36C25224Q0310_1.docx

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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. SIGNAT

URE 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

None 695-24-3-6093-0046 36C25224Q0310 04-10-2024

PASHOLK,SUSAN

414-844-4846 04-25-2024 10:00

CDT

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 238290 $22 Million N/A X 36C252

CLEMENT J. ZABLOCKI VA MEDICAL CENTER

Department of Veterans Affairs

5000 WEST NATIONAL AVENUE

MILWAUKEE WI 53295

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page

AUTOMATIC DOOR MAINTENANCE AND REPAIR

PER THE STATEMENT OF WORK

SERVICE CONTRACT LABOR STANDARDS APPLY AND ARE ATTACHED

DOL WD 2015-4899 REV-23 DATED 12.26.2023 APPLIES

THIS

REQUIREMENT IS 100% SET-ASIDE FOR SMALL BUSINESS

VA POC; BRIAN HELD 414-384-2000 X44385

CO: SUSAN PASHOLK 414-844-4846

BASE YEAR JUNE 1, 2024 - MAY 31, 2025

OPTION YEAR 1 JUNE 1, 2025 - MAY 31, 2026

OPTION YEAR 2 JUNE 1,

2026 - MAY 31, 2027

OPTION YEAR 3 JUNE 1, 2027 - MAY 31, 2028

OPTION YEAR 4 JUNE 1, 2028 - MAY 31, 2029

See CONTINUATION Page 695-3640162-6093-854100-2543 010050190 X X X

SUSAN PASHOLK

CONTRACTING OFFICER

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

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

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS _____________________________________

CITY-STATE-ZIP _____________________________________

POINT OF CONTACT/TITLE _____________________________________

UNIQUE ENTITY INDENTIFIER _____________________________________

b. GOVERNMENT: SUSAN PASHOLK, CONTRACTING OFFICER

CONTRACTING OFFICE CODE: 36C252

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS: This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

3. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449

4. SOLICITATION TIMELINE SUMMARY:

1. SITE VISIT:

It is strongly suggested and expected that the offeror inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award.

SITE VISIT IS SCHEDULED FOR WEDNESDAY APRIL 17. 2024 AT 9:00 AM LOCAL TIME. ALL INTERESTED PARTIES TO MEET COR BRIAN HELD (414-384-2000 X44385) AT THE MAIN ENTRANCE OF MAIN HOSPITAL.

1. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer susan.pasholk@va.gov no later than THUSRSAY APRIL 18, 2024 AT NOON LOCAL TIME. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 business days to all parties

1. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

1. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

1. All payments by the Government to the contractor will be made in accordance with: FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

1. Invoices shall be submitted quarterly in arrears in accordance with: 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

1. Payments shall be made in arrears upon receipt of a properly prepared invoice

1. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

1. The VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

1. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

1. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

1. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

1. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

1. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

7. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

1. Contractor is responsible to follow all on site facility policies

1. All VA property is considered Federal property and all Federal laws are applicable.

1. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

1. All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

1. All contractor personnel are required to adhere to all VA rules and regulations.

1. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

1. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

1. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

The Authorization & Accreditation (A&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

· All Service technicians shall obtain contractor ID badges from the COR. Identification shall be worn visible always by the Contractor and all Service technicians while on premises.

· During normal working hours of operation, Monday through Friday, the contractor shall sign in with the work order Clerk located in B40 when arriving on campus to perform work, communicate with the COR regarding presence on the facility and sign out with the work order Clerk when work is complete.

· During other than normal hours of operation, the contractor shall sign in and out with the Fire Department located on the east end of B36.

Visitor Passes:

Issuance of visitor passes is the responsibility and at the discretion of each Facility Director. Visitor passes may be issued to individuals requiring short-term access to a VA facility for a period not to exceed 15 days in a 365-day period. Visitor passes are issued on a daily basis and expire at the end of the day of issuance. Visitor passes are issued following, at a minimum, review of one valid and current State or Federal government issued photo ID. Visitors must be escorted in areas restricted to the general public.

FACILITY CHECK IN/OUT PROCEDURES:

Contractor and/or their technicians are required to check in at Graphics Center, Bldg 113 upon arrival to VAMC, and check out upon departure. This check-in/check-out is mandatory.

VA contact Person(s): Brian Held Location (Building/Room Number): Facility Management, 70-E-1067 Telephone Number & Extension(s): 414-384-2000, ext. 44385 Contractor -- Provide telephone number(s) to call for your Service Department: ___________ Provide name(s) of authorized contact person(s): __________________________________

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

Contractor shall provide Preventative Maintenance and Repair of all automatic door operators as listed in the Statement of Work Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

Contractor shall perform Preventative Maintenance Inspections to tighten, adjust, clean and lubricate door operators covered in this agreement. This service will be performed in the months of October and April. All required parts shall be furnished by the Contractor.

Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

BASE YEAR TOTAL $__________________

Contractor shall provide Preventative Maintenance and Repair of all automatic door operators as listed in the Statement of Work Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

Contractor shall perform Preventative Maintenance Inspections to tighten, adjust, clean and lubricate door operators covered in this agreement. This service will be performed in the months of October and April. All required parts shall be furnished by the Contractor.

Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

OPTION YEAR 1 TOTAL $_________________

Contractor shall provide Preventative Maintenance and Repair of all automatic door operators as listed in the Statement of Work Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

Contractor shall perform Preventative Maintenance Inspections to tighten, adjust, clean and lubricate door operators covered in this agreement. This service will be performed in the months of October and April. All required parts shall be furnished by the Contractor.

Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

OPTION YEAR 2 TOTAL $________________

Contractor shall provide Preventative Maintenance and Repair of all automatic door operators as listed in the Statement of Work Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

Contractor shall perform Preventative Maintenance Inspections to tighten, adjust, clean and lubricate door operators covered in this agreement. This service will be performed in the months of October and April. All required parts shall be furnished by the Contractor.

Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

OPTION YEAR 3 TOTAL $_________________

Contractor shall provide Preventative Maintenance and Repair of all automatic door operators as listed in the Statement of Work Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

Contractor shall perform Preventative Maintenance Inspections to tighten, adjust, clean and lubricate door operators covered in this agreement. This service will be performed in the months of October and April. All required parts shall be furnished by the Contractor.

Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

OPTION YEAR 4 TOTAL $_________________

MILWAUKEE VA MEDICAL CENTER

AUTOMATIC DOOR PREVENTATIVE MAINTENANCE

STATEMENT OF WORK

1. SCOPE OF WORK:

Contractor shall provide all labor, parts, and supervision to provide preventative maintenance, periodic testing, and call back service for operational problems not successfully preempted by PM, for the automatic doors and entrances as listed in the attached schedule (Attachment A). The contractor is allowed to store a tool chest at the VA Facility.

A. Critical Elements:

1) Contractor shall provide complete inventory and initial inspection of each automatic door at the VA Medical Center. Inventory shall be submitted to COR electronically using MS Excel (or other mutually agreed upon computer program). (Section 2)

2) Based on initial inventory/inspection, Contractor shall establish and provide to the COR a complete Preventive Maintenance Plan within 15 days of contract award to ensure the requirements of the contract will be met. (Section 2)

3) Contractor’s personnel shall be required to sign-in immediately upon arrival on-site and sign-out at time of departure. (Section 3)

4) The Contractor accepts "as is” existing condition of equipment and government furnished parts covered under this full-service agreement at time of contract award.

5) All operators that are newly installed or replaced shall be Tormax brand operators.

6) Repairs and replacement of consumable parts related to preventative maintenance shall be included. Abuse and vandalism repairs will be paid separate from this contract, on a separate purchase order and may not be awarded to preventative maintenance service provider.

2. TECHNICAL WORK REQUIREMENTS:

A. Upon award of the contract, the Contractor shall coordinate with the COR a non-labor-intensive plan to inventory and inspect the equipment to be covered under this contract, once inventory is complete, the Contractor shall provide the COR a written and electronic report of condition. The report of condition must be provided to the COR before work under this contract begins.

B. Contractor shall provide all resources required in performing these maintenance services and inspections, including parts, material, lubricants, hydraulic fluids, cleaning fluids, equipment, tools, shipping, travel, and labor. Contractor shall be responsible to determine the nature and extent of any work required to restore equipment to satisfactory condition and operation, replacing parts if condition warrants. All maintenance on included equipment shall be performed in accordance with manufacturer guidelines and/or the following industry stands as applicable, Veterans Affairs (VA), The Joint Commission (TJC), Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA) and all state, local, federal and industry standards whichever is more stringent.

C. Covered equipment listed in Attachment A, encompass all system components as normally supplied and required for operation by the manufacturer in the currently installed configuration, including integrity of connections to building utilities, excluding building utility supply lines up to the point of manufacturer provided hardware.

D. No later than two (2) months before the expiration of each of the contract period of performance, a joint inspection will be made by the Contractor and COR or his designee. All defective parts mutually found during this inspection will be replaced within thirty (30) days, with the exception of parts requiring purchase and delivery, these parts will be replaced before contract expiration.

E. All automatic door system tests, scheduled and corrective maintenance, adjustment and repairs shall be in accordance with the following;

· Each of the installed automatic door operator and automatic door systems preventative maintenance and service manuals, schedules and requirements.

· American National Standards Institute (ANSI)/Builders Hardware Manufacturers Association (BHMA) A156.10 – Power Operated Pedestrian Doors

· ANSI/BHMA A156.19 – Power Assist and Low Energy Power Operated Doors

· National Fire Protection Agency (NFPA) 101 – Life Safety Code

· ADA – Americans with Disabilities Act

· ABAAS – Architectural Barriers Act Accessibility Standard

· VHA Barrier Free Design Standard – PG-18-13

· All Federal, State, and Local governing rules and regulations.

· If conflicts occur between any of the above maintenance and service requirements, regulations and guidelines, the most stringent requirement, regulation or guideline shall apply.

F. The contractor shall develop a Preventive Maintenance Plan (PMP) for approval. The PMP plan will require approval by the COR. The contractor’s PMP shall establish the strategy and methods for conducting safe, effective, door operation. It shall include methods that the contractor will use to provide preventive maintenance. It is necessary to ensure that the preventive maintenance ensures cleanliness and maintains a professional appearance. For each PM, the contractor must fill out a PM checklist and service report (Attachment B).

G. Contractor shall be required to maintain current drawings and schematics of the automatic doors, including wiring diagrams, in the service file. Copies of any missing documents shall be furnished by and at the expense of the Contractor.

H. Contractor shall install and maintain a door sticker system that shall contain the following information on each door system;

· Date of service

· Name/Initials of FST (Field Service Technician) that performed service

· Door sticker shall be capable of recording all scheduled maintenance cycles for the life of this contract. Door sticker shall be able to be removed at the end of this contract, without damage, and replaced with a new identical sticker, when full, or at the beginning of a new service contract. Any removed stickers shall be turned over to COR and a record of removal shall be added to the FSR.

· If any doors are replaced or added to the automatic door schedule in the future, the Contractor shall add a dynamic door sticker as described.

I. UNSCHEDULED MAINTENANCE (Call Back Service) The Contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services.

1) The Contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services.

2) The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor.

3) Emergency Service/Call Back – Contractor may be required to perform emergency service on equipment covered under this contract. Emergency repair service will be paid separate either by separate purchase order or by contract modification. Services/repairs to be performed (excluding regularly scheduled inspections, maintenance and repairs) upon Government notification within 2 hours of call. Contractor shall submit quote upon determination of required repair; repair shall not commence until separate purchase order or modification Notice to Proceed has been obtained.

4) Response Time: The MAXIMUM PHSYICAL RESPONSE TIME from the time the VA calls and requests vendor service on-site, until the vendor arrives on station ready to begin repairs, is EIGHT (8) hours. Contractor Field Service Engineer (FSE) shall be physically present, have proper test equipment, parts, and tools, and be ready to begin work within eight (8) hours.

5) Only those services specified within are authorized under this contract. Before performing any services of a non-contract nature, the Contracting Officer must be advised of the reasons for the additional work. Contractor shall submit quote for repairs not covered under this contact.

6) There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of equipment etc. Any additional costs, which may be necessary to complete the work, not listed herein MUST be approved in writing by the COR or CO prior to the commencement of services. If the contractor fails to obtain authorization, services will be at the contractor’s expense.

J. VERIFICATION SERVICE REPORTS AND SERVICE FILES. Contractor shall be required to maintain current drawings and schematics of the automatic doors, including wiring diagrams, in the service file. Copies of any missing documents shall be furnished by and at the expense of the Contractor.

1) Contractor shall observe check-in/out procedures, “Signing In and Out,” so that VA will be aware of the Contractor’s presence at the facility at all times. Upon each departure, Contractor will serve notice of disposition of work to the COR or Designee.

2) Contractor shall submit, upon sign-out, a service report by automatic door of the inspection, prevention maintenance and repair activities accomplished. Such reports shall specify the nature and location of work performed and parts used. Copies of these service reports shall be placed in the appropriate service files.

K. SERVICE DOCUMENTATION/REPORTS:

1) UPON COMPLETION OF EACH SITE VISIT, THE CONTRACTOR SHALL PROVIDE A WRITTEN REPORT ON SERVICES PERFORMED. REPORT SHALL INCLUDE THE FOLLOWING:

a) NAME OF CONTRACTOR AND CONTRACT NUMBER.

b) NAME OF FSE WHO PERFORMED SERVICES.

c) CONTRACTOR SERVICE ESR NUMBER/LOG NUMBER.

d) DATE, TIME (STARTING AND ENDING), TO PERFORM SERVICES.

e) VA PURCHASE ORDER NUMBER(S) COVERING THE CALL IF OUTSIDE NORMAL WORKING HOURS.

f) Signatures:

i. FSE performing services described.

ii. VA Employee who witnessed service described.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED!

1. Monthly, the Contractor shall submit electronically to the COR a summary of monthly activities. Information to be included in the monthly summary should be:

a) Date of PM or Service

b) Location and door ID of service

c) FSE Time

d) Resolution

FAILURE TO SUBMIT MONTHLY REPORT MAY CAUSE A DELAY IN INVOICE PAYMENT PROCESSING.

3. SCHEDULING WORK AND REPORTING COMPLETED WORK:

A. The Contractor shall be required to submit a schedule for approval by the COR, within fifteen days of award, detailing the specific building, floor, and work area. The Contractor shall adhere to the approved preventative maintenance schedule.

1) The service reports shall specify the nature and location of work performed and parts used. Upon sign-out the contractor shall submit the service reports by automatic door of the inspection, preventive maintenance and repair activities accomplished to COR or designee. In addition, copies of the service reports must be in the appropriate service files.

2) During all PM service, any specific device cleaning, lubrication, adjustment, or part replacement, which is performed, shall be indicated on accompanying service reports. Each contract year, all items, which need cleaning, lubrication, or routine part replacement, shall receive such service at least once and shall be documented on the service report.

3) PM shall be performed during normal business hours at times convenient to VA, with PM being conducted according to a pre-arranged recurring schedule that must be approved by the VA prior to contract start date

4. OPERATIONAL UPTIME REQUIREMENTS:

The automatic doors shall be operative and available for use 95% of the normal operation hours. Downtime will be computed from notification of the problem during normal work hours. Scheduled maintenance shall be excluded from downtime. (Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding national holidays. Operational uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the Contractor to default action.

5. HOURS OF COVERAGE:

A. Normal hours of coverage are Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding National holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR or his designee.

B. Preventive maintenance schedule and times will be coordinated between the COR and the Contractor.

C. NATIONAL Holidays observed by the VAMC are:

6. PARTS AVAILABILITY

Contractor shall have a comprehensive inventory of parts and components for all equipment covered under contract immediately available for necessary repairs in order to limit equipment downtime.

NOTE: No parts shall be required on-site that are not applicable to specific equipment.

7. QUALIFICATION OF SERVICE TECHNICIANS AND MECHANICS:

Service technicians/mechanics/ under this contract shall be limited to those submitted by the contractor in the technical proposal, unless the use of additional or replacement personnel has been approved by the COR. Additional or replacement mechanics shall possess at least five (5) years [within the past ten (10) years] experience in inspecting, servicing, and repairing the types of equipment (automatic door operators and hardware) under contract. Contractor shall submit evidence of this experience as well as references for the proposed personnel to the COR at least one (1) week prior to proposed start date for personnel.

8. AUTHORIZED SERVICE:

Only those services specified within are authorized under this contract. Before performing any services of a non-contract nature, the Contracting Officer must be advised of the reasons for the additional work. Contractor shall submit quote for repairs not covered under this contact.

9. ADDITIONAL CHARGES:

There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of equipment etc. Any additional costs, which may be necessary to complete the work, not listed herein MUST be approved in writing by the COR or CO prior to the commencement of services. If the contractor fails to obtain authorization, services will be at the contractor’s expense.

10. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any discrepancies which may relate to the work, which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to perform any additional work and must obtain written approval from the CO before any additional work is performed.

11. ORIENTATION FOR CONTRACTOR EMPLOYEES

A. Contractor will attend an orientation meeting as arranged by the Contracting Officer’s Technical Representative (COR). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting)

1) Fire and Safety

2) Infection control

3) Disaster procedures

4) Other

B. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

SECTION C - CONTRACT CLAUSES

C.1 FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (NOV 2023) is incorporated by reference.

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS:

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

This contract order incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm The following clauses are incorporated by reference:

C.3 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor 15 calendar days prior to the contract’s performance period end. The “specified” rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause.

(End of Clause)

C.4 FAR 52.217-9 OPTION TO EXTEND TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor 15 calendar days prior to the contract’s performance period end; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 calendar days prior to contract’s performance period end. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed FIVE (5) years.

(End of Clause)

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employer’s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.6 VAAR 852.201-70 CONTRACTING OFFICER’S REPRESENTATIVE (DEC 2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of clause)

C.7 VAAR 852.203-70 COMMERICAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of clause) C.8 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled Veteran-owned or Veteran-owned small business certification status and their proposed use of eligible certified service-disabled Veteran-owned small businesses (SDVOSBs) and certified Veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible and certified service-disabled Veteran-owned small businesses offerors will receive full credit, and offerors qualifying as Veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor. To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the SBA Veteran Small Business Certification Program portal at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128).

(c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database.

(d) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of clause)

C.9 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled Veteran-owned small businesses (SDVOSBs) or Veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with 852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 USC 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of clause)

C.10 VAAR 852.219-75 VA NOTICE OF LIMITATIONS OF SUBCONTRACTING – CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)(DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating 18 U.S.C. 1001.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification:

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee: ________________________________________ Printed Title of Signee: _________________________________________ Signature: ___________________________________________________ Date: _____________________ Company Name and Address: ______________________________________ (End of clause)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

(a) Definitions. As used in this clause-

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the Contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the Contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A Contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI)

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances below, the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of…