36C24725Q0315.pdf

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

36C24725Q0315

Jacob A. Tackett 706-469-0691 02-14-2025

2:00 PM EST

36C247

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

X 100

X

541350

$11.5 Million

Net 30 N/A

X

36C534

Department of Veterans Affairs

Charleston VA Medical Center

109 Bee Street

Charleston SC 29401

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

Department of Veterans Affairs

FMS-VA-2 (101)

Financial Services Center

P.O. Box 149971

Austin TX 78714-9971

See CONTINUATION Page

The contractor will provide all supervision, labor, equipment (including parts), and materials needed to support the required Inspection Services, Annual Certification, and

Preventative and Corrective Maintenance for all Medical Gas

Systems.

CO: Jacob A. Tackett, jacob.tackett@va.gov

All questions shall be submitted by February 07, 2025 by

2:00 PM EST.

All quotes shall be submitted by February 14, 2025 by

2:00 PM EST.

Period of Performance: To be determined based on the award date.

See CONTINUATION Page

X X

Jacob A. Tackett

Contracting Officer

02/03/2025

36C24725Q0315

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...29

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.5 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

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

2018)

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

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Jacob A. Tackett

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

Requests.

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

AMENDMENT NO DATE

Medical Gas Annual and PM Service Contract

109 Bee Street Charleston, SC 29401-5799

Statement of Work

A. Scope

The contractor will provide all supervision, labor, equipment (including parts), and materials needed to support the required Inspection Services, Annual Certification, and Preventative and

Corrective Maintenance for all Medical Gas Systems at the Ralph H. Johnson VA Medical

Center (RHJ VAMC). All work performed shall be accomplished in accordance with the manufacturer’s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Work will be in accordance with this

Statement of Work and will consist of the following:

1. Objectives

To issue a one-year base contract with four (4) one-year option years to provide the medical gas systems annual inspections, testing, certification, repairs, and maintenance as stated in this Statement of Work (SOW).

The contractor shall perform a complete annual medical gas system testing and inspection of the medical oxygen and piping, medical air, nitrous oxide, vacuum, and dental systems, and provide equipment maintenance and repairs at the Ralph H.

Johnson VAMC 109 Bee Street, Charleston, SC 29401.

2. Annual Medical Gas Systems Inspection Services

The annual medical gas systems inspection includes American Society of Sanitary

Engineering (ASSE) Series 6000 and the contractor must follow National Fire Protection

Association (NFPA) 99 2024 or the most current published edition, and those editions of other codes referenced therein. Testing and certification of the Medical Center’s medical gas systems shall comply with NFPA 99 2024 or the most current published edition.

These systems include medical air, oxygen, and medical vacuum.

The contractor shall have completed NFPA 99 Medical Gas Certifier training and provide a current certificate of qualification. Contractor employees must be ASSE 6040 certified to perform maintenance and ASSE 6030 certified for inspection and testing. Credentials shall be valid during the entire term of the period of the contract.

All critical components of the piped medical gas system including master signal panels, area alarms, automatic pressure switches, shutoff valves, flexible connectors, and outlets, shall be tested, inspected, and maintained in compliance with NFPA 99 standards by the Contractor.

The contractor shall inspect and test all Diameter Index Safety System (DISS) outlets including pressure test, flow test, seal, and labeling.

2.1. Testing of Master Alarm Panels

Function test of all signals from source and bulk systems to master alarm panels.

Simulate failures at all source field switches. Includes determination of trip setting accuracy and correct bulk/source system labeling.

2.2. Testing of Area Alarm Panels

Tests all audible and visual alarm signals for continuity and determines the accuracy of trip settings and readouts. Includes determination of proper area-served signage. Pressure transducers/pressure switches will be function tested to determine the proper operation of high/low-pressure signals, proper communication with the area panel, and determination of high/low trip setting on the alarm display.

2.3. Zone valves

Verify proper area served labeling, test for external leakage and validate accuracy of pressure gauge. Particulate samples are taken in each zone to test for contamination.

2.4. Liquid Bulk Systems

Test operation of the reserve and reserve in use signaling devices, check the proper function of the level activating switch. Inspect all cryogenic tanks for security, leaks, control configuration, and labeling.

2.5. Gas Source Systems

Leak test all manifold components including valves, pigtails, and regulators. Test for proper reserve in use pressure switch activation. Test for proper operation of the changeover for secondary supply.

2.6. Medical Air System

Verify compressor operating within manufacturer specifications. Check for a documented maintenance plan in place. Function test of automatic alternating controls. Test audible and visual alarms. Test pressure across filters. Calibrate dew point monitor and verify proper operation.

2.7. Vacuum System

Verify maintenance is conducted according to manufacturer specifications.

Function test automatic alternating controls. Test pressure/vacuum switch for proper operation. Validate the frequency of pump starts and duration of runs.

Measure cut-in and cut-out pressure/vacuum.

2.8. Manufactured Assemblies

Verify that each joint and DISS fitting is examined for leakage and that the flexible assemblies are in a safe working condition.

2.9. Vacuum Inlets and Pressure Gas Outlets

Test flow of all vacuum inlets. Check pressure and flow of all outlets in critical care areas: emergency room, intensive care, special care units, procedure labs, delivery rooms, operating rooms, and recovery rooms.

Surgical suite testing shall be performed after hours. Critical care unit testing shall be coordinated with respiratory services.

Testing and certification of the medical gas systems shall comply with NFPA 99

2024 or the most current published edition, these systems include medical air, oxygen, and medical vacuum.

2.10. Specific Tasks

The Contractor shall inspect, test, and certify 100 percent of the total number of medical gas outlets. The protocol for outlet testing and inspection is as follows.

2.10.1 The Contractor shall check the flow rate at each outlet. Oxygen, nitrous oxide, and medical air outlets must deliver a minimum of 100 liters per minute (lpm). Medical vacuum outlets must deliver a minimum of 85 lpm. Document readings values on each port.

2.10.2. Each outlet (except the medical vacuum) shall be tested by the

Contractor for suspended particulate by passing a gas stream through a particulate filter at a maximum flow rate for five seconds. The presence of any discoloration or visible particulate matter will be documented and reported to the VAMC-designated COR or representative.

2.10.3. Using a certified and documented meter, the Contractor shall test each oxygen, and medical air outlet for purity. Oxygen shall be delivered at a purity level greater than 99.0%. Document readings values on each port.

2.10.4. The Contractor shall check the static pressure at each outlet.

Oxygen, and medical air, must have static pressure values of between 50 and 55 psi. Medical vacuum be a minimum of 12” of Hg. Document readings values on each port.

2.10.5. Each medical air outlet will be tested by the Contractor to ensure that conformance to grade “N” standards is being met. Using certified equipment, medical air will be checked for carbon dioxide, sulfur, nitrous fumes, carbon monoxide, oil concentration, and dew point. All levels must meet the criteria defined by Compressed Gas Association (CGA) G-7.1

American Nation Standards Institute (ANSI) grade “N” air.

2.10.6. The Contractor shall check each outlet for leaks and visible damage.

2.10.7. Annual test and certification results shall be electronically recorded and forwarded by the Contractor to the VAMC-designated COR or representative within fifteen (15) days of testing.

2.10.8. The Contractor shall test master alarm panels and area alarms annually for proper operation. Document readings values on each port.

2.10.9. Alarm set points on the oxygen bulk tanks shall be verified annually by the Contractor.

2.10.10. Zone, riser, source, and mainline valves shall be inspected for proper labeling, locking devices, and visible damage annually by the

Contractor.

2.10.11. Carbon dioxide and dew point meters shall be calibrated annually by the Contractor. Using certified and documented equipment, each medical air compressor will be checked for carbon dioxide, sulfur, nitrous fumes, carbon monoxide, oil concentration, and dew point. All levels must meet the criteria defined by CGA G-7.1/ANSI for grade “N” air.

2.10.12. Annual test and certification results shall be electronically recorded and forwarded to the VAMC-designated COR or representative within fifteen (15) days of testing by the contractor.

3. Medical Gas Inlet and Outlet Repairs

The Contractor shall provide parts, materials, labor, and shipping costs to repair or replace any broken inlets or outlets. The contractor shall identify, repair, and or replace outlets not working properly, leaking, and or flow rate pressures not met shall be corrected by the contractor during the annual visit. The contractor shall document updates or add an appendix of inlet or outlets being repaired to include new pressure parameter readings.

4. Medical Gas and Vacuum Distribution Annual Risk Assessment

4.1. The contractor shall provide services, parts, materials, and labor to conduct a risk assessment for medical gas and vacuum systems to establish minimum system requirements and plans for backup of supply, storage, and implementation. The contractor shall provide a documented annual report. An annual report shall also include an evaluation of the medical gas systems in accordance with Veterans

Health Administration (VHA) Directive 7515(1) – Medical Gas and Vacuum Systems, NFPA 99 – Healthcare Facilities Code, and the terms within this statement of work.

4.2. The contractor must evaluate existing medical/dental compressed air and medical vacuum systems, terminal performance, compressor or source configuration, valves, gauges, warning systems and alarms, backup systems, vents, and contamination for compliance with current NFPA 99 – Healthcare Facilities Code specification and requirements.

4.3. Contractor shall provide a detailed written report containing information on the work performed, parts utilized, suspected causes of component failures, and further recommendations to enhance the equipment readiness status. The Contractor shall send a copy of this report to the VAMC designated COR or representative no later than ten days from the repair of the system.

5. Air Compressor and Vacuum Compressor Preventive Maintenance and Repairs

The Contractor shall furnish all necessary parts, materials, labor, tools and equipment, and travel as necessary to the VAMC (travel to and from the VAMC for all service visits shall be at no additional charge to the VAMC) to provide on-site annual maintenance, maintenance repair, emergency repairs, all replacement parts shall be OEM parts.

Contractor employees shall be ASSE 6040 certified to perform maintenance and ASSE

6030 certified for inspection and testing. Minor repairs must be done while at the VAMC.

The Contractor shall provide a quote detailing the cost to complete more complex repairs and require additional parts prior to the repairs being completed.

6. Medical Air & Vacuum Systems

All systems must be serviced annually. Preventative maintenance shall include services to replace any parts per the attached maintenance schedule intervals. At the completion of service, a report shall be sent to the VAMC-designated COR or representative.

Upon completion of repair-oriented and repair-preventative services, the Contractor shall provide a detailed written report containing information on the work performed, parts utilized, suspected causes of component failures, and further recommendations to enhance equipment readiness status to the VAMC designated COR or representative.

The Contractor shall send a copy of this report to the VAMC designated COR or representative no later than ten days after the system repairs have been completed.

7. General Notes

Notification of site visit by the Contractor for inspection, testing, and certification shall be to the VAMC designated COR or representative one (1) week prior to site visit.

7.1. Testing, inspection, and certification shall be accomplished by a qualified third-party vendor that is certified in ASSE 6010 for system installations, ASSE

6020 for the system, and ASSE 6030 for system verifier, and ASSE 6040 system maintenance whichever is applicable to the work being performed.

7.2. Certificates shall be provided upon arrival prior to the certification process.

The contractor is to provide inspection, testing, and certifying costs for one (1) year and four (4) additional years for each element of annual testing and certification of the Medical Gas and Master Alarm Systems at the VAMC.

7.3. The Contractor shall provide an annual review of the Medical Gas System.

7.4. The Contractor shall respond to requests for emergency service in the following manner:

7.4.1 Contractor shall respond to the VAMC designated COR or

representative within twenty-four (24) hours from the time of the service request.

7.4.2. All requests for repair service shall be considered emergency requests unless a statement from the VAMC designated COR or representative states otherwise.

7.4.3. The Contractor shall restore the facility to full performance within forty-eight (48) hours of the originating request for service.

8. Hazardous Material Assessment

No hazardous materials are expected to be encountered during the maintenance event.

If the presence of hazardous materials is suspected, notify the VAMC designated COR or representative immediately for assistance.

9. Breakdown of Equipment & Sites to Be Tested

Sites to Be Tested

All Oxygen Outlets

All Medical Air

All Medical Vacuum

All Carbon Monoxide Monitors

All Zone Valves

All Vacuum Compressors

All Medical Air Compressors

All Area Alarm Panels

All Dew Point Monitors

All Bulk Oxygen Systems

All Medical Gas Master Alarm

All Nitrogen Manifolds

All Nitrous Manifolds

All O2 Reserve Manifolds

All Nitrous Oxide outlets

All Nitrogen Outlets

All OR Booms Inspections

Equipment List

Beacon Medaes – Medical Vacuum

Mod# 4107102732

Ser# 261708-2 BW

Beacon Medaes – Medical Vacuum

Mod# VHM10D-200V-DCV

Beacon Medaes – Medical Air

Mod# 4107005599

Ser# HOP400765

Beacon Medaes – Medical Air

Mod# LMS-20DN-DCy-001

Ser# 56635

Hitachi – Air Compressor

Mod# 15ou-7cvh

MFG No: EG455799

Hitachi – Air Compressor

Mod# 15ou-7cvh

MFG No: EG455089

Zeks – Air Drier

Mod# 150NCCA200

Ser# 113442 – IN M197

10. Delivery Schedule

Contractor shall provide a statement describing their policy for charging of additional fees due to rescheduling when equipment is not available at the time of the approved scheduled service call.

11. Documentation/Reports

11.1 Medical Gas Reports

11.1.1 Contractor shall provide the VAMC designated COR or

representative with a Service Report detailing all tests performed, all findings, and all recommendations. The Service Report is to be signed and dated by the designated Contractor POC and given to the VAMC designated COR or representative within two weeks of performing the

Inspection Service. The Service Report is to be submitted by email to the

VAMC designated COR or representative in addition to a printed copy.

11.1.2 Contractor shall at the completion of the inspection produce an indexed report. The VAMC shall receive 2 copies of this report detailing all the findings and addressing components of each system. Indexed reports shall be sent via email to the VAMC-designated COR or representative in PDF format.

The report shall contain:

System Overview

Certifier and Maintainer credentials

Master Alarm inventory and deficiencies

Area Alarm Inventory and deficiencies

Zone Valves Inventory and deficiencies

Contaminants System Dew Point and Particulate Contaminants, Gaseous

Contaminants

Source Equipment Summary/Source Equipment

Outlets and Inlets Inventory and deficiencies to include deficiencies corrective actions

Equipment maintenance and repair report

Medical Gas and Vacuum Distribution Annual risk assessment

Provide Schematic per NFPA 99

Annex

11.1.3 All safety or operational-related deficiencies shall be immediately reported to the VAMC-designated COR or representative during the inspection visit. Any Emergency safety or operational-related deficiency found shall be reported to the VAMC designated COR or representative.

11.2 Engineer Service Report (ESR)

The documentation shall include detailed descriptions of repair performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with NFPA 101 conformance standards and/or the OEM manufacturer’s specification. Such documentation shall meet the guidelines set forth in the NFPA 101 conformance standards. In addition, each equipment service report shall, at a minimum, document the following data legibly and in complete detail:

A. Name of Contractor and contract number.

B. Name of Field Service Engineer (FSE) who performed the services.

C. Contractor Equipment Service Report (ESR) number/log number.

D. Date, time (start and end, equipment downtime, and hours on-site) for the service call.

E. Description of problem reported by VAMC designated COR or representative.

F. Identification of equipment to be serviced: inventory ID number, manufacturer name, model number, serial number, and any other manufacturer’s identification information.

G. Itemized Description of Service performed (including, if applicable, Costs associated with after normal working hour services) including:

a. Labor and travel, Parts (with part numbers), and Materials and Circuit

Location of problem/corrective action.

b. Total Cost to be billed (If Applicable –i.e., part(s) not covered, or services rendered after normal hours of coverage).

c. Signatures:

Field Service Engineer (FSE) performing services described.

VAMC designated COR

The Contracting Officer must approve any additional charges claimed prior to any service being completed.

12. Qualification of Contractor / Personnel

Contractor shall provide VAMC designated COR or representative a copy of the inspector’s NITC (National Inspection Testing Certification) Medical Gas Verifier 6030 licenses, required for the person/persons performing the services in this SOW, at the beginning of each contract year. Either a paper version or an emailed version of the licenses must be provided to the VAMC-designated COR or representative:

12.1. Within 15 business days of contract award.

12.2. Within 15 business days after contract Option Year renewal.

12.3. Within 5 business days prior to a change in the inspector(s) by the

The inspector shall carry their license with them during the inspection.

13. Service Manuals/Tools/Equipment

The VAMC shall not provide tools, test equipment, service manuals, or service diagnostics software to the Contractor. The Contractor shall obtain, have on file, and make available to its service technicians all operational and technical data such as operational and service manuals, schematics, and parts lists that are necessary to meet performance requirements of the contract. The location and listing of the service data manuals by name and or the manuals themselves shall be provided to the VAMC-designated COR or representative upon request.

Equipment Maintenance shall be done during regular working hours of 6:30 am through

4:00 pm, Monday – Friday, excluding weekends and Federal holidays. All repairs are performed during these hours of coverage unless requested or approved by the VAMC designated COR or representative as outlined in emergency work. Upon notification of work, the Contractor shall respond within 48 hours to perform scheduled annual maintenance or repair equipment, except as noted in the emergency call back.

Note:

1. The impact of this work shall be minimized and mitigated in a way that limits disruption to the functioning of the RHJ VAMC.

2. Scheduling and coordination with the RHJ VAMC will be critical and must be approved by the Contracting Officer’s Representative (COR) prior to work.

B. General Requirements

1. Employees of the contractor and sub-contractors shall always professionally conduct themselves while on medical center property. The contractor shall ensure all personnel working on this contract are aware of RHJ VAMC policies pertaining to employee behavior and conduct.

2. Physical or verbal misconduct may be grounds for removing employees from Medical

Center property or grounds for arrest by the Veteran Affairs (VA) Police. Employees may be banned from RHJ VAMC property because of inappropriate or illegal behavior. The contractor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government because of employee misconduct.

3. Smoking and vaping are strictly prohibited on the entire VAMC campus.

4. It is the contractor’s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable RHJ VAMC, local, state, and federal regulations.

C. Hours of Work

1. Normal working hours are 0700 – 1700 Monday to Friday, except for Federal holidays.

2. After hours or weekend work shall be covered as defined in the scope.

3. All schedules and work hours shall be requested, coordinated, and approved through the

COR.

D. Phasing

1. Execute work to interfere as little as possible with normal functioning of RHJ VAMC. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied, during construction, jointly by patients or medical personnel, and Contractor's personnel, except as permitted COR where required by limited working space.

E. Infection Control and Safety

1. Infection Control Requirements shall be followed in accordance with an Infection Control

Risk Assessment (ICRA). Dust, dirt, and debris shall be contained appropriately when inside patient care and admin space areas. If it is determined that an Infection Control permit will be necessary, contractor will follow all guidelines set forth in the permit and report daily observance to COR.

2. An Interim Life Safety Measure (ILSM) Permit may be required for the work if necessary.

Contractor will follow all guidelines set forth in the ILSM permit and report daily observance to COR.

3. A general Above Ceiling Permit (ACP) may be required. If it is determined that an above ceiling permit will be necessary, contractor will follow all guidelines set forth in the permit and report daily observance to COR.

4. It may be necessary to enter a Confined Space or a Non-Permit Required Combined

Space. Notification to the COR and Safety Service is required prior to entry in a Non-

Permit Required Confined Space. A Confined Space Permit must be approved prior to entry to any Confined Space. Contractor will follow all guidelines set forth in the applicable permit and report daily observance to COR.

5. Disturbance of any piping containing Asbestos Containing Materials (ACM) insulation wrapping is strictly forbidden.

6. Any other Safety requirements not specially written in this SOW, but which may manifest themselves based on opinion of Subject Matter Experts (Safety Office RHJ VAMC) shall be observed.

7. All contractors working on-site must attend Contractor Safety Training prior to commencing work.

8. Prior to commencing work, general contractor shall provide proof that an OSHA certified

“competent person” (CP) in compliance with (29 CFR 1926.20(b)(2) will supervise all work under this contract and maintain a continual presence at the work site whenever the general or subcontractors are present. At all times during performance of this contract and until the work is completed and accepted, the Contractor shall directly superintend the work or assign and have on the worksite a competent superintendent who is satisfactory to the CO and has authority to act for the Contractor. Assigned CP shall have completed the OSHA 30-hour construction safety training within the past five

(5) years and all other personnel shall have at least a 10-hour OSHA course.

F. Security

VA Directive 0710: VA policy requires all personnel be subject to an appropriate background investigation (Special Agreement Check (SAC)) Check (SAC)) prior to permitting access to VA information system. Badging must be secured prior to any contractor beginning work on the premises. The Contractor will determine the type of badge required for their contractor(s) based on the following criteria:

1. If contractor requires escorted access to RHJVAMC for less than 15 days per year, they will require a Visitor Badge.

2. If contractor requires any other access other than 15 days per calendar year, they will require a PIV-I Badge.

Prior to receiving sponsorship for any badge, all contractors must complete Contractor Safety

Training through the Safety Service as coordinated through the COR. Training occurs every other Wednesday at 9:00 am in the Engineering Conference Room (G206k) but can be scheduled in addition to on a case-by-case basis. Procedures for acquiring the appropriate identification badge for a contractor are identified below.

1. Fill out fingerprint forms and have fingerprints done at the PIV Office. Contractors can walk-in to PIV Office Monday- Friday from 8:00 a.m. – 3:30 p.m. for fingerprints (if access to facility more than 15 days per calendar year).

2. Complete background Investigation form.

3. Complete Contractor Safety Training.

G. Schedules

The VA requires a schedule be submitted no later than 14 calendar days of Notice to Proceed

(NTP). The schedule shall be submitted in electronic PDF format using Microsoft Project or equivalent software. Any work that is to be performed must be approved by the COR prior to commencement of work.

H. Parking/Laydown Area

The Contractor shall make arrangements for parking. At no time shall vehicles be parked on roadways, patient parking areas, the loading dock, etc. Coordinate use of the loading dock for loading/unloading material with the COR. Materials shall not be deposited on the loading dock for any length of time.

There is no guarantee for laydown of material. The VAHCS shall not provide an extensive area for storage of materials and laydown. Scheduling and coordination with the VAHCS will be critical. Materials may be staged provided that the materials are secured and inaccessible by

VAHCS patients. Interim Life Safety Measure (ILSM) Permit may be required for staged materials due to increased combustible loading. It is the responsibility of the Contractor to ensure their materials remain secure.

I. Site Investigation

All interested contractors will be invited to a pre-bid meeting. While not required, the contractor is strongly encouraged to attend the on-site pre-bid meeting. Access to the work areas and specific explanation of Statement of Work requirements will be discussed.

However, no questions will be answered during the pre-bid meeting. All questions must be officially submitted through the Vendor Portal. No comments, actions, or discussion (verbal or otherwise) are to be considered direction or answers to any questions, nor will they be considered accurate or binding unless submitted and answered in writing through the CO as an official request for information (RFI). Contractor site investigation outside of the pre-bid meeting shall not be allowed.

J. Period of Performance

Period of Performance is 365 calendar days from Notice to Proceed. Contractor must respond to service calls within one (1) hour of notification and be on-site withing (4) hours during normal working hours defined in section C of this Statement of Work (SOW). Service calls after normal working hours shall be covered as defined in the scope.

With respect to project schedule, the hospital operations shall take priority. Contractor may have to shift areas of work around to accommodate hospital operations. In the event the schedule is to be changed for any reason the contractor is responsible for notifying the COR within two (2) working days.

Records Management Obligations

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle

Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. 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 Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their

Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. 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. chs. 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.

2. 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.

3. In accordance with 36 CFR 1222.32, 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.

4. RHJ HCS 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 RHJ VAHCS or destroyed except for 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, Contractor must report to RHJ VAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 this SOW. 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 RHJ VAHCS 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. Destruction of records is EXPRESSLY

PROHIBITED unless in accordance with Paragraph (4).

6. 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 RHJ VAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

8. The Contractor shall not create or maintain any records containing any non-public RHJ

VAHCS information that are not specifically tied to or authorized by the contract.

9. 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.

10. The RHJ VAHCS 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 RHJ VAHCS 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take RHJ VAHCS-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.

D. Flow down of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the

INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) https://authentication.tungsten-network.com/login. A properly prepared invoice shall contain:

✓ Invoice Number and Date

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

The contractor will provide all supervision, labor, equipment

(including parts), and materials needed to support the required Inspection Services, Annual Certification, Preventative and Corrective Maintenance for all Medical Gas Systems at the Ralph H.

Johnson VA Medical Center (RHJ VAMC).

Contract Period: Base POP Begin: 03-01-2025 POP End: 02-28-2026 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H365 - Inspection - Medical, Dental, and Veterinary Equipment and Supplies MANUFACTURER PART NUMBER (MPN): Service https://authentication.tungsten-network.com/login mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov http://www.fsc.va.gov/EINVOICE.ASP

LOCAL STOCK NUMBER: Service

(including parts), and materials needed to support the required Inspection Services, Annual Certification, Preventative and Corrective Maintenance for all Medical Gas Systems at the Ralph H.

Johnson VA Medical Center (RHJ VAMC).

Contract Period: Option 1 POP Begin: 03-01-2026 POP End: 02-28-2027 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H365 - Inspection - Medical, Dental, and Veterinary Equipment and Supplies

(including parts), and materials needed to support the required Inspection Services, Annual Certification, Preventative and Corrective Maintenance for all Medical Gas Systems at the Ralph H.

Johnson VA Medical Center (RHJ VAMC).

Contract Period: Option 2 POP Begin: 03-01-2027 POP End: 02-29-2028 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H365 - Inspection - Medical, Dental, and Veterinary Equipment and Supplies

(including parts), and materials needed to support the required Inspection Services, Annual Certification, Preventative and Corrective Maintenance for all Medical Gas Systems at the Ralph H.

Johnson VA Medical Center (RHJ VAMC).

Contract Period: Option 3 POP Begin: 03-01-2028 POP End: 02-28-2029 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H365 - Inspection - Medical, Dental, and Veterinary Equipment and Supplies

(including parts), and materials needed to support the required Inspection Services, Annual Certification, Preventative and Corrective Maintenance for all Medical Gas Systems at the Ralph H.

Johnson VA Medical Center (RHJ VAMC).

Contract Period: Option 4 POP Begin: 03-01-2029 POP End: 02-28-2030 PRINCIPAL NAICS CODE: 541350 - Building Inspection Services PRODUCT/SERVICE CODE: H365 - Inspection - Medical, Dental, and Veterinary Equipment and Supplies

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001-

SHIP TO: Ralph H. Johnson VA Medical Center 109 Bee Street Charleston, SC 29401

USA

All

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

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

Government must exercise its post-acceptance rights—

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

and

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

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

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

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

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

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

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

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

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

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

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

(i) Name and address of the Contractor;

(ii) Invoice date and number;

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

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

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

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

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

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

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

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

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

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

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

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

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

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the…