36C25027Q0078.pdf

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

583-27-2-669-0015

36C25027Q0078 11-06-2026

Stacie Hill (937) 268-6511 ext 4651 12-01-2026

10:00 EST

36C250 Department of Veterans Affairs Network Contracting Office 10 3140 Governor's Place Blvd Suite 210 Kettering OH 45409-1337

X 100

X

811310

$12.5 Million

N/A

X

Richard L. Roudebush VAMC 1481 West 10th Street Indianapolis, IN 46202

36C250

Department of Veterans Affairs Network Contracting Office 10 3140 Governor's Place Blvd Suite 210 Kettering OH 45409-1337

36C250

Financial Services Center Invoices To Be submitted electronically https://www.tungsten-network.com

877-489-6135

See CONTINUATION Page

See PWS for additional information.

Contact info: stacie.hill@va.gov

Quotes must be sent to the contract specialist, via email only, by the date/time in block 8.

No physical mail will be accepted.

The period of performance for the base contract will begin at award and last for one year.

All RFIs must be submitted using the attached form to stacie.hill@va.gov by COB on 11/17/2026. Questions will be answered via amendment on sam.gov.

See CONTINUATION Page

583-3670162-669-854100-2543 010055590 x X

36C25027Q0078

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)... 26

C.4 52.219-27 NOTICE OF SET-ASIDE FOR, OR SOLE-SOURCE AWARD TO,

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) CONCERNS

ELIGIBLE UNDER THE SDVOSB PROGRAM (NOV 2025) (DEVIATION)

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.7 52.240-93 BASIC SAFEGAURDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (DEVIATION) (NOV 2025)

C.8 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.9 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL. (OCT 2026) (DEVIATION)

C.10 852.204-72 PERSONNEL VETTING AND CREDENTIALING (OCT 2026)

(DEVIATION)

C.11 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (OCT

2026) (DEVIATION)

C.12 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (OCT 2026)

(DEVIATION)

C.13 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY (OCT 2026) (DEVIATION)

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

E.2 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.3 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (OCT 2026) (DEVIATION)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

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

Network Contracting Office 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:

[x] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly

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:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO _______________ _______________

Fire Suppression System Maintenance and Kitchen Exhaust

Cleaning Contract Period: Base POP Begin: TBD based on contract award POP End:

12.00 MO ________________ ________________

Cleaning Contract Period: Option 1 POP Begin:

Cleaning Contract Period: Option 2

Cleaning Contract Period: Option 3

Cleaning Contract Period: Option 4

GRAND TOTAL ________________

PERFORMANCE WORK STATEMENT

Fire Suppression System Maintenance and Kitchen Exhaust Cleaning

Richard L Roudebush VA Medical Center 1481 West 10th Street, Indianapolis, Indiana 46202 Additional service location: 9045 East 59th Street, Building 402, Indianapolis, Indiana 46216

1 Purpose and Scope The Contractor shall maintain the identif ied fire suppression systems in a serviceable condition, remove grease accumulation from the complete identif ied kitchen exhaust systems, and maintain the Building 402 grease trap. The Contractor shall provide all labor, supervision, transportation, tools, access equipment, routine maintenance materials, cleaning supplies, waste handling, testing, service labels, and documentation required by this PWS.

The recurring scope includes five kitchen fire suppression systems and five Kidde IND-21 Hazmat dry chemical systems, with monthly inspections of all ten systems, semiannual maintenance and service certif ication, and annual maintenance tasks. All f ive hoods require quarterly exhaust inspections and complete interior and exterior cleaning. The Building 402 grease trap requires quarterly inspection, pump-out, and cleaning. Appendix A identif ies equipment and locations; Appendix B states service quantities, deliverables, and performance standards.

The prime Contractor remains responsible for all subcontracted work and for submitting complete records directly to the COR. A kitchen cleaning report does not document fire suppression system maintenance, monthly suppression inspections, or grease-trap service;

each service shall have its own identif iable record.

2 Period of Performance and Contract Structure The dates below are target dates. The base contract period of performance will begin on the day of award and last for one year.

Period Beginning Ending

Base year January 1, 2027 December 31, 2027 Option year 1 January 1, 2028 December 31, 2028

Option year 2 January 1, 2029 December 31, 2029

Option year 3 January 1, 2030 December 31, 2030 Option year 4 January 1, 2031 December 31, 2031

Options may be exercised only by the Contracting Officer (CO). Recurring services shall be firm-fixed-price, with separately identif iable service categories in the pricing schedule. Pricing shall include routine off-hours cleaning, subcontractor coordination, mobilization, routine replacement items, waste disposal, reporting, and correction of the Contractor's deficient work.

3 Applicable Requirements Work shall comply with listed manufacturer installation, inspection, testing, and maintenance instructions; applicable NFPA standards; environmental and waste-handling requirements; and VA site procedures. Use the code editions applicable to this facility as determined by the VA authority having jurisdiction. Record each unit's applicable manufacturer manual in the inventory and service log.

Equipment or activity Applicable reference

Kitchen ventilation, exhaust inspection, and cleaning NFPA 96

Wet chemical suppression, including ANSUL R-102 where installed NFPA 17A and the specif ic manufacturer manual

Kidde IND-21 Hazmat dry chemical suppression

NFPA 17 and the applicable Kidde IND Design, Installation, Operation, and Maintenance manual

Suppression system f ire alarm interfaces Applicable NFPA 72 interface requirements and VA test procedures

Grease-trap service and waste disposal Applicable sewer authority, environmental, health, and manufacturer requirements

The Contractor shall identify any inconsistency that affects safe performance and notify the COR and CO before the affected work. The Contractor shall not silently omit a required task, substitute another service, or change a service frequency. Changes to contract scope, quantities, or price require CO authorization.

4 Personnel Qualifications Before the first visit, submit the personnel and subcontractor roster, names, assigned duties, training, current required credentials, and evidence of competency for the assigned equipment.

Submit replacement personnel's qualif ications before they begin work.

• Suppression maintenance and testing shall be performed by technicians with documented manufacturer training and any authorization required for the installed make and model. Kidde IND-21 maintenance shall be performed by factory-authorized Kidde service personnel with documented IND training. Submit qualif ication evidence for each system type, including ANSUL R-102 where installed.

• Monthly visual inspectors shall have documented training on the inspection checklist and recognition of deficiencies for the assigned systems.

• Kitchen exhaust personnel shall have documented training and experience in complete commercial kitchen exhaust inspection and cleaning consistent with NFPA 96. Provide applicable certif ication or other qualif ication evidence acceptable to the VA authority having jurisdiction.

• Grease-trap service shall use personnel, vehicles, transporters, and receiving facilities holding the licenses or permits required for the actual waste and work. Provide credentials on request.

5 Scheduling and Transition Within 10 business days of each performance period's start, submit the equipment inventory, service due register, and dated schedule described in Appendix A. Use verif ied prior service dates; a contract transition does not restart intervals. Perform the first monthly inspection within 15 calendar days of the start, or earlier to meet the verif ied due date. Report missing history or overdue work immediately.

Provide the COR with written notice of each scheduled visit at least f ive business days in advance and coordinate service dates through the COR. Notify the COR promptly of schedule changes and urgent follow-up needs. Follow the visit-notice, check-in, check-out, and work-hour requirements in Section 11.

6 Fire Suppression System Services

6.1 Monthly Inspections

The Contractor shall inspect each of the ten identified systems once every calendar month, with no more than 31 calendar days between inspections of a unit. This obligation is assigned to the Contractor. A semiannual visit may also satisfy that month's visual inspection only when the monthly checklist and unit-specific results are separately recorded.

• Verify the system is in place, armed, and protecting the identif ied hazard; note moved cooking equipment or other changes that may affect coverage.

• Verify manual actuators are accessible, identif ied, and unobstructed, and tamper indicators and seals are intact.

• Verify the service tag or certif icate is present, legible, current, and consistent with verif ied service records.

• Inspect for obvious damage, corrosion, leakage, obstructions, missing nozzle caps, disturbed detection components, or other conditions that could prevent operation.

• Check pressure indications, cylinder condition, and other visible status indicators where provided by the actual system design; record actual readings where applicable.

• Perform additional manufacturer-required visual checks. Correct routine items included in the fixed price and report other deficiencies under Section 10.

No system may be omitted because its room is locked, it is diff icult to locate, or a subcontractor did not attend. Record access limitations and notify the COR on the visit date; reschedule promptly. An inaccessible or uninspected unit shall be reported as not completed.

6.2 Semiannual and Annual Maintenance

Service every identif ied unit at intervals not exceeding six calendar months and provide two documented semiannual services per performance year. Complete annual manufacturer-required tasks once each performance year; they may be performed during one semiannual visit and shall be identif ied separately in the report. Do not duplicate a charge for annual tasks included in a semiannual service.

• Verify the protected hazards, appliance arrangement, nozzle types and positions, detection arrangement, piping, support, and components against the system listing and manufacturer instructions; document discrepancies.

• Inspect agent containers, mounting, hoses where installed, pressure or weight checks where applicable, and service-life markings. Check release mechanisms, linkages, cables, pulleys, conduit, seals, and manual release components.

• Perform manufacturer-required functional testing of detection and remote manual actuation in the prescribed safe test configuration. Verify applicable fuel and electrical shutoffs, fan interlocks, switches, and alarm interface operation with VA personnel.

• Replace metal fusible links at the required interval, and replace routine seals, nozzle caps, and other included consumables as required. Use the correct listed parts and temperature ratings. Do not treat reusable detection elements as disposable metal links.

• Reset and re-arm the system, verify all bypasses and temporary test arrangements are removed, and document return to service. Provide the service certif ication and updated tag for each unit; identify any unit that fails or remains impaired.

Routine agent discharge is not required unless prescribed for the identif ied system and specifically included in the service schedule. Coordinate the safe test method before actuation.

Identify extended-interval examinations, hydrostatic tests, and other periodic tasks in the service due register described in Appendix A.

7 Kitchen Exhaust Inspection and Cleaning

ID Hood Room or location Exhaust fan Inspection and complete cleaning

KH-01 Canteen Hood 1 C-1166 148 Quarterly; 4 of each/year KH-02 Canteen Hood 2 C-1166 144 Quarterly; 4 of each/year

KH-03 Canteen Hood 3 C-1166 145 Quarterly; 4 of each/year KH-04 Production main hood C-B144 168 Quarterly; 4 of each/year

KH-05 59th Street hood Building 402 Field identify Quarterly; 4 of each/year

Verify approximate Canteen hood lengths of 14, 6, and 5 feet and the 30-foot Production island hood with about 60 feet of cleaning surface. Clean all connected ducts, fans, and filters, including the eight previously listed main-campus duct systems, 100 feet of horizontal duct, vertical runs, and fourth- and fifth-floor connections. Dimensions do not limit cleaning extent.

7.1 Grease Buildup Inspections

Inspect each hood and its complete connected exhaust system four times per performance year, no more than three calendar months apart. Inspect before cleaning and separately record grease buildup, access limitations, cleaning needs, and hazards. Report any need for more frequent service to the COR; the CO authorizes changes in contracted scope, frequency, or price.

7.2 Complete Cleaning

Clean each hood, KH-01 through KH-05, and its complete connected system four times per performance year, no more than three calendar months apart. Remove grease and combustible deposits from plenums, filters, grease-extraction/washdown chambers, accessible baffles and dampers, ducts, fans, and grease collectors. Meet NFPA 96 and manufacturer requirements, including bare metal where required inside. Automatic hood washing does not satisfy complete exhaust cleaning. Follow the Section 11 work windows.

At every full cleaning, clean exterior canopy faces, sides, undersides, and exposed trim.

Remove grease, dust, and residue with compatible products; protect f inishes, nameplates, labels, and occupied areas. Include exterior cleaning in the fixed price. Provide a checklist and dated before-and-after photos of representative interiors/exteriors, duct access locations, every fan, and inaccessible or uncleaned areas. Identify all serviced hoods, routes, and fans.

Report access limitations by exact location and reason. Clean accessible portions, identify remaining work and access corrections, and obtain COR/CO direction. Do not certify uncleaned or inaccessible portions as completely cleaned. Permanent access panels, duct reconstruction, and fan modifications require separate CO authorization unless specifically priced.

7.3 Restoration and Cleaning Labels

Protect food, appliances, suppression, and electrical components. Keep Melink Intelli-Hood optics, touchpads, lights, processors, and fan disconnects dry under the manufacturer guide;

clean lenses with approved nonabrasive methods. Remove coverings, verify sensor/control and fan operation, and record faults. Capture waste for lawful disposal, away from roof/storm drains.

Restore covers, f ilters, and work areas. Include the coordinated post-cleaning suppression check before kitchen use. This replaces semiannual service only if all semiannual tasks are completed and documented.

Provide durable, legible hood labels and replace damaged ones. State hood ID, verif ied full-cleaning date, company/technician, separate next inspection and full-cleaning dates, and report reference for incomplete areas. Match dates to the schedule.

8 Building 402 Grease Trap The Contractor shall inspect and service grease trap GT-01 at 9045 East 59th Street, Building

402. Record its physical location, type, rated or estimated capacity, access conditions, and lawful disposal arrangements in the initial inventory. Additional unlisted traps require CO authorization.

8.1 Condition Checks and Cleaning

Provide four inspection, complete pump-out, and cleaning events each performance year, at intervals not exceeding three calendar months. Inspect the trap before pumping and record grease and solids accumulation, visible condition, access limitations, and whether earlier pumping is needed. Inspection is included in each quarterly service. Measurements shall be made safely without confined-space entry.

At each complete service, remove accumulated fats, oils, grease, settled solids, and the liquid contents needed for complete cleaning. Clean the accessible interior surfaces and baffles, inspect visible inlet and outlet components, document damage or blockage, and restore the trap to operating condition according to its design. Reinstall and secure covers, clean the surrounding area, and verify normal drainage where practicable. Skimming the surface alone does not constitute complete service.

Transport removed waste to an authorized receiving facility. Submit a pumping and disposal record showing the service date, trap ID and location, volume removed, service provider, transporter, receiving facility, and disposal receipt or other traceable receiving documentation.

Report abnormal loading and provide a recommended interval adjustment. Any change in the contracted frequency or price requires CO action.

9 Routine Maintenance and Corrective Repairs Routine inspection, cleaning, testing, adjustment, service labels, metal fusible links where required, disposable seals, standard nozzle caps, and normal maintenance consumables shall be included in the recurring firm-fixed prices. Repair of damage caused by the Contractor and completion or reperformance of the Contractor's deficient work shall be provided at no additional cost to the Government.

For deficiencies requiring work beyond the priced recurring scope, submit a written firm-fixed-price repair proposal within five business days of identifying the deficiency, unless the CO establishes another deadline. Identify the affected unit, defect, consequence, proposed work, parts, labor, return-to-service testing, lead time, and total price. Separate urgent corrective work from recommended upgrades. Only the CO may authorize additional billable work.

Agent recharge following a fire or accidental discharge, major component replacement, system redesign, permanent access modifications, and extended-interval testing shall be separately identif ied and priced when required. Perform scheduled extended-interval work only under its applicable fixed-price line item or a CO-authorized modification. Report discoveries during performance with the due date and a proposal; the Contractor shall not perform unpriced additional work on the assumption that the COR can authorize payment.

Do not leave a system impaired without notifying the COR. Provide the condition, immediate precautions recommended by the manufacturer, and restoration needs. Facility staff determine operational restrictions, interim protection, or kitchen shutdown. The Contractor shall support restoration after authorized repairs and issue the required final test record.

10 Service Records and Deficiency Reporting Submit complete service reports to the COR within five business days of each visit, including subcontractor work. Provide a searchable PDF and an editable cumulative inventory and service log in XLSX or CSV format. Records shall be organized by unit, location, activity, and actual service date. The Government shall be able to retain and use them without a paid vendor subscription.

Every inspection, maintenance, test, or cleaning record shall include the following, as applicable to the activity:

• Contract and service order identifiers; activity name and required frequency; actual start and completion dates; COR arrival and departure notif ication times; next due date.

• Unit or hood/trap ID, exact building and room/location, equipment description, make/model where relevant, and a complete list of items serviced.

• Technician's full name, company affiliation, contact information, and applicable qualif ication identif ication.

• Governing NFPA reference and manufacturer procedure for f ire protection activities; a task checklist with pass, fail, not applicable, or not completed results and explanations.

• Actual readings or functional-test results where required; replaced parts; deficiencies, uncleaned areas, access limitations, and any unresolved impairment.

• Return-to-service status, service certif ication where applicable, corrected labels, labeled photographs, and waste disposal records for the relevant service.

Notify the COR immediately when a condition could prevent required protection or creates an immediate hazard, and provide a written deficiency notice within two hours. For other deficiencies, notify the COR on the visit date and include them in the service report. Maintain a deficiency log identifying the unit, date found, priority, proposed correction, responsible party, authorization status, and verif ied closure. A service shall not be recorded as completed solely because a visit was scheduled or an invoice was submitted.

By the fifth business day of the following month, submit a reconciliation showing services due, services actually completed, reports delivered, work not completed, reasons, and proposed dates. Distinguish work not due from work missed. Include all ten suppression units and the separately scheduled kitchen exhaust and grease-trap activities. A combined visit may satisfy several tasks only when each task and result are documented.

11 Access Security and Site Requirements Check in directly with the COR upon arrival, before beginning work, and check out directly with the COR upon departure. Use the telephone number or electronic contact method designated by the COR for the visit, including overnight visits, and record both notif ication times in the visit report. Submit personnel names in advance, carry government-issued identification, and comply with VA badging, screening, site orientation, and safety requirements. Use only VA-designated parking and loading areas; on-site parking is limited.

The written visit notice required by Section 5 shall state the proposed service date, arrival and completion times, locations, equipment, tasks, personnel/subcontractors, and anticipated outages or testing. Coordinate dates and changes through the COR. Urgent follow-up shall be coordinated as soon as the need is identif ied.

Location and covered work Permitted work window

9045 East 59th Street, Building 402; all on-site contract work, including KS-05, KH-05, and GT-01 Daily, 7:00 p.m. to 5:00 a.m. the following day

Production Kitchen, room C-B144; KH-04 and associated suppression work Daily, 8:00 p.m. to 5:00 a.m. the following day

Canteen, room C-1166; KH-01 through KH-03 and associated suppression work

Monday through Friday, 3:00 p.m. to 5:00 a.m. the following day; any time Saturday or Sunday

All times are local to Indianapolis. Complete inspections, maintenance, cleaning, cleanup, and restoration within the applicable window. Include required evening, overnight, and weekend work in the recurring fixed prices. At other locations, normal inspection and maintenance hours are Monday through Friday, 7:00 a.m. to 4:00 p.m., excluding Federal holidays.

Coordinate testing, fuel/electrical shutdowns, fan outages, fire alarm signals, and any temporary impairments with the COR and designated VA staff before work. Follow applicable lockout/tagout, ladder, fall protection, chemical handling, and confined-space requirements. No confined-space entry is included in routine trap service. Notify the COR if entry would be necessary and obtain an approved, separately scoped work plan before proceeding.

Protect patients, staff, food-service operations, and adjoining spaces. Establish barriers and containment as directed by VA infection prevention and safety personnel. Do not disturb suspect asbestos or other hazardous building materials. Report the condition and obtain direction. Contractor photographs shall exclude patients, protected health information, and unrelated sensitive material. No VA network access is required by this recurring service scope.

The C&A requirements do not apply and a Security Accreditation Package is not required.

12 Acceptance The COR will verify equipment serviced, tasks, dates, reports, tags, and return-to-service status using Appendix B. An invoice or partial report does not establish completion of other service categories. An accurately reported failed test may be accepted as an inspection record; it does not establish equipment serviceability or completed repairs. The COR tracks discrepancies and corrections; the CO administers contractual remedies and payment terms. COR review does not relieve the Contractor of responsibility for complete, accurate work.

Appendix A Equipment and Location Schedule The following equipment is included in recurring service. Use these PWS tracking IDs in all records and cross-reference facility asset IDs provided by the COR. Identify equipment at Building 402 by its building and equipment ID; a room number is not required.

A.1 Fire Suppression Systems

Tracking ID Category Location and association System and standard

KS-01 Kitchen suppression

Canteen Hood 1, room C-1166; KH-

ANSUL wet chemical

NFPA 17A

KS-02 Kitchen suppression

Canteen Hood 2, room C-1166; KH-

ANSUL wet chemical

NFPA 17A

KS-03 Kitchen suppression

Canteen Hood 3, room C-1166; KH-

ANSUL wet chemical

NFPA 17A

KS-04 Kitchen suppression

Production Kitchen, room C-B144;

KH-04

ANSUL wet chemical

NFPA 17A

KS-05 Kitchen suppression 59th Street, Building 402; KH-05 Installed kitchen system

Manufacturer manual

HM-01 Hazmat dry chemical Building 22, white fence Kidde IND-21; NFPA 17

ABC dry chemical; 21 lb

HM-02 Hazmat dry chemical Building 1, white fence Kidde IND-21; NFPA 17

ABC dry chemical; 21 lb

HM-03 Hazmat dry chemical Building 1, white fence Kidde IND-21; NFPA 17

ABC dry chemical; 21 lb

HM-04 Hazmat dry chemical Building 1, white fence Kidde IND-21; NFPA 17

ABC dry chemical; 21 lb

HM-05 Hazmat dry chemical Building 1, white fence Kidde IND-21; NFPA 17

ABC dry chemical; 21 lb

KS-01 through KS-05 receive monthly inspections and semiannual service under Section 6.

Record each kitchen system's nameplate model, agent, cylinder capacity, and governing manual during the initial inventory. Identify KS-05's suppression type and applicable NFPA standard from the installed equipment; maintain it under that standard and its manufacturer instructions.

HM-01 is behind the white fence next to Building 22. HM-02 through HM-05 are the four units behind the white fence next to Building 1. Each Kidde IND-21 cylinder is rated for 21 lb of ABC dry chemical. U.S. Chemical Storage / FireLoc labels identify the storage buildings. Assign and record the individual HM IDs against each system's serial number and physical position within its fenced group.

The annual suppression quantities are 120 monthly unit inspections and 20 semiannual unit services, covering all ten listed systems. Report inventory discrepancies to the COR; changes in billable equipment quantities require CO authorization.

Appendix A Hoods and Grease Trap A.2 Hoods and Exhaust Fans

ID Equipment Location Exhaust fan KH-01 Canteen Hood 1 Canteen, room C-1166 148

KH-02 Canteen Hood 2 Canteen, room C-1166 144 KH-03 Canteen Hood 3 Canteen, room C-1166 145

KH-04 Production main hood Production Kitchen, room C-B144 168 KH-05 59th Street hood 9045 East 59th Street, Building 402 Field identify

All f ive hoods and their complete connected exhaust systems receive quarterly inspection and interior/exterior cleaning under Section 7. The Production hood is an Avtec AWDP series unit.

Record installed hood nameplate data, washdown equipment, Melink Intelli-Hood controls and sensors where present, and the Building 402 hood's exhaust fan ID in the initial inventory.

A.3 Grease Trap

ID Equipment Location Service

GT-01 Grease trap 9045 East 59th Street, Building 402 Quarterly inspection, complete pump-out, and cleaning; 4 events/year

A.4 Initial Inventory and Service Due Register Submit the following within 10 business days of performance start and update the records as equipment data or service dates change:

• For every suppression system, record PWS/facility ID, location, make/model, serial number, agent, cylinder capacity/count, protected hazard, interfaces, governing standard, and applicable manufacturer manual. Record verif ied last and next service dates; identify missing history, impairments, and overdue work.

• Map each hood's complete duct route, connected fans, f ilters, access points, dimensions, controls, and associated suppression system. Record cooking methods and operating profile.

For GT-01, record physical location, type/capacity, cover and truck access, and lawful transport/disposal arrangements.

• Maintain a due register for recurring and extended-interval tasks. Identify each unit, required procedure, verif ied last completion, next due date, and applicable priced line item. Report unpriced periodic tests or corrective work with a proposal under Section 9; obtain CO authorization before additional billable work.

Appendix B Service and Performance Schedule Annual quantities repeat in each exercised option year. All f ive hoods require quarterly service:

20 inspections and 20 complete cleanings. Section 11 work windows apply, including Building 402 suppression and grease-trap work. Annual suppression tasks are included in one semiannual visit.

Service category Frequency and annual quantity Completion standard

Monthly suppression inspections

12 events covering all 10 units; 120 unit inspections

Every calendar month; no more than 31 days between a unit's inspections; unit-specific results

Suppression maintenance and certification

2 events covering all 10 units; 20 unit services

Intervals no greater than 6 calendar months;

full required procedures and service certification

Annual suppression tasks 1 per unit; included in a semiannual visit Manufacturer-required annual tasks identified and documented for every unit

Exhaust grease buildup inspections

Quarterly: 4 per hood, KH-01 through KH-05; 20 hood/system inspections

No more than 3 calendar months apart;

inspect before cleaning and record results separately

Production exhaust and hood cleaning

Quarterly: 4 cleanings of KH-04 and its connected system; EF 168

No more than 3 calendar months apart;

Section 7 interior/exterior cleaning, restoration, and labels

Canteen exhaust and hood cleaning

Quarterly: 4 per hood, KH-01 through KH-03; 12 hood cleanings; EFs 148, 144, 145

No more than 3 calendar months apart;

Section 7 interior/exterior cleaning, restoration, and labels

59th Street exhaust and hood cleaning

Quarterly: 4 cleanings of KH-05 and its connected system at Building 402

No more than 3 calendar months apart;

Section 7 interior/exterior cleaning, restoration, and labels

GT-01 inspection, complete pumping and cleaning

Quarterly: 4 complete services No more than 3 calendar months apart;

condition check, complete cleaning, and traceable disposal record

Additional cleaning or corrective work

Only as ordered under priced line items or a CO modification

Scope and price authorized; work and return-to-service verification documented

B.1 Deliverables and Government Verification

Deliverable Deadline Verification

Credentials inventory reconciliation and schedule

Within 10 business days of period start; personnel credentials before work

All equipment and subcontractors covered;

inherited due dates addressed

Written scheduled visit notice At least 5 business days before each visit; urgent follow-up coordinated promptly

Date, arrival/completion times, locations, tasks, personnel, and outages stated

COR arrival and departure check-in

Upon arrival before work and upon departure

Direct COR notifications; times recorded in the visit report

Critical deficiency notice Immediate verbal notice; written within 2 hours

Unit, hazard, current condition, and restoration needs identified

Visit report and supporting records

Within 5 business days after each visit

Required fields, checklists, tags/photos and disposal evidence complete

Deliverable Deadline Verification Monthly reconciliation and deficiency log Fifth business day of following month Due work compared to completed work and reports; omissions and dates identified

Firm-fixed-price repair proposal Within 5 business days of finding the deficiency, unless CO sets another deadline

Scope, parts, labor, testing, lead time, and total price stated

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) 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.

(c) 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.

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

(e) 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 FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(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. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, f ires, f loods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark, or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notif ied of such claims and proceedings.

(i) Payment—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) Overpayments. If the Contractor becomes aware of a duplicate contract f inancing or invoice payment or that the Government has otherwise overpaid on a contract f inancing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable;

(D) Contractor point of contact; and

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(5) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by FAR part 33 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see FAR part 32).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a termination for cause.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on-

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures for interest credits prescribed in FAR part 32 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon—

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. The Government will send a cure notice to the Contractor, unless the reason for the termination is late delivery. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered under this contract are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C.

chapter 87, Kickbacks; 49 U.S.C. 40118, Government-financed air transportation; and 41 U.S.C.

chapter 21 relating to procurement integrity.

(r) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Disputes, Payments, Invoice, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) Other contract clauses incorporated in the solicitation or contract;

(4) Addenda to this solicitation or contract,

(5) Solicitation provisions incorporated in the solicitation.

(6) Other paragraphs of this clause.

(7) Other documents, exhibits, and attachments; and

(8) The specification.

(s) Unauthorized obligations.

(1) Except as stated in paragraph (s)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government-authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (s)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(t) Comptroller General examination of record. This paragraph applies if this contract was awarded using other than sealed bid procedures and is in excess of the simplif ied acquisition threshold on the date of award of this contract.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2)…