36C24624Q1150_1.docx

36C24624Q1150

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

36C24624Q1150 08-06-2024 Monique Cordero 757-315-3977 08-23-2024 04:30pm

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X 622110 $47 Million

NET 30

N/A X Department of Veterans Affairs Fayetteville VA Medical Center 2300 Ramsey Street Fayetteville NC 28301-3856 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 512-460-5049 512-460-5221 See CONTINUATION Page This solicitiation is for Preventative Maintnenace for the medical and dental gas systems at the Fayetteville VAMC located at 2300 Ramsey Street, Fayetteville, NC 28301. The Fayetteville VAMC needs a contractor who has ASSE 6010, ASSE 6020, ASSE 6030, and ASSE 6040 certifications.

See CONTINUATION Page X X X Monique R. Cordero Contracting Officer 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: Monique R. Cordero, Contracting Officer 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 Affaris Financial Services Center http://www.fsc.va.gov/einvoice.asp.

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

B.2 PRICE/COST SCHEDULE

Preventative Maintenance of Medical Gas System to include; pipping, fittings, software, medical gas inspection, bulk storage inspection, Dental mechanisms (Vacuum +Compressor, etc.) inspection, and medical gas repairs.

Contract Period: Base Year POP Begin: TBD POP End: TBD

BASE YEAR TOTAL: $__________

Preventative Maintenance of Medical Gas System to include; pipping, fittings, software, medical gas inspection, bulk storage inspection, Dental mechanisms (Vacuum +Compressor, etc.) inspection, and medical gas repairs.

Contract Period: Option Year 1

POP End: TBD

OPTION YEAR 1: $__________

Preventative Maintenance of Medical Gas System to include; pipping, fittings, software, medical gas inspection, bulk storage inspection, Dental mechanisms (Vacuum +Compressor, etc.) inspection, and medical gas repairs.

Contract Period: Option Year 2

POP End: TBD:

OPTION YEAR 2: $__________

B.3 PERFORMANCE WORK STATEMENT (PWS)

I. GENERAL REQUIREMENTS

1. INTRODUCTION

The mission of the Fayetteville VA Medical Center (FVAMC) is to provide health care services to Veterans. The Fayetteville VAMC is in need of a contractor to provide preventative maintenance to the medical gas systems to ensure uninterrupted supply of Medical Air system to the buildings and rooms within the facility. The Contractor will need to provide preventative maintenance services to include inspections, tests, and corrective maintenance on the medical gas and vacuum system and associated equipment to obtain operations and eliminate malfunctions and operational shutdowns that would cause work stoppage to the medical gas system.

2. SCOPE:

The contractor shall furnish all labor, supervision, materials, tools, equipment, and industry expertise necessary to complete the service requirements listed in Section 4-Mandatory Tasks & Deliverables, and in accordance with all terms, conditions, clauses, and provisions in accordance with the Performance Work Statement (PWS).

3. GENERAL REQUIREMENTS:

The contractor shall perform all preventative maintenance on the Medical Gas Systems in accordance with all VA Directives, local, state, and federal laws, as well as industry policies, procedures, codes, and standards. The general requirements for preventative maintenance include the following;

a. The contractor must comply with the regulations and policies as outlined in the VA Directive-Attachment B.

b. The contractor shall pr provide all labor, tools, material, and special equipment necessary to perform complete testing and preventive maintenance on the medical gas system, dental gas system, dental air, and vacuum systems, lab air and vacuum systems, medical air and vacuum systems, waste anesthetic disposal (WADG) system, and associated equipment.

c. The general requirements the Contractor shall perform include the following:

i. The Contractor shall provide Medical Gas System Testing, Inspections, and Certification.

ii. The Contractor shall provide preventive maintenance on Medical Gas System equipment.

iii. The Contractor shall repair services on Medical Gas System equipment.

iv. The Contractor shall provide Emergency and Non-Emergency call services.

d. Acronyms: This section lists acronyms that are used in this (PWS) Performance Work Statement:

· ANSI – American National Standards Institute.

· ASSE – American Society of Sanitary Engineering.

· CGA – Compressed Gas Association.

· CO – Contracting Officer.

· CS – Contract Specialist.

· COR – Contracting Officer Representative.

· DHHS – Department of Health and Human Services.

· FDA – U.S. Food & Drug Administration.

· SDS – Safety Data Sheets.

· N2 – Nitrogen gas.

· N2O – Nitrous Oxide.

· NFPA – National Fire Protection Association.

· NIOSH – National Institute for Occupational Safety and Health.

· O2 – Oxygen.

· OSHA – Occupational Safety and Health Administration.

· SCF – Standard Cubic feet.

· TJC – The Joint Commission.

· USP – United States Pharmacopeia.

· VA – Department of Veterans Affairs.

· WHEN – Weekends, Holiday, Evenings, and Nights.

e. The Contractor shall be a certified ASSE 6010 for system installations, ASSE 6020 Medical Gas Inspection, ASSE 6030 for systems verifier, and ASSE 6040 Medical Gas Maintenance Personnel whichever is applicable to the work the vendor is contracted to execute. The contractor shall have comprehensive knowledge and experience of all the pertinent standards, laws, regulations, specifications, and procedures, including NFPA, ANSI, CGA, USP, OSHA, DHHS, TJC, and NIOSH.

f. The Contractor shall perform these requirements in accordance with this PWS, manufacturer's manual, local, state, and federal laws and regulations, and Veteran Affairs (VA) regulations. In the event of a conflict between regulatory guidance, the most stringent requirement shall apply.

g. The Contractor shall ensure that its employees have received the necessary safety training on equipment to be used as part of this contract, any required Personal Protective Equipment (PPE), medical surveillance programs, individual health protection measures, and the manufacturer's product and Safety Data Sheet (SDS), as required by OSHA. The contractor shall also comply with all applicable national safety codes and standards.

h. The Contractor shall always maintain a copy of all current safety certifications at the site, as well as comply with all other site documentation requirements of applicable OSHA programs and this specification.

i. The Contractor shall preform all work on during VA normal duty hours Monday through Friday from 08:00a.m. to 04:30p.m.

j. The Contractor shall perform preventative maintenance services the following equipment:

Medical Gas

i. Ingersollrand Medical Vacuum (Back Up System ONLY)

ii. Powerex Pure Air Technology Main Medical Air System

iii. Powerex Pure Air Technology Main Medical Vacuum System

iv. Dental Vacuum System

3.1. Table of Equipment:

PSI Max

CVPD1000541

DHP/505-5HP Quiet Flow

The Contractor will find the medical compressors and vacuums equipment listed above in the following locations that require service:

4. PREVENTATIVE MAINTENANCE FOR MEDICAL GAS SYSTEM EQUIPMENT:

The Contractor shall perform preventative maintenance services to the medical gas systems to include testing, inspection, and certification of the medical gas system to include;

10. The Contractor shall perform evaluation, inspection, and certification of Medical Gas Systems throughout FVAMC, which include, but are not limited to O2, N2, N2O, and Vacuum systems.

10. The Contractor shall perform evaluation, inspection, and certification of Medical Gas Systems throughout FVAMC. The Contractor shall perform evaluation, inspections, and certification of the medical gas systems annually.

10. The Contractor shall perform test, evaluation, and certification of the in accordance with the medical gas & vacuum system parameters:

i. The Contractor shall perform testing, evaluation, and certification of the High & low-pressure systems.

ii. The Contractor shall perform testing and evaluations of all Leaks.

iii. The Contractor shall perform testing, evaluation, and certification of the Ambient levels (as required).

iv. The Contractor shall perform testing, evaluation, and certification of Vacuum inlets and ventilation.

v. The Contractor shall perform testing, evaluation, and certification of N2O recirculation areas if any.

10. The Contractor shall perform test and evaluation of the O2, N2, N2O, and Vacuum system for the following systems:

i. Current Inventory

ii. Patient Terminals

iii. Master Alarms

iv. Gaseous Contaminants

v. Area Alarms

vi. Dew Point Temperature

vii. Zone Valves

viii. Solid Particulates

10. The contractor shall provide quarterly, semi-annual, and annual preventative maintenance for all systems identified in this Performance Work Statement and in accordance with the manufacturer’s requirements and recommendations.

10. The contractor shall provide a complete, detailed service report for each component within each system, illustrating the maintenance completed and the system’s overall condition. All data sheets shall be presented to the COR of his designee upon the completion of each service rendered.

10. The contractor shall provide ONLY genuine OEM parts and factory-required materials needed in all repairs and services, including all lubricants, belts, and filters, during each visit.

10. The contractor shall respond to an emergency call within one (1) hour of notification during normal business hours, 8am-4:30pm Monday through Friday, and within four (4) hours of notification after working hours and on weekends.

5. REPAIRS & SERVICES TO MEDICAL GAS SYSTEM:

The contractor shall perform repair services to the medical gas system and vacuums to include the following;

a. The contractor shall perform repairs to include the corrections of a malfunction or non-conformance after receiving approval form the COR or designee.

b. The contractor shall furnish, install, or repair, when necessary, all damaged or failed components of the medical gas/vacuum system. This requirement calls for normal preventative maintenance and replacement parts, any work beyond normal preventative maintenance must be approved by the Contracting Officer (CO).

c. The contractor shall present a repair quote to the COR and Contracting Officer and no work shall be performed without the approval of the CO.

d. The contractor shall immediately notify no later than twenty-four (24) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the contractor considers is beyond their scope of expertise and ability to repair or is beyond the normal preventative maintenance. The contractor shall furnish the CO and COR a written estimate of the cost to make necessary repairs.

e. The contractor shall make recommendations for changes and improvements that may be pertinent to meet this scope of work only to the extent indicated in this agreement. No additional services will be made without prior approval of the CO.

f. The contractor shall complete all work and services in accordance with the Performance Work Statement.

g. Contractor shall provide service tickets, at the time that services are rendered, for all services performed. These service tickets shall be signed and approved by a COR to confirm services were rendered.

h. All payments shall be made in arrears. Upon the Contractor’s invoices, the COR will certify invoices through referenced service tickets, assuring that all services were performed in accordance with the terms of contract.

i. The contractor shall remove all refuse, rubbish, scrap materials and debris causes by its operation. While performing work the work site area shall be neat, orderly and free from obstructions.

j. The contractor shall comply with all applicable federal, state, and local requirements for protecting the safety of the contractor’s employees, building occupants, and the environment. When working in accordance with this contract, the contractor shall follow all applicable OSHA standards.

k. The contractor shall not employ any process or materials in such a manner that they will introduce additional hazards into the occupied space in accordance with occupant safety.

6. MAINTENANCE REQUENCY:

The contractor shall perform maintenance in accordance with the following frequency as follows:

· The contractor shall reference the table below for the required compliance frequency for the various medical gas systems. This is not intended to be all-inclusive. All Medical Gas systems shall be inspected quarterly, semi-annual, and annual preventative maintenance. In several cases, the manufacturer’s required frequencies may vary. When a conflict arises concerning maintenance or testing, the most stringent Code, Standard, Specification, or recommendation shall apply unless so directed by this contract.

E.3.5-G

E.3.5-B

E.3.5-C

E.3.5-H

E.3.5-D

E.3.5-E

E.3.5-A

E.3.5-F

E.3.2-A

E.3.2-D

E.3.2-H

7. SPECIAL INSTRUCTIONS:

While performing services at the Fayetteville VA Medical Center the contractor shall follow these instructions to include:

a. The contractor shall visit the work site, verify all existing conditions, and include all suck implications in his/er quote.

b. All work shall be performed in strict accordance with all applicable codes and requirements, including but not limited to; OSHA, ANSI, NEC, NFPA99, ASTM, ASME, EPA, VA Standards, and all other related codes and standards.

c. Any work performed after-hours and weekend work are at the contractor’s discretion and will not change contract terms, condition, or pricing.

d. Government holidays are non-workdays for the contractor unless previously arranged with the COR or VA technical representative.

e. The VA will not provide tolls, equipment or labor except as specifically noted within this PWS.

f. The VA will Not receive, unload, or transport contractor materials. All deliveries shall be arranged and approved through the COR and exclude weekends and holidays. Secure storage at the work site is NOT available.

g. All hot work, if needed shall require a “burn permit”. A 24–48-hour notice is required before any hot work commences, including all open flame work, such as soldering, brazing, and welding. This shall be requested from the COR.

h. All work shall be coordinated with the COR or VA technical representative. All contractors, subcontractors, and workers are subject to all VA rules and regulations of the VA Medical Center.

8. NON-EMERGENT & EMREGENCY SERVICE CALLS:

The Contractor shall provide non-emergent and emergency service calls to repair the medical gas system to operational capacity. The Contractor shall respond as follows for emergent and non-emergent service calls or service requests:

a. The contractor shall respond to emergency calls in the event that equipment malfunctions, equipment shuts down or stops working, and in the event that VA personnel is unable to repair or restore the equipment to operational capacity, which will affect patient care or medical services.

b. The minimum response time for emergency call shall be one (1) hour to respond to an emergency call and four (4) hours to report on-site for assistance. We define an emergency as the entire system being non-operational, completely off and not running.

c. The contractor shall respond to non-emergency service calls or service requests in the event that there is an alarm in any of the equipment included in the PWS. The minimum response time for service calls or service requests shall be twenty-four (24) hours to report onsite for assistance.

9. SCHEDULE OF DELIVERABLES:

The Contractor must also complete the schedule of deliverables and ensure preventative maintenance of the medical gas system to include; inspections, tests, and corrective maintenance on the medical gas and vacuum system and associated equipment.

a. The Contractor shall provide inspections, evaluations, and certifications of medical gas systems and vacuums and coordinate these services with the COR within 15 calendar days prior to services.

b. All written reports submitted must be clear, legible, and reflect how measurements were made, where they were made (locations), and compared with specified standards for each test.

c. Contractor reports for gas testing shall indicate gas outlets were tested for gas type, expected gas, and detected gas, oxygen concentration, static pressure, pressure during the flow and pressure drop.

d. Contractor reports for vacuum testing shall report the vacuum inlets were tested for pressure during flow and maximum flow.

e. All reports must show date of test for each outlet tested with locations noted on the written report, and provide additional documentation with inventory and recommendations, deficiencies, location, code reference and priority on O2, Med Air, N2O, N2, and Vacuum.

f. Testing locations in the Surgical Suite (Operating Room) may require pressure gauges and flow meters to identify and record testing limits. Contractor Test results shall be in an easy-to-read format that is recognized by the Joint Commission.

g. Contractor shall also provide printable reports (PDF) via e-mail to COR no later than seven (7) calendar days after Testing and Preventative maintenance.

h. Contractor shall report and update (as needed) the total amount of medical gas terminals, master alarms, area alarms, and zone values to be evaluated, inspected , and certified.

i. Additions/Deletions: A supplemental agreement may include or delete additional terminals, alarm points, or valves from the contract.

j. In addition to providing the documentation at the end of each service, the contractor shall be responsible for maintaining the required documents of all the services conducted by the Contractor and the corrective actions taken. All documentation shall be made available to the Government during the term of the contract and any option years exercised.

k. The Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the CO and COR (in Writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers they are not responsible for under the terms of the contract. The Contractor shall furnish the CO and Cor with a written estimate of the cost to make necessary repairs.

B.4 SPECIAL CONTRACT REQUIREMENTS

1. WORK HOURS:

The Contractor shall provide services during the Normal Work Hours outlined in this section. The service schedule will be developed between the contractor and Contractor’s Officer Representative (COR) prior to any service being performed.

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 a Federal Holiday. The VAMC Work Hours are Monday through Friday from 08:00am to 04:30pm.

The National Holidays that are holidays observed by the Federal Government are as follows:

Independence Day- July 4th

If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a National Holiday.

2. REQUIRED CERTIFICATION AND COMPETENCIES:

Contractor personnel performing work to the medical gas system shall adhere to the requirements outlined in NFPA 99 2021 Chapters 5, 11, and 15, NFPA 55 2023, VA Plumbing Design Manual Chapter 8, and VHA Directive 7515(1). Also, the contractor must be able to furnish on-site technicians with current/ active valid certifications capable to perform the required testing, inspection, evaluations, certifications, and repairs per ASSE/IAPMO/ANSI Series 6000-2021.

The Contractor shall provide personnel who are in the following areas;

· American Society of Sanitary Engineering (ASSE) 6005 Medical Gas Specialist.

· American Society of Sanitary Engineering (ASSE) 6020 Medical Gas Inspector.

· American Society of Sanitary Engineering (ASSE) 6030 Medical Gas Verifier.

· American Society of Sanitary Engineering (ASSE) 6035 Bulk Medical Gas System Verifier.

· American Society of Sanitary Engineering (ASSE) 6040 Medical Gas Maintenance Technician.

3. PERFORMANCE REQUIREMENT SUMMARY:

The contractor shall perform all testing, inspections, certifications, repairs, and preventative maintenance in compliance with all local, state, Federal, and Government regulations, policies, procedures, codes, and industry standards. The contractor shall also comply with the following requirements as follows:

a. Quality Assurance. The Government will evaluate the Contractor’s performance under the contract, IAW the PRS Matrix. The Government retains the right to inspect and test all services called for by the contract. The Government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no additional cost or increase to contract total cost amount.

b. Whenever the COR notifies the contractor of any deficiencies detected in the work performed, the contractor shall correct cited deficiencies within 3 days, or as otherwise authorized by the COR, after the notification in writing by the COR without affecting the regularly scheduled work.

c. Upon satisfactory completion by the Contractor and acceptance by the COR of the work completed by the contractor in accordance with this Statement Of Work, payment will be approved. Failure to complete the work stated in this PWS may result in unfavorable Contractor Performance Assessment Reporting System (CPARS) ratings and/or deduction to be determined by the CO.

4. USE OF PREMISES:

All services to be performed to the medical gas system are to be performed at the Fayetteville VA Medical Center. While performing preventative maintenance services the contractor shall comply to the following while on the premises:

1. The contractor expressly undertakes, either directly or through its subcontractor(s):

0. All contractor and subcontractor personnel perform in a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work.

0. Follow medical facility policy when parking your vehicle. Only use authorized parking places.

0. To clean up frequently, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance.

5. RECORDS MANAGEMENT OBLIGATIONS:

The contractor is to maintain and manage all service records in accordance with Section 10. Deliverables. All Contractors whose employees/personnel create, work, or otherwise handle Federal records, as defined in Section B.3, regardless of the medium in which the record exists shall comply with the requirements below.

Federal Record Definitions:

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. May include deliverables and documentation associated with deliverables.

Federal Records Requirements:

a. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Ch. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

h. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

j. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Sample of Required Documents:

Inventory of critical components includes at least all source subsystems, control valves, alarms, manufactured assemblies containing patient gases, and inlets and outlets with activities, dates and results documented

No prescribed frequency; recommend risk assessment if < annual Per policy

transfilling of cylinders Per policy

6. TB, Flu, OSHA, COVID-19 REQUIREMENTS, AND BADGING REQUIREMENTS:

TB – The Contractor shall comply with the Federal/California OSHA Blood borne Pathogens Standard. Negative Results WITHIN 90 DAYS are required for badging.

The Contractor shall:

a) Have methods by which all employees are educated as to risks associated with blood borne pathogens.

b) Have policies and procedures which reduce the risk of employee exposure to blood borne pathogens.

c) Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens.

Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract.

Flu – Flu Shot or Mask (November 30th to March 31st)

· The Contractor shall comply with the Fayetteville VAMC VA Directive 1192 requirements for Flu Shots. All Construction Contractors and Maintenance Contractors working on Site must either have a Flu Shot or wear a mask regardless of interaction with patient areas.

· Personnel must produce a flu shot record or will have to wear a mask while on property.

OSHA – The Contractor shall comply with the Federal Guidelines. A minimum of 10 hours training is required.

COVID-19 – Every person badged will produce evidence of vaccine doses (2 for vaccines requiring 2 doses: 1 for vaccines requiring 1).

· Those whom the contractor determines to be exempt shall be tested at the contractor’s expense once a week. The Contractor is responsible for reporting the test results to the COR.

· In neither case, vaccination, or testing, will the cost be the government responsibility nor is vaccination or testing grounds for any maintenance delays.

· All contractors will follow the station’s current masking guidance.

· Disregarding COVID protocols outlined here is grounds for immediate ejection from campus.

Per current VA guidelines mandatory COVID-19 screenings are being enforced at entrances throughout all VA Medical centers and associated Health Care Centers (HCC) and Community Based Outpatient Clinics (CBOC).

Facilities are also enforcing singular entrance to buildings where the screenings are being done to all who enter. If you are contracted to perform work within a timeframe of the current COVID-19 outbreak, please make appropriate preparations.

Facilities are enforcing the wearing of face mask while on government property.

Performance of contractual duties is required unless there are interruptions or reasons to prohibit performance. In that circumstance, please work with the Contracting Officer (CO) and Contracting Officer Representative (COR) for guidance.

7. BADGING REQUIREMENTS FOR FAYETTEVILLE VAMC:

All contract workers are required to obtain and wear a Personal Identification Verification (PIV) Badge. The badge must always be visible while worker is on the VA Medical Center campus.

1. This document applies to all new and renewal of badges. Badging is required prior to new Contractors beginning newly awarded Maintenance Contracts.

1. Badges are renewed just prior to their expiration. It is the duty of the Contract Supervisor to ensure badges are renewed prior to expiration. Updated OSHA, TB testing, and flu shot (if during flu season) will be required for renewals.

1. Two (2) forms of Identification are required:

0. Valid State ID.

0. Work Visa

0. INS Social Security card with “Valid for Work Purposes Only”.

0. Non- U.S. Passport with INS paperwork validating their right to work in the US.

0. Naturalized Card: Must be carried by the worker always while on property.

8. PAYMENTS:

Invoices shall be submitted monthly, in arrears, and shall include at a minimum:

· Date of Invoice

· Contract Number

· Obligation Number /Purchase Order Number

· Vendor Name

· Invoice Number

· CLIN (Line-Item)

· Date of Service

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

The contractor shall submit payment requests in electronic form via VA’s Electronic Invoice Presentment & Payment System. See Web site at http://www.fsc.va.gov/einvoice.asp.

9. KEY PERSONNEL:

Key personnel will be identified in the proposal 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.

10. 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 COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

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.

POINTS OF CONTACT

Monique Cordero, Contract Specialist Department of Veterans Affairs VISN 6 Network Contracting Office 100 Emancipation Drive, Building 27 Hampton, Virginia 23667 757-315-3977 Fax 757-728-3132

11. NO SMOKING POLICY:

All VHA health care facilities (including CBOCs and HCCs) are smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. The policy applies to cigarettes, cigars, pipes, or any other combustion of tobacco, including but not limited to electronic or e-cigarettes, vape pens or e-cigars.

12. MANDATORY WRITTEN DISCLOSURES:

Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you are experiencing any difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions 36C24624Q1150

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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 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

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

(End of Clause)

C.2 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.3 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.4 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 three (3) years.

(End of Clause)

C.5 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

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

(End of Clause)

C.7 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

(a) The Contractor shall conform to the standards established by: as to .

(b) The Contractor shall submit proof of conformance to the standard. This proof may be a label or seal affixed to the equipment or supplies, warranting that the item(s) have been tested in accordance with the standards and meet the contract requirement. Proof may also be furnished by the organization listed above certifying that the item(s) furnished have been tested in accordance with and conform to the specified standards.

(c) Offerors may obtain the standards cited in this provision by submitting a request, including the solicitation number, title and number of…