36C24824Q0470.docx

36C24824Q0470

GENERAL INFORMATION

Network Contracting Office 8 (NCO 8)

10,000 Bay Pines Blvd Bay Pines FL 33744

POINT OF CONTACT*

PLACE OF PERFORMANCE

C. W. Bill Young VA medical Center

Bldg. 13

10000 Bay Pines Blvd

Bay Pines Florida

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Quotes: 36C24824Q0470

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Laundry Equipment Maintenance

Combined Synopsis/Solicitation Notice

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24824Q0 -202 John Hamilton 727-685-9175 2- -202

3PM

EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 10,000 Bay Pines Blvd Bay Pines FL 33744 X X 811310 $12.5 Million N/A X

MCC: 90D

Department Of Veteran Affairs C.W. Bill Young VA Medical Center Bldg 10,000 Bay Pines Blvd.

Bay Pines FL 33744 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) C.W. Bill Young VA Medical Center 10000 Bay Pines Blvd.

Bay Pines FL 33744

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page See CONTINUATION Page x X David Hess Page 1 of Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

10,000 Bay Pines Blvd Bay Pines FL 33744

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

One (1) Full Time Laundry Facility Trained Service Technician: I. One (1) Factory Trained Service Technician and (1) Routine Maintenance Technician to the VA Textile Care Processing Facility for a period of eight (8) hours per day, five (5) days per week to perform all technical services, repairs, and routine maintenance on the laundry equipment listed in Appendix A, that located in the processing department, soil departments and mechanical room equipment located at the VA Bay Pines Laundry facility, 10,000 Bay Pines Blvd, Bldg. 13, Bay Pines, Florida 33744. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Routine Technician: Reference Line Item 1 for full details. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Service Technician: I. One (1) Factory Trained Service Technician and (1) Routine Maintenance Technician to the VA Textile Care Processing Facility for a period of eight (8) hours per day, five (5) days per week to perform all technical services, repairs, and routine maintenance on the laundry equipment listed in Appendix A, that located in the processing department, soil departments and mechanical room equipment located at the VA Bay Pines Laundry facility, 10,000 Bay Pines Blvd, Bldg. 13, Bay Pines, Florida 33744. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Routine Technician: Reference Line Item 1 for full details. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Service Technician: I. One (1) Factory Trained Service Technician and (1) Routine Maintenance Technician to the VA Textile Care Processing Facility for a period of eight (8) hours per day, five (5) days per week to perform all technical services, repairs, and routine maintenance on the laundry equipment listed in Appendix A, that located in the processing department, soil departments and mechanical room equipment located at the VA Bay Pines Laundry facility, 10,000 Bay Pines Blvd, Bldg. 13, Bay Pines, Florida 33744. All tasks to be completed in accordance with the Performance Work Statement.811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Routine Technician: Reference Line Item 1 for full details. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Service Technician: I. One (1) Factory Trained Service Technician and (1) Routine Maintenance Technician to the VA Textile Care Processing Facility for a period of eight (8) hours per day, five (5) days per week to perform all technical services, repairs, and routine maintenance on the laundry equipment listed in Appendix A, that located in the processing department, soil departments and mechanical room equipment located at the VA Bay Pines Laundry facility, 10,000 Bay Pines Blvd, Bldg. 13, Bay Pines, Florida 33744. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Routine Technician: Reference Line Item 1 for full details. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Service Technician: I. One (1) Factory Trained Service Technician and (1) Routine Maintenance Technician to the VA Textile Care Processing Facility for a period of eight (8) hours per day, five (5) days per week to perform all technical services, repairs, and routine maintenance on the laundry equipment listed in Appendix A, that located in the processing department, soil departments and mechanical room equipment located at the VA Bay Pines Laundry facility, 10,000 Bay Pines Blvd, Bldg. 13, Bay Pines, Florida 33744. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

One (1) Full Time Laundry Facility Trained Routine Technician: Reference Line Item 1 for full details. All tasks to be completed in accordance with the Performance Work Statement.

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment Manufacturing (Except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J069 - Maintenance, Repair, and Rebuilding of Equipment - Training Aids and Devices

B.3 DELIVERY SCHEDULE

Bldg. 13 10000 Bay Pines Blvd Bay Pines, FL 33744

USA

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727-398-6661, Ext. 15209 jerry.dunmore@va.gov

12.00

Bldg. 13 10000 Bay Pines Blvd Bay Pines, FL 33744

12.00

12.00

Bldg. 13 10000 Bay Pines Blvd Bay Pines, FL 33744

12.00

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Bldg. 13 10000 Bay Pines Blvd Bay Pines, FL 33744

12.00

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Bldg. 13 10000 Bay Pines Blvd Bay Pines, FL 33744

12.00

12.00

NOTE: A Site Visit will be conducted on Monday, January 29, 2024 at 9 A.M. EST at Building 13, Laundry Facility, on the Main Campus, C. W. Bill Young VA Medical Center. 10000 Bay Pines Blvd, Bay Pines, Florida 33744.

Interested contractors ALL VENDORS SHALL CHECK IN AND SIGN IN AT Bldg. 13, NO LATER THAN 9:00 A.M. PRIOR TO PROCEEDING TO THE SITE VISIT.

The site visit is very and highly encouraged and expected prior to submission of quote.

All Contractors please confirm attending this site visit and questions regarding this RFQ must be in writing and may be sent by email to john.hamilton2@va.gov Questions must be received no later than Monday, February 5, 2024 at 1:00 P.M. EST. No further questions will be accepted after this date and time.

ANSWERS TO VENDOR QUESTIONS: Answers to vendor question will be posted on Contract Opportunities no later than Wednesday, February 7, 2024 by 3:30 P.M. EST.

You are reminded that representatives from your company SHALL NOT contact any Bay Pines VA Healthcare System personnel to discuss this RFQ during the RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer.

Quotes are due by 3:00 PM Eastern Standard Time on Wednesday, February 21, 2024. Quotes received after this date and time will be considered late in accordance with 52.212-1(f) and will not be evaluated. Quotes shall be submitted via email to john.hamilton2@va.gov.

See attached document: Appendix A Bay Pines laundry equipment.

Performance Work Statement (PWS) Laundry Equipment Preventive Maintenance and Services CW Bill Young VA Medical Center Bay Pines, FL

1. GENERAL: This is a non-personnel services contract to provide all labor, equipment, tools, supervision, transportation, administration and parts and materials (including lubricants) to provide maintenance, repairs and training to all laundry equipment and associated utilities work associated with repair, scheduled preventative maintenance (PM) and testing. This effort is to support the continuous operation of laundry equipment located in Building 13 at the Bay Pines VA Healthcare system, 10000 Bay Pines BLVD, Bay Pines, FL 33744 the Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

2. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Laundry Equipment Preventative Maintenance and Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

3. BACKGROUND: This is a new laundry equipment preventative maintenance service requirement.

4. OBJECTIVE: The Contractor shall provide services, which include repair, scheduled preventative maintenance (PM), testing and training for Laundry Equipment located in Building 13 at the Bay Pines VA Healthcare system, 10000 Bay Pines BLVD, Bay Pines, FL 33744.

5. PERIOD OF PERFORMANCE: To Be Determined

6. WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled preventive maintenance/services will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime of laundry machines for preventive maintenance/services must be scheduled through the Contracting Officer Representative (COR) at least 2 days in advance. When downtime for service/repairs is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Juneteenth National Independence Day -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

Usually holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR.

7. CONTRACTOR REQUIRED QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY (TO PERFORM SERVICES)

8. SCOPE OF SERVICES-PREVENTIVE MAINTENANCE, SCHEDULED/UNSCHEDULED SERVICES, AND REPAIR:

Required Deliverables

DELIVERABLE #1:

PREVENTIVE MAINTENANCE (PM) CHECKS AND SERVICES:

Contractor shall perform all preventative maintenance (PM) checks and services according to OEM (Original Equipment Manufacturer) recommendations to include all labor, travel, shipping, replacement parts, and materials required to perform Preventative Maintenance checks and services, all included in the total cost of the maintenance service agreement for the equipment specified.

See Equipment Listing (Appendix A):

A preventative maintenance schedule/checklist for all included equipment is required and shall be provided by the contractor.

DELIVERABLE #2:

REPLACEMENT PARTS (FOR NON-ROUTINE PM CHECKS AND SERVICING)

Contractor will annotate an hourly rate all-inclusive of labor and travel for any repair and/or Replacement of parts not deemed routine PM checks and servicing. Those parts will be paid for outside of this Preventive Maintenance contract. Refurbished parts or gray market parts will not be accepted.

DELIVERABLE #3:

STANDARD AND EMERGENCY SERVICES (NON-PREVENTIVE

MAINTENANCE) AND RESPONSE TIMES

Standard service requests made, beyond the preventative maintenance services provided above, will be responded to via phone, email or in person, within four (4) business hours of the request with a timeline for the repair. Every effort is made to reduce downtime and ensure the facility continues to operate at peak performance. ‘Emergency’ service requests, beyond the preventative maintenance services provided above, will require a four (4) hour response by phone, email or in person and a qualified technician directly engaged either onsite or via a remote internet connection, within 24 hours. Service work requested, either ‘Standard’ or ‘Emergency’ will be started within one (1) business days, of the request from The Contracting Officer Representative (COR) and guaranteed up time shall be within five business days, unless a part is not on hand or has to be ordered. In that situation the contractor will give notification to the COR of Estimated Time of Arrival (ETA) of the part(s) and estimated up time in writing/e-mail. Contractor shall only respond to requests for service from VA Medical Center COR or the Contracting Officer. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

DELIVERABLE #4:

SCHEDULE/FREQUENCY OF SERVICES AND REQUIRED DOCUMENTATION (CHECKLISTS)

The schedule of preventative maintenance (PM) checks and services shall be conducted at a minimum of 5 days a week, typically Monday through Friday, and more, if necessary, in order to perform ALL OEM recommended preventative maintenance for the listed equipment. It is the government’s expectation that the contractor be a subject matter expert (SME) regarding Preventive Maintenance and Services that are required for each piece of equipment in accordance with manufacturer guidelines. For the equipment listed in EQUIPMENT LISTING (Appendix A) a Preventive Maintenance and Services Plan is needed which will define the type of work to be performed, the extent of work to be performed, and the frequency/duration of this work. As part of this plan, contractors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of Laundry Equipment during each week of Preventive Maintenance Service. The Checklist must include all parts and labor that will be covered in the contract. A checklist shall be provided by the contractor at the beginning of the performance period before the required work begins. These Checklists should mirror the Preventive Maintenance Schedules in the Maintenance Manuals for each piece of Laundry Equipment. These Checklists must be used during the week/ Preventive Maintenance Service and signed by the Technician indicating that all applicable services were completed for each piece of laundry equipment as annotated in EQUIPMENT LISTING (APPENDIX A).

Contractor will provide VA Laundry Management a weekly and monthly report detailing all maintenance activity conducted at the VA Laundry. Contractor will meet in person with the Laundry Manger to review all reports and provide recommended repairs and identify any suggested upgrades and safety specifications. Copies of the reports will be provided to management for PM history and documentation record keeping.

DELIVERABLE #5:

REQUIRED REPORTING (FOR SERVICES RENDERED)

Contractor shall provide the government individual service reports within ten (10) business days of maintenance/service (e-mailed to the COR for verification), which describes the maintenance, repair, work, and/or services that were performed on the equipment. This report must also include any needed repairs, other work/service, and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without a Purchase Order being issued to the contractor from the government for the required parts/work.

DELIVERABLE #6:

CHECK IN AND CHECK OUT PROCEDURES

Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician must check in and out with the COR and/or other designated individuals. Due to heightened security requirements, the contractor and/or contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. This badge must be turned in before leaving the premises; otherwise the vendor/contractor will be required to pay for the unreturned ID Badge.

DELIVERABLE #7:

SUPERVISION, COMMUNICATION, ACCESSIBILITY (DURING PERFORMANCE OF WORK)

Qualified, capable, and skilled personnel are necessary to ensure the successful execution of the tasks/deliverables stated herein. In addition to the other qualification standards already stated in this PWS, during all performance periods of the contract a “Competent Person” shall be assigned in order to provide the necessary supervision, oversight, inspection, and accountability for all work that is being performed. A Competent Person” is defined as a superintendent and/or other technical expert/manager who possesses the required 30-hour and 10-hour OSHA qualifications and who is accessible/reachable by the government when contacted. It is not required that this competent person be on site at all times when work is being performed however the following minimum conditions shall be satisfied by the contractor.

Quality Assurance: On a weekly basis a competent person must review the work that has been performed and must certify/verify the following: 1). Work was performed by qualified/certified/trained technicians and 2) Such work was performed accurately and in accordance with the appropriate quality assurance standards (i.e. manufacturer/contractual).

Such reviews can take place on site or may be done off site (remotely) by the contractor.

Documentation and Reporting: In addition to the reporting requirements already stated herein, the Contractor shall maintain an internal record keeping system to document the work being performed to include the personnel who will be performing such work. The contractor shall ensure that only personnel possessing the appropriate knowledge, skills, training, qualifications, and certifications will be performing work. If requested by the government, such documentation shall be made available.

Monthly Site Inspection: On a monthly basis an on-site review will be conducted to assess work progress and to address other issues if needed. The date/time of this on-site review shall be mutually established between the Contracting Officer Representative (COR) (or other authorized designee) and the Contractor. A “Competent Person” must attend/participate in this site review when held. (If the government determines that a monthly on-site review is not needed the government reserves the right (and may elect) to have on-site reviews on a quarterly basis or not at all). However, if conducted, on-site reviews will not occur more than once a month.

DELIVERABLE #8:

CALIBRATION OF CONTRACTOR’S EQUIPMENT

Contractor shall provide proof of certification annually which certifies/verifies that all gauging and Measurement equipment used has been currently calibrated according to the manufacturer’s specifications. Contractor is required to provide documentation (proof) of yearly calibration to the COR.

DELIVERABLE #9:

PROTECTION OF PROPERTY, INSURANCE, AND REGULATORY

REQUIREMENTS

Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms of liability and follow all federal, state, local, and VA Regulations related to this requirement. Contractors shall refer to the appropriate clauses/provisions in the solicitation and final contract which govern such requirements.

DELIVERABLE #10:

TRAINING OF STAFF AND THE LAUNDRY MECHANICS

Training will be completed on trouble shooting, repairs and preventative maintenance based on OEM manuals to the equipment provided in Appendix A. Training would also include to our automated chemical dispensers.

Quality Assurance:

On a weekly basis the contractor must review the physical work that has been performed and must certify/verify the following: 1). Work was performed by qualified/certified/trained technicians and 2) Such work was performed accurately and in accordance with the appropriate quality assurance standards (i.e. manufacturer/contractual).

Such reviews will take place on site.

Documentation and Reporting: In addition to the reporting requirements already stated herein, the Contractor shall maintain an internal record keeping system to document the work being performed to include the personnel who will be performing such work. The contractor shall ensure that only personnel possessing the appropriate knowledge, skills, training, qualifications, and certifications will be performing work. If requested by the government, such documentation shall be made available.

Monthly Site Inspection: On a monthly basis an on-site review will be conducted to assess work progress and to address other issues if needed. The date/time of this on-site review shall be mutually established between the Contracting Officer Representative (COR) (or other authorized designee) and the Contractor. A “Competent Person” must attend/participate in this site review when held. (If the government determines that a monthly on-site review is not needed the government reserves the right (and may elect) to have on-site reviews on a quarterly basis or not at all). However, if conducted, on-site reviews will not occur more than once a month.

DELIVERABLE #11:

REQUIRED REPORTING (FOR SERVICES RENDERED)

Contractor shall provide the government individual service reports once a week to the Laundry Operations Manager (e-mailed to the COR for verification), which describes the maintenance, repair, work, and/or services that were performed on the equipment. This report must also include any needed repairs, other work/service, and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without a Purchase Order being issued to the contractor from the government for the required parts/work.

8.1 SCOPE OF ADDITIONAL REQUIRED SERVICES: The contractor shall provide the following additional services in addition to regular preventive maintenance/services and repair (as annotated in Section 1).

“Punch List” of Additional Required Services (a thru n)

a. Provide continuous remote access and electronic remote monitoring of the filter system for daily performance evaluation and troubleshooting using the contractor’s remote server, regularly review recent data for trend analysis, adjust operating setpoints as required, report abnormal conditions to management/local engineering support personnel and maintenance of internet connection from TEA system to source of government furnished internet connection/modem located in data closet. The government will be responsible for maintenance of the building internet connection to the internet modem and from this point the contractor will be responsible for all maintenance as it specifically relates to the TEA System.

b. Inspect the filter systems (including wastewater transfer and pre-filtering) on a not less than quarterly basis for conformance with design performance specifications, service as necessary.

c. Maintain the system to produce high quality reuse water for the plant, work with the plant’s chemical vendor to ensure compliance with any state/local/industry water requirements.

d. Calibrate sensors as required per its routine maintenance schedule.

e. Lubricate all pumps and bearings per its routine maintenance schedule, service valves per their routine maintenance schedule.

f. Capable of performing emergent repairs to the system to prevent downtime.

g. Conduct non-routine chemical cleaning of ceramic filter system as required.

h. Upgrade the system operating program/operator interface whenever factory upgrades become available.

i. Generate and supply log sheets for recording all data required.

j. Provide training as needed or directed by COR for new or existing personnel in system operation, maintenance and record keeping requirements.

k. Record all required parameters on the logs (described above), review recent data for trend analysis, adjust operating set points as required.

l. Recommend a list of replacement filters, media, and spare parts that would ensure timely repair to the system in the event of a component failure.

m. Inventory replacement filters and other spare parts to ensure timely replacement of any required media.

n. Generate a quarterly report detailing the systems performance, including a copy of the logs as applicable, make recommendations regarding the performance of the system and any deficiencies.

9. MISCELLANEOUS REQUIREMENTS AND OTHER INFORMATION:

Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

i) Assure that the Contractor performs the technical requirements of the contract ii). Performs inspections necessary in connection with contract performance.

iii). Maintains written and oral communications with the Contractor concerning technical aspects of the contract iv). Issues written interpretations of technical requirements, including Government drawings, designs, specifications v). Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies vi). Coordinate availability of government furnished property and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Identification of Contractor Employees / Credentials Contractor employees should be uniformed, displaying their contractor name or logo. A uniform can consist of collared or tee shirts if they are clean and are in good condition. Contractor staff who performing services, executing deliverables, or otherwise performing work on this contract are required to have a VA Contractor identification badge. A VA Contractor Badge Application will be provided to these personnel at the earliest available time following contract award so that the appropriate credentials are made available (to these personnel) before the start of performance. This application must be filled out prior to initiating any further application procedures with the Security Office on site. Contractor badges are to be worn at all time while on the premises of the VA Medical Center. Badges must be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible. Contractor ID badges will be turned in to the assigned VAMC representative (COR) on duty when the contract has expired. The COR will then forward the badges to the VA Police Service within (5) working days.

Contractor must ensure that the following Identification Requirements are followed by each staff member applying for a VA Contractor Badge at the Security Station on campus:

1. Must provide (1) photography ID consisting of either a current Driver’s License, Military ID, U.S. Passport, Student ID which includes a Social Security number (will not accept expired IDs)

2. Must provide either an original Social Security card or Birth Certificate (a copy will not be accepted) If both valid ID requirements are not present at time of badge processing, the incompliant Contractor staff will not be able to work on VA premises.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

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

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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

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

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

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

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

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

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

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

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

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

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

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

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

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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

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

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

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

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

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

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

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

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

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number…