P09 Revised PWS Ceiba Clinic Maintenance 27 Oct 2025.docx

PERFORMANCE WORK STATEMENT (PWS)

CEIBA COMMUNITY-BASED OUTPATIENT CLINIC MAINTENANCE SERVICES CONTRACT

REVISED PWS: 10/27/2025

1.0 Introduction. This is a non-personal services contract to provide timely, effective, and high-quality mission critical, non-clinical services to the Ceiba Community-Based Outpatient Clinic (CBOC). The Ceiba CBOC is one of the eleven (11) health clinics under the VA Caribbean Healthcare System (VACHS) umbrella. 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. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at Ceiba CBOC as defined in this Performance Work Statement (PWS), section three (3.0), except for those items specified as Government-furnished property and services. The contractor shall perform to the standards of this PWS.

1.1 Scope. The Contractor shall perform these requirements in accordance with this PWS, the manufacturer's manual, local, state, and federal laws and regulations, and Veteran Affairs (VA) regulations. In the event of a conflict between regulatory guidance, the most stringent requirement shall apply. The scope includes, but is not limited to, HVAC repairs and maintenance, electrical, plumbing, carpentry and masonry, roof maintenance, painting, and maintenance/repairs to the exterior premises of the facility. See section 3.0 within this document for further details.

2.0 General Requirements. This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price requirements type contract.

2.1.2 Period of Performance. The period of performance for this effort will be an ordering period of five (5) years. In addition, the resulting contract will have an additional option to extend the services for up to six (6) months at the government’s discretion.

2.1.3 Location and Hours of Work. The Contractor shall perform the services at Ceiba CBOC during the core hours of operation from 7:00 AM to 4:00 PM, Monday through Friday. The exceptions are Federal Holidays and/or when the government facility is closed due to local or national emergencies, administrative closings, or similar federal government directed facility closings. The contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons. However, there may be some services under this service contract that may be carried out during non-standard hours. See section 3.0 for further details.

2.1.4 Recognized Government Holidays. The Contractor may not be required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

2.2 Business Relations. The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, submittals, timely identification of issues, and effective management of subcontractors, if any. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor may be required to attend a post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. Written minutes of such meetings will be recorded by the Contractor and signed by the Program/Project Manager and the CO and/or PROGRAM POC and distributed within five (5) workdays after the meeting.

2.3.1.1 Performance/Progress Meetings will be held as necessary. There may be occasions when subsequent meetings will be called by either party to reconfirm mutual understandings and/or address deficiencies in the Quality Control (QC) system or procedures which may require corrective action by the Contractor. The Contractor Representative shall meet with the PROGRAM POC and/or CO as required. A mutual effort will be made to resolve all problems identified. The Contractor Representative and the COR shall sign the written minutes of these meetings.

2.3.1.2 Contracting Officer (CO). The CO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the CO. In the event the contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be effected by the CO. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the CO authorizing such changes.

2.3.2 Contractor Employees. The contractor shall accomplish the assigned work by employing and utilizing qualified and certified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work specified herein. The contractor shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned with those tasks delineated in this PWS. The contractor shall comply with the minimum rates established in the applicable wage determination for this service. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.2.1 Contractor Identification. All contract personnel shall be identified as a Contractor (i.e., badge, company logo, or uniform). All contract personnel are required to identify themselves such as they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails, etc.) or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.3.3 Key Personnel. The contractor shall provide a single point of contact to administer this contract. All key personnel shall have means of verbal and e-mail communication with the PROGRAM POC. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.4 Personnel Qualification:

2.3.4.1 HVAC Personnel. Personnel providing services to the HVAC systems shall be licensed by the Colegio de Técnicos de Refrigeración y Aire Acondicionado de Puerto Rico (CTRAPR) or hold a similar license that is accepted in the jurisdiction of Puerto Rico.

2.3.4.2 Electricians. Personnel providing electrical services shall be licensed by the Colegio de Peritos Electricistas or hold a similar license that is accepted in the jurisdiction of Puerto Rico.

2.3.5 Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor's employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The contractor shall remove, from the job site, any employee for reasons of misconduct or security. The contractor shall ensure employee conduct complies with 41 U.S.C. 423, Procurement Integrity. The contractor shall also ensure that no contractor employees conduct politically related activities or events on VACHS facilities.

2.3.6 Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of Ceiba CBOC facilities. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain facilities’ access as required. The Contractor shall provide a personnel roster listing all employees who will work under this contract. The roster listing shall be provided within 10 days after contract award. Contractor access to the VA facilities will be exclusively for work in connection with this contract.

2.3.7 The contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to ensure compliance with this PWS, and the requirements referenced in this contract. Provisions provided in the PWS are not intended to relieve the Contractor of this responsibility.

2.4 Health and Safety. The contractor and its subcontractors, if any, shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA). In addition, the contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards, 29 CFR 1926, Safety and Health Regulations for Construction, and all other applicable federal, state, and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

2.4.1 Occupants' Safety. The contractor shall take all safety precautions and safety measurements necessary to protect the lives and health of occupants of the building and users of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible for enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties. The contractor shall maintain the premises in a safe and healthful condition according to applicable OSHA standards and all other requirements of this contract, including standards governing indoor air quality, the existence of mold and other biological hazards, and the presence of hazardous materials.

2.4.2 The Contractor shall adhere to all applicable National Fire Protection Association (NFPA) Safety Codes, including NFPA 70, National Electrical Code, NFPA 99, Health Care Facilities, and NFPA 101, Life Safety Code. In addition, the contractor shall adhere to American National Standards Institute (ANSI), Environmental Protection Agency (EPA), Joint Commission Accreditation of Health Care Organizations (JCAHO), Occupational Safety and Health Administration (OSHA), and all other regulatory requirements that may apply to this service.

2.4.3 In the performance of this contract, the Contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VACHS smoking policy, which designates all spaces as non-smoking areas.

2.4.4 The Contractor is responsible for identifying, providing, and maintaining, if required, all personal protective equipment (PPE) needed to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE shall be provided, and documentation shall be maintained by the contractor.

2.5 Injury or Accident Reporting. The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.5.1 As defined by OSHA, EPA, ANSI, and all other regulatory requirements, any incident of a major malfunction, accident, or injury, a written report shall be submitted by the Contractor to VACHS within five (5) working days following the incident. The report shall state the cause, what, where, and when, and why the incident happened, and the repairs and tests that were or are to be made to correct the cause of the incident.

2.5.2 Environmental Compliance. The Contractor shall comply with all federal, state, local and facility environmental laws, rules and plans.

2.6 Physical Security. The Contractor shall protect existing buildings, facilities, utilities, and equipment during the working period and will be responsible for any damages resulting from the operation and/or execution of this contract. The Contractor shall conduct his operations to cause the least possible interference with the normal operations of the government because the facilities will remain in operation during the entire maintenance period.

2.7 Liability and Responsibility for Damaged Property.

2.7.1 Damage to Government Property. The contractor shall be held responsible for cleaning up all spillage and/or leakage at no additional cost to the government. The contractor shall be held liable for damage or destruction of Government property (e.g., buildings, vehicles, sidewalks, fences, etc.) caused by the contractor, contractor personnel, or representatives of the contractor in the performance of services on this contract. The contractor shall submit their damage report to the PROGRAM POC within 24 hours of damage and shall include the repairs and corrective action plan, as applicable. If the contractor fails to take the required corrective action, the government retains the right to exercise other rights or remedies available to the CO.

2.7.2 Damage to Privately-Owned Property. The Contractor shall be held liable for damage or destruction of privately owned property (e.g., privately owned vehicles), as defined in this PWS, caused by the contractor, contractor personnel, or representatives of the contractor in the performance of services in this contract. The contractor shall take corrective action within 5 working days to repair damages or replace destroyed property. The contractor shall purchase and maintain at all times a general third-party liability insurance policy of not less than $500,000 per event coverage (See FAR Clause 52.228-5).

2.7.3 Damage Reports. The contractor shall submit a damage report to the CO and designated representative within 24 hours of damage or destruction to government property or privately owned property caused by the contractor, contractor personnel or representatives of the contractor. The damage report shall detail the facts and the extent of damages or destruction, and the corrective action taken by the contractor to repair damages or replace destroyed property.

2.8 Fraud, waste, and abuse. The Contractor shall be responsible for maintaining proper conduct and good discipline within the contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to, and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the government observed during or in the performance of this contract. The contractor lines of communication are with the PROGRAM POC and the CO.

2.9 Influenza vaccine.

2.9.1 “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance. This requirement is to be submitted annually. Employees and Contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

2.10 Addition and/or removal of equipment, facilities (locations), work areas, and services. The Government reserves the right to add and/or remove equipment, facilities, work areas, and services under this contract. Due to ongoing construction projects, replacement of obsolete equipment, and other initiatives, which are affecting all equipment and facilities at VA locations (including leased facilities) within Puerto Rico and the U.S. Virgin Islands, adjustments to the contract terms and conditions, including adding/removing quantities, new equipment, and locations, may be necessary. All changes, if required, will be executed through a written supplemental agreement in accordance with FAR 52.212-4(c). Any purchase order/contract modification must be within the general scope of this contract and will not fundamentally alter the nature of the contract.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract. The Contractor shall use and install parts, including consumables, that are appropriate to the equipment, its operating conditions, and the required performance levels. Substandard components shall not be used in government equipment. All parts, materials, components, and replaceable inserts used in the maintenance and repair of equipment and systems in Federally controlled space shall be new, suitable for the type and severity of service, and meet safety performance codes and standards. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Preventive and Corrective Maintenance, and Repair Services for the following:

3.1 Preventive Maintenance (PM) service to the Heating, Ventilation, and Air Conditioning (HVAC) systems. Includes service to blowers, compressors, motors, dampers, condensers, cooling coils, pumps, ductwork, air filters, and air conditioning units. See Technical Exhibit 1 (TE-1) for a list of air conditioning equipment.

3.1.1 When performing maintenance on equipment that requires working with CFC’s refrigerants. Those working on the equipment must maintain the applicable certifications for working on such equipment. All applicable local, state, and federal guidelines and regulations must be adhered to with respect to documentation, handling and disposal of refrigerants.

3.1.2 The contractor shall strictly adhere to the equipment manufacturer’s recommended maintenance procedures and instructions. Maintenance requirements include, but are not limited to, the following:

3.1.2.1 The contractor shall clean the supply vents as needed, but no less than weekly.

3.1.2.2 The contractor shall check for corrosion, missing doors, mechanical latches, dents, and other damages as needed, but no less than monthly.

3.1.2.3 The contractor shall check the temperature on supply and return fan bearings as needed, but no less than monthly.

3.1.2.4 The contractor shall check drains for clogs and check for water leaks on pipes as needed, but no less than monthly.

3.1.2.5 The contractor shall check and adjust all temperatures and pressure controls as needed, but no less than monthly.

3.1.2.6 The contractor shall check the operation of all safety controls as needed, but no less than monthly.

3.1.2.7 The contractor shall check all electrical connections and circuits as needed, but no less than monthly.

3.1.2.8 The contractor shall check the running amps of the supply and return fan motors as needed, but no less than monthly.

3.1.2.9 The contractor shall replace all air filters as needed, but no less than monthly.

3.1.2.10 The contractor shall remove any fouling materials matted on the entering air face of the coil as needed, but no less than monthly.

3.1.2.11 The contractor shall lube motors and control motor actuators, linkages, and fan shaft bearings as needed, but no less than monthly.

3.1.2.12 The contractor shall clean the outdoor unit free of debris, leaves, bugs, and trash as needed, but no less than monthly.

3.1.2.13 The contractor shall verify for air leaks as needed, but no less than monthly.

3.1.2.14 The contractor shall wash and clean outdoor coil and drainage pumps as needed, but no less than twice a year.

3.2 Electrical Work. Includes service connections, panels, outlets, switches, circuits, lighting fixtures, faceplates, receptacles, light bulbs, lamps, light sensors, and other electrical components.

3.2.1 The contractor shall verify the condition of breakers, light bulbs, tubes (interior/exterior), ballasts, light covers, light switches, electrical outlets, parking luminaires, and illuminated exit signs on a weekly basis. The contractor shall replace or repair any identified faulty components within ten (10) days of discovery.

3.2.2 If an electrical breaker needs to be replaced, the contractor shall shut down the entire electrical system. The contractor must notify the Government POC before proceeding (unless there is an electrical hazard), allowing for proper planning to minimize or avoid disruption to normal operations.

3.2.3 The contractor shall repair any electrical hazards on the same day they are discovered.

3.3 Plumbing Work. The contractor shall maintain, repair, and/or replace toilets, lavatories, urinals, piping, and associated parts as needed to ensure proper functionality. The contractor shall unclog toilets, pipelines, drains, and sewer lines promptly to prevent operational disruptions.

3.3.1 The contractor shall immediately repair any leaks found under sinks or toilets. Additionally, the contractor shall promptly address and repair any evidence of moisture intrusion or mold damage to prevent further issues.

3.3.2 The contractor shall immediately replace any defective fixture upon discovery.

3.3.3 The contractor shall maintain and replace filters of drinking fountains and ice machines as required, but not less than every six months, to ensure proper operation and water quality.

3.3.4 The contractor shall have at least one (1) plumber available for callback services at all times during the contract duration.

3.3.5 Water Reservoir. The contractor shall maintain the water reservoir and its components, as listed below, to ensure proper functionality and compliance with operational standards. Refer to TE-2 for details on the water reservoir and its components.

3.3.5.1 The contractor shall strictly adhere to the equipment manufacturer’s recommended maintenance procedures and instructions. Maintenance requirements include, but are not limited to, the following:

3.3.5.1.1 Clean the water reservoir as needed, but no less than annually.

3.3.5.1.2 Check for corrosion, missing guards, mechanical latches, dents, and other damage at least monthly.

3.3.5.1.3 Replace all water reservoir filters as needed, but no less than quarterly.

3.3.5.1.4 Test fire and potable water pumps on a monthly basis.

3.3.5.1.5 Check drains for clogs and inspect for water leaks as needed, but no less than monthly.

3.3.5.1.6 Check and adjust pressure as needed (recommended 65 psi), but not less than monthly.

3.3.5.1.7 Check the operation of all safety controls as needed, but not less than monthly.

3.3.5.1.8 Remove any fouling materials matted on the entering air face of the coil as needed, but no less than monthly.

3.3.5.1.9 Lube motors and control motor actuators, linkages, and shaft bearings as needed, but no less than monthly.

3.3.5.1.10 Clean outdoor units free of debris, leaves, bugs, and trash as needed, but no less than monthly.

3.4 Carpentry and Masonry.

3.4.1 Doors. The contractor shall inspect the general arrangement of the door and mechanism, including mountings, standards, locks, anchor bolts, weather-stripping, hinges, door opener, and door stop. The contractor shall clean, tighten, adjust, and repair these components as needed, but no less than monthly, to ensure optimal performance.

3.4.1.1 If the door, door frame, and/or door hardware are damaged beyond repair, the contractor shall notify the Program POC within two (2) days or less to ensure timely repair/replacement and maintenance.

3.4.2 Gates and Fences. The contractor shall inspect, clean, lubricate, and repair all pivot points, hinges, latches, support rollers, locking devices, roller tracks, and mounting hardware as needed, but no less than monthly, to ensure optimal performance.

3.4.3 Penetrations. The contractor shall schedule the repair and painting of any floor or wall penetration immediately upon discovery. The contractor shall replace floor tiles as necessary to ensure a seamless and visually appealing finish.

3.4.4 Ceiling Tiles. Stained, broken, or missing ceiling tiles shall be replaced immediately to maintain a clean and professional appearance. The contractor shall repair, paint, or replace ceiling grids, ceiling hanging systems, adhesives, and associated parts as required to ensure a secure and aesthetically pleasing ceiling.

3.5 Painting.

3.5.1 Exterior Painting.

3.5.1.1 Full Building Facade Painting. The contractor shall paint the entire building facade upon the government's request. The contractor must ensure that the facades maintain a uniform, clean, and aesthetically pleasing appearance. This work may be ordered through a new task order or by modifying an existing task order.

3.5.1.2 The contractor shall ensure that all painting, whether full or spot, uses the existing colors to maintain a consistent look.

3.5.2 Traffic Lines. All traffic lines, curbs, sidewalks, and wheel stops shall be painted every six (6) months to maintain high visibility and to address wear and fading.

3.5.3 Interior Painting. The contractor shall conduct interior painting on a continuous basis to maintain a neat, clean, and uniform appearance of all interior walls, doors, door trims, ceilings, etc. All areas shall be painted as needed, but no less than annually.

3.5.3.1 The contractor shall patch and repair walls as necessary to ensure their proper upkeep and appearance.

3.5.3.2 Common spaces, such as lobbies, waiting areas, clinical areas, etc., shall be painted outside of regular hours unless otherwise authorized by the government.

3.5.3.3 The contractor shall ensure that all painting, whether full or spot, uses the existing colors to maintain a consistent look.

3.6 Roof maintenance. The contractor shall verify the integrity of the roof at least twice per month. If a leak is detected, it shall be reported to the Program POC within two (2) days or less. The contractor shall place leak diverters as needed to protect visitors, government personnel, equipment, etc.

3.6.1 The contractor shall perform additional roof inspections following any severe winds, storms, or heavy rain events.

3.6.2 The contractor shall remove all trash, debris, or unsecured material from the roof and dispose of it properly. The contractor shall also unclog gutters and drains as needed to ensure proper water flow.

3.7 Grounds and exterior maintenance.

3.7.1 Lawn maintenance. The contractor shall perform lawn maintenance as needed, but the grass shall be kept between 2" and 4" in height. This includes watering, cutting, and fertilizing as required to maintain well-kept grounds and healthy plants with a pleasant appearance.

3.7.2 Asphalt maintenance. The contractor shall perform asphalt patch-up of potholes and replace wheel stops as needed to ensure safe and well-maintained parking and road surfaces.

3.7.3 Exterior maintenance. The contractor shall ensure the building surroundings, including but not limited to the parking lot, are cleaned of any garbage or debris as needed, but no less than daily.

3.7.3.1 Trash containers shall not be overflowing and shall be emptied as needed, but no less than daily.

3.7.4 Sidewalks. The contractor shall keep sidewalks free of silt and debris. Sidewalks shall be pressure-washed as needed, but no less than every six months, to maintain a clean and safe walking surface.

3.7.5 Storm Preparations. In the event of storms, hurricanes, or as requested by the government, the contractor shall be responsible for the installation, removal, and other necessary storm-proofing preparations to safeguard the building.

3.8 Service Calls. The contractor shall receive all service call requests directly from the CO and/or Program POC. Calls shall be classified by the contractor as emergency, urgent, or routine. The contractor shall plan and schedule work to assure parts, materials, labor, and equipment are available to complete work requirements regarding established time limits and quality standards. Verbal scheduling and status reports shall be provided when requested by the CO and/or Program POC.

3.8.1 Emergency calls. Emergency calls consist of correcting failures that constitute an immediate danger to personnel, threaten to damage property, or threaten to disrupt critical activity operations.

3.8.1.1 The contractor shall have procedures in place for receiving and responding to emergency service calls 24 hours a day, 7 days a week, including weekends and holidays. The contractor must provide an on-call response within 30 minutes for weekends, holidays, and after normal duty hours. The contractor must be on the job site and actively working within 60 minutes after receipt of an emergency service call. The contractor shall work continuously until the emergency is contained, remedied, or otherwise resolved, unless approved by the Program POC to pause or stop work.

3.8.2 Urgent calls. Urgent calls consist of providing services or correcting failures that do not immediately threaten personnel, property, or critical activity missions, but will soon inconvenience and/or affect the health or well-being of personnel, and could lead to property damage.

3.8.2.1 The contractor shall have procedures in place for receiving and responding to urgent service calls. For urgent calls received during regular working hours, the contractor must respond within one hour. For urgent calls received after regular working hours, weekends, or holidays, the contractor must respond within two hours.

3.8.3 Routine calls. Routine service calls address issues that do not qualify as emergency or urgent calls. These calls involve work that can be scheduled and performed without immediate risk to personnel, property, or operations.

3.8.3.1 All routine service calls shall be completed within two working days after receipt. Routine calls shall normally be accomplished during regular working hours.

3.9 Reporting. The contractor shall properly document that building systems were properly maintained, tested, and are operational within the manufacturer's warranted operating standards.

3.9.1 The contractor shall submit a monthly written report to the Program POC. The report shall be provided within five (5) days after the end of the month. The report shall include a comprehensive list/checklist of all tasks delineated in this contract and indicate which tasks were completed during the reporting period.

3.10 Scheduling. The contractor shall submit a detailed preventive maintenance (PM) schedule to the Program POC for approval at least 15 calendar days prior to the start date of the contract. This schedule shall cover the entire term of the contract and include, for each system or piece of equipment listed herein, the work to be performed (e.g., semiannual PM, etc.) and the week of the month the PM will be performed. The schedule shall be a living document that adapts to the conditions of the facility, ensuring flexibility and responsiveness to changing needs. The contractor shall also provide verbal scheduling and status reports as requested by the government to ensure clear communication and coordination of maintenance activities.

3.11 Repairs. The contractor shall be responsible for all materials and parts for repairs that are $500.00 or less. Any repair costs for materials and parts that exceed $500.01 shall be treated as Unscheduled Repairs and managed in accordance with the Unscheduled Major Repairs section of this contract.

3.12 Unscheduled Major Repairs (Repairs above $500.01). The contractor shall provide repair services for major, unforeseen issues that pose an immediate risk to the operational continuity of the facility, but are not described in the scope of regular preventive maintenance (PM) and/or service calls. Examples include, but are not limited to, the replacement of all existing exterior luminaries, gates/fences, or major HVAC components that are not typically covered under the PM section, installation of new equipment, etc. This line item ensures that clinic operations are not disrupted due to significant, unforeseen emergencies. Unscheduled major repairs are not to be confused with service calls and repairs sections listed above.

3.12.1 LABOR. The contract includes a per-hour rate per employee for labor for major unscheduled repairs not included in the scope of regular preventive maintenance (PM) or service calls. See the line item schedule for further details.

3.12.1.1 The total required hours and number of technicians will be negotiated at the time of the unscheduled major repairs. The government reserves the right to seek further price discounts during any Unscheduled Major Repairs.

3.12.2 PARTS AND MATERIALS: For parts and materials not typically covered under the regular preventive maintenance and service calls, the contractor shall provide a quote at the time of the unscheduled major repairs. Additionally, the government, at its sole discretion, may provide the parts and materials to the contractor for the intended unscheduled major repairs.

3.12.3 TASK ORDERS: A separate Task Order may be issued for unscheduled major repairs to clearly define the scope, cost, and specific requirements, ensuring detailed documentation and accountability.

3.12.3.1 Before issuing a Task Order for any Unscheduled Major Repairs, a determination of a fair and reasonable price shall be completed by the Contracting Officer. The issuance of a Task Order for Unscheduled Major Repairs is not guaranteed during the life of the contract.

4.0 Performance Requirements Summary (PRS) Matrix

4.1 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. These thresholds are critical to mission success. The government expects the contractor to perform at a minimum, the identified acceptable levels throughout the life of the contract, and the contractor’s performance shall be given significant consideration when evaluating recommendations for future government contracts and/or awards.

4.2 Method of Surveillance: The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). Surveillance methods may include: random, planned, 100% inspections, and/or customer complaints.

acceptable level

acceptable level

acceptable level

4.3 Quality Assurance. The Government will evaluate the Contractor’s performance under the contract, IAW the PRS Matrix. The Government retains the right to inspect and test all services called for by the contract. The Government will conduct inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount.

4.4 Whenever the PROGRAM POC notifies the contractor of any deficiencies detected in the work performed, the contractor shall correct cited deficiencies within 3 days, or as otherwise authorized by the PROGRAM POC, after the notification by the PROGRAM POC, without affecting the regularly scheduled work.

4.5 Upon satisfactory completion by the Contractor and acceptance by the PROGRAM POC of the work completed by the contractor in accordance with this Performance Work Statement, payment will be approved. Failure to complete the work stated in this PWS may result in unfavorable Contractor Performance Assessment Reporting System (CPARS) ratings and/or deductions to be determined by the CO.

4.6 Quality Control. The contractor shall maintain an effective Quality Control Program to ensure services are performed IAW this PWS. The purpose of this program is to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the program shall include the following:

a) The name(s) of the individual(s) who will perform the services described in the contract.

b) A checklist used in the inspection and performance verification during the performance of the service. The checklist shall include every requirement included in the manufacturer’s manual(s), updates, notices, and any other requirement from accrediting organizations or agencies, as well as every task required to be performed.

c) A schedule of the dates programmed for the service requested.

d) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the PROGRAM POC identifies the deficiencies.

e) In addition to providing the documentation at the end of each service, the contractor is responsible for maintaining the required documents of all the services conducted by the Contractor and the corrective actions taken. All documentation shall be made available to the Government during the term of the contract.

5.0 Deliverables

6.0 Related Documents

6.1 Definitions

COMMUNITY-BASED OUTPATIENT CLINIC (CBOC): is a Department of Veterans Affairs (VA) healthcare facility that provides primary and other outpatient healthcare services to veterans in their local communities, making care more accessible by being geographically separate from larger VA medical centers. These clinics offer services such as primary care, mental health, and sometimes specialty care or ancillary services like lab work, and are a vital part of the Veterans Health Administration (VHA) healthcare system.

CONTRACTING OFFICER (CO): A Contracting Officer is a government employee who has authority to enter into, administer, and or terminate contracts, as well as make related determinations and findings on behalf of the Government. (Note: The only individual who can legally bind the Government.)

Program Point of Contact (Program POC) - A representative from the requiring activity appointed by the CO to perform surveillance and to act as liaison to the contractor

CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with it in the Performance Work Statement

DELIVERABLE: A tangible or intangible object produced as a result of the project that is intended to be delivered to a customer (either internal or external). Examples of a deliverable are a report, a document, a server upgrade, or any other building block of an overall project.

FISCAL YEAR: A period beginning on October 1 and ending September 30 of the consecutive calendar year. The fiscal year is designated by the calendar year in which it ends.

GOVERNMENT FURNISHED PROPERTY (GFP): All equipment, goods and land possessed by the government and subsequently delivered or otherwise made available to the Contractor.

INSPECTION. Examining and testing supplies or services (including, when appropriate, raw materials, components, and intermediates assemblies) to determine whether they conform to contract requirements

MATERIAL. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

MINOR DISCREPANCIES. Problems identified during maintenance checks that do not require significant time or significant materials to correct, such as loose wires or belts, hoses, clamps, coolant additives and other minor adjustments.

NON-PERSONAL SERVICES. The personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Non personal service contracts are authorized by the government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA): Government agency part of the US Department of Labor with the primary responsibility for administrating the Occupational Safety and Health act of 1970. This act has the purpose of preservation of human resource.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

PROPERTY. All tangible property, both real and personal.

QUALITY ASSURANCE (QA): A procedure or set of procedures taken by the Government to ensure that services acquired under government contracts conform to the contract’s quality and quality requirements.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): A plan specifying the surveillance methodology used by the PROGRAM POC for surveillance of the contractor’s performance.

QUALITY CONTROL (QC): Task performed by the contractor to ensure excellence of the organization’s output.

REPAIR. The correction of a malfunction or non-conformance that cannot be accomplished without significant time and/or material, as determined by the PROGRAM POC.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

6.2 Acronyms

6.3 Applicable Directives and Publications

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

29 CFR, Part 1910 Occupational Safety and Health Standards

29 CFR, Part 1926 Safety and Health Regulations for Construction

FIPS PUB 201-3 Personal Identity Verification (PIV) of Federal Employees and Contractors

HSPD 12 Homeland Security Presidential Directive 12 Policy for a Common Identification Standard for Federal Employees and Contractor

NFPA 70 National Electrical Code

NFPA 99 Health Care Facilities

NFPA 101 Life Safety Code

OMB M-05-24 Office of Management and Budget (OMB) Guidance Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors

VACO Directive 7710 Occupational Safety and Health

TECHNICAL EXHIBIT 1 (TE-1)

HVAC UNITS

A/C UNITS AND SERIAL NUMBERS

TECHNICAL EXHIBIT 2 (TE-2)

WATER RESERVOIR INFORMATION

Water Reservoir & auxiliaries

TECHNICAL EXHIBIT 3 (TE-3)

VA INFORMATION AND…