RFQ- 3624823Q0466.pdf

RFQ #: 36C24823Q0466

PROJECT TITLE: Split System and Walk-in PM Service Contract

WEST PALM BEACH VA MEDICAL CENTER (WPBVAMC)

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) 36C24823Q0466.

Submit written quotes in accordance with Addendum to FAR 52.212-1, Instruction to Offerors. Oral quotes will not be accepted. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC-2023-01/ 12-1-2022. North American Industrial Classification Standard (NAICS) 238220, Plumbing, Heating, and Air Conditioning Contractors, with a Size Standard of $19 Million. Please use Service Contract Act WD# 2015-4543 Revision #23 12/27/2022.

West Palm Beach VA Medical Center intends to award a single Firm Fixed Price (FFP) contract for Split System and Walk-in PM Service Contract. Project timing and hours are only estimates and subject to change due to changes in VA and WPBVAMC priorities.

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 quoter must be Verified in the Vendor Information Pages (VIP) (https://www.vip.vetbiz.gov) and be registered with the System for Award Management (SAM) at the time of the close of the RFQ and at the time of award.

1. Quote shall be valid 90 days from the close of this solicitation.

2. Questions are due No Later Than Friday April 7, 2023, 2023 at 4:00 PM ET. Only email questions will be excepted. Email questions to Contracting Officer Scott Frankel Scott.Frankel@va.gov.

3. Quotes are due no later than Friday April 14, 2023 at 4:00 PM ET. Quotes will only be accepted in Microsoft Word or .pdf format by email to: Contracting Officer Scott Frankel Scott.Frankel@va.gov. Please insert RFQ# in subject line and Business Size/ Socio- Economic Category.

https://www.vip.vetbiz.gov/ https://www.vip.vetbiz.gov/

RFQ #: 36C24823Q0466

PROJECT TITLE: Split System and Walk-in PM Service Contract

WEST PALM BEACH VA MEDICAL CENTER (WPBVAMC)

Table of Contents

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.4 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED

SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.5 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018) (DEVIATION)

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 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.212-2 EVALUATION OF QUOTES

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: (Company Name) (Address) (City-State-Zip)

POINT OF CONTACT:

PHONE NUMBER:

E-MAIL ADDRESS:

UEI #:

TAX ID (TIN) #:

FSS #:

a. GOVERNMENT: Scott Frankel, Contracting Officer

(E): Scott. Frankel@va.gov Network Contracting Office 8 (NCO 8) West Palm Beach– Services Team

7305 North Military Trail Palm Beach Gardens, FL 33410 b.

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 (OCT 2018)

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 mailto:VA.Registration@tungsten-network.com mailto:VA.Registration@tungsten-network.com mailto:ration@tungsten-network.com

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:

AMENDMENT NO DATE

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

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

13.00 EA _______________

Base Year PM Mech Labor (Based on 13 walk-ins) Contract Period: Base POP Begin: 05-01-2023 POP End: 04-30-2024

Base Year PM Super Labor (Based on 13 walk-ins) Contract Period: Base

11.00 EA _______________

Base Year PM Mech Labor (Based on 11 BARD) Contract Period: Base mailto:VA.Registration@ob10.com mailto:vafsccshd@va.gov

9.00 EA _______________

Base Year PM Mech Labor (Based on 9 Split System) Contract Period: Base

1.00 EA _______________

Base Year PM Mech Labor (Based on 1 Aaon unit) Contract Period: Base

Base Year Contractor Travel Contract Period: Base

Base Year Sanitizer Contract Period: Base

Base Year Total

Option Year 1 PM Mech Labor (Based on 13 walk-ins)

Contract Period: Option 1 POP Begin: 05-01-2024 POP End: 04-30-2025

Option Year 1 PM Super Labor (Based on 13 walk-ins) Contract Period: Option 1

Option Year 1 PM Mech Labor (Based on 11 BARD) Contract Period: Option 1

Option Year 1 PM Mech Labor (Based on 9 Split System) Contract Period: Option 1

Option Year 1 PM Mech Labor (Based on 1 Aaon unit) Contract Period: Option 1

Option Year 1 Contractor Travel Contract Period: Option 1

Option Year 1 Sanitizer Contract Period: Option 1

Option Year 1 Total

Option Year 2 PM Mech Labor (Based on 13 walk-ins)

Contract Period: Option 2 POP Begin: 05-01-2025 POP End: 04-30-2026

Option Year 2 PM Mech Labor (Based on 11 BARD) Contract Period: Option 2

Option Year 2 PM Super Labor (Based on 13 walk-ins) Contract Period: Option 2

Option Year 2 PM Mech Labor (Based on 9 Split System) Contract Period: Option 2

Option Year 2 PM Mech Labor (Based on 1 Aaon unit) Contract Period: Option 2

Option Year 2 Contractor Travel Contract Period: Option 2

Option Year 2 Sanitizer Contract Period: Option 2

POP End: 04-01-2026

Option Year 2 Total

Option Year 3 PM Mech Labor (Based on 13 walk-ins)

Contract Period: Option 3 POP Begin: 05-01-2026 POP End: 04-01-2027

Option Year 3 PM Mech Labor (Based on 11 BARD) Contract Period: Option 3

POP End: 04-30-2027

Option Year 3 PM Super Labor (Based on 13 walk-ins) Contract Period: Option 3

Option Year 3 PM Mech Labor (Based on 9 Split System) Contract Period: Option 3

Option Year 3 PM Mech Labor (Based on 1 Aaon unit) Contract Period: Option 3

Option Year 3 Contractor Travel Contract Period: Option 3

Option Year 3 Sanitizer Contract Period: Option 3

Option Year 3 Total

Option Year 4 PM Mech Labor (Based on 13 walk-ins)

Contract Period: Option 4 POP Begin: 05-01-2027 POP End: 04-30-2028

Option Year 4 PM Mech Labor (Based on 11 BARD) Contract Period: Option 4

Option Year 4 PM Super Labor (Based on 13 walk-ins) Contract Period: Option 4

Option Year 4 PM Mech Labor (Based on 9 Split System) Contract Period: Option 4

Option Year 4 PM Mech Labor (Based on 1 Aaon unit) Contract Period: Option 4

Option Year 4 Contractor Travel Contract Period: Option 4

Option Year 4 Sanitizer Contract Period: Option 4

Option Year 4 Total

GRAND TOTAL _______________

B.3 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

13.00 05-01-2023 - 04-30-2024

13.00 05-01-2023 -

11.00 05-01-2023 -

9.00 05-01-2023 -

1.00 05-01-2023 -

13.00 05-01-2024 - 04-30-2025

13.00 05-01-2024 -

11.00 05-01-2024 -

9.00 05-01-2024 -

1.00 05-01-2024 -

13.00 05-01-2025 - 04-30-2026

11.00 05-01-2025 -

13.00 05-01-2025 -

9.00 05-01-2025 -

1.00 05-01-2025 -

13.00 05-01-2026 - 04-30-2027

11.00 05-01-2026 -

13.00 05-01-2026 -

9.00 05-01-2026 -

1.00 05-01-2026 -

13.00 05-01-2027 - 04-30-2028

11.00 05-01-2027 -

13.00 05-01-2027 -

9.00 05-01-2027 -

1.00 05-01-2027 -

B.4 PERFORMANCE WORK STATEMENT

West Palm Beach Veterans Affairs Medical Center 7305 N Military Trail, West Palm Beach, FL 33410

561-422-8262

PERFORMANCE WORK STATEMENT

STAND-ALONE HVAC/R SPLIT SYSTEMS & WALK-IN COOLERS /FREEZERS

QUARTERLY PREVENTATIVE MAINTENANCE

1.0 GENERAL INFORMATION

The Department of Veteran Affairs, West Palm Beach Veterans Health Care System West Palm Beach (VHAWPB), Florida is seeking Professional Services and Cost proposals to perform Quarterly Preventative Maintenance on various HVAC/R split system and refrigeration walk-in coolers/freezers in various buildings at facilities located within 7305 North Military Trail, West Palm Beach FL. 33410

1.1. GENERAL SCOPE

The Contractor shall provide all labor, materials, tools, equipment, testing, reports, travel, and supervision required for the preventive maintenance of air conditioner/stand-alone split system, associated air handling unit, walk-in coolers/freezers/evaporators and associated prospective condensers at the Medical Center.

1.2. COR AUTHORITY

In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

1.3. PERIOD OF PERFORMANCE

This contract shall commence on or around January 1, 2023, shall consist of one base year and four (4) one-year option periods. Contract periods are estimated as follows: Base year: January 1, 2023 – December 31, 2023; Option Period 1: January 1, 2024 – December 31, 2024; Option Period 2: January 1, 2025 – December 31, 2025: Option Period 3: January 1, 2026 – December 31, 2026: Option Period 4: January 1, 2027 – December 31, 2027:

2.0 LOCATION

The West Palm Beach Veterans Health Care System is located at 7305 North Military Trail, West Palm Beach Fl. 33410. The healthcare center campus is comprised of 988,178 sq ft. The facility at 7305 North Military Trail consists of twenty-one (21) buildings which house patient care spaces, administrative offices, storage areas, and multi-level parking structures.

3.0 UTILITY EQUIPMENT DESCRIPTION

3.1 The contractor shall perform preventative maintenance on the following utility equipment’s

3.1.1 American Standard condenser unit CU-1 EE48766 MOD:

2A7C3060A4000AA S/N9114VKM4F BLDG: 14

3.1.2 American Standard AHU-1 EE48767 MOD:2TEC3F60B1000AA S/N

9122N6JV BLDG: 14

3.1.3 American Standard condenser CU-2 EE70560 MOD:

4A7C3060D4000DA BLDG: 14

3.1.4 American Standard AHU-2 EE48769 MOD: 2TEC3F60B1000AA S/N

9122N6K2V BLDG: 14

3.1.5 American Standard condenser CU-1 EE48761 MOD:

4A7C3036A4000AA S/N 9055M8R3F BLDG: 13

3.1.6 American Standard AHU-1 EE48760 MOD: 4TEH3F36B1000AB S/N

9192SSG1V BLDG: 13

3.1.7 Building 13 three (3) BARDS units

3.1.8 Transportation building 11 one (1) BARD unit

3.1.9 Building 12 AHU-2 one (1) SVI O Tech/Goodman EE76385 MOD:

ASPT49C14AC

3.1.10 Building 12 AHU-1 EE 41661MOD: 2TEH3F42B1000AA

3.1.11 Building 12 Condenser 1 EE 41658 MOD: 2A7C3042A4000BA

3.1.12 Building 12 Condenser 2 EE41664 MOD: 4TTA4048

3.1.13 Building 12 Condenser 3 EE41662 MOD: 4TTA4048

3.1.14 Building 4 Fisher House AHU-3 EE 70462 MOD: FXM4X2400AT

3.1.15 Building 4 Fisher House Condenser-3 EE 70472 MOD:

N4A32AKC100

3.1.16 Building 4 Fisher House AHU-2 EE70463 MOD: FXM4X4800AL

3.1.17 Building 4 Fisher House Condenser 2 EE70473 MOD:

NXA648GKA100

3.1.18 Building 4 Fisher House AHU-4 EE70471 MOD: N4A32AKC100

3.1.19 Building 4 Fisher House Condenser 4 EE70472 MOD:

N4A32AKC100

3.1.20 Building 1 ECC Condenser MOD:4A7A6049J1000AA

S/N:17202WNX2F and associated AHU-1

3.1.21 Building 1 two (2) mini split systems in the PIV Camera Room BA-

261A Daiken one (1) Condenser MOD: RXTQ5OTAVJU S/N

FOO4253

3.1.22 SPS Decon Room BA-221, Trane Mitsubishi two (2) Condensers MOD: NTXMMX60A182AA and associated two (2) evaporators cassettes.

3.1.23 Cancer Center PET CT equipment room one (1) unit

3.1.24 Emergency Department entrance three (3) evaporators and one (1) condenser unit Daiken split system

3.1.25 Building 1 OIT Bay 3&4 Daikin’s two (2) condenser MOD:

RX18RMVJU8 and associated cassettes evaporators

3.1.26 Building 10 telecommunication room (TR) (one (1) DX split system

3.1.27 Building 10 Equipment Mechanic Shop two (2) Dx Split system

3.1.28 Building 10 one (1) BARD unit

3.1.29 Building 21 MRI elevator room one (1) DX split system Toshiba

Carrier MOD: RAS-17EAV-UL S/N 42400017

3.1.30 Building 22 Domiciliary: See below item 3.1.31 through 3.1.43

3.1.31 AC-1 Split 148 FTXS09LVJU

3.1.32 AC-2 Split 149 FTXS09LVJU

3.1.33 AC-3 Split 181 FTXS09LVJU

3.1.34 AC-4 Split 180 FTXS09LVJU

3.1.35 AC-5 Split 217B FTXS09LVJU

3.1.36 AC-6 Split 102 FTXS09LVJU

3.1.37 AC-7 Split 154 FTXS09LVJU

3.1.38 CU-1 Roof 3MXS24NMVJU

3.1.39 CU-2 Roof 3MXS24NMVJU

3.1.40 CU-3 Roof RSX09LVJU

3.1.41 CU-4 Roof RSX09LVJU

3.1.42 CU-5 Roof RSX09LVJU

3.1.43 CU-6 Roof RSX09LVJU

3.1.44 Building 7 three (3) BARD’S Unit EE 51187 MOD: W36H1DB09, EE

51188 MOD: W36H1DB09, EE51189 MOD: W36H1DB09

3.1.45 Building 11 EMS storage BARD unit

3.1.46 Building 1 Inpatient Pharmacy Aaon unit MOD: RN-025-3-A-EA19-

3.1.47 Morgue Cooler EE15240 MOD: DR3478W6H8C S/N AW771SH1

3.1.48 Blood Lab Cooler 4A-136 EE15100 MOD: DL3478W5H8c S/N

AW771SI1

3.1.49 Blood Lab Cooler 4A-201 EE15101 MOD: S/N AW771S71

3.1.50 Autopsy Cooler 4A-314 EE15240 MOD: DR3478W6H8C S/N

AW771SH1

3.1.51 Morgue Condenser BA-304A EE15239 Condenser MOD:

RLS300M44-G and Evaporator HARFORDDURACOOL S/N L934037011

3.1.52 Dietetic Cooler BB-239 EE 14855 MOD: None S/N None

3.1.53 Dietetic Cooler BB-243 MOD: None S/N None

3.1.54 Dietetic Cooler BB-257 EE 14858 MOD: Harford S/N None.

Evaporator EE 73198 MOD: TPLP426MAS1BR6

3.1.55 Dietetic Freezer BB-255 EE 14857 MOD: Harford S/N None

3.1.56 Dietetic Cooler BB-253 EE14859 MOD: Harford

3.1.57 Dietetic Cooler BB-249 EE 14856 MOD: Harford S/N None.

Evaporator EE 73200 MOD: TPLPZ14MAS1BR6

3.1.58 Canteen Cooler BC-241B EE15099 MOD: FL36160 S/N

L9365070071

3.1.59 Canteen Freezer BC-241A EE15097 MOD: AE2692B S/N

L9365070031

3.1.60 Building 15 Cancer Center Liebert Condenser EE51376 MOD:

PFH027A-PL7, Mitsubishi Condenser EE51373 MOD: PUY-

A18NHA

3.2 The Contractor shall be responsible for providing the following:

3.2.1 Assessment of all AHU’s and Condensers

3.2.1.1 The contractor shall be responsible for conducting an assessment and survey of the utility equipment in all assigned buildings at 7305 north military trail after contract is awarded.

3.2.1.2 Assessment shall be completed, and report submitted as to existing conditions. Subsequent task orders will be determined based on assessment completion and report.

3.2.2 Preventative Maintenance Procedures

3.2.2.1 Split System AHU/Condensers

3.2.2.1.1 Check entire condenser units for refrigerant leaks

and all electrical connections for tightness and proper refrigerant charge

3.2.2.1.2 Clean and check fan motor blades/cage

3.2.2.1.3 Check and clean evaporator drain pan; clean gaskets as required

3.2.2.1.4 Clean drain lines of slime and blow drain lines

down making sure lines are clear of slim build-up

3.2.2.1.5 Replace air filters

3.2.2.1.6 Submit reports of any defective parts/low

refrigerant charges during PM inspection to

COR/CO

3.2.2.1.7

3.2.2.2 Preventative Maintenance Walk-ins Evaporators/Condensers Procedures

3.2.2.2.1 Check entire condenser units for refrigerant leaks, refrigerant charge and all electrical connections for tightness and proper refrigerant charge

3.2.2.2.2 Clean and check fan motor blades/cage

3.2.2.2.3 Check and clean evaporator drain pan

3.2.2.2.4 Clean door gaskets as required

3.2.2.2.5 Clean drain lines of slime and blow drain lines

down making sure lines are clear of slim build-up

3.2.2.2.6 Check evaporators for leaks and clean

3.2.2.2.7 Submit reports of any defective parts/low

refrigerant charges during PM inspection to

COR/CO

3.2.2.2.8 Check water cooled condensers

3.2.2.2.9 Dietetic ‘s walk-ins have one (1) Trenton rack

system with seven (7) compressors and one (1) condenser coil. Clean condenser coils

3.2.2.2.10 Check compressors for leaks

3.2.2.2.11 Check compressors for refrigerant leaks and proper operations including cycling time

3.2.2.3 Electrical

3.2.2.3.1 Electrical service is, at a minimum, 120 VAC and

460 VAC.

3.2.2.3.2 All electrical work shall be in accordance with the latest electrical standards of Occupational Safety and Health Administration (OSHA); National Fire Protection Association's (NFPA); and the National Electrical Code (NEC).

3.2.2.4 Maintenance shall include:

3.2.3 Preventative Maintenance Quarterly Inspection/service

3.2.3.1 Inspections/service shall include at a minimum

3.2.3.1.1 Visual and physical inspection

3.2.3.1.2 Notation of deficiencies

3.2.3.1.3 Check refrigerant pressures

3.2.3.1.4 Inspect High and Low-Pressure Controls

3.2.3.1.5 Lubricate motors and blowers, if required

3.2.3.1.6 Clean and clear condensate drain pan and drain line.

3.2.3.1.7 Use Drain Solvent if needed

3.2.3.1.8 Check Fan Blower wheels and clean if necessary.

3.2.3.1.9 Check overall equipment, including Evaporator

Coil, compressor fan motor, etc.

3.2.3.1.10 Inspect electrical wiring and controls, including

Thermostat for proper calibration.

3.2.3.1.11 Replace air filters

3.2.3.1.12 Clean Aaon unit coils

3.2.4 If it is determined by the VA after PM task is completed contracted work is defective contractor will respond to Emergency Call Back to correct deficiency

4.0 PERFORMANCE REQUIREMENT

4.1 Provide clean and professional maintenance by LICENSE HVAC/Refrigeration.

4.2 AHU’s and Condensers Information

4.2.1 Provided above

4.2.2 Some name plate data are not legible. It is the contractor responsibility to verify specification for the equipment being service.

4.3 AHU/Condensers. Information has been provided concerning the units that have recently been installed. The contractor shall be fully capable of providing maintenance on equipment like those listed below (not an all-inclusive list):

4.3.1 Manufacturer:

4.3.1.1 Trane/Mitsubishi

4.3.1.2 Toshiba/Carrier

4.3.1.3 Daiken

4.3.1.4 Aaon

4.4 Maintenance contractor shall verify that the thermostats function correctly with all systems as required for a complete working system.

4.4.1 The thermostat interface control shall be compatible with unit operation.

4.5 The proper operation shall include equipment cycling on/off.

4.6 GOVERNMENT FURNISHED ITEMS. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

4.6.1 Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

4.6.2 Government Furnished Material. The Government will not provide air filters materials to the Contractor.

4.6.2.1 Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR.

The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

4.6.3 Utilities specified above will be furnished at no cost to the Contractor.

4.7 CONTRACTOR FUNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract.

4.8 WORK OUTSIDE REGULAR HOURS. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit application to the COR for approval.

4.9 MANAGEMENT. The Contractor shall manage the total work effort associated with the operations and maintenance and all other services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintain records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

4.9.1 Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established here

in. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within two

(2) hours of the inquiry during regular working hours, and within four (4) hours after regular working hours.

4.9.2 Work Schedule. The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

4.9.3 Records. Cumulative service records shall be kept for each utility equipment serviced. A separate record file shall be established and kept up to date for each equipment. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 7 calendar days prior to the start date of the contract.

4.9.3.1 The records shall cover the following work:

4.9.3.1.1 Preventative Maintenance Inspection and Service

(PMIS) work.

4.9.3.1.2 Inspection, Testing, and Certification work.

4.9.3.1.3 Equipment Surveyed;

4.9.3.1.4 Service work;

4.9.3.1.5 Certification of staff conducting work;

4.9.3.1.6 Quality control reporting;

4.9.3.1.7 Safety reporting;

4.9.3.1.8 Invoicing

4.9.3.2 The Contractor shall include the following data in the appropriate record within two working days from the completion of the associated work items:

4.9.3.2.1 The date(s) when the service(s) was scheduled, stated and completed.

4.9.3.2.2 Name of the individual(s) who performed the

services.

4.9.3.2.3 The nature and extent of all service work

performed, including: completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/test, and disposition of deficiencies found during inspection/test; and description of service work performed, including a brief description of material and parts needed (including costs and quantities), and hours of labor expended.

4.9.3.2.4 Any other information the Contractor chooses to

include in the records, at no additional cost to the Government.

4.9.3.3 All required records shall be made available to the

Government for examination and reproduction upon request, and the original records shall be submitted to the COR within five (5) calendar days of expirations of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

4.9.4 Work Completion Reports. The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract. These reports shall contain, as a minimum, the information described in items of subparagraphs of the aforementioned "Records" paragraph and as mentioned elsewhere in this PWS, and shall be signed and dated by the Contractor's Representative.

4.9.5 Staffing. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

4.10 PREVENTATIVE MAINTENANCE INSPECTION AND SERVICE. The

Contractor shall perform Preventative Maintenance Inspection and Service (PMIS) work on all equipment systems covered under this contract. work shall consist of maintaining these systems in a safe, reliable, and satisfactory operating condition. All work shall comply with EPA-608 except as modified herein. The contractor shall provide all necessary services, and complete all repair requirements identified during the performance of a PMIS as part of PMIS.

Excessive or repeated system breakdowns or deficiencies may be considered by the Government as an indication of unsatisfactory performance of PMIS by the contractor.

4.10.1 Scope. PMIS work includes periodic contractor operation, inspection, checks, adjustments, and maintenance of systems necessary to ensure that each system complied with applicable VA, local, ANSI, UL, and manufacturers' standards of safety, reliability and satisfactory operating condition. The intent of PMIS is to provide routine maintenance services that permit the early detection and correction of items that, if deficient or defective, would: (a) interfere with the normal effective operation of the operating systems; (b) endanger life and/or property; or (c) involve high costs or long lead time for repair. PMIS work shall include, but not necessarily be limited to: comprehensive operational inspection and adjustments to insure the satisfactory functioning of machinery and controls; confirmation of function of power switches, auto/close/open switches, enter switches, reduced opening switches; ensure operation of and initiate repairs of emergency break out functions; cleaning of all components other services as required to maintain all systems at a safe and acceptable operating condition.

4.10.2 Frequency. Inspections and adjustments of all utility equipment shall be conducted, minimally on a quarterly basis. A completed quarterly Compliance Inspection label, located at the bottom of the Safety Information label affixed to the door.

4.10.3 Contractor PMIS Schedule Submissions. The Contractor shall submit a details PMIS schedule to the COR for approval at least seven (7) calendar days prior to the start date of the contract. The schedule shall include, for each specific unit, the location (system number);

work to be performed (e.g. quarterly PMIS); and the week of the month that the PMIS will be performed. The Contractor shall schedule and perform PMIS on regular Government working days between the hours of 7:30AM and 4:00 PM. Once the Contractor's PMIS schedule is approved by the COR, PMIS shall be performed by the contractor without further authorization by the COR. The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Government verification of the work. If the Contractor finds it necessary to reschedule PMIS, a written request shall be made to the COR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without the prior written approval of the COR.

4.10.4 Check In Requirements. The Contractor's superintendent shall check in at a site designated by the COR prior to the commencement of work and at the completion of work each days that PMIS is to be performed, indicate the work, sites of work, and order of work that is schedule to be performed that day.

4.10.5 PMIS Records and Reports. See the "MANAGEMENT" clause of this Section for PMIS record keeping and work completion reporting requirements.

4.10.6 PMIS Work Quality Standards. The Contractor shall meet the following PMIS work quality standards:

4.10.7 PMIS Checklist work items satisfactorily accomplished; all internal and external components, parts, assemblies, and subassemblies forming a part of each system or necessarily for its safe operation are inspected, adjusted, lubricated as necessary to ensure system is functioning as designed. No unusual or objectionable machinery wear, noise or vibration.

4.10.7.1 All movable parts shall be properly lubricated. sufficient to maintain the best operating levels shall be furnished for all parts that are applicable.

4.10.7.2 General adjustments shall be made as necessary. The exterior of the machinery and any other parts of the equipment subject to rust shall be kept properly painted and presentable at all times. The motor windings shall be kept free of rust, dust and general aesthetic issues.

4.10.7.3 All electrical wiring and conductors extending from electrical junction box to the controllers.

4.10.7.4 Smooth door movement, with no unusual or objectionable noise or vibration.

4.10.7.5 Verify inside/outside approach activation sensors.

4.10.7.6 Check all glass, plastic, vision panels for all equipment for damage, cracks, dimples, warping, etc. All components shall be cleaned in accordance with the manufacturers’ recommendations.

4.10.7.7 All utility equipment are maintained and adjusted to operate at rated speeds and as per original equipment specifications.

4.10.7.8 All normal and emergency operating controls maintained and adjusted to be fully operational. Ensure that the system is appropriately integrated with ancillary systems.

4.10.7.9 All lights and indicator lamps are operational, including visual and audible alarms for the electronic locksets.

4.10.7.10 All safety systems and mechanisms maintained in safe, operational condition.

4.10.7.11 Systems are "shut down" and COR is notified when worn or damaged components are found that would compromise the safety of equipment usage.

4.11 SERVICE WORK. Excessive or repeated systems and equipment malfunctioning may be considered by the Government to be unsatisfactory performance of service work by the Contractor.

4.11.1 Service Call Reception. Authorized Government representatives will advise the Contractor by phone of all service call requests, received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below.

The contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays. A single local or toll free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) seconds by an individual fully familiar with the Contract's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed.

4.11.2 Service Call Classifications. Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply. All service calls shall be covered under this contract unless the required service is a result of abuse or misuse by the Government.

4.11.2.1 Emergency Service Calls. Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions.

Examples include electrical defect which could cause fire or shock, fire or smoke barrier impairment, etc. The Contractor shall provided a tehcnician at the site and on the job ready to service the door within two (2) hours of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall continuously work until the emergency situation is resolved. After resolving the emergency condition, any remaining work required to restore safe, continuous and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in the follow paragraph. Such follow up work shall be considered part of the original service call.

4.12 Quality Assurance and Service Work Quality Standards.

4.12.1 Maintenance Qualifications: Contractor authorized representative who is trained for installation and maintenance of units required for this contract.

4.12.2 standards:

4.12.2.1 ANSI A156.10.

4.12.2.2 NFPA 101.

4.12.3 The contractor shall provide a qualified-trained technician to perform service.

4.12.4 Safe job site during progress of work. Clean job site upon completion of work.

4.12.5 Unserviceable parts and components removed from Government property unless directed otherwise by the COR.

4.13 Excluded Work.

4.13.1 No exterior circuits fall within this Statement of Work.

4.13.2 The Contractor shall not be responsible for BAS interface maintenance. Work is restricted only to the maintenance of the HVAC equipment.

4.13.3 Maintenance on the physical systems themselves shall be included.

However, the contractor shall be responsible for conducting maintenance on all systems regardless of if there is evidence of equipment damage.

6.0 Hours of Operation.

6.1. All work shall be performed between the hours of 7:00 am – 3:30 pm Monday through Friday.

6.2. Work areas will be restored at the end of each workday.

6.3. At times, due to possible emergency situations, work may be stopped or delayed.

6.4. Emergency call back service hours shall be for emergency services outside of the normal working hours (Monday through Friday 3:30 pm to 7:00 am; Friday to Monday, 3:30 pm to 7:00 am, 24/7).

7.0 WRITTEN REPORT REQUIREMENT

7.1. Upon conclusion of performance the under this maintenance contract, the contractor shall provide a written report in excel or word format to the Government, which is intended for the owner (West Palm Beach VA Health Care System) to provide documentation or for recordkeeping. The report shall include the following:

7.1.1. Equipment Entry #

7.1.2. Logs of service

7.1.3. The name and signature of the contractors Maintenance Technician and date of maintenance.

7.1.4. Certification of post maintenance testing functions

7.1.5. Inspection logs

7.1.6. Maintenance logs

7.1.7.

8.0 GENERAL INFORMATION

8.1. Contractor Personnel.

8.1.1. Contractor Employees. Contractor personnel shall present a neat appearance and in uniform. The uniform shall have the prime Contractor’s name easily identifiable, affixed thereon in a permanent or semi-permanent manner such as a badge or monogram. Any color combination, as appropriate, may be used for the uniforms if they are distinct from that used by Facilities Management Service (VA Engineering).

8.1.1. The uniform shall have the prime Contractor’s name easily identifiable, affixed thereon in a permanent or semi-permanent manner such as a badge or monogram. Any color combination, as appropriate, may be used for the uniforms if they are distinct from that used by Facilities Management Service (VA Engineering).

8.1.2. These uniforms must be supplied and maintained by the Contractor at no cost to the Government. As part of their uniform, the Contractor’s employees shall conspicuously display the following identification:

8.1.3. Personnel Identification Verification (PIV) Badge issued by the Government.

8.1.4. Photo Identification Badge issued by the employee’s respective employer.

8.2. Key Personnel. All services covered by this contract will be performed by fully qualified and trained HVAC EPA-608 certified technicians. Supervisor shall possess the necessary skills and experience to perform the work as identified in this PWS.

8.3. The Contractor’s Staff will include, when required, door subcontractors specifically qualified and trained to perform the tasks identified in the PWS. All Contractor personnel will also be capable of reading and analyzing electrical wiring drawings. The Contractor will provide an onsite lead Supervisor person in their Key Personnel Staffing during the execution of all work or as directed by this SOW and monitored by the COR. All technician working on this equipment shall have at least five (5) years of experience conducting maintenance and/or inspection of HVAC equipment. At least five of those years must be while under the certified HVAC contractor. The contractor shall demonstrate full knowledge of HVAC equipment and systems by providing a synopsis of all types of HVAC systems worked on by the contractor and their technicians. Company experience servicing of HVAC equipment must exceed five (5) years. All information concerning key personnel shall be submitted by the contractor prior to contract award and as part of the evaluation process. The contractor must demonstrate a wide range of knowledge concerning HVAC equipment.

8.4. The Contractor shall provide a qualified and experienced Project Manager (PM) for this contract. The Project Manager shall have full authority to act for the Contractor and always serve to carry out all the provisions of the contract. The PM shall oversee and have overall responsibility for the work to be carried out under this contract.

8.5. The Contractor’s PM’s work hours shall coincide with the Medical Center’s business hours which are defined as 7:00 AM – 3:30 PM, Monday through Friday, with the exceptions of all holidays observed by the Government. The PM or approved responsible alternate authorized by the COR will be identified and available for receiving calls 24 hours a day, seven (7) days a week.

8.6. The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, PM and an alternate or equally responsible Supervisory person who when approved by the COR shall assume the PM’s duties when the primary project manager is absent. The key personnel list shall also identify the names of the certified Technician that will perform the Maintenance services of this SOW.

8.7. When Staffing changes are made the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require notice to the COR.

9.0 CONDUCT

9.1. The Contractor’s employees always while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly, and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor’s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work.

9.2. The contractor and its personnel shall review and agree to comply with the Government’s Information Security System (ISS), and network policy.

9.3. This is a non-smoking facility. This includes e-cigarettes.

9.4. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

9.5. Physical Security. The contractor shall safeguard all government property.

10.0 CONTRACTOR FURNISHED RESOURCES

The Contractor shall furnish all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to fulfill all the requirements and satisfactorily perform all services described in this SOW in a safe, orderly, timely, efficient, and workmanlike manner. The contractor shall provide any additional resources

10.1. PROPERTY AND PERSONNEL PROTECTION

10.1.1. The contractor shall use clean drop cloths or other suitable covering to fully protect furniture and equipment where work is being performed.

10.1.2. Proper protective signs such as “DANGER ENERGIZED CIRCUIT” Etc.

to alert other working personnel shall be used. All OSHA guidelines must be followed.

10.1.3. The contractor will leave all work areas in a clean and sanitary condition.

Extreme care must be taken to protect all V.A. equipment.

10.1.4. The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.

10.2. SUPERVISION

A thoroughly trained and experienced supervisor installer will perform all work under the strict supervision of the contractor. The supervisor must be able to read and understand blueprints.

10.3. SAFETY PRECAUTIONS

10.3.1. The Contractor shall comply with all applicable Federal, State, and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees.

10.3.2. Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property.

10.3.3 The Contractor shall perform the work in a manner consistent with industry standards and best practices.

10.3.4. No flammable liquids shall be stored or used in the medical center.

10.3.5 The Contractor shall receive from the COR a permit for all cutting, welding, and soldering 24 hours in advance. All permits shall be prominently displayed during all work.

10.3.6. All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads.

10.3.7. The Contractor shall comply with an Infection Control Risk Assessment (ICRA) which will be developed with the COTR and the Infection Control Practitioner.

Multiple ICRA’s may be necessary to address specific risks at various stages of the project and must be approved prior to proceeding on each phase.

10.3.8 Contractor shall also be responsible to work with Facilities Management

Service, Safety Department, and Infection Control standards to always meet patient care safety. Contractor shall always keep all tools and parts in a safe manner and under control. Contractor will meet all OSHA standards for Employee safety.

10.4. MATERIALS AND SUPPLIES

10.4.1. Materials and Supplies acquired directly from the manufacturer shall be reimbursed at the Contractor’s cost with no markup. There shall be no mark up for shipping and handling costs.

10.4.2. Invoices that include reimbursement for materials and supplies must include original invoices as back-up documentation for supplies and materials purchased for all supplies and materials related to remediation projects.

10.5. COMMUNICATION EQUIPMENT

10.5.1. All Contractor employees assigned to Medical Center shall have, always while on the jobsite, portable communication devices with full service to allow immediate two-way communication between the Contractor and/or Government representatives.

10.6 SERVICE VEHICLES

10.6.1. The Contractor shall provide at a minimum one (1) service vehicle which is equipped, licensed, and insured. The service vehicle may be on site while the Contractor’s employees are working at the Medical Center. The service vehicle is required to transport materials and supplies, contractor’s employees and tools to various equipment and storage locations at the Medical Center.

11.0 HAZARDOUS MATERIAL REPORTING

11.1. The Contractor shall maintain hazardous material inventories and safety data sheets (SDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR’s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project’s completion. The amounts used shall be maintained for the contract duration.

11.2. Hazardous Materials Inventories, Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval.

11.3. In the event of a spill, Contractor shall immediately notify the Contracting Officer’s Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761.

12.0 ENVIRONMENTAL PROTECTION

12.1. To provide for abatement and control of all environmentally hazardous materials arising Inspection activities, the Contractor shall comply with all applicable environmentally hazardous material control and abatement and all applicable as specifically required by state, local, federal, VHA and TJC.

12.2. The Contractor is responsible for daily cleanup of all areas affected by its work.

Areas in use or affected shall be returned to condition in which they were turned over or initially found. VA Housekeeping shall not be dispatched for cleaning associated with contractor work.

12.3. The Contractor shall take every precaution in preserving flooring, finishes, equipment, and furniture in areas of work. The Contractor shall repair or replace any damage incurred during its work at their expense.

12.4. Contractor shall use freight elevators for transmission of materials and personnel.

Contractor shall take every precaution in preserving the elevators, including the hoist way and lobby doors, interior finishes, and shall conduct all good practices in observing lifting and motor components tolerances. Any damage incurred to any elevator component due to negligence will be repaired at expense of the contractor, within the workday of incurred damage.

12.5 Sub-Contractor Work

12.1. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer.

12.2. If the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications, and experience of their proposed subcontractor(s).

12.3. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

13.0 Conflicts of Interest

13.1. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

13.0 PERFORMANCE REQUIREMENT SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

14.0 DELIVERABLES

14.1. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) - shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

14.2 Work Plan. A detailed plan of execution of the SOW and schedule.

14.2. LIST OF PERSONNEL REQUIRING SECURITY BADGING - The Contractor shall provide the COR with a list of employees who will be…