36C24821Q0345.docx

36C24821Q0345 This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This combined synopsis/solicitation is issued as a Request for Quote (RFQ) 36C24821Q0345.

Submit written quotes in accordance with Addendum to FAR 52.212-1, Instruction to Offerors outlined in this solicitation. Oral quotes will not be accepted. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC_2021-02 / 11-23-2020. North American Industrial Classification Standard (NAICS) 238220, Plumbing, Heating, and Air-Conditioning Contractors, with a Size Standard of $16.5M, applies to this procurement.

Miami VA Healthcare System intends to award a single firm fixed price contract for Chiller & Cooling Tower Plant Maintenance & Service.

This procurement is a 100% Total Service-Disabled Veteran Owned Small Business (SDVOSB) Set-Aside and all eligible quoters are encouraged to submit quotes. To be eligible for award at the SDVOSB quoter must be Verified in the Vendor Information Pages (VIP) (https://www.vip.vetbiz.gov) at the time of the close of the RFQ and at the time of award. All quoters must be registered with the System for Award Management (SAM) at the close of the RFQ and at the time of award.

SITE VISIT: There will be a site visit for this project. All interested vendors should refer to the included Performance Work Statement.

1. A site visit will be held on Tuesday February 16, 2021 at 11:00 AM EST. Attendance is not required but is strongly encouraged.

VENDOR QUESTIONS: All questions regarding this RFQ must be in writing and may be sent by e‐mail to William.Bridger@va.gov . Questions must be received no later than Wednesday, 17, 2021 by 10:00 AM Eastern. No further questions will be accepted after that date and time.

QUOTE SUBMISSION:

Quote shall be valid 120 days from the close of this solicitation.

Quotes are due no later than Tuesday February 23, 2021, at 10:00 AM ET. Quotes will only be accepted in Microsoft Word or .pdf format by email to: Contracting Officer W. Lance Bridger, William.Bridger@va.gov.

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449, block 18A.)

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

Network Contracting Office 8 (NCO 8) Miami – Services Team 1201 N.W. 16th Street Miami, FL 33125

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

3. INVOICES/PAYMENT: Invoices shall be submitted electronically the following month services were performed in accordance with:

a. 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

b. Upon acceptance of services.

c. Payments shall be made in arrears upon receipt of a properly prepared invoice.

d. In order to comply with the Improper Payment Elimination and Recovery Act of 2012 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Corporation e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling 1-877-752-0900 option 2 for Enrollment.

e. VA’s Electronic Invoice (e-Invoice) system uses a third-party contractor (Tungsten Network) for submission of electronic invoices. Go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/customer-campaigns/veteransaffairs-us/

For assistance setting up e-Invoice, the below information is provided:

· Tungsten Network e-Invoice Registration: VA.Registration@tungsten-network.com

· Tungsten Network e-Invoice Setup Information: (877)752-0900 (Option 2 - Enrollment)

· Tungsten Network Customer Service: (877)489-6135

· OB10 Portal to submit electronic invoices: VA.Registration@ob10.com

· VAFSC – for Invoice receipt or payment questions, call: (877)353-9791 or

· VAFSC Email: vafsccshd@va.gov

FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF

SUBMISSION FOR PAYMENT REQUESTS

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

CONTRACT ADMINISTRATION

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under 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 commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Base Year

Chiller & Cooling Tower Plant Maintenance & Service:

- Refrigerant Alarm Calibration

- Variable Frequency Drives (VFD)

- Centrifugal Chiller

- Air Cooled Chiller

- Pumps

- Cooling Tower

MO

TOTAL

Option Year 1

Chiller & Cooling Tower Plant Maintenance & Service:

- Refrigerant Alarm Calibration

- Variable Frequency Drives (VFD)

- Centrifugal Chiller

- Air Cooled Chiller

Option Year 2

Chiller & Cooling Tower Plant Maintenance & Service:

- Refrigerant Alarm Calibration

- Variable Frequency Drives (VFD)

- Centrifugal Chiller

- Air Cooled Chiller

Option Year 3

Chiller & Cooling Tower Plant Maintenance & Service:

- Refrigerant Alarm Calibration

- Variable Frequency Drives (VFD)

- Centrifugal Chiller

- Air Cooled Chiller

Option Year 4

Chiller & Cooling Tower Plant Maintenance & Service:

- Refrigerant Alarm Calibration

- Variable Frequency Drives (VFD)

- Centrifugal Chiller

- Air Cooled Chiller

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

Chiller & Cooling Tower Plant Maintenance & Service Contract

1. Introduction:

The Government requires repair and maintenance services for (3) water cooled chillers, (2) air cooled chillers, (1) glycol chiller and (6) cooling towers. This contract is to provide full-service maintenance, to include preventive maintenance and repair of Chillers & Cooling tower equipment. The equipment included in this contract is attached; ancillary equipment related to the chillers & cooling towers are also included in this contract to include pumps, motors, starters, compressors, control panels, VFDs and associated chiller electrical/electronic components/sensors and BACnet programming.

Scope:

The Contractor shall provide all labor, equipment, tools, material, supervision and other items and services necessary to perform the work as defined in this Performance Work Statement (PWS).

Applicable Documents.

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

Glossary. Acronyms used in this SOW are listed below for easy reference:

Performance Requirements:

4.1. Service Calls:

4.1.1. The Contractor shall maintain a service call log of all requests for repairs by Engineering. The log shall include the date and time of the call, the name of the Engineering personnel requesting the service, and a brief description of the problem. Contractor shall assign a unique service call number for each request for repair by Engineering personnel. This number shall be given to the Engineering personnel over the phone at the time service is requested.

4.1.2. The Engineering personnel requesting the service will identify the service call as either critical or noncritical to the operation of the facility. This service shall be provided on a twenty-four (24) hour per day, seven (7) day per week basis at no additional charge. The service work shall be performed during regular Government working hour, except as determined by the COR to not effect the hospital’s daily operation or in case of delayed for the delivery of required replacement parts.

a. For repairs that are critical to the operation of the facility, the Contractor shall respond and be present on site within two (2) hours after receipt of such request.

b. For repairs that are not critical to the operation of the facility the Contractor shall respond with service personnel at the Hospital within twenty-four (24) hours after a request for service has been made.

4.2. Preventive Maintenance:

4.2.1 Refrigerant Alarm Calibration Requirements:

ANNUALY- Provide a written report of calibration for the refrigerant alarms in the chiller plant.

4.2.2. Variable Frequency Drives (VFD) Maintenance Requirements:

ANNUALLY- Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies.

a. Review control panel for proper Variable Speed Drive (VSD) operation and recorded fault history.

b. Check drive for cleanliness and vacuum out components where required.

c. Perform annual service in accordance with manufacturer’s OEM and maintenance procedures by qualified, trained, and certified technician.

d. Visually inspect drive components.

e. Visually inspect Metal Oxide Varistor (MOV) devices for swelling and arcing

f. Verify pre-charged resistors for breakage.

g. Inspect arc terminal for leakage and arcing

4.2.3. Centrifugal Chiller Maintenance Requirements:

EDDY CURRENT TEST: Provide Eddy current test on all condenser and evaporator tubes 3 times within the 5-year contract (Base Year, Option Year 2, and Option Year 4).

QUARTERLY - Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

a. Check the general operation of the unit.

b. Log the operating temperatures, pressures, voltages, and amperages.

c. Check the operation of the purge unit.

d. Check shaft seal.

e. Check the operation of the control circuit.

f. Check the operation of the lubrication system.

g. Check the operation of the motor and starter.

h. Analyze the recorded data. Compare the data to the original design conditions.

i. Review operating procedures with operating personnel.

SEMI-ANNUALLY - Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

a. Clean chiller tubes twice per year, once at the beginning of the cooling season and once and the conclusion. The one at the completion of the cooling season shall coincide with the annual cleaning of the cooling towers.

ANNUALLY- Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected:

a. General Assembly a.1. Check and record refrigerant level. Weigh refridgerant.

a.2. Sample refrigerant and oil and report showing numerical data on all tests performed on the sample and recommendations and comments on the sample.

a.3. Inspect for leaks and report leak results.

a.3.1. The refrigerant should be correct before starting the leak check. To prevent unnecessary venting of refrigerant, EPA-recommended methods (e.g. hot water and/or electric blankets) must be used to pressurize the vessels.

a.3.2. In order to use EPA-recommended methods, certain conditions must be met:

a.3.2.1. The isolation valves on the chilled water and condenser water lines must shut off the circulation completely.

a.3.2.2. The temperature of the equipment room should be 70°F or higher.

a.3.2.3. Access connections to the condenser water and chilled water circuits shall be provided (customer’s responsibility).

a.4. If these conditions cannot be met, the refrigerant shall be removed and the vessel pressurized, using dry nitrogen and a trace gas.

a.5. Calculate refrigerant loss and report to the customer.

a.6. Repair minor leaks as required (e.g., valve packing, flare nuts) at no additional cost to the Government.

a.7. Check vanes for free and smooth operation.

a.8. Check mechanical linkages for wear.

a.9. Replace filters and dryer.

b. Purge b.1. Check purge unit controls for proper operation.

b.2. Check and clean purge drum as required.

b.3. Clean the condenser coil and VSD heat exchanger b.4. Clean the evaporator 3 times within the 5-year contract (Base Year, Option Year 2, and Option Year 4).

b.5. Clean strainers or replace filters as required.

b.6. Check the purge compressor assembly for leaks as required.

b.7. Check the purge unit for proper operation.

c. Controls and Safeties c.1. Verify all settings in the electronic control panel.

c.2. Inspect the control panel for cleanliness.

c.3. Inspect wiring and connections for tightness and signs for overheating and discoloration.

c.4. Verify the operation of the vane control system:

c.5. Verify the working condition of all indicator/alarm lights and LED/LCD displays.

c.6. Verify the operation of the oil sump temperature control device.

c.7. Test high condenser pressure safety device. Calibrate and record setting.

c.8. Test low evaporator temperature safety device. Calibrate and record setting.

c.9. Test low oil pressure safety device. Calibrate and record setting.

c.10. Test high motor temperature safety device. Calibrate and record.

c.11. Test operation of chilled water pump and condenser water pump starter auxiliary contacts.

c.12. Calibrate PRV (pre rotation vane) and refrigerant level sensors.

d. Lubrication System d.1. Pull oil sample for spectroscopic analysis. Include testing for metal wear, moisture, acidity, viscosity, aniline point, solid residue and report showing numerical data on all tests performed on the sample and recommendations and comments on the sample. Shall also show graph of current test data in comparison with previous test data available.

d.2. Check oil for acid content and discoloration. Make recommendations to Engineering based on the results of the test.

d.3. Measure and record the oil pump voltage and amperage.

d.4. Verify the operation of the oil heater.

d.5. Measure amps and compare readings with the watt rating of the heater.

d.6. Change the oil filter.

d.7. Verify the oil level.

e. Motor and Starter e.1. Clean the starter and cabinet.

e.2. Inspect wiring and connections for tightness and signs of overheating and discoloration.

e.3. Check condition of the contacts for wear and pitting.

e.4. Check contactors for free and smooth operation.

e.5. Check the mechanical linkages for wear, security, and clearances.

e.6. Check tightness of the motor terminal connections.

e.7. Meg the motor and record reading.

e.8. Verify the operation of the electrical interlocks.

4.2.4. Air Cooled Chiller Maintenance Requirements:

QUARTERLY Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

a. Check programmable operating setpoints and safety cutouts. Assure they are correct for the application.

b. Check compressor and evaporator heater operation.

c. Check for dirt in the panel.

d. Check door gasket sealing integrity.

e. Check heat exchangers, compressors, and pipework for damage and gas leaks.

f. Read the operating pressures and temperatures at the control panel using the display keys and check that these are within the operating limitations give in the manual.

g. Check compressor oil level and add oil if necessary.

h. Check refrigerant level in the evaporator sight glass while running at “Full Load” for 15 to 30 minutes.

i. Ensure no fault messages are displayed on the unit.

SEMI-ANNUALLY - Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

a. Leak check the chiller

ANNUALLY - Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

a. Sample compressor oil, check for acid, and replace if necessary.

b. Disconnect power source and lock out. Check tightness of power wiring connections.

c. If applicable, check glycol concentration on low temp

d. Clean coils in accordance with manufacturere’s recommendations and procedures.

e. Sample refrigerant and oil and report showing numerical data on all tests performed on the sample and recommendations and comments on the sample.

4.2.5. Pumps Maintenance Requirements:

Quarterly Operational Inspection Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected. Based on manufactures recommendations.

Replace or repair any broken or stripped insulation on the pumps as needed without additional cost to the Government.

Shutdown/Annual maintenance Based on manufactures recommendations.

Inspection Requirements The contractor shall provide a visual inspection and perform (1) vibration analysis and (1) thermographic survey per year.

4.2.6. Cooling Tower Maintenance Requirements:

QUARTERLY- Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

a. Visual inspection of all mechanical components including motors, fans/fan guards, pulley’s, gear boxes, drives, blades, belts, valves, and pumps.

b. Grease bearings

c. Check sump level control system for proper operation.

d. Visual inspection of all electrical components. Check oil level switch and vibration transducer in Marley cooling towers Bldg. 44.

BI-ANNUALLY- Clean cooling towel strainers. 5 total (four in Bldg. 1 and one in Bldg. 44).

ANNUALLY- Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

Inspection Requirements The contractor shall provide a visual inspection of the towers including walls, roof, fans with vibration analysis, components, fill, and gear box. Contractor shall provide a written report verifying the procedure followed, disinfectant type and levels utilized, pictures of inside the tower, recommendations for improvements to the overall health of the towers, and certification that all disinfection and testing procedures complied with all state, local, and federal guidelines. The final report shall be submitted to facility no more than 14 calendar days of the completion of the work.

The towers shall be returned to a state in which the facility’s chemical contractor can resume normal treatment. Any chemicals introduced for cleaning shall be removed.

Clean & Disinfecting Work shall be completed in accordance with most current trade practices, guidelines, and requirements. The following are components of the process:

a. Pre-clean inspection and disinfection of cooling tower and associated systems a.1. Perform mechanical inspection noting any defects or hazardous conditions a.2. Disinfect the system using chlorine, bromine, or chlorine dioxide maintaining pH or adjusting disinfectant concentration as required.

a.3. In the process of disinfection, apply a biodetergent or biodispersant to aid in the disinfection and removal of organic deposits, slimes, and deposits.

a.4. The above steps shall be taken prior to personnel safely entering the cooling towers.

a.5. Inspection of the system shall include inspection for defects, cracks, support members, fill condition, and damage to waterproofing. The general condition of the interior of the towers shall be documented by photograph and all defects or conditions of concern shall be photographed for Engineering.

b. Physical cleaning and inspection of cooling tower surfaces, components, associated systems:

b.1. VA personnel will drain the system and close off any fresh air intakes that may be negatively impacted by the overspray.

b.2. Chip and remove peeling paint and rust on gear box assembly and motor and repaint utilizing Coronado Rust Scat Polyurethane Enamel, Sandstone, Semi-Gloss.

b.3. Clean and wash all accessible areas of the tower system including the fill, inside and outside of each individual cell, all wall surfaces, fan shroud, fan blades, and gearducer.

b.4. Remove scale and corrosive debris from the tower sump and distribution troughs b.5. Remove and dispose of any accumulated sediments in the tower fill pack, sump, and troughs. This shall not be allowed to go into a store or sewer drain. It shall be vacuumed out and properly disposed.

b.6. Inspect condenser pumps and clean strainer for each one.

b.7. Clean and flush lines and clear nozzles of slime and debris.

b.8. Remove and clean any anti-cavitation plates and screen at the basin outlet b.9. If applicable, drain gear box oil and replace with new oil (cooling tower 5 & 6). Oil shall be properly disposed of by the contractor. Oil to be OEM oil.

b.10. All physical cleaning shall be completed utilizing a pressure washer.

c. Post-clean inspection and disinfection of cooling tower and associated systems.

c.1. Perform mechanical inspection and note any defects and conditions of concern.

c.2. Disinfect the system using chlorine, bromine, or chlorine dioxide maintaining pH or adjusting disinfectant concentration as required.

c.3. Return tower water to conditions which allow normal operation.

c.4. VA staff will return system to service.

4.3 Repair & Replacement Services Requirements

The Contractor shall provide repair or remove and replace broken, worn and/or doubtful components and/or parts. Coverage includes electrical components of the chiller to include all electrical and control panel components, the display board of the control panel, and all electrical wiring and all electrical associated wiring for the chillers; needed mechanical equipment including motor replacement, seals, gears, controls, compressor replacement, safeties, flow switch replacements, and all other associated mechanical components; repair or replacement of any refrigerant or refrigerant leaks, and will provide refrigerants to meet unit refrigerant levels per data plate and OEM manuals. All service, preventive maintenance and repair procedures and parts shall be those recommended by the manufacturer's Operating and Maintenance manual. Components integrated to the building automation system (Siemens) shall include programming support as part of this contract.

The Contractor is responsible for providing all components, parts and supplies that are maintainable portions of the system(s) and required to keep the equipment operating properly and efficiently.

As needed, the Contractor shall submit a quote (detailing the required parts and labor hours) to perform the repair. The Government is required to determine the quoted pricing is fair and reasonable. Repair services will be authorized via the issuance of a modification or task order on an as needed basis. (*Note: If quoted pricing is determined not fair and reasonable, repair services will be sought via a separate contract action.)

4.4 Reports

a. All preventative maintenance is to be done in accordance with the manufacturer’s recommendations and technical manuals. All mechanics working on equipment shall be factory certified by OEM. Certifications shall be submitted with the proposal and remain current for the life of the contract.

b. Reports shall be submitted to the COR and/or the Assistant Chief, Engineering Service via e-mail after each service or emergency call within 7 days. Preventive maintenance reports shall be printed and organized in a binder for each piece of equipment by EE# and turned over to VA and kept updated.

c. Any chemicals or disinfectants used shall be registered with the US-EPA for the application. SDS shall be kept in a binder within Graphic Control, Bldg. 44.

5. Places of Performance, Hours of Operations, and Work Hours:

5.1 Place of Performance.

5.2 Hours of Work: Normal Government Working hours are 7:00 AM – 4:30 PM ET, excluding Federal Holidays.

5.3 Federal Holidays:

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

1. Points of Contact:

6.1 The Government shall designate a primary and alternate point of contact at the kickoff meeting

6.2 The contractor shall provide a primary and alternate point of contact at the kickoff meeting.

1. Contractor Personnel and Management.

7.1. Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

7.2. Government Badges. The COR will coordinate the issuance of required access badges to Contractor personnel. Contract personnel shall wear laminated identification badges provided by the Government at all times when performing. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

7.2.1 Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.

7.3. Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, Contractor personnel shall also wear a laminated contractor identification badge at all times when performing services under this Contract, including when on Government directed travel The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

7.4. Safety/Security Requirements.

7.4.1 The Contractor shall comply with OSHA regulations pertaining to Confined space and Fall protection specific to work environment related to this contract.

7.4.2 The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

7.5. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

7.6. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

7.7. Standards of conduct

7.7.1. Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

7.7.2. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

7.7.3. Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

7.7.4 The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

1. Performance Standard:

8.1 The Government designee shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given 10 days to take corrective action. If determined appropriate, the Contracting Officer and COR shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and shall be corrected within the timeframe specified by the Government. The Contractor shall notify the Contracting Officer when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the Government shall have the right to terminate the contract in it is entirety. Nothing in this section is intended to modify or waive the government’s rights outlined in 52.212-4.

8.2 PERFORMANCE STANDARDS REQUIREMENTS SUMMARY MATRIX

Standard

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

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

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

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

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

(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 15 days of the expiration of this contract.

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s).”

“NOTE: The specified rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause.”

(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 five (5) years.

(End of Clause) C.5 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

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

[X] 852.203–70, Commercial Advertising.

[] 852.209–70, Organizational Conflicts of Interest.

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

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

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

[] 852.214–74, Marking of Bid Samples.

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

[] 852.215–71, Evaluation Factor Commitments.

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

[] 852.216–72, Proportional Economic Price Adjustment of Contract Price(s) Based on a Price Index.

[] 852.216–73, Economic Price Adjustment—State Nursing Home Care for Veterans.

[] 852.216–74, Economic Price Adjustment—Medicaid Labor Rates.

[] 852.216–75, Economic Price Adjustment—Fuel Surcharge.

[] 852.219–9, VA Small Business Subcontracting Plan Minimum Requirements.

[X] 852.219–10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

[] 852.219–11, VA Notice of Total Veteran-Owned Small Business Set-Aside.

[] 852.222–70, Contract Work Hours and Safety Standards—Nursing Home Care for Veterans.

[] 852.228–70, Bond Premium Adjustment.

[] 852.228–71, Indemnification and Insurance.

[] 852.228–72, Assisting Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses in Obtaining Bonds.

[X] 852.232–72, Electronic Submission of Payment Requests.

[] 852.233–70, Protest Content/Alternative Dispute Resolution.

[] 852.233–71, Alternate Protest Procedure.

[] 852.237–70, Indemnification and Medical Liability Insurance.

[] 852.246–71, Rejected Goods.

[] 852.246–72, Frozen Processed Foods.

[] 852.246–73, Noncompliance with Packaging, Packing, and/or Marking Requirements.

[] 852.270–1, Representatives of Contracting Officers.

[] 852.271–72, Time Spent by Counselee in Counseling Process.

[] 852.271–73, Use and Publication of Counseling Results.

[] 852.271–74, Inspection.

[] 852.271–75, Extension of Contract Period.

[] 852.273–70, Late Offers.

[] 852.273–71, Alternative Negotiation Techniques.

[] 852.273–72, Alternative Evaluation.

[] 852.273–73, Evaluation—Health-Care Resources.

[] 852.273–74, Award without Exchanges.

(b) All requests for quotations, solicitations, and contracts for commercial item services to be provided to beneficiaries must include the following clause:

[] 852.237–74, Nondiscrimination in Service Delivery.

(End of Clause) C.6 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled veteran owned small business concern or SDVOSB”:

(1) Means a small business concern:

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is so listed in the Vendor Information Pages (VIP) database (https://www.vip.vetbiz.va.gov); and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406 and 125.6, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB. The nonmanufacturer rule and the limitations on subcontracting apply to all SDVOSB and VOSB set-asides and sole source contracts.

(2) “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(b) General.

(1) Offers are solicited only from eligible service-disabled veteran-owned small business concerns. Only VIP-listed service-disabled veteran-owned small business concerns (SDVOSBs) may submit offers in response to this solicitation. Offers received from concerns that are not VIP-listed service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed service-disabled veteran-owned small business concern that meets the size standard for the applicable NAICS code.

(c) Representation. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible. Therefore, any reference in 13 CFR part 121 and 125 to a service disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB and only such concern(s) qualify as similarly situated. The offeror must also be eligible at the time of award.

(d) Agreement. Agreement. When awarded a contract (see FAR 2.101, Definitions), including orders under multiple-award contracts, or a subcontract, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR part 121.406 and 125.6, provided that for purposes of the limitations on subcontracting, only VIP-listed SDVOSBs shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An independent contractor shall be considered a subcontractor. An otherwise eligible firm further agrees to the following:

(1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(2) Supplies or products.

(i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(ii) In the case of a contract for supplies from a nonmanufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) is granted.

(3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(4) Special trade contractors. In the case of a contract for special trade contractors, it will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. Any work that a VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, cost of materials is excluded and not considered to be subcontracted. For mixed contracts and additional limitations, refer to 13 CFR 125.6.

(e) Joint ventures. A joint venture may be considered an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any reference therein to service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to mean a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(f) Precedence. For any inconsistencies between the requirements of the SBA program for service-disabled veteran-owned small business concerns and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program requirements have precedence.

(End of Clause) C.7 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE (JUL 2018) (DEVIATION)

(a) This solicitation includes VAAR 852.219-10.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of clause) (End of Addendum to 52.212-4) C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2020)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204–23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115–91).

(3) 52.204–25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2020) (Section 889(a)(1)(A) of Pub. L. 115–232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct…