36C25024Q0667.docx

36C25024Q0667

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

36C25024Q0667 06-18-2024 Chad Kemper 937-268-6511 x4541 06-28-2024 14:00

EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 X X 238220 $19 Million N/A X 36C541 Department of Veterans Affairs Louis Stokes Cleveland VA Medical Center 10701 East BLVD Cleveland OH 44106 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governors Place Blvd. Suite 210 Kettering OH 45409-1337

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Vendor shall provide all Personnel, equipment, labor, and disposal necessary to provide to to change air filters, in their entirety, for all of the HVAC systems located at the Louis Stokes Cleveland VAMC, Transitional Residence House, and Fisher Houses 1 & 2.

Vendor shall be issued a Firm-Fixed-Price Purchase Order for a Base plus Four Option to be exercised at the Governments convenience.

All questions relating to this RFQ must be submitted by email only to chad.kemper@va.gov. Questions must be received no later than 2PM on June 26, 2024.

This requirement is subject to the Service Contract Act wage determination # 2015-4727 rev 23 for Cuyahoga, Geuga, Lake, Lorain, and Medina counties. Updated Wage Determinations can be downloaded at www.sam.gov.

This procurement is being conducted under FAR 13.

See CONTINUATION Page X X X X 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 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

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.

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS)

(a) as prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $250,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

(b) (b) Each contractor whose contract award is estimated to exceed $250,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

(c) For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

(d) Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond.”

B.3 STATEMENT OF WORK (SOW)

1. Contract Title:

Air Filter Replacement Contract

2. Background:

This contract is necessary to maintain the air quality required by this Medical Facility.

3. Scope:

The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (LSCDVAMC) is contracting to provide all labor, material, equipment, transportation, and supervision necessary to provide the supply and change of air filters (pre, carbon & after) in its entirety for the HVAC systems located at the Cleveland Veterans Administration Medical Center located at 10701 East Blvd. Cleveland, OH 44106, The TR House located at 9401 Lorain Ave. 44109 and The Fisher Houses 1&2 located at 10521 Lee Ave 44106. This will include disposal of all filters except HEPA type. Services shall be in accordance with terms, conditions, provisions and schedule of the contract. Services shall be from date of award and one year thereafter, with four (4) pre-priced one (1) year options for renewal.

4. Description/Specifications:

Vendor shall provide all labor, equipment, transportation and supervision necessary to provide the supply and change of air filters in its entirety to meet or exceed currently installed filtration, for all of the HVAC systems located at the Wade Park facility of the Louis Stokes Cleveland VA Medical Center located at 10701 East Blvd., Cleveland, OH 44106, the TR House and Fisher Houses 1&2, this will include disposal of all filters except HEPA type. Dirty filters and AHU debris swept/vacuumed from unit needs to be in a sealed bag or in sealed box prior to leaving area of air handler or exhaust fan. No dirty filters will be transported throughout facility without this assurance in place.

4.1 Requirements

4.1.1 The initial filter change will be for all filters, pre and final. The manometers will be zeroed, and base line readings will be taken. An electronic report will be given to the Veteran’s Administration Maintenance Department (HVAC Shop).

4.1.2 Filter compartments/chambers will be swept/vacuumed of any/all debris.

4.1.3 All filters from the annual change will be disposed of offsite at the vendor’s expense, except for HEPA type which VAMC will dispose of.

4.1.4 After the initial change, the pre-filters will be changed on a quarterly basis, during the months of October, January, April and July. All pre-filters will be disposed of offsite at the vendor’s expense.

4.1.5 Odor Guard filters on S-2-1 & S-2-3 will be changed Semi-Annual

4.1.6 After filters will be changes Semi-Annual

4.1.7 Air Filter Specifications:

The following are basic Filter Requirements, more definitive requirements are listed in the proceeding sections:

Pleated Pre-filters:

• The pre-filters supplied will have an efficiency rating of MERV 8

• The pre-filters supplied will have 15 pleats per linear foot (high capacity)

Bag Filters:

• Filter will have a pressure drop of no more than .31” WG @ 2000 CFM for 24x24x26 8 Pocket MERV 15.

Perma-Cell Box Filters (or Equal):

• Filter will have an initial pressure drop of no more than .36 WG @ 500 FPM for a MERV 15 box style filter.

Dominator Box Filters (or Equal):

• Filter will have an initial pressure drop of no more than .43” WG @ 500 FPM for a MERV 14 box style filter.

Ultra-Cell LR (or Equal):

• Filter will have an initial pressure drop of no more than .53 @ 500 FPM for a MERV 16 Boxes Style filter with a particle efficiency of 99.1% on .3-micron particles.

Ultra-Cell HEPA (or Equal):

• All HEPA filters supplied will have a resistance of no more than 1.4” WG @ 500 FPM (high capacity) and constructed with galvanized frames.

Change-Out Bag:

• Change-out bags shall be 8 mil. transparent yellow PVC. The bag shall have an elastic shock cord hemmed into the opening for firm fit when stretched around the bag-out collar. Standard with (2) hand sleeves for added convenience. Each bag shall have a stock number rolled into the hem for identification and reordering. The bag shall have a mat smooth finish and shall not stick together.

Air filters shall be 1”, 2” and 4” deep, medium efficiency, pleated media and disposing panel type. The filter media shall be made of continuous 100% synthetic, hydrophobic (non-water absorbing) fibers that are thermally bonded and free from chemical binders and shall be white in color and un-dyed. The filter media shall be bonded to a corrosion resistant expanded metal support grid with a 95% open face area. To assure no dirty air bypass, the media grid assembly shall be bonded to all interior surfaces of the frame with solvent-free, water-based glue. The grid shall be formed into a wedge configuration to optimize use of the filter media where applicable. To maintain accurate pleat alignment, die-cut diagonal frame members shall be bonded to the media pack upstream and downstream. To maintain filter integrity, the pleating filter shall be made with a .028-.030 beverage board frame. Filters will have a minimum of 15 pleats per linear foot for 2”, 14 pleats per linear foot for 1” and 4” filters will have a minimum of 11 pleats per linear foot. 4” size only will have two(2) sets of pleat stabilizers(fingers) shall be inserted into the filters to maintain proper pleat separation and reduce fluttering in operation.

Filters shall have an average rated efficiency of 30-35% and an average arrestance of 90-90% when tested in accordance with ASHRAE 52.1-1992 test standard. The filter shall be listed and rated as class 2 by Underwriters Laboratories, Inc standard 900. The filter shall have a minimum MERV rating of 8 when tested in accordance with ASHRAE 52.2-2007 Test Standard.

4.1.8. (a) Wherein Rigid Cell Extended Surface Supported Pleat Filters (or Equal) are utilized they shall have at a minimum rated air flow capacity of 2000 CFM, initial resistance @500FPM of 0.65” W.G., maximum final resistance of 1.50” W.G., a MERV rating of 14 or better with a minimum efficiency on 1.0 – 3.0-micron particle size (90 %). Filters should be classified Class 1 per U.L Standard 900. Requirements should be representative of all size filters under this contract. Media should be water resistant (humidity or exposure to sensible moisture should have no effect on the performance of the filter). Should be tested in accordance with ASHRAE 52.2-2007 Test Standard.

4.1.8.(b) Wherein a Perma-Cell Rigid Box Filter (or Equal) is to be utilized: the following design and construction features shall be utilized. Perma-Cell Rigid Box Filter has an engineered media that is bonded to an expanded metal backing. The pleat pack is then sealed on all four sides to a non-corrosive metal frame. A cross strap support system is then applied, adding to the filter’s integrity and durability.

Initial resistance is .36 @ 500 FPM Test Air Flow Rate (CFM)/Velocity (FPM) 1968 cfm / 492 fpm Initial Resistance (in. WG) 0.356 Final Resistance (in. WG) 1.500" Minimum Efficiency Rating Value (MERV) MERV 15 @ 1968 cfm Minimum Average Efficiency 0.3 to 1.0 Microns (E1) 85.6 Minimum Average Efficiency 1.0 to 3.0 Microns (E2) 97.3 Minimum Average Efficiency 3.0 to 10 Microns (E3) 99.9 Dust Fed to Final Resistance (grams) 315.7 grams Dust Holding Capacity (grams) 314.3 grams Arrestance: 99.6%

4.1.8.(c) Wherein an Odor-Guard Rigid Cell Filter is to be utilized: the following design and construction features shall be utilized.

• 26-gauge galvanized steel frame

• Available in box style or with header

• Granular activated or a 50/50 blend of carbon and activated alumina impregnated with 5% Potassium Permanganate (KMnO4) for odors and light gases

• Media pack bonded to frame utilizing moisture resistant adhesive, providing a continuous seal

• UL tested; class 2 approved

• Uniform carbon distribution

4.1.9. Self Sealing Cube Filter Specifications: Filter shall be self-sealing with a self-contained wire retainer sewn into the face perimeter. Filter shall be made of dual-ply dustok media. When tested in accordance with ASHRAE 52.2, the filter shall achieve a MERV rating of 8. Filter media will be heat sealed into a star configuration to promote complete media utilization.

4.1.10. Extended Surface Synthetic Media Pocket Filter Specifications: Air filters shall be replaceable, with the bag filters consisting of multiple dust holding pockets assembled in a corrosion resistant, roll-formed galvanized steel frame. Filter media shall be made of a continuous 100% synthetic, hydrophobic and electrostatically enhanced material that is thermally bonded and absent of any chemical binders. Pockets are self-supporting and will not sag in VAV applications. When tested in accordance with ASHRAE STD 52.2-2012, the filter shall have an average efficiency of 90% and an average arrestance of not less than 99%. When tested in accordance with ASHRAE 52.5, the filter shall have a MERV 15 rating. A multi-row stitching process shall produce individual, self-supporting dust holding pockets to achieve uniform media spacing, thereby extending filter life and optimizing performance. The multiple rows of stitching shall be sealed with a hot melt adhesive. Dust holding pockets shall be bonded to their own metal support frame and assembled into a heavy gauge galvanized steel enclosure frame. Side-by-side pockets shall be mechanically fastened to the adjacent frames using a non-piercing clinch. The open area of the filter shall be greater than 85% of the total face area. The filter shall be rated class 2 by Underwriter Laboratories, Inc. Each filter shall have no less than 73 square feet of media area for a 24 x 24 x 26 space, and no less than 62 square feet of media area for a 24 x 24 x 22 space. Filters should be classified per U.L. Standard 900 for flammability.

4.1.11. In addition to filter changes, the vendor will measure pressure drops across HEPA filters serving approx. 34 isolation rooms. The readings will be taken with a digital manometer each quarter and submitted as part of the quarterly service. The sampling of each unit will be done with a short length of tubing dedicated static pressure ports.

5. Wade Park Schedule - units that are currently active and general area served:

1. SF-2 (Surgery)

2. SF-3 (SPD)

3. SF-4 (Firms G&H)

4. AC-2 (Switch Gear Room D-21)

5. AC-6 (New MRI)

6. AC-14 (1st Floor Lobby)

7. AC-17 (2nd – 6th Floors Main Hospital West)

8. AC-18 (2nd – 6th Floors Main Hospital East)

9. AC-20 (Hemo-Oncology)

10. AC-21 (Patient Parking Garage)

11. AC-22 (Linn. Acc.)

12. AC-25 (Research K-Wing)

13. AC-26 (ARF)

14. AC-28 (Animal OR’s)

15. Animal OR exhaust (HEPA & Pre)

16. AC-29 (6th floor Spinal cord)

17. AC-31 (MICU)

18. AC-32 (West Wing)

19. AC-34 (Mental Health)

20. AC-35 (Research-FES)

21. AHU-50 (Amb. Care Basement) 22 AC-51 (Amb. Care Basement)

23. AC-52 (Amb. Care Basement)

24. AC-53 (ATRIUM)

25. AC-54 (Amb. Care Penthouse)

26. AC-55 (Amb. Care Penthouse)

27. AC-56 (Warehouse)

28. AC-57 (PALMS)

29. AC-60 (Elevator Equipment Room)

30. AC-61 (Cares Tower)

31. AC-62 (Cares Tower)

32. AC-63 (Cares Tower)

33. AC-64 (Cares Tower)

34. AC-71 (Learning Exchange)

35. AC-72 (Learning Exchange)

36. AC-73 (Learning Exchange)

37. AC-74 (Learning Exchange)

38. EAST 0-1 (Radiology – Nuc. Med.)

39. EAST 0-2 (Prosthetics)

40. EAST 0-3 (In-Patient Pharmacy)

41. EAST 1-1 (PCAS (PHASE 1 & 2))

42. EAST 1-2 (Canteen Kitchen)

43. WEST 0-1 (Lab Warehouse)

44. WEST 0-2 (Research Basement)

45. WEST 0-3 (Engineering Shops/Offices)

46. WEST 1-1 (General Office, store, voluntary, education)

47. WEST 1-2 (Rec. Hall)

48. WEST 1-3 (Chapel)

49. S-2-1 (Currently Endoscopy) – with Odor Guard box

50. S-2-3 (Temp. OR’s) – with Odor Guard box

51. S-2-4 (1st Floor SPS)

52. S-2-5 (Hybrid OR’s)

53. AHU-65 (Walk-way roof top)

54. HV-1 (Boiler plant)

55. HV-2 (Boiler plant)

56. Pool-Pak

57. Warehouse ceiling mounted units (5)

58. Radiology basement CRAC units (approx. 16 units)

59. Approx. 34 EF’s serving Isolation rooms and Morgue (HEPA’s and pre’s)

60. Ceiling mount HEPA located in 2B-144 (Yearly Change required (January)

61. TR House (Off Site @ 9401 Lorain Ave. Cleveland, OH 44102)

62. Fisher House-1 (Off Site @ 10521 Lee Ave. Cleveland, OH 44106)

63. Fisher House-2 (Off Site @ 10521 Lee Ave. Cleveland, OH 44106

The following item numbered units will be done 2nd shift or on weekend schedule:

Item #: 1, 2, 11, 19, 49, 50, 52.

64. Newly installed equipment:

5.1. Isolation Room and Morgue Filters:

5.1. (a) For the safety of employees and patients, hospital personnel need to be notified that the isolation rooms will be out of commission on a predetermined date and time. The room needs to be vacated four hours before filter removal (if the room is serving as an isolation room) and remain out of commission until the work has been completed, the fan is running, and the room has been tested to be under negative pressure. Rooms that are to be taken out of service during the filter change will be tagged to notify patients and staff that the room is not suitable for use as an isolation room.

5.1.(b) Used pre-filter (where applicable) and final filter will be bagged and sealed in heavy duty puncture resistant bags designed specifically for bag in bag out housings. Static pressure tips will be cleaned when applicable. Replacement containment bags will be replaced when/where applicable. Magnehelic gauges will be zeroed, and initial resistance will be noted upon startup.

5.1. (c) All dirty filters, bags and suits having been sealed in puncture resistant bags will be turned over to VA personnel for disposal. The VA will be responsible for determining if the used filters are to be treated as hazardous waste and will retain ownership of the filters.

5.1. (d) Pre-filters will be done on a quarterly basis were applicable, HEPA’S to be changed on a Yearly basis per guidelines required for safe/correct removal of such.

5.1. (e) HEPA’S will be seal tested upon installation.

5.1. (f) Change out bags shall be at a minimum of 8 mill PVC rated for this procedure. The bag shall have an elastic shock cord hemmed into the opening for firm fit when stretched around the bag-out collar. Each bag shall have a stock number rolled into the hem for identification and re-ordering. The bags shall have a mat smooth finish and not stick together. Standard with (2) hand sleeves for added convenience.

6. Supervision

Vendor shall ensure a supervisor will be on site during the entire cleaning contract period that is capable of reading and interpreting blueprints/as-builds. As-builds shall be available through the COR.

7. Contractor Responsibility

7.1 It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area including the operation of the medical center.

7.2 Contractor shall attend a mandatory meeting after award with the Chief, Engineering Service or his designee prior to the beginning of any work. The required meeting shall be coordinated by the Contracting Officer and shall be scheduled and conducted within 20 calendar days after Notice to Proceed. This meeting is to inform the contractor of the nature, extent, and intent of this contract and for the contractor to present the following documentation:

-Material Safety Data Sheet (MSDS) for any products the contractor may use in the -performance of this contract.

-List of personnel, name only, including the job site supervisor -A written safety program which includes, but is not limited to:

a. Respiratory Protection

b. Confined Space Entry

c. Lockout/Tag out

d. Hazardous Communications

e. Electrical Ground Fault Protection

f. Asbestos Communication

g. Copy of all NAFA active certifications (must remain active during duration of contract, annual renewal certificate copy provided to VA 30 days prior to approval of option year exercise).

7.3 Contractor shall be responsible for any damages caused by his/her employees and shall repair or replace all damaged systems/equipment immediately at no additional cost to the VA. Any damage done during the filter change process shall be immediately reported to the COR.

Water and electrical power will be provided by VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made.

7.4 The contractor shall be responsible for placing barricades in appropriate location to protect the well-being and safety of patients, visitors and staff. These barricades shall be removed by the contractor when work is completed.

7.5 The contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an appropriate location that could interfere with the operation of the medical center or be a cause of risk or hazard to patients, visitors or staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. All equipment being used in mechanical rooms or on roofs shall be secured daily but may be left overnight providing this equipment is not a position to be a risk or hazard to medical center personnel who may be called in to these areas after hours at the discretion of the contractor. VAMC Cleveland will not be responsible for equipment, tools, personal effects left overnight at the job site. Doorways, hallways, and aisles shall be kept clear at all times. At no-time shall equipment be left unattended, including breaks and lunch.

7.6 Prior to startup of a system that is cleaned/filter changed HVAC staff will be present.

7.7 Vendor shall report to the COR daily or assigned representative on the progress of the project, along with any deficiencies noted.

7.8 The contractor is required to submit a site-specific safety plan pursuant to Occupational Safety and Health Administration (OSHA). The safety plan must be reviewed and approved by the Louis Stokes Cleveland Department of Veterans Affairs before any work is performed.

7.9 On locked wards, extra care shall be taken to safeguard patients, visitors, and staff from materials, tools and equipment. At no time shall any materials, tools, or equipment be left unattended. At the end of each workday, for work performed on a locked ward, all tools, materials and equipment shall be accounted for, prior to the vendor vacating the area. Should vendor note any missing tools or supplies, vendor shall immediately notify the COR of the problem. Vendor shall also notify the Charge Nurse on the unit of the problem.

7.10 Any damage detected during the filter change process that was not caused by the vendor shall be reported to the COR daily.

7.11 Quarterly invoices shall be issued for Wade Park.

8. Wade Park Unit Specifications

8.1 Air Handlers and exhaust fan systems have been identified in section 5.1.9 above.

8.2 Vendor shall report to Engineering service, (A/C Shop) before starting work; obtain initials of operator when work is finished; return paperwork to Engineering Service before leaving station.

8.3 Vendor shall report to Second (2nd) Shift supervisor M&O for work performed after normal business hours before starting work; obtain initials of operator when work is completed, return paperwork to Second (2nd) Shift supervisor M&O before leaving station. Failure to report to Second (2nd) Shift supervisor M&O and/or failure to use correct purchase order number and contract number may result in delayed payment for services rendered.

8.4 Any and all work shall be performed without interruption of work activities. Vendor shall be responsible for returning all ceiling tiles and other equipment and materials disturbed during the cleaning, to their original condition and repairing any equipment or materials damaged during work.

8.5 All cleaning shall be scheduled with air-conditioning supervisor so that the impact on the medical center is minimized. Notice will be provided to vendor approximately thirty (30) days before servicing.

8.6 Vendor shall ensure all work areas are maintained in a neat, clean and safe manner. All debris generated during the cleaning process shall be removed from the site and properly disposed of by the vendor.

9. Reports

A confidential report shall be issued to authorized personnel containing all accumulated data. Computerized statistical data shall be compared to NIOSH, OSHA, ACGIH and ASHRAE Standards utilizing bar graph charts.

10. Hours of Operation

Normal business hours are from 7:00 a.m. to 3:30 p.m. (1st shift), 3:00 p.m. to 11:30 p.m. (2nd shift) Monday through Friday, excluding federal holidays. Following are the 11 holidays observed by the Federal Government:

New Year’s Day – Juneteenth – Independence Day – Veteran’s Day – Dr. Martin Luther King Jr. Day – Labor Day -Thanksgiving Day – President’s Day – Columbus Day – Christmas Day – Memorial Day

Any other day designated by the President of the United States to be a national holiday.

When a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday will be observed as the legal holiday.

11. Performance Monitoring Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract.

11.1 Direct Observation-(Can be performed periodically or through 100% surveillance.)

11.2 Periodic Inspection (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines that a formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

12. Security Requirements:

Contractor will not have access to any VA sensitive information, patient information, or access to the VA network. Network access is not necessary to perform tasks of contract.

13. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI):

Water and electrical power will be provided by VA at no cost to the contractor. All connections to this water and/or electrical power must be approved by the COR prior to any connections being made.

The VA Medical Center, Cleveland, will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the contractor to bring the appropriate equipment; and/or supplies necessary to complete the work as required within, this is to include all required PPE (Personal Protective Equipment)

14. Other Pertinent Information or Special Considerations and supplier requirements:

All work and inspections shall be performed by personnel qualified to work on the specific HVAC Air Filters and conducted by trained technicians. The contractor shall arrive on-site in response to intervening emergency service calls less than twelve (12) hours after a telephone call is placed by the COR.

• Filters will be available for immediate pickup via “Will Call” for emergency situations.

• Filters will be delivered within 12 hours of receipt of order, freight allowed via supplier truck to ensure damage free shipments after telephone call is placed by the COR

• After hours and emergency service are to be included in the contract.

• All filter prices include freight / delivery.

• Off-site disposal of dirty filters.

• Work to be supervised by a National Air Filtration Association Certified Air Filtration Specialist (CAFS).

Prior to starting work, contractor will schedule all work with the COR, or acting representative.

15. Place of Performance:

The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (LSCDVAMC located at the VA Medical Center (Wade Park), 10701 East Blvd., Cleveland, OH 44106.

TR House (Off Site @ 9401 Lorain Ave. Cleveland, OH 44102) Fisher House-1 (Off Site @ 10521 Lee Ave. Cleveland, OH 44106)

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

The Government reserves the right to add or remove any additional HVAC systems to the contract if necessary. Furthermore, the Government reserves the right to add, increase, or decrease types of air filters, frequencies of collections, or quantities to allow for fluctuations of client demand that are otherwise unknown at time of solicitation. The total contract value may increase up to 20% of the base award.

QUALITY ASSURANCE SURVEILLANCE PLAN

For: Louis Stokes Cleveland Veterans Administration Medical Center (LSCVAMC)

Contract Number: TBD

Time period: TBD

Contract Description: Air Filter Replacement Contract

Contractor’s name: TBD

1. PURPOSE

The Air Filter Replacement Contract is necessary to maintain the required air quality essential to patient care. This contract will provide all labor, material, equipment, transportation, and supervision necessary to provide the supply and change of air filters in its entirety for the HVAC systems located at the Cleveland Veterans Administration Medical Center located at 10701 East Blvd. Cleveland, OH 44106, The TR House located at 9401 Lorain Ave. 44109 and The Fisher Houses 1&2 located at 10521 Lee Ave 44106. This will include disposal of all filters except HEPA type. Services shall be in accordance with terms, conditions, provisions and schedule of the contract. Services shall be from date of award and one year thereafter, with four (4) pre-priced one (1) year options for renewal.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

A.) Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: Chad Kemper Organization or Agency: NCO10

B.) Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: Theodore Clark

c. Other Key Government Personnel – N/A

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

Name/Title: TBD

4. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, paragraph N/A (there is no PRS Matrix in the PWS) in the Performance Work Statement (PWS), includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Note: The subject contract does not contain a Performance Requirements section in the PWS. As such, the below listed Tasks, Indicators, and Standards have been extracted from PWS:

Contractors’ accessibility to equipment.

Costs

HIPPA Compliance

Properly dispose of air filters

to properly dispose of all filters off site as required by the PWS.

No filters are to be disposed of at the facility as required.

Comments:

5. INCENTIVES

The Government shall use Exercising Options and Contractor Performance Assessment Reports as incentives.

Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP:

A.). DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)

Performance Standard(s). Will be performed periodically.

B.) PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections will be scheduled daily.

C.) USER SURVEY. Every morning the COR supervisor will document the previous days progress in the project schedule.

D.) 100% INSPECTION:

Document daily progress in the project schedule.

E.) Progress or status meetings:

Mandatory daily morning meeting.

7. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Excellent = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails To Meet Standards

8. DOCUMENTING PERFORMANCE

A.) ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

B.) UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

The COR shall meet with the contractor daily to assess performance and shall provide a written assessment.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

0.00

Air Filters Requiring Annual Changes and Service Contract Period: Base POP Begin: 07-01-2024 POP End: 06-30-2025

0001AA

12x24x12 - SL95 Single Header Ashrae Cell OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025 PRINCIPAL NAICS CODE: 238220 - Plumbing, Heating, and Air-Conditioning Contractors PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AB

16x20x12 - SL95 Single Header Ashrae Cell OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AC

20x20x12 - SL95 Single Header Ashrae Cell OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AD

20x24x12 - SL95 Single Header Ashrae Cell OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AE

24x24x12 - SL95 Single Header Ashrae Cell OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AF

12x24x12 - Single Header Riga Flo HAC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AG

20x20x12 - Single Header Riga Flo HAC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AH

20x24x12 - Single Header Riga Flo HAC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AJ

24x24x12 - Single Header Riga Flo HAC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AK

12x24x12 - Box Style Riga Flo AC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AL

20x24x12 - Box Style Riga Flo AC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AM

24x24x12 - Box Style Riga Flo AC95 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AN

24x24x12 - MERV 16 SH 4-V OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AP

24x24x22 8P - MERV 15 Self Supporting Defiant Bag OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AQ

12x24x4 - SH MERV 14 Dominator OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AR

24x24x4 - SH MERV 14 Dominator OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AS

20x25x4 - MERV 14 Box Style Dominator OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AT

12x24x12 - Plastic Superflow-V 99.99@ .3 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AU

24x24x12 - Plastic Superflow-V 99.99@ .3 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AV

12x24x12 - Galvanized Superflow V 99.99 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001AW

24x24x12 - Galvanized Superflow V 99.99 OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001BA

24x12x12 - HC Galvanized HEPA OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001BB

24x24x12 - HC Galvanized HEPA OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 - Maintenance, Repair, and Rebuilding of Equipment - Plumbing, Heating, and Waste Disposal Equipment

0001BC

24x30x12 - HC Galvanized HEPA OR EQUIVALENT

POP Begin: 07-01-2024 POP End: 06-30-2025

PRODUCT/SERVICE CODE: J045 -…