S02 UPS RFQ FOR 36C24821Q0736 .docx

DOCX document 203 KB Posted Apr 30, 2021

Attached to: J061--FY21: UPS Preventative Maintenance and Repair
Solicitation number: 36C24821Q0736
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8

About this file

Written by GovTribe AI · Dec 27, 2023

This document is a request for quotes (RFQ) for uninterrupted power supply (UPS) preventative maintenance and repair services issued by the Department of Veterans Affairs James A. Haley Veterans Hospital in Tampa, Florida. The RFQ number is 36C24821Q0736 and will be posted within five hours as a total set-aside for service-disabled veteran-owned small businesses. Interested parties must submit the attached limitation of subcontracting certification with their signed quote to be considered responsive. The RFQ seeks semi-annual preventative maintenance inspections for ten UPS units from various manufacturers located across the hospital campus. Quotes are due by May 12, 2021 and the contract period will be for one base year with four optional one-year extensions. The Department of Veterans Affairs Network Contracting Office 8 will administer the contract.

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File	Type	Posted
36C24821Q0736 0003_1.docx	DOCX document	May 13, 2021
36C24821Q0736 0002_1.docx	DOCX document	May 11, 2021
36C24821Q0736 0001_1.docx	DOCX document	Apr 30, 2021
LOS certification.doc	DOC document	Apr 30, 2021
36C24821Q0736.docx	DOCX document	Apr 29, 2021

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36C24821Q0736

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24821Q0736 04-30-2021

DAPHNE STEWART

813-631-2823 05-11-2021

1200 PM

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

811219 $16.5 Million

NET 30

N/A

Department of Veterans Affairs James A. Haley Veterans Hospital (90C) 13000 Bruce B. Downs Blvd

Tampa FL 33612 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Tampa FL 33637

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Quoters are to e-mail complete quotes to Daphne Stewart via email Daphne.Stewart@va.gov no later than 5:00 PM eastern stand time May 12th, 2021.

Highly encouraged site visit will be conducted prior to quote Submission. The site visit will be conducted on May 5th and 6th at 9 am. Meeting location will be in the entrance of the SCI building.

To comply with social distancing guideline due to COVID, each site visit will be conducted with one representative from each Company with a minimum of 5 Companies per site visit date.

All precautionary COVID-19 measure will be in full effect.

Vendors will be required to wear a mask and Temperatures will be checked prior to entering the building.

All Vendors must send site visit request via e-mail to Daphne.Stewart@va.gov or and Clarelle.Sylvain@va.gov A confirmation e-mail will follow.

See CONTINUATION Page

Daphne Stewart Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS	3
B.1 CONTRACT ADMINISTRATION DATA	3
B.2 PRICE/COST SCHEDULE	4
ITEM INFORMATION	4
B.3 PEFORMANCE WORK STATEMENT	14
C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)	30
C.2 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS	36
C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)	36
C.4 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)	36
C.5 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)	37
C.6 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)	37
C.7 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018)	38
C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)	38
C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)	40
C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2019)	43
C.11 52.216-24 LIMITATION OF GOVERNMENT LIABILITY (APR 1984)	51
C.12 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)	51
C.13 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)	51
C14. WAGE DETERMINATION	52
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS	52

See attached document: LOS certification ………….………………………52

SECTION E - SOLICITATION PROVISIONS	53
E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)	53
E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)	57
E.3 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)	57
E.4 FAR 13.106-2 -- EVALUATION OF QUOTATIONS OR OFFERS:	60
E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)	60

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:

(E): DAPHNE.STEWART@VA.GOV

Network Contracting Office 8 (NCO8) Department of Veterans Affairs 8875 Hidden River Pkwy Tampa FL 33637

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	[X] Upon completion
c. Other	[]

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

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971

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

AMENDMENT NO

DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Active Power - Clean Source Type: DC Flywheel Model Number: CS2 Serial Number: N/A Equip. Entry Number: N/A Location: Basement Bldg. 1, Room BB-015 Contract Period: Base POP Begin: 06-16-2021 POP End: 06-15-2022

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Exide/Power ware Type: Static UPS Model Number: 80 Serial Number: EV423ZBA04 Equip. Entry Number: 48693 Location: Basement Bldg. 1, Room BB-015

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Staco Type: Static UPS, 125 KVA Model Number: FLU-125-00 Serial Number: MR41A P53954 008 Equip. Entry Number: N/A Location: Basement Bldg. 1

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Active Power Type: Static UPS Model Number: Series 150 UPS 100 Serial Numbers: MICL02969 Equip. Entry Number: 48694 Location: Bldg. 39, Room A-110

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Powerware + Plus Type: Static UPS Model Number: 36124 Serial Number: ET214A00212 Equip. Entry Number: 41923 Location: Tunnel to Bldg. 30, NHCU

2.00

__________________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Argus Type: Static UPS Model Number: 025-484-20 Serial Number: 43674-01-001 RO Number: 101535 Equip. Entry Number: N/A Location: Tunnel to Bldg. 30, NHCU

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: APC Type: Static UPS Model Number: SUVTPF15KB4F Serial Number: PS0809141797 Equip. Entry Number: 75090 Location: Emergency Dept Bldg.1, Room GE-005

2.00

__________________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Liebert Type: Static UPS Model Number: NPOWER Serial Number: M12L3R0002 Equipment Entry Number: N/A Location: Basement Bldg. 1

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Crucial Power Products Type: Static UPS Model Number: WR050H09LHT3-VA Serial Number: WR1140 Equip. Entry Number: N/A Location: Parking Garage

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Eaton Type: Static UPS Model Number: N9E Serial Number: BG241LXX08 Equipment Entry Number: N/A Location: Parking Garage

2.00

_______________

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Exide/Powerware Type: Static UPS Model Number: 80 Serial Number: EV423ZBA04 Equip. Entry Number: 48693 Location: Basement Bldg. 1, Room BB-015

2.00

_______________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Exide/Powerware Type: Static UPS Model Number: 80 Serial Number: EV423ZBA04 Equip. Entry Number: 48693 Location: Basement Bldg. 1, Room BB-015

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

_______________

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Active Power - Clean Source Type: DC Flywheel Model Number: CS2 Serial Number: N/A Equip. Entry Number: N/A Location: Basement Bldg. 1, Contract Period: Option 3 POP Begin: 06-16-2024 POP End: 06-15-2025

2.00

_______________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Exide/Powerware Type: Static UPS Model Number: 80 Serial Number: EV423ZBA04 Equip. Entry Number: 48693 Location: Basement Bldg. 1, Room BB-015

2.00

__________________

2.00

_______________

2.00

_______________

2.00

_______________

2.00

_______________

2.00

_______________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

Uninterrupted Power Supply comprehensive scheduled PM inspections to be performed semi-annually. Manufacturer: Exide/Powerware Type: Static UPS Model Number: 80 Serial Number: EV423ZBA04 Equip. Entry Number: 48693 Location: Basement Bldg. 1, Room BB-015

2.00

_______________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

__________________

2.00

_______________

2.00

_______________

2.00

_______________

Contract Period: Option 4

GRAND TOTAL

_______________

B.3 PEFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

James A. Haley Veterans Hospital

Uninterruptible Power Supply Systems Preventative Maintenance

I. INTRODUCTION:

The James A. Haley Veterans Hospital (JAHVH) has a requirement to ensure/maintain an Uninterrupted Power Supply (UPS) to our mission critical facilities. The Contractor shall furnish all labor, parts, travel, and equipment to provide preventative maintenance services for 10 identified Uninterruptible Power Supply (UPS) Systems located at the following locations covered in this Performance Work Statement (PWS):

LIST OF UPS EQUIPMENT LOCATED IN JAHVH HOSPITAL

1.	Manufacturer: Active Power - Clean Source	2. Manufacturer: Exide/Powerware
Type: DC Flywheel				Type: Static UPS
Model Number:	CS2				Model Number: 80
Serial Number: N/A				Serial Number: EV423ZBA04
Equip. Entry Number: N/A			Equip. Entry Number: 48693
Location: Basement Bldg. 1, Room BB-015	Location: Basement Bldg. 1, Room BB-015

3. Manufacturer: Staco		4. Manufacturer: Active Power
Type: Static UPS, 125 KVA		Type: Static UPS
Model Number: FLU-125-00		Model Number: Series 150 UPS 100
Serial Number: MR41A P53954 008	Serial Numbers: MICL02969
Equip. Entry Number: N/A		Equip. Entry Number: 48694
Location: Basement Bldg. 1		Location: Bldg. 39, Room A-110

5.	Manufacturer: Powerware + Plus		6. Manufacturer: Argus
Type: Static UPS				Type: Static UPS
Model Number:	36124			Model Number: 025-484-20
Serial Number: ET214A00212		Serial Number: 43674-01-001
Serial Number: ET214R00212	RO Number: 101535
Equip. Entry Number: 41923			Equip. Entry Number: N/A
Location: Tunnel to Bldg. 30, NHCU		Location: Tunnel to Bldg. 30, NHCU

7.	Manufacturer: APC		8. Manufacturer: Liebert
Type: Static UPS		Type: Static UPS
Model Number: SUVTPF15KB4F	Model Number: NPOWER

Serial Number: PS0809141797 Serial Number: M12L3R0002 Equip. Entry Number: 75090 Equipment Entry Number: N/A Location: Emergency Dept Bldg.1, Room GE-005. Location: Basement Bldg. 1

9. Manufacturer: Crucial Power Products 10. Manufacturer: Eaton Type: Static UPS Type: Static UPS Model Number: WR050H09LHT3-VA Model Number: N9E Serial Number: WR1140 Serial Number: BG241LXX08 Equip. Entry Number: N/A Equipment Entry Number: N/A Location: Parking Garage Location: Parking Garage

The requirements above are hereafter referenced as “Maintenance”. The Contractor shall perform to the standards in this contract. This Performance Work Statement (PWS) requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the JAHVH to the Contracting Officer and/or the COR within 10 days after contract award. Contractor shall make revisions to this documentation whenever service personnel are assigned or re-assigned to the JAHVH. The Contracting Officer or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing JAHVH equipment. The contractor will not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply.

Definitions/Acronyms/Abbreviations:

a) Central Utility Plant (CEP) - Maintains the VA utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

b) Center for Devices and Radiological Health (CDRH)

c) Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

d) Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

e) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

f) FSE – Field service engineer

g) Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract.

h) NICET – National Institute for Certification in Engineering Technology

i) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

j) Out-Patient Clinic (OPC) - the part of our VA hospital system designed for the treatment of veteran’s outpatients with health problems who visit the VA for diagnosis or treatment out in their local community.

k) Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

l) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

m) Performance Work Statement (PWS) - is a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.

n) Weekends, Holidays, Evenings and Nights Hours – WHEN

o) JAMES A. HALEY Veterans Hospital - (JAHVH)

References:

a) NFPA 70, National Electric Code

b) NFPA 70B, Chapter 28 Uninterruptible Power Supply (UPS) Systems

c) NFPA 70E, Standard for Electrical Safety in the Workplace

d) NFPA 99, Health Care Facilities Code, Latest Edition

e) NFPA 101, Life Safety Code, Latest Edition

f) NFPA 110, Standard for Emergency and Standby Power Systems, Latest Edition.

g) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

h) OSHA Standard 29 CFR Part 1910, Subparts: I, J, R, & S.

i) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart K - Electrical

j) Inter-National Electrical Testing Association (NETA) – Maintenance & Testing Specifications

k) Operating/Maintenance manuals and specifications of all components of identified UPS systems. The JAHVH will not provide service manuals or service diagnostic software to the contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

II. SCOPE

Contractor shall coordinate Semi-Annual inspections/Preventative Maintenance (PM) with the COR at locations listed above. Contractor shall be required to sign in with the COR after contract award, before beginning a service call, emergency service, etc. When the COR is not available and during WHEN hours, the Contractor shall sign in/out at the Central Energy Plant bldg. 39 (813-972-7129). Upon completion of preventive maintenance (PM) inspection the Contractor shall leave a copy of the service report with the using service, and submit to the same location as designated above a service report annotating what service, calibration, etc., were performed and whether preventive maintenance was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, the nature of the problem, the nomenclature of the item replaced (serial number & VA inventory number), and the room number where equipment is located. The service designee and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving. NOTE: Failure to furnish a service report or obtain a signed copy of the service report could result in delay of payment or non-payment. The COR or alternate COR in the using service has the authority to approve/request a service call from the contractor.

Preventive maintenance (PM):

a) The contract shall include two (2) comprehensive scheduled PM inspections to be performed semi-annually. A mutually agreeable time for inspections will be scheduled through the COR.

b) The contractor shall perform PM service to ensure that equipment listed in schedule functions in conformance with the latest published editions of NFPA, OSHA, CDRH. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM procedures will be submitted to the COR for approval prior to the initiation of this service contract.

c) PM Services shall include but not be limited to the following:

· Each manufacturer’s specifically recommended PM checks to be performed on their type of equipment. (see above listed equipment in section of this PWS)

· Cleaning of equipment

· Reviewing operating system diagnostics to ensure the system is operating according to manufacturer’s specifications

· Calibrating and lubricating the equipment

· Testing and replacing faulty batteries, durable parts, and parts which are likely to become faulty, fail, or become worn.

· Measuring, adjusting, and calibrating as necessary for optimal performance

· Returning the equipment to full and proper operating condition

· Providing documentation of service performed

d) The contractor shall furnish/replace all parts, equipment, and materials to meet identified Original Equipment Manufacturer (OEM) PM specifications. All materials shall be provided as part of this contract at the vendor’s cost. The contractor shall have ready access to all replacement parts. The contractor shall maintain enough stock of all parts needed for maintenance of the equipment or be able to secure needed parts within three (3) calendar days. The contract does not cover operating supplies that are consumed during normal operation of the covered equipment. The contractor shall use new parts only. If and when requested, the contractor shall provide the JAHVH with a letter from the manufacturer of the equipment specifying that all parts for the equipment will be sold to the contractor. All replacement parts provided under this contract shall be warranted for a period of one (1) year for replacement of same including all applicable costs, e.g., travel, labor, etc. If published or issued by the equipment manufacturer, field service software/hardware updates/upgrades will be provided at no additional cost (to include parts and labor) during the contract period.

e) Electrical safety inspections will be completed at the time of the PM and results will be documented and provided to the COR. Assemblies such as batteries which will be replaced as needed due to load test and analysis which would indicate that useful life has been exceeded, and or the entire UPS unit in the event of a catastrophic failure which renders the entire unit as unserviceable, (Unless the failure is caused by vendor’s actions). Contractor shall provide a quote for all deficiencies not covered by Preventative Maintenance.

f) The Contractor shall notify the COR in writing (report form) any uncorrected deficiencies. Contractor shall provide a quote for all deficiencies not covered by PM. Written notification shall include the type of deficiency noted, dated, and initialed. Contractor shall immediately notify the COR of any deficiencies, which are a hazard. It shall be the responsibility of the James A Haley VA to take the necessary actions to initiate any Interim Life Safety Measures (ILSM).

*Where assembly is only available, or sold as a complete assembly such as circuit boards, etc.

Unscheduled and Emergency Service:

g) All PM will be performed during the normal VA business hours (7:00 - 16:30) Monday through Friday, except Federal holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the CO/COR or designee prior to the initiation of overtime work.

h) A technical maintenance representative shall respond by telephone to the VA within one (1) hour of the original service call. The contractor shall arrive on-site for maintenance within two (2) business hours from the original service call. The equipment and all sub-systems shall be restored to fully operational status within twenty-four (24) business hours (three days) of the original call. All on site visits will be authorized by the COR only.

CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Kickoff meeting or advised the contractor that a kickoff meeting is waived.

PERIOD OF PERFORMANCE

This shall be a firm-fixed price contract. Period of performance will be from the date of award through twelve (12) months, with four (4) - option year periods. Option year periods will be date of award through one year. All options are exercised at the discretion of the government.

CHANGES TO THE PERFORMANCE WORK STATEMENT (PWS)

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder with all other products of the project. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

PERFORMANCE REQUIREMENTS:

1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service. Contractor shall have the following responsibilities:

a) Provide licensed and trained personnel to perform the project in the State of Florida.

b) Provide all supervision, labor and materials to complete all requirements described in this PWS.

c) Contractor shall obtain all necessary licenses and permits required to perform this work required by this PWS, with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour Construction Outreach Training or General Industry Outreach Training.

d) Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract.

e) Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

f) Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat and orderly condition.

g) Contractors shall have technical training and evident track records of working experience in Maintenance and Testing of UPS and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years.

h) Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, (Subpart I), and NFPA 70E. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

i) Contractors shall Arrange and pay for all proper disposal of waste and debris.

j) Contractors shall maintain project schedule agreed upon in the purchase order documents.

k) Contractors shall Provide all OSHA site safety for each employee during work.

l) Contractors shall ensure employees shall have background checks completed.

2. Contractor’s Minimum Requirement

a) The contractor shall provide a dedicated Account Manager to supervise all delivery of services per scope.

b) The contractor shall always be escorted by a VA employee when conducting maintenance at all facilities.

DELIVERABLES

The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the PWS.

Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection.

TESTING SPECIFICATIONS

All Preventative Maintenance (PM), testing, inspections, and calibrations of the UPS and its associated components shall be in accordance with applicable industry standards and manufacturers recommendations. The initial PM schedule shall be submitted to the COR no later than 7 calendar days after award. The PM schedule shall be submitted to the COR sixty (60) days prior to the start of the next inspection.

PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection and monthly monitoring. At the end of each option year, A Contractor Performance Assessment Reporting System (CPARS) will be sent to the contractor. The contractor has the right to either agree or respond. This reporting applies to this contract. https://www.cpars.gov/, https://www.acquisition.gov/.

III. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

PURPOSE: This QASP is a Government developed document used to ensure that the Government receives quality services and pays only for services actually provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

SCOPE: The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to assure timely, effective services are provided IAW the contract order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

ROLES AND RESPONSIBILITIES:

Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contact are final.

Contracting Officer's Representative (COR) — An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority' rests solely with the CO. The COR’s primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the COR will report the unacceptable performance to the COR. The COR is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

METHOD OF SURVEILLANCE: Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback.

Periodic Assessment of Services — For services that occur over a number of months, the COR will evaluate Contractor performance on a quarterly basis and upon completion of services. Generally, the Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

Customer Feedback — Customer feedback is typically obtained via telephone or email. Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint; if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.

SURVEILLANCE PROCEDURES:

The COR will evaluate the Contractor's performance quarterly against Performance Standards established in the contract/order. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be evaluation, /validation of contractor supplied performance data, as well as analysis of Customer feedback, for performance trends and to ensure valid customer concerns are resolved timely.

If at any time the COR receives indicators (e.g. Valid customer complaints or notes Performance Standards are not being met) that the Contractor's performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with Quarterly Evaluations. If the issue is recurring and systemic in nature, the COR will perform more frequent evaluations.

The COR will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

The COR will re-examine services that are found deficient. Failure to complete corrective actions will be reported immediately to the CO for further action. Upon satisfactory completion of the work, the COR will accept the services provided and authorize payment, by approving the Contractor's invoice in Wide Area Workflow.

SURVEILLANCE STANDARD:

The Performance Standard set forth in the PWS and Line items is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the Government is relying on the Contractor's assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case, shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.

QUALITY ASSURANCE SURVEILLANCE FILE: The COR file should contain:

a) Copy of the COR appointment letter from the CO, any changes to that letter and any termination letters

b) Training Certifications for COR

c) Copy of the contract and all contract modifications

d) Copy of the applicable Quality Assurance Surveillance Plan (QASP)

e) Copy of the contractor's Quality Control Plan (QCP)

f) All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

g) Names, position titles and contact information of all key personnel assigned to this contract both Government and Contractor

h) Surveillance schedules

i) Surveillance Checklists

j) Records of all inspections performed and the results

k) Customer Feedback

l) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

m) Documentation pertaining to acceptance of services, reports or data

RECORDS: All records will be retained for 5 years. The COR will forward these records to the CO upon completion of the contract/order.

CHANGES: The QASP is a living document and, as such, may be changed as needed. However, the CO must approve changes. The COR will submit recommended changes to the CO for approval.

Factor

Task

Performance Indicator

Performance Measures

Acceptable Quality Level AQL

Incentive( Positive and or negative)(Impact on contractor payments

Scheduled Maintenance

Schedules shall meet exceed all time limits

Initial schedule, to the COR NLT 7 calendar days after award. Subsequent PM submitted to the COR sixty (60) days prior to the start of the next inspection.

100% per occurrence

Positive: Acceptable rating Contactor Performance Assessment Reporting System.

Negative: May result in adverse in Contactor Performance immediately, May result in adverse CPARS rating.

Performance of maintenance

Authorized personnel performing the maintenance

Random inspection of License/Certification.

100% per occurrence

Positive: Acceptable rating Contactor Performance Assessment Reporting System Negative: Provide certified personnel to perform services 10% of service not accomplished May deduct up to properly.

Performance of maintenance

Maintenance is timely and performed per the scheduled requirements.

Contractors are timely and present for preventative actions.

100%

Positive: Acceptable rating Contactor Performance Assessment Reporting System.

Negative: Provide certified of personnel to perform services immediately may result in adverse CPARS rating.: may deduct up to 10% of service does not accomplish properly.

Reports

Contractors submits the field report the day of preventative maintenance.

100%

Positive: Acceptable rating Contactor Performance Assessment Reporting System.

Negative: Provide certified of personnel to perform services immediately may result in adverse CPARS rating.: may deduct up to 25% of service does not accomplish properly.

PERIOD OF PERFORMANCE

Contractor shall follow the schedule of specific dates for the Maintenance of the UPS in the above-mentioned buildings. Schedule must be submitted seven (7) calendar days after contract award notification and prior to performing contract work.

Contractor must provide an annual schedule each calendar year and contact the appropriate COR at least fourteen (14) calendar days in advance of performing maintenance.

For scheduling purposes, the performance of inspection will be required in each campus listed below. The semi-annual testing period will include 100% testing of all equipment which will be listed on the report. Any inspections that are performed out of stated cycle shall conform to the existing cycle stated below (semi-annual inspection) at no cost to the government.

PERFORMANCE HOURS

Normal workdays are Monday through Friday, First Shift: 7:00am to 3:30pm /Second Shift: 3:00pm to 11:30pm to include weekends and Federal Holidays. Contractor shall perform all work during first & second shifts to include weekends when possible, but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the…

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File details come from the government source that posted it. Updated Apr 30, 2021.