36C25622Q0817 Amendment 2.pdf

Amendment to a Previous Combined Solicitation

*= Required Field Amendment to a Previous Combined Solicitation

SUBJEC

T*

36C25622Q0817 - AHU Maintenance Service Contract (VA-22-00065653)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 70112

SOLICITATION NUMBER* 36C25622Q0817

RESPONSE DATE/TIME/ZONE 05-26-2022 13:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J041

NAICS CODE* 238220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Southeast Louisiana Veterans HCS

1515 Poydras Street

New Orleans LA 70112

POINT OF CONTACT* Contract Specialist

David Bourgeois

David.Bourgeois1@va.gov

318-572-5702

PLACE OF PERFORMANCE

ADDRESS Alexandria VA Medical Center

2495 Shreveport Highway 71 North

Pineville LA

POSTAL CODE 71360

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 2

0002 629-22-3-690-0166

Department of Veterans Affairs Southeast Louisiana Veterans HCS 1515 Poydras Street

New Orleans LA 70112

Department of Veterans Affairs Southeast Louisiana Veterans HCS 1515 Poydras Street New Orleans LA 70112

To all Offerors/Bidders

36C25622Q0817

X

X X

May 26, 2022 at 13:00 (1:00pm) Central x 1

The purpose of this amendment is to announce the extension listed in block 11, and to post the answers to questions.

All other terms and conditions remain unchanged.

Ashley Haslauer Contracting Officer

CONTINUATION PAGE

See attached document: Attatchment B - Site Plan.

Performance Work Statement

New Orleans VA Air Handling Unit Systems Preventive Maintenance PWS New Orleans Replacement Facility Department of Veterans Affairs

April 19, 2022

Department of Veterans Affairs

New Orleans VA Air Handling Unit Systems PM PWS – New Orleans, Replacement Facility 629-22-3-690-0166

I. GENERAL INFORMATION

The Southeast Louisiana Veterans Health Care System located at 2400 Canal Street, New Orleans, LA 70119 is seeking professional services and contractor cost proposals to perform Preventive Maintenance (PM) services of the new Medical Center’s Air Handling Unit (AHU) Systems.

II. PROJECT BACKGROUND

The VA Replacement Hospital is currently utilizing a phased activation approach. As such, portions of the new campus are still under construction and have not been turned over to the Department of Veteran Affairs. Preventive Maintenance is required on accepted building services to prolong equipment life, and to meet Joint Commission Standards and VA Directives.

III. GENERAL REQUIREMENTS

A. SCOPE

1.0 The Contractor under this Performance Work Statement (PWS) will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this PWS. All personnel working in the vicinity shall wear appropriate personal protective equipment (PPE) and use safety protections while all work is performed. Any questions or injuries shall be brought to the attention of the Safety Officer and Contracting Officer’s Representative (COR). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials.

Copies will be provided to the COR for approval and file management.

1.1 The contractor will provide comprehensive Monthly, Quarterly, Semi- Annual and Annual Scheduled Maintenance and Testing per manufacturer’s specifications.

1.2 If any discrepancies are found with the AHU equipment/systems that are not covered under this PWS, the contractor must provide the following to the COR:

1.2.1 Detailed report noting the discrepancy found.

1.2.2 Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

1.2.3 Price quote for repair labor.

1.3 At a minimum, the following work shall be done:

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1.3.1 All recommended Preventive Maintenance as required by manufacturer’s specifications and schedule for monthly, quarterly, semi-annual, and annual PMs to maintain optimal performance of equipment.

1.4 The Contractor will be responsible for providing all background paperwork certifying part installation and/or repair, calibration, testing of the systems, and certifications of maintenance. Contractor shall also provide an extended warranty on all applicable parts and equipment for the systems. All preventative maintenance work shall be in strict adherence to the recommended manufacturer’s specifications and standard operating procedures for equipment maintenance.

1.5 All work shall be performed by personnel specifically qualified and trained to work on Commercial Climate Control Systems including AHUs and all other auxiliary and ancillary climate control components. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract.

1.6This maintenance contract shall be for one base year and three one-year option periods.

1.7 Base Year: 08/01/2022 – 07/31/2023

1.8 Option Year 1: 08/01/2023 – 07/31/2024

1.9 Option Year 2: 08/01/2024 – 07/31/2025

1.10 Option Year 3: 08/01/2025 – 07/31/2026

2.0 EXCLUDED WORK

2.1 Improvements. Installation of new or improved equipment of modifications to existing equipment after the start of the base year Period of Performance, as directed or required by authorities cognizant of this contract, is not included in this contract. Improvements also cover work not necessary as part of maintenance and repair.

2.2 Warranted Equipment. Equipment, components, and parts, other than that installed under the contract, shall not be removed or replaced or have deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in materials or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COR.

B. PERFORMANCE

1.0 PERFORMANCE OBJECTIVES

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1.1 The reliability of the equipment serviced by this Contract depends on a highly effective Preventive Maintenance Plan (PMP). The Contractor’s PMP Services shall be executed during scheduled intervals consistent with the operations of the Medical Center, manufacturer’s recommended specifications and the equipment’s seasonal service operational requirements. The PMP shall be submitted for review and approval within 5 days from award of this contract to the Contracting Officer and COR. The Contractor and their subcontractors performing the preventive maintenance or Supplemental Services as a minimum shall provide and maintain the following goals:

1.1.1 Obtain complete service-results oriented PMP that effectively communicates how the Contractor is providing an efficient service for the PM required by this PWS.

1.2.2 Establish and implement a PMP that results in continuous improvement in the equipment’s performance and assesses for Reliability Centered Maintenance (RCM) or corrective action.

1.1.3. Review and document the operational status and functional performance via inspection of the equipment assuring the Contractors activities accurately acknowledges what changes there are, if any, in the status of the equipment and identifies any degradation or Predictive Maintenance (PdM) needed.

1.1.4. Provide an accurate well-defined schedule that is coordinated and does not interfere with operations at the Medical Center.

1.1.5 Anticipate predictive maintenance needs to prevent potential failures either before they occur or before they develop into major defects (imminent failures).

1.1.6 Respond to all supplemental services (SS) and to perform the necessary corrective repair or action effectively and efficiently.

1.1.7 Carefully follow all safety regulations, including safety precautions identified for operating and servicing the chillers and ice harvester units.

1.1.8 Complete all the approved or authorized additional SS services during the winterization period between December 1st and March 31st including any associated reports as identified in this PWS.

The Contractor will be responsible for all assigned and authorized supplemental services tasks.

The Contractor will be responsible for the proper and safe securing of the equipment being serviced, including shut down and startup of the equipment with coordination and approval from the COR and Utility Systems Repairer Operator (USRO) Supervisor.

629-22-3-690-0166

The Contractor shall record and document all of their work on work order tickets.

The Contractor shall also provide specific reports and testing results when required.

The Contractor shall respond to the Facilities Management Maintenance Control Work Order Desk for tracking PMP activities and Supplemental Services in Maximo.

The Contractor shall be responsible for housekeeping during the performance of all its work and from the services they have performed this includes removal of all debris, and cleaning of the equipment from grease and dirt.

The Contractor’s PMP shall provide as a minimum the following types of services to the AHUs, auxiliary, and ancillary units:

a. Review of operational characteristics and log history.

b. Testing and inspection.

c. Set point and control adjustments, to include clean and dirty filter differential pressure set points in accordance with submittals and air balancing reports.

d. Abnormal vibrations of direct drive fans and equipment shall be tested and reported.

e. Instrument calibrations, to include static pressure sensors, filter differential pressure- analog and digital gauges and sensors.

f. Condensate drain line and condensate pan cleaning, chemically treating and flushing.

g. Replacement of fresh air and return air pre-filters in accordance with manufacturers recommended interval (monthly), with VA approved filter of like rating and construction as submittal documents. Contractor shall be responsible for disposal of discarded filters off site. Filters are not to be stored on site. Adherence of this rule will be at the direction of the COR.

h. Motor and starter voltage checks and adjustments.

i. Chilled water leak testing.

j. Record and review flow, pressure and temperature readings.

k. Chemically cleaning chilled water coils with VA approved cleaning solutions in accordance with manufacturers maintenance intervals.

l. Annual cleaning and wipe down of unit interior to include walls, ceilings, floors, filter racks and fan equipment racks.

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m. Inspect and replace belts on belt drive equipment. Dress pulley surfaces and confirm/set pulley alignments.

n. Verification of low temperature safeties.

o. Condition and operation of dampers and linkage directly related to the AHUs operation.

o. Unit shutdown and start up as necessary with USRO Supervisor and COR approval. Note that a minimum of 2-week notice shall be given for shutdowns, even after normal business hours, on any equipment shutdown that exceeds 15 minutes.

2.0 PERFORMANCE STANDARDS

2.1 Contractor shall provide the Professional services to maintain the Air Handling Units, auxiliary, and ancillary components on a scheduled basis and to inspect equipment operation and perform required preventive maintenance. Contractor, (including sub-contractors, and employees) shall fulfill terms and conditions and provide contracted services covering this Performance Work Statement while maintaining a high level of safety and integrity.

2.2 Contractor shall employ standard industry “best practices” while fulfilling this requirement.

3.0 PLACE AND HOURS OF PERFORMANCE

3.1 The work shall be performed at the New Orleans VA Medical Center site located at 2400 Canal St. New Orleans, Louisiana.

3.2 The contractor shall maintain work schedules as outlined by this performance work statement. The schedules shall take into consideration that the staff can effectively perform their services without adversely impacting patient care and the safe operation of the medical center. The Contractor shall deliver standard services between the hours of 2000 – 2400hrs Monday through Friday. Work on units serving critical care and procedure areas may need to be scheduled on weekends and in advance at the VA’s discretion.

3.3 No work shall be performed on Government holidays. Below is a list of approved observances. Subsequent annual list of holidays and observances will be provided in advance of option year renewal.

Holiday New Year’s Day Birthday of Martin Luther King, Jr.

Presidents Day

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Holiday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth

3.4 COR Authority - In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

4.0 PERIOD OF PERFORMANCE

4.1 The period of performance shall run as described in Section A1.6 – A1-10.

Should these dates change, the Contracting Officer will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

5.0 PERSONNEL

5.1 KEY PERSONNEL

5.1.1 All services covered by this contract will be performed by fully qualified and trained refrigeration and HVAC mechanics. Supervisor shall possess the necessary skills and experience to perform the work as identified in the PWS for specialized preventive maintenance or supplement services Air Handling Units and associated and ancillary equipment.

5.1.2 The Contractor’s Staff will include, when required, technicians or subcontractors specifically qualified and trained to perform the tasks identified in the supplemental services. All Contractor personnel will also be capable of reviewing and analyzing the equipment’s logs and operating history. The Contractor will provide an onsite lead Supervisor person in their PM Staffing during the execution of all work or as directed by this PWS and monitored by the COR.

629-22-3-690-0166

5.1.3 The Contractor shall provide a qualified and experienced Project Manager for this contract. The Contract Manager shall have full authority to act for the Contractor and always serve to carry out all the provisions of the contract. The Project Manager shall oversee and have overall responsibility for the work to be carried out under this contract.

5.1.4 The Contractor’s Project Manager’s work hours shall coincide with the Medical Center’s business hours which are defined as 7:30 AM – 4:30 PM, Monday through Friday, with the exceptions of all holidays observed by the Government. The Project Manager or approved responsible alternate authorized by the COR will be identified and available for receiving calls 24 hours a day, seven (7) days a week.

5.1.5 The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, Project Manager and an alternate or equally responsible Supervisor person who when approved by the COR shall assume the Project Manager’s duties when the primary project manager is absent. The key personnel list shall also identify the names of the certified refrigeration mechanics that will perform the Base Services of this PWS. A resume shall be included with all names on the Contractors Key Personnel List. The Contractor shall include with the Key Personnel List contact numbers and email addresses for all employees performing services under this contract.

5.1.6 When Staffing changes are made the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require 15 days’ notice to the COR.

5.1.7 The Government shall have the right in its sole discretion to approve or reject any Project Manager selected by the Contractor at any time.

5.2 ATTIRE

5.2.1 All Contractor employees, including subcontractors of the Contractor shall always, while on the job site in an official capacity, be attired in a distinctive prime contractor uniform, which is acceptable to the Government.

5.2.2 The uniform shall have the prime Contractor’s name easily identifiable, affixed thereon in a permanent or semi-permanent manner such as a badge or monogram. Any color combination, as appropriate, may be used for the uniforms if they are distinct from that used by Facilities Management Service (VA Engineering).

5.2.3 These uniforms must be supplied and maintained by the Contractor at no cost to the Government. As part of their uniform, the Contractor’s employees shall conspicuously display the following identification:

629-22-3-690-0166 o Personnel Identification Verification (PIV) Badge issued by the Government, or o Photo Identification Badge issued by the employee’s respective employer.

5.3 CONDUCT

5.3.1 The Contractor’s employees, while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor’s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work.

5.3.2 The contractor and its personnel shall review and agree to comply with the Government’s Information Security System (ISS), and network policy.

5.3.3 This is a non-smoking facility. This includes e-cigarettes.

5.3.4 Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.0 SPECIAL INSTRUCTIONS

6.1. Follow site safety procedures and supervisor’s instructions.

6.2 Schedule outage with operating personnel. (Minimum 48 hours in advance of planned shutdown for non-patient care spaces, 2 weeks for critical and patient care spaces).

6.3 Use extreme caution when climbing roof access ladders, catwalks and scaffolds.

6.4 Perform applicable lockout/tag out steps and site safety procedures.

5.5 Record and report equipment damage or deficiencies.

6.6 Review and follow the manufacturer’s O&M instructions.

6.7 Follow safety and environmental procedures for disposal of discarded grease or shop rags

6.8 Record results in the equipment history log.

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6.9 Check manufacturer’s specifications for the maximum number of plugged tubes.

7.0 Confirm Variable Frequency Drive (VFD) acceleration and deceleration time parameters are maintained as per current submittal documents.

6.10 All maintenance, testing, and inspection is to be performed in accordance or adhere to and follow the latest editions of the following: The Joint Commission (TJC); VHA Directive 1028 Electrical Power Distribution Systems dated July 25, 2014, National Electrical Code (NFPA 70); Recommended Practice for Electrical Equipment Maintenance (NFPA 70B); Standard for Electrical Safety in the Workplace (NFPA 70E); NFPA 90A Standard for the Installation of Air- Conditioning and Ventilating systems (NFPA 90A); Health Care Facilities Code (NFPA 99); Life Safety Code (NFPA 101); Occupational Safety and Health Requirements (OSHA) Part 1910 Subpart J, The control of hazardous energy (lockout/tag out) (1910.147); American Society of Heating, Refrigerating and Air- Conditioning Engineers (ASHRAE).

7.0 DELIVERABLES

7.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) - shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

7.2 FIVE (5) BUSINESS DAYS AFTER THE CONTRACT AWARD DATE

7.2.1 LIST OF PERSONNEL REQUIRING SECURITY BADGING - The

Contractor shall provide the COR with a list of employees who will be applying for security badges five (5) days after the contract award date.

7.2.2 RESUMES OF ALL KEY PERSONNEL - The Contractor shall provide the resumes for all personnel proposed to perform work on this contract for approval five (5) days after the contract award date.

7.2.3 TELEPHONE, CELL, FAX NUMBERS, EMAIL ADDRESSES,

SCHEDULES - The Contractor shall identify and provide the COR with a list of names, and telephone numbers of the key personnel who shall be responsible for fulfilling all the requirements of this PWS including their work schedules.

7.3 FIFTEEN (15) BUSINESS DAYS AFTER CONTRACT START DATE

7.3.1 QUALITY CONTROL PLAN - The Contractor shall, within fifteen (15) days of contract start date, submit a quality control plan that details how the Contractor will ensure all requirements of the contract will be fulfilled. The plan shall include but not be limited to all elements of the quality control program described in the technical proposal

629-22-3-690-0166 that the contractor submitted in response to the Government's solicitation for this contract.

7.3.2 PREVENTIVE MAINTENANCE PLAN - The Contractor shall, within fifteen

(15) days of contract start date, submit a preventive maintenance plan that details how the Contractor will ensure all requirements of the contract will be fulfilled.

7.3.3 SAFETY PLAN - The Contractor shall, within fifteen (15) days of contract award, submit its own detailed safety and protection plan that shall comply with all safety, environmental protection, property protection and health provisions of the contract.

7.3.4 SERVICE REPORTS – The Contractor shall complete service reports for every service call.

7.3.5 TESTING AND INSPECTION REPORTS - The Contractor shall, within fourteen (14) days after services are rendered, submit (1) original and two (2) copies, inspection and testing reports.

7.3.6 COMPANY/TECHNICIAN CERTIFICATION – The Contractor shall, after any work is completed on the system (submitted with service ticket, testing and inspection reports), and prior to contract award furnish to the Government all certifications.

7.3.7 RECORDS - Cumulative service records shall be kept for each piece of equipment by location. A separate record file shall be established and kept up to date for each system. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 15 calendar days prior to the start date of the contract.

7. 3.7.1 Records shall cover all of the following work:

7. 3.7.1.1 Preventative Maintenance Inspection and Service (PMIS) work.

7. 3.7.1.2 Inspection, Testing, and Certification work.

7. 3.7.1.3 Service work.

7. 3.7.2 Records Content. At minimum, all shall contain the following:

7. 3.7.2.1 Date(s) when the service(s) was scheduled stated and completed.

7. 3.7.2.2 Name of the individual(s) who performed the services.

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7. 3.7.2.3 The nature and extent of all service and repair work performed, including: completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/test, and disposition of deficiencies found during inspection/test; and description of service work performed, including a brief description of material and parts used (including costs and quantities), and hours of labor expended.

7.4.4.2.4 Printed name and signature of VA personnel who

verified completion of work.

7.4.4.2.5 Any other information the Contractor chooses to

include in the records, at no additional cost to the Government.

7.4.4.2.6 All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within five (5) calendar days of expirations of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

7.4.4.2.7 Accident/Incident Reports shall be generated at

point/time of occurrence and corresponding report(s) shall be delivered to COR within 24 hours of occurrence.

7.4.5. WORK COMPLETION REPORTS. The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract. These reports shall contain, as a minimum, the information described in items of subparagraphs of the aforementioned "Records" paragraph and as mentioned elsewhere in this PWS and shall be signed and dated by the Contractor's Representative.

7.4.6 STAFFING. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

IV. BASE SERVICES

1.0 PREVENTIVE MAINTENANCE BASE SERVICES

1.1 The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively perform and efficiently fulfill Base Services.

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1.2 The Base Services part of the PWS requires the Contractor to deliver practices incorporating techniques based on PdM and RCM, manufacturer recommendations, best practice and the specific tasks as identified.

1.3 The Contractor shall be responsible for housekeeping during the performance of all its work and from the services they have performed including removal of all debris, and cleaning of the equipment from grease and dirt.

1.4 The Contractor shall provide a detailed cyclical PMP for the chillers, reciprocating units and ice harvesting units as identified in the Price Schedule. The Contractor’s PMP shall include all of the administrative requirements of this PWS and the services identified in Section III Introduction, and Section IV Base Services.

1.4.1The Contractor’s PMP service shall provide the equipment covered by this contract with compliance to manufacturer guidelines and recommendations, and any other applicable code, law or regulation in practice recognized as a current Industry standard.

1.4.2 The Contractor shall verify all units are in a safe and proper operational mode during execution of the PMP as part of the Base Services.

1.4.3 The COR in writing may direct the Contractor to reschedule and/or reduce any PM occurrence. The Contractor shall appropriately reduce their invoicing per the Price Schedule if PM tasking is not performed on any chiller, reciprocating unit or ice harvesting units.

2.0PREVENTIVE MAINTENANCE PROGRAM (PMP)

2.1 The Contractor’s Preventive Maintenance Program (PMP) shall provide for 12 monthly inspections, which include a pre-startup and shutdown service during winterization. PMP work is performed between the hours of 7:30 AM and 4:00 PM, Monday through Friday; and is to be completed by 4:00 PM on any one unit being serviced unless permitted by the USRO Supervisor. PM activities shall not run onto another day for a single unit’s PM without coordination and permission from the USRO supervisor.

2.2 The monthly PMP shall record and verify any diagnostic description present to units in operation. The Contractor shall monitor and record the sequence of operation that each unit is in; and include identification of their operational characteristics shown on their control panels or by instruments for each unit.

2.3 The Contractor shall provide final hard copies and electronically prepared PM Service report forms to the USRO Supervisor, COR and Maintenance Control Clerk.

The reporting format shall be developed by the Contractor and shall be approved by the COR as to the form’s contents of the PMP task or SS. PM and SS forms or reports shall be submitted upon completion of the service to the COR or designee.

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2.4 During each of the released yearly service periods, the Contractor shall submit a brief bi-monthly (six) executive summary listing dating all activities completed or released, i.e. PM’s and Call Orders to the USRO Supervisor and COR or Designee by email no later than five business days pass the calendar month established.

2.5 At the end of each contract service period (August 31st 2023-2023) the Contractor’s correspondence, execution plans, service reports, equipment inspections, forms, executive summary listings etc. shall be submitted on a Cd for the COR, Maintenance Control Clerk and USRO Supervisor.

6.6 The Contractor shall submit their PMP with an execution plan (schedule) to the COR and Contracting Officer (KO) for review on compliance to the PWS in 10 days after award of this contract. The PMP submission shall include as a minimum the following:

2.6.1 An example of the executive summary listing, reports and forms that the Contractor will utilize, and a brief narrative explaining how their implementation of the preventive maintenance program will be executed, which shall also include the execution plan.

2.6.2 Omissions or clarifications to the PMP and/or the execution plan shall be incorporated and resubmitted as a final report within five days from the conclusion of the meeting. The Contractor, if requested by the COR or USRO Supervisor, shall provide further explanation detailing specific procedural scope on the contents of its PMP

2.6.3 The execution plan shall also be reviewed for coordinated with the UB Supervisor for sequence, scope restrictions, or operational restraints.

2.7 Upon the approval of the execution plan, the Contractor shall submit an email of the final plan in Microsoft Word or Excel. The execution plan shall then be incorporated into the work order system by Maintenance Control Clerk or designated Facilities Management (FM) staff.

2.8 The Contractor’s PMP shall also provide for an annual refrigerant and oil analysis report as Base Services. The refrigerant analysis shall check for acidity, oil content, and moisture contamination and the oil analysis will identify metals as a minimum.

2.9 The Contractor’s PMP shall provide monthly inspection and specific evaluation of each unit for their systems’ operation in coordination with the operational status of the AHUs in the Medical Center during the month. Functional service repair, calibration or tear down to any Purge System shall be Supplemental Service. Operational criteria of the Purge Systems to any chiller shall be reported in each monthly PM and specifically presented to the HVAC Supervisor, USRO Supervisor and COR identifying any abnormities or incorrect operation.

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2.10 The Contractor’s PMP shall also clearly identify any difference in services to units under load versus being a unit in a standby mode.

3.0 PREVENTIVE MAINTENANCE REPORTING

3.1 Whenever work is not completed on schedule or was not permitted due to a deficiency or operational restraint on the part of the Government (Facilities Management), the Contractor will in coordination with the COR or designee (USRO or AC/HVAC Supervisor) submit a written notice for rescheduling the tasks to the COR for approval. The Contractor will execute the rescheduling and performance of the work task at no additional cost.

3.2 The Contractor shall maintain a CD file for archival retrieval of all contract documents for each contract period (Base & Option Years) and annually submit the record CD file of all these records to the COR.

3.3 When any deficiencies are found, the Contractor will immediately notify the COR or designee before proceeding to finish its PM site visit and document the observance on its daily work ticket

3.4 The Contractor shall upon arriving to the job site and prior to its departure from the job site; check-in with the COR, designee, or AC/HVAC Staff as directed, and/or the USRO on duty if necessary, during a callback. The Contractor shall check-in and inform the USRO Staff, and/or the Work Order Desk after hours, as to the purpose of the visit and checkout will be with both.

3.5 The Contractor shall document each site service and furnish a copy of its work order form to the COR, USRO/AC HVAC supervisor and/or Staff as directed.

4.0 CORRECTIVE MAINTENANCE SERVICES

4.1 The identification of Corrective Maintenance (CM) services is part of the Base Services and can result from discovery in execution of the Contractor’s services and/or be reported by the USRO or AC/HVAC Supervisor through the COR. The repairs identified for CM from PM or the USRO or AC/HVAC Supervisor or COR shall be authorized by a Call Order that only the COR or Contracting Officer can release except for when an emergency occurs. A Call Order to the Contractor will be executed on a time and material basis under Supplemental Services.

4.2 The Contractor’s CM service shall be planned for execution and shall not interfere or prevent the PMP services from continuing as scheduled. The Contractor shall coordinate with the UB Supervisor for all access to the equipment before the start of any CM work.

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4.3 If the Contractor’s PMP tasks reveal that an item is not operating correctly;

not in compliance with the code; or presents a safety hazard to users, the Contractor shall notify the USRO Supervisor immediately and record their observance.

4.4 In the event of catastrophic equipment failure, accident, or injury the Contractor shall engage emergency shutdown controls or stop buttons controlling the equipment and immediately inform the USRO Supervisor.

5.0 MATERIALS AND PARTS

5.1 The Contractor shall be reimbursed for material and parts at the same rate as the Contractor with an added 10 percent markup.

5.2 Parts supplied directly by manufacturers or subcontractors shall be reimbursed at the Contractors cost with no additional markup. There shall be no mark up for shipping and handling costs.

5.3 Monthly invoices that include reimbursement for material and parts must include copies of the original invoice(s) as back-up documentation for all parts purchased for the month being invoiced. There will be no exceptions; parts without copies of original invoices will not be paid.

V. SUPPLEMENTAL SERVICES (SS)

1.0 DESCRIPTION OF SERVICES

1.1 SLVHCS may, during this contract, request that the Contractor perform Supplemental Services which are outside the requirements of the Base Services section of this contract. The Contractor will be reimbursed for supplemental service tasks in accordance with the fully loaded labor or task rates specified in the Price Schedule.

There will be no mark up for shipping and handling costs. Specialized services supported by the Contractor’s subcontractors shall require a proposal for processing the approvals of rates and cost not identified on the Price Schedule.

1.2 The Contractor will not invoice SS unless a signed Call Order by the COR has been received and until all the work described in the Call Order has been completed to the satisfaction of the COR or designee. The Government will incur no obligation for work that is not authorized in advanced with a signed Call Order.

1.3 The Contractor will provide all supervision, labor, materials, supplies, dispensable parts, tools, and equipment necessary to perform Supplemental Services.

Additional work by the Contractor will be compensated at the rates listed in the Price Schedule. Examples of supplemental service are repairs, replacements and additional maintenance or CM on any of the equipment comprised in the AHU system being serviced.

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1.4 Services may also be extended to include auxiliary equipment, as necessary, such as, the DDC, VAV, equipment insulation, fans, electronic sensors and controller modules, instruments, and electrical control devices, wire harnesses, fuses, vane controls, and any other ancillary components, such as, the receiver, filters, hot well, evaporator, refrigerant pumps, and housing assemblies.

1.5 SLVHCS shall incur no obligation for out-of-scope work, including Supplemental Services that has not been authorized in advance by a signed Call Order.

1.6 The following tasks are identified as specific Supplemental Services that the Contractor shall perform when authorized during the term of this Contract. These services shall require detailed cost proposals for processing of a Call Order; and all invoicing shall require submission of materials and labor tickets.

1.6.1 The Contractor shall provide vibration analyses report on fan motors for balance, bearing or rotor defects, proper alignment and/or gear defects (if applicable).

1.6.2 The Contractor shall provide services including a one-year warranty on all work and an extended five-year warranty on major parts.

1.6.3 The Contractor will be capable of providing certified personnel and testing equipment meeting ASTM E243, SNT-TC 1A and ANST standards for conducting Eddy Current Testing on the condenser and evaporator tubes. The Contractor’s work shall include the possible plugging of tubes.

1.6.4 The Contractor shall be capable of providing diagnostics services on Johnson Controls, and control modules for operations or programming and AHUs by Trane, Temtrol, and Daikin.

1.6.5 The Contractor shall execute refrigerant recovery and processing to EPA standards utilizing the HVAC mechanic.

2.0 SUPPLEMENTAL SERVICES CALL ORDER

2.1 Supplemental Services shall be requested and approved in advance by the COR using the “Contract Services Call Order” form shown in Appendix C. The Call Order will contain a detailed description of the services that are required from the Contractor. The Contractor shall provide the COR a detailed cost estimate including an itemized breakdown for all labor, parts and materials and shipping as well as a schedule with critical milestones for completing the work to be listed on the Call Order.

2.2 Labor rates included on the contract price schedule (Supplemental Services) for the contract will be used in preparing these estimates. Both the cost breakdown and schedule shall be made part of the Call Order. The Contractor shall not proceed with any work described in such Call Orders until authorized in writing by the COR.

VI. CONTRACTOR FURNISHED RESOURCES

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1.0 GENERAL

The Contractor shall furnish all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to fulfill all the requirements and satisfactorily perform all services described in this PWS in a safe, orderly, timely, efficient and workmanlike manner. The contractor shall provide any additional resources necessary to fulfill the contract requirements at no additional cost to the Government.

2.0 SAFETY EQUIPMENT

2.1 The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.

2.2 The Contractor shall not use propane-fueled portable equipment in the performance of the work required by this contract.

3.0 DIAGNOSTIC TOOL

3.1 The Contractor shall provide and utilize on the job site any diagnostic equipment with all OEM software available to enable the Contractor to change parameters as well as diagnose/troubleshoot each component/software covered by this contract, as applicable.

3.2 The Contractor shall obtain, have on file, and make available to its personnel all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

4.0 COMMUNICATION EQUIPMENT

4.1 All Contractor employees assigned to Medical Center shall always have, while on the jobsite, portable communication devices with full service to allow immediate two-way communication between the Contractor and/or Government representatives.

5.0 SERVICE VEHICLES

5.1 The Contractor shall provide at a minimum one (1) service vehicle which is equipped, licensed, and insured. The service vehicle shall be on site anytime the Contractor’s employees are working at the Medical Center. The service vehicle is required to transport materials and supplies, contractor’s employees and tools to various equipment and storage locations at the Medical Center.

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6.0 TRAVEL/ACCOMODATIONS - The contractor is responsible for providing transportation/travel/hotel/airfare accommodations all personnel for the duration of this contract unless stated otherwise elsewhere.

7.0 INVOICING

7.1 The Contractor shall submit one invoice monthly for services that have been completed to the satisfaction of the COR.

7.2 The Contractor’s invoice may be submitted electronically no later than the 10th day of the following month and shall include an itemized breakdown of cost for all contracted services according to the PWS and the following:

7.2.1 Base Services (refer to section V)

7.2.2 Supplemental Services (refer to section V)

7.2.3 Material and Parts (refer to section 11.0 and section VII 7.0)

8.0 Subcontractor Work

8.1 No portion of the work shall be subcontracted without prior written consent of the Contracting Officer.

8.2 In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s).

8.3The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

9.0 Conflict of Interest

9.1 The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

VII. GOVERNMENT FURNISHED RESOURCES

1.0 PARKING

1.1 The Government will provide at no cost to the Contractor one (1) parking space for the on-site service vehicles at the UB when performing tasks defined in this PWS. The Contractor shall be responsible to the regulations of VHA for driving on Medical Center premises.

2.0 ON-SITE SPACE

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2.1 To facilitate fulfilling the requirements of this PWS, the Government will provide the Contractor limited storage space TBD. The Contractor will use the space provided to the Contractor to fulfill the requirements of this PWS. The Contractor shall keep such areas clean and orderly at all times.

3.0 OPERATIONS AND MAINTENANCE MANUALS

3.1 To facilitate fulfilling the requirements of this PWS, the government will make available for the Contractor’s use the Maintained Systems O&M manuals (if available).

The Contractor will utilize these manuals only for work being performed at the job site and will be returned to Government in the condition which they were received.

4.0 UTILITIES

4.1 The Government will pay the cost of utilities (electric, water, etc.) used in the operations and maintenance of the Maintained Systems as reasonable. The Government will not compensate, or will back charge, the Contractor for unreasonable utility charges.

5.0 WASTE REMOVAL

5.1 The Government will provide for pick-up of office waste, generated in the maintenance of the Maintained Systems

5.2 HAZARD WASTE MATERIALS (e.g., batteries, chemicals, etc.), shall be the responsibility of the Contractor.

5.3 VOC REQUIREMENT - The Contractor shall use on the job site only chemicals and cleaning products that do not exceed the national Volatile Organic Chemical (VOC) limitations rule(s) published by the U.S. Environmental Protection Agency (EPA).

6.0 GOVERNMENT AUTHORITY CONTACT INFORMATION

6.1 The Government will provide phone numbers, email addresses, e-mail and mailing addresses for the KO, COR and other key personnel.

7.0 MATERIALS AND EQUIPMENT

7.1 The Government will provide any materials and equipment to the Contractor.

VIII. MISCELLANEOUS REQUIREMENTS

1.0MEETINGS

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1.1 Contract Award Meeting - The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting, post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. The following item shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

1.2 PERFORMANCE EVALUATION MEETINGS - The Contractor’s project managers or representative(s) shall attend one (1) two (2) hour meeting on a quarterly basis (+/- 10 Calendar days) with the USRO or AC/HAVAC Supervisor and/or the COR to discuss PMP tasks, tests, inspections, corrective measures, coordination, status, documentation and/or performance of the PWS.

1.3 The Contractor shall provide an administrative service for processing of documents, records, submissions, invoices and receipt of calls from the COR or emails from the COR.

2.0COMMUNICATION AND COORDINATION

The Contractor for the duration of the contract shall maintain an effective Communication and Coordination Policy with COR, USRO and AC/HVAC Supervisors utilizing e-mail, telephones, faxes, cell phones, etc. to ensure FM staff is kept abreast of the current equipment’s preventive maintenance program and the equipment’s status during any planned outages or supplement service.

The Contractor shall obtain approval from the COR or designee when the removal of equipment from service is necessary and identify the reason for the unit to be out of service with an estimated duration.

The Contractor shall coordinate with the COR and FM Maintenance Control Clerk for the release of PMP work order tickets. The Contractor shall document their services status by providing documentation to facilitate closing out the work order ticket by Facilities Management in addition to other required communications and reporting activities required by this PWS.

3.0 QUALITY CONTROL PROGRAM

3.1 The Contractor shall implement an effective quality control program (QCP) as a means to monitor and measure work performance and to ensure that services are being provided in accordance with the contract documents.

3.2 The Contractors QC program will provide for two (2) quality control inspections on their PMP during each year’s service period.

3.3 The Contractor…