, the covers cleaned and the gaskets inspected.

4. The relays will then be electrically tested with current or voltage as required in accordance with the manufacturer’s procedures. Relays with characteristic curves will be tested at three tap or pick-up multiples (of found settings).

5. The targets and seal-in units of all relays will be tested to assure proper operation.

6. The relay circuit will be tested to assure that the relay will respond to primary voltages or currents as appropriate.

7. Test tripping of circuit breakers will be performed where an outage can be arranged.

INSTRUMENTATION CALIBRATION

1. Examine all devices for damage and wire connection tightness.

2. Perform a calibration test on all meters using a standard and power supply to determine accuracy at each cardinal point.

3. On meters supplied with transducers, the calibration will be performed from the transducer.

4. All instrument multipliers will be verified.

5. Meter selector switches will be inspected for proper application and operation.

WATT HOUR METER CALIBRATION

1. Visual and mechanical inspection:

a. Examine all devices for mechanical or electrical damage and wire connection tightness.

b. Check conditions of meter face and face gaskets.

2. Electrical tests:

a. Check calibration of all meters at five points using full scale test instruments.

b. Calibrate watt-hour meters to one-half percent (0.5%).

c. Verify all instrument multipliers.

d. Meter selector switches will be inspected for proper application and operation.

TRANSFORMER & CIRCUIT BREAKER INSULATING OIL

The insulating fluids will be sampled and tested from each oil-filled device. Sample containers will be new, sealed and opened only immediately prior to filling. Sampling of oils will be accomplished in accordance with ASTM D-923 and sampling of askarels will be done in accordance with D-1809. The oil samples will be returned to the laboratory and tested for the following:

Required Qualifications of Testing Organization and Personnel:

The testing firm shall be an independent testing organization, which can function as an unbiased testing authority, professionally independent of any manufacturer, or supplier of equipment or systems evaluated by the testing firm.

The testing firm shall meet the criteria for full membership or be a full member company of the InterNational Electrical Testing Association. Proof of this membership is to be included with the proposal package.

The testing organization that is employed under this contract shall have been regularly engaged in the testing of electrical materials, devices, installations and systems for a minimum of five years. Proof of this experience is to be included with the proposal package.

All work under this contract shall be performed under the supervision of the testing organization’s Professional Engineer who will be available to discuss any and all procedures used to test, survey, report and service the equipment required under this contract.

Testing, inspection, calibration and adjustments shall be performed by Field Engineers/Technicians certified by the National Institue for Certification in Engineering Technologies (NICET) and/or the International Electrical Testing Association (NETA) and have a minimum of five years of experience inspecting, testing and calibrating electrical distribution equipment, systems and devices. Proof of experience is to be included with the proposal package.

The testing organization shall only utilize field engineers and technicians who are regularly employed by the firm or testing service. The testing organization shall submit the names, certification numbers and resumes of the Registered Professional Engineer, the lead Field Engineer/Technician and all other Field Engineers/Technicians who will be performing tests and inspections under this contract. This information is to be included with the proposal package.

Test assistants and apprentices may be assigned to the project as assistants to certified Engineers/Technicians at a ratio not to exceed one certified Engineer/Technician to one non-certified assistant or apprentice.

The testing organization shall have a calibration program, which assures that all test instruments are calibrated in accordance with the International Electrical Testing Association (NETA). The accuracy shall be directly traceable to the National Institute of Standards and Technology (NIST). Up to date calibration labels shall be visible on all the test equipment or that equipment will not be allowed to be used under this contract.

Equipment List:

The following equipment needs to be added or removed for 2023:

148 HE panel (add) New MRI (add) OR HE Panel (add) Building 159 (remove breakers but keep transformer) Building 152 (remove) will need to add new gear associated with building 44

B1dg# Equipment Type Quantity Rating

Transformer 500 KVA (pad mount) Transformer 1000 KVA (pad mount) 1 Transformer 1500 KVA (pad mount) 1

Transformer 300 KVA (dry type) 1

ER Switchboard Square D

MPD1 (one) Switchboard Square D

MPD2 (two) Switchboard Square D

Switchboard 1(one) G.E. Plug-ins

Switchboard 2 (two) G.E. Plug-ins

Switchboard 3 (three) G.E. Plug-ins

Emergency Panel Board 1 (one) HE

Switchboard G.E. AV-Line

Medium Voltage Fuse Panels

Switchboard Square D

Switchboard G.E. AV-Line

Voltmeter 1 KWH Meter 1

Switchboard Square D

Switchboard Square D

Switchboard Square D

Switchboard Square D

Transformer O KVA (pad mount) 1

Switchboard Square D

154 Switchgear Structure Transformer 750 KVA (pad mount) 1

Switchboard Arrow Hart

Switchboard Arrow Hart

Switchboard Square D

Switchboard Square D

Switchboard ITE

Formal Reports:

The testing organization shall submit three copies of the Comprehensive Inspection and Testing report (through the Prime Contractor if applicable) to the Facility POC within 30 calendar days following the conclusion of testing. The report shall be itemized by building and shall include, at a minimum, complete nameplate data, age, maximum loading in amperes (where applicable), and the condition as found and as modified for each piece of equipment and device tested.

Notification in writing shall be submitted immediately to the Facility POC upon completion of testing for any equipment or component deemed to be in a critical state including recommendations for corrective action. A Registered Professional Engineer shall make certification.

B.4 SPECIAL CONTRACT REQUIREMENTS

1. NO SMOKING

Per VHA Directive 1085 Dated 3/15/19 All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors.

2. BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA facility. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

3. 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 order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the Facility POC with a proactive way to avoid unacceptable or deficient performance, and provides a 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.

4. KEY PERSONNEL

Key personnel shall 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 thirty (30) business days in advance.

5. CONTRACTOR PERFORMANCE ASSESSMENT REORTING SYSTEM (CPARS)

(a) FAR 42.1502 direct 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 Subpart 42.15 Contractor Performance Information.

(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) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(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, pre-award 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 30-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.

6. HOURS OF OPERATION

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.

7. BILLING AND PAYMENT

Contractor shall submit invoice monthly, in arrears, via payment request in electronic form via VA’s Electronic Invoice Presentment and Payment system http://www.fsc.va.gov/fsc/einvoice.asp. 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:

• Date of invoice

• Invoice number

• Contract number

• Obligation number

• Vendor name

• CLIN and dates of service

8. 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.

The Focal Point shall be responsible for the overall technical administration 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

Contracting Officer (CO) Diane Stoskopf / 757-728-3449 / diane.stoskopf@va.gov

Facility Point of Contract

TBD

9. VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

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

C.1 52.217-8 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.2 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.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause) C.4 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

(a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference.

[X] 852.203–70, Commercial Advertising.

[] 852.209–70, Organizational Conflicts of Interest.

[] 852.211–70, Equipment Operation and Maintenance Manuals.

[] 852.214–71, Restrictions on Alternate Item(s).

[] 852.214–72, Alternate Item(s). [Note: this is a fillable clause.] [] 852.214–73, Alternate Packaging and Packing.

[] 852.214–74, Marking of Bid Samples.

[] 852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors.

[] 852.215–71, Evaluation Factor Commitments.

[] 852.216–71, Economic Price Adjustment of Contract Price(s) Based on a Price Index.

[] 852.216–72, Proportional Economic…