S06 FINAL Amendment 36C25624Q0735 0002.pdf

Amendment to a Previous Combined Solicitation SUBJECT* Laundry Equipment Preventive Maintenance (PM) and Repair Services, Gulf Coast Veterans Healthcare System, Engineering Service, 400 Veterans Avenue, Biloxi, MS 39531

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25624Q0735

RESPONSE DATE/TIME/ZONE 05-22-2024 1500 EASTERN TIME, NEW YORK,

USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA (Total Small Business Set Aside)

PRODUCT SERVICE CODE* J072

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG 5 Rm 1A102 Biloxi MS 39531

POINT OF CONTACT*

C. Robert Oravetz / Contracting Officer Department of Veterans Affairs Network Contracting Office 16 Gulf Coast Veterans Health Care System 400 Veterans Avenue BLDG 5 Rm 1A102 Biloxi, MS 39531

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Gulf Coast Veterans Health Care System Engineering Service 400 Veterans Avenue BLDG 10 Biloxi MS

POSTAL CODE 39531

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS christopher.oravetz@va.gov EMAIL DESCRIPTION CO e-mail address

Amendment to a Previous Combined Solicitation

DESCRIPTION

The purpose of this amendment is the following:

1). Provide responses to offeror/contractor questions that were received about this solicitation.

2). Amend select sections of 52.212-1 (INSTRUCTIONS FOR SUBMISSION OF OFFER/QUOTE) to reflect the updated solicitation close date and to remove references to the Cera-Pure component only. The information in this section also updates SF1449, Block 8 (Offer Due Date/Local).

3). Amend Performance Work Statement and Performance Work Statement Addendum to remove references to, listings of, and attachments associated with the following component:

Cera-Pure. The TEA Wastewater Recycling System is not being removed from this acquisition only the Cera-Pure component of this system. Changes are highlighted in yellow with strikethroughs that correspond to the removals annotated.

All other terms and conditions of this solicitation remain the same unless updated through/with subsequent amendments to this solicitation by/from the Contracting Officer.

Contractor Questions and Responses Solicitation 36C25624Q0735

Laundry Equipment Preventive Maintenance (PM) and Repair Services Gulf Coast Veterans Healthcare System

Engineering Service, 400 Veterans Avenue Biloxi, MS 39531

Notes: Punctuation and/or grammar corrections were made to questions submitted if found/needed.

PWS or Other Reference

Contractor Question Government Response

N/A When were the scales last calibrated and how often do the scales need to calibrated?

The scales were last calibrated during the last week of March and need to be calibrated annually or more frequently if needed. Generally speaking, the scales require an annual calibration.

N/A Are hard copy maintenance manuals available?

Hard copies of the maintenance manuals are available however it is recommended that contractors refer to the attachments that were provided as part of the Performance Work Statement (PWS) Addendum. As described in this addendum, these attachments contain and/or otherwise describe the following: Original Equipment Manufacturer (OEM) preventive maintenance required and/or recommended tasks for the laundry equipment to be maintained and/or repaired if/when needed.

N/A How many days per month are required to perform the necessary or recommended Preventive Maintenance tasks on the equipment?

Please refer to the Performance Work Statement, Deliverable #4 on pages 10 of the solicitation which states:

“DELIVERABLE #4:

SCHEDULE/FREQUENCY OF SERVICES

AND REQUIRED DOCUMENTATION

(CHECKLISTS)

The schedule of preventative maintenance (PM) checks and services shall be conducted at a minimum of 15 days per month, and more if necessary in order to perform ALL OEM recommended preventative maintenance for the listed equipment.

N/A How many spare parts do you have on hand which may be needed during the course/conduct of performing preventive maintenance on the equipment?

Is there a “punch list” of the spare parts that are currently on hand?

Spare parts should be available for all equipment items however if a particular part is needed (that is not available) the government can get the part that would be required.

No. Currently there is no master “punch list” of the spare parts on hand in the government’s inventory. A master list is currently being developed by the facility but is not yet finalized.

N/A Is the contractor allowed to use the scissor lifts and boom lifts that are on site?

Yes. The contractor may use the scissor lifts and boom lifts if needed providing the contractor has adequate familiarity and competence regarding the use of this equipment. (The government will not train or assist contractors on how to use this equipment).

N/A Is it required that the contractor be trained in First Aid and/or CPR which includes possessing First Aid and CPR credentials/certifications?

No. While it is beneficial for contractors to have First Aid and/or CPR competencies CPR and First Aid is not part of this acquisition. CPR and First Aid is not mentioned nor referenced in the PWS or the solicitation.

N/A Do OEM parts have to be used when parts are replaced or otherwise switched out when completing preventive maintenance and/or repair tasks?

Yes and No. When replacing a part that is Non-OEM it is not expected that the contractor provide an OEM part (to replace a Non-OEM part) but at a minimum the contractor must provide a part with matching attributes. The only exception is replacement parts for non-routine PM checks and servicing as addressed in Deliverable #2 which states “Refurbished parts or gray market parts will not be accepted.” See page 10 of the solicitation.

N/A How many mechanics are currently servicing the laundry equipment/machinery?

What is the current condition of the equipment?

(Department of Veterans Affairs) mechanics, technicians, and/or other staff (who are employed by the facility) are not performing preventive maintenance on the laundry equipment within the facility. Past and present, laundry equipment preventive maintenance and repair services have been/will be contractually outsourced as in house personnel are not performing these specific duties. The purpose of the contract envisioned is a finalized agreement whereby it is the contractor’s responsibility to conduct all preventive maintenance (and repair services when needed) on all of the laundry equipment.

The composition of staff of the incumbent contractor cannot be shared because such information is confidential. Based on the number of equipment items that require service and based on the extent of preventive maintenance services that are needed/ recommended (in accordance with OEM guidelines) it is the responsibility of the contractor to assemble an adequate number of qualified staff that will guarantee successful execution of services under the final contract while active.

The current condition of the (laundry) equipment is outstanding. The laundry facility became operational in 2015, is nine (9) years old, and during this time there have been contractual agreements in place to address preventive maintenance actions needed for this equipment which maintains this status.

Deliverable #2

Please provide examples of “non-routine checks and services”

Non-Routine PM Checks and Servicing would include efforts or tasks that are needed to ensure continued functionality and operation of the laundry facility, but which would not fall under the umbrella of normal, routine, and reoccurring preventive maintenance tasks. In most cases, non-routine events include proactive or preemptive initiatives that are undertaken to mitigate potential problems, to rectify undesirable situations, and/or to provide needed enhancements. For the current contract examples of non-routine checks and services include but are not limited to individual cost modifications that were done for dryer feeder, heat exchanger, & ironer repairs. A modification that was done to add extra personnel hours for a limited period of time (for hurricane preparedness) would also fall in this category. The underlying theme is that these actions were non-routine and were not regular, reoccurring preventive maintenance tasks. For these actions separate, additional monies were used to fund these actions (absent from previous “earmarked” contractual allotments).

Deliverable #2

There is no space provided in the Price/Cost Schedule to reflect “an hourly rate all-inclusive of labor and travel for any repair and/or replacement of parts not deemed routine PM checks and servicing”. Where should it go?

Short Answer-These specific costs are not reflected in the Price Cost Schedule and are captured separately only when needed.

In the Price Cost Schedule contractors are being asked to provide a monthly price which covers the regular preventive maintenance that is needed on all of the equipment as annotated in Equipment Listing (Schedule A). This includes the OEM recommended /required preventive maintenance tasks for each equipment item as specified in the individual attachments contained within Performance Work Statement (PWS) Addendum List of Attachments.

Monthly preventive maintenance also includes/incorporates the Deliverables in the PWS and the additional services as annotated in “Punch List” of Additional Required Services (a thru n).

The monthly preventive maintenance cost is all inclusive of these efforts for all equipment and for all performance periods. Deliverable #2 is separate from the regular preventive maintenance effort that is needed on the equipment, see below.

DELIVERABLE #2: REPLACEMENT

PARTS (FOR NON-ROUTINE PM

CHECKS AND SERVICING) is a separate cost that is not covered (nor incorporated within) the regular, reoccurring effort needed for preventive maintenance on the equipment.

Deliverable #2 is included in this acquisition to enable major repairs or other non-routine PM events on the equipment if/when they occur or when needed. A major repair effort or a one-time non-PM event that needs to be completed on a particular piece of equipment would be accounted for, billed, and funded separately outside of this contract as stated in this deliverable -“Contractor will annotate an hourly rate all-inclusive of labor and travel for any repair and/or replacement of parts not deemed routine PM checks and servicing. Those parts will be paid for outside of this Preventive Maintenance contract”. When/if initiated, these actions would be captured through preparation of a separate contractor quote that would be followed with a cost modification.

N/A What is the current spare parts inventory?

For the majority of the equipment spare parts are available and are currently on hand. In the event that a spare part is needed (but is not available) the government can obtain the part that is required.

N/A Cera-Pure WR-16 Waste Water Recycling System: After speaking with TEA reps, TEA does not provide certification for the Cera-Pure System.

The TEA system is the main water system that is integrated within laundry equipment network that enables/facilitates laundry system operations. The Cera-Pure System is a small component of the TEA system and is being removed/excluded from this acquisition. The Cera-Pure System is a legacy system that the VA is moving away from, and continued utilization of this system is no longer needed. Gradual phase out (leading to non-use) is being done for the Cera- Pure component only. The TEA system is still intact and requires preventive maintenance on this system to include OEM parts when needed. As the Cera- Pure component of the TEA system is being removed/excluded from this acquisition the certifications specifically relating to the Cera-Pure component are not required. TEA system competencies are still required.

Please refer to the Performance Work Statement (as amended) which removes references to the Cera-Pure component only.

N/A Cera-Pure WR-16 Waste Water Recycling System: It is our understanding that the Cera-Pure system in Biloxi was abandoned several

The Cera-Pure System (which is a small component of the TEA system) is being removed/excluded from this acquisition. However, the TEA system (which is the main water system that is years ago. Controllers and parts are no longer available. Without these parts it will be very difficult to return the system to a working state. What is the expectation of maintaining this system if OEM parts are not available?

integrated within laundry equipment network which enables/facilitates laundry operations) is still intact.

“Abandonment” of the Cera-Pure component by the government has not occurred but over time the government has moved away from this legacy system. Continued use of the Cera-Pure component is not advantageous to the government. It is expected that OEM parts would not be available for the component of a legacy system that has an expected phase out.

N/A If a company plans to employ a subcontractor, shouldn't the subcontractor be required to demonstrate their technical capability and past performance? Additionally, should they not provide resumes of the key personnel who will be working onsite, detailing the work they have previously performed as outlined in Volumes 1, 2, and 3?

Volumes 1, 2, & 3 of the solicitation correspond to the prime contractor who is responding to the solicitation. As annotated in these sections the prime contractor needs to furnish information about their technical capability, past performance, proposed contract pricing, and other information as requested in these sections.

Subcontractors, if their participation is planned, must also be technically competent/capable with respect to the competencies, qualifications, and experience levels that are needed for this acquisition.

It is allowable for a prime contractor to utilize subcontractors and the government does not encourage or discourage the use of subcontractors by prime contractors providing that limitations on subcontracting requirements are met if applicable.

Personnel performing services can be contractor personnel and/or subcontractor personnel. However all personnel performing services (whether they be contractor personnel or subcontractor personnel) must meet the experience and qualifications requirements that have been stipulated in this acquisition.

Resumes, credentials, certifications, and other documentation are required for personnel who will be performing services so that the government can vet these personnel to ensure they meet all requirements. These submissions are required for both contractor and subcontractor personnel.

Please refer to Section 7 of the PWS on page 9 of the solicitation which states “Resumes shall be provided for each personnel/staff member that will be performing work and/or the progress of the requirement in a direct or indirect capacity. Required documents (or other documents that are provided) are required for both the prime contractor and subcontracting personnel to verify their capabilities, qualifications, and experience. Subcontractors (and subcontracting personnel) that are to be utilized for this requirement shall be identified by the prime contractor.

Subcontracting personnel must meet the minimum qualification standards.”

N/A Would you like a full resume of experience on the company bidding as well as the subcontractor if they are being used?

See response to previous question.

Resumes, credentials, certifications, and other documentation are needed for the following individuals: Prime contractor and/or subcontractor personnel who have been designated as key personnel, as the competent person, and/or as personnel who will be performing work, executing services, and completing deliverables during the performance periods of the contract while active.

N/A Thermal Engineering or Arizona does not have certifications for training.

Would a letter of recommendation be sufficient?

An explicit certification document is not necessarily required for submission and in some cases an explicit certification document is not given nor can be obtained from manufacturers.

The government requires correspondence, documentation, and/or verification that personnel possess required competencies on the equipment. Please refer to the following sections of the solicitation:

Page 9 (Special Qualifications):

“Contractors shall provide correspondence from ALL original equipment manufacturers indicating that the vendors’ technicians have been properly trained and are qualified to service the equipment as detailed/annotated in EQUIPMENT LISTING (SCHEDULE A). The training certification/documentation that is provided shall be current (within the past year).

3. Original Equipment Manufacturer (OEM) documentation or correspondence which shows that personnel have been properly trained and are qualified to service the equipment as detailed/annotated in

EQUIPMENT LISTING (SCHEDULE A).

This documentation/correspondence must be current (within the past year) (Performance Work Statement, Section 7).

N/A Since 2019, there have been fewer distributors and authorized certifications available for Cissel machines. Would the experience documented in our history be sufficient?

See response to previous question.

N/A Please confirm, according to Volume 1 and Volume 2, whether experience, certifications, or letters of recommendation need to be dated within one year of the completion of the letter.

Yes. Section 7 of the PWS (Page 9 of the solicitation) Special Qualifications states: “The training certification/documentation that is provided shall be current (within the past year).”

N/A Under your current contract, could you specify how many days per week your current contractor is onsite?

The incumbent contractor is on site at least 15 days per month which is the minimum requirement (to be on site) for the current contract. While it may vary from month to month it can be confirmed that the incumbent contractor is meeting the minimum requirement for presence at the facility on a monthly basis. Due to privacy and confidentially concerns the number of days that the incumbent contractor may be on site (in addition to and which exceed the 15 day minimum) cannot be shared.

N/A Under your current contract, could you provide information on how many times costly breakdowns have occurred, preventing the laundry from using the machines?

Due to an established, ongoing preventive maintenance program no costly breakdowns have occurred which prevented personnel in the laundry facility from using the machines. During the life of the current contract some non-routine servicing was done to mitigate situations that could have negatively impacted laundry operations if not addressed. Examples include Dryer Feeder Repairs, Heat Exchanger Repairs, Ironer Repairs, and work done on the overhead railing system that were completed immediately after being identified.

N/A During scheduled preventative maintenance, there are instances where parts may need replacement on the spot. Could you provide examples of parts that can be replaced without the need for a separate labor quote?

A separate labor quote would not be needed in the following situations: A replacement part is available and can be obtained from existing facility inventory stocks. A replacement part costs less than $2,500.00 which could be purchased using a government credit card. Non-routine, non-reoccurring events that fall outside the window of normal preventive maintenance (and which require parts with a high cost) would almost always need a separate labor quote.

N/A We understand that there are onsite technicians. If a part needs replacement and it falls outside the scope of normal preventative maintenance services, can we inform the technicians or the Contracting Officer's Representative directly to avoid the need for external quotes?

Yes, the facility has on site technicians who are performing different jobs/duties absent from the laundry equipment PM and repair services that a contractor is currently performing.

Contractor collaboration with these technicians is encouraged when needed and help will be provided to the greatest extent possible by facility personnel. Whenever possible, parts or other efforts that fall outside the scope of normal preventive maintenance services should be handled using non-contractual mechanisms. A non-contractual mechanism could be the use of existing inventory parts or completion of tasks using a government purchase card (less than $2,500.00) in lieu of formal processes that involve extensive procedures (i.e.

cost modification, contractor quote, funding increases to purchase order etc.).

N/A Since OSHA 30 includes all the training of OSHA 10 and more, can the technicians hold just the OSHA 30 certifications?

The solicitation is vague, could have been expressed more clearly, and only mentions OSHA requirements for the “Competent Person” as referenced in Deliverable #7 on page 11 of the solicitation. Specifically, the following is stated: “A Competent Person” is defined as a superintendent and/or other technical expert/manager who possesses the required 30- hour and 10-hour OSHA qualifications and who is accessible/reachable by the government when contacted. For the purposes of this acquisition, the government’s requirement in this area will be as follows: The Competent Person must have OSHA competencies which equate to or otherwise reflect 30 hours / OSHA 30. While desired, OSHA competency and/or proof of training/certification for other personnel (technicians / other staff) is not mandatory. OSHA requirements will only apply to the Competent Person because (as written) OSHA requirements were not expressly mandated for other personnel who are involved with this acquisition.

N/A With scissor lifts, boom lifts, and forklifts onsite, would you prefer your contractor to have forklift certification?

In response to a similar question, the contractor may use the scissor lifts, boom lifts, and forklifts if needed.

However it is required that the contractor have adequate familiarity and competence regarding the use of this equipment. It is not required that the contractor have a forklift (or other lift certification) however the contractor must possess adequate knowledge on how to operate these different types of lifts if using them.

N/A Please note that the soil and clean side scales require annual calibration, and this is the responsibility of the contractor. I just want to verify that this is correct.

Yes, the soil and clean side scales require annual calibration which is the responsibility of the contractor.

N/A Are the onsite air compressors the responsibility of the contractor, and if additional maintenance is required, is it

Contractor is responsible for providing preventive maintenance on the equipment listed in EQUIPMENT the contractor's responsibility to secure an outside source to complete these maintenance needs?

LISTING (SCHEDULE A) which includes the air compressors annotated below that are contained within this list.

Air Compressor Kaesar Compressor Model ASD 40S T

Air Compressor Kaesar Compressor Model ASD 40S T It is noted that the overall “reach” of preventive maintenance required is limited to the OEM recommended and required preventive maintenance as stipulated in the attachments for this equipment (which were provided in Performance Work Statement (PWS) Addendum List of Attachments).

Maintenance that is outside the scope of OEM recommended/required preventive maintenance will not be the responsibility of the contractor.

N/A Given that Thermal Engineering of Arizona is phasing out parts and support for the Cera-Pure unit, and replacements may differ in quality (such as varying microns and water tolerance), will the Cera-Pure remain bypassed?

The Cera-Pure System (which is a small component of the TEA system) is being removed/excluded from this acquisition. However, the TEA system (which is the main water system that is integrated within laundry equipment network which enables/facilitates laundry operations) is still intact. Please refer to the amended PWS which removes the Cera-Pure component from this acquisition.

N/A Please confirm that the contractor is responsible not only for performing preventative maintenance on the machines but also for inspecting their cleanliness. Cleaning the machines is essential not only for maintaining their appearance but also for minimizing corrosion.

The government agrees that cleaning falls in line with preventive maintenance and that equipment which is being maintained should also be inspected for cleanliness. If required and/or recommended (per OEM guidelines) cleaning must be incorporated as part of the preventive maintenance effort for all equipment.

N/A What tasks can the onsite staff technicians assist with? If a quote needs to be generated, can we use their services to produce a less expensive quote?

Under an active contract the contractor is expected to work independently to successfully execute the required preventive maintenance services that are covered under the final agreement.

Given these conditions, the contractor should not be reliant on the government for assistance. **The following is noted:

The government is not saying that they will never assist a contractor.

**Generally speaking and on general terms, facility personnel will make every effort to assist the contractor if/when needed and will be directly supportive whenever spare parts are needed. For non-routine events (where a separate contractor quote could be needed) the contractor should consult with the facility first to see if parts, avenues, or other resources are available as such efforts may lead to cost savings and/or streamlined operations for action completion (that would likely benefit multiple parties).

N/A Could you confirm whether we need to provide personal protective equipment (PPE) for operating forklifts, boom lifts, or scissor lifts?

The government will not provide Personal Protective Equipment (PPE) to contractors and contractors must furnish their own PPE. For safety and other reasons, it is expected that contractors use PPE when required, when recommended, and/or when deemed advantageous for the situation.

N/A Please verify that the contractor/subcontractor is not permitted to alter the equipment beyond the original equipment manufacturers’ (OEM) specifications.

Yes, that is correct. Equipment must not be altered beyond the original equipment manufacturers’ (OEM) specifications. Also, preventive maintenance tasks that are conducted on the equipment must be in accordance with all OEM recommended and/or required guidelines.

B.3 PERFORMANCE WORK STATEMENT - AMENDED

Performance Work Statement (PWS) Laundry Equipment Preventive Maintenance and Repair Services

Gulf Coast Veterans Health Care System Biloxi, Mississippi 39531

1. GENERAL: This is a non-personnel services contract to provide all labor, equipment, tools, supervision, transportation, administration and parts and materials (including lubricants) to provide maintenance and repairs to all laundry equipment and associated utilities work associated with repair, scheduled preventative maintenance (PM) and testing. This effort is to support the continuous operation of laundry equipment located in Building 31 at the VA Biloxi Laundry Facility, 400 Veterans Avenue, Biloxi, Mississippi 39531. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

2. DESCRIPTION OF SERVICES: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Laundry Equipment Preventive Maintenance and Repair Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

3. BACKGROUND: This is a recurring equipment preventative maintenance and repair service requirement.

4. OBJECTIVE: The Contractor shall provide services, which include repair, scheduled preventative maintenance (PM) and testing for Laundry Equipment located in Building 31 at the VA Gulf Coast Health Care System, Biloxi, Mississippi.

5. PERIOD OF PERFORMANCE: The expected period of performance for this requirement is a base year and four options years (which may or may not be exercised based on the needs of and at the discretion of the government).

Base Year 1 October 2024 - September 30, 2025 Option Year 1 1 October 2025 – September 30, 2026 Option Year 2 1 October 2026 – September 30, 2027 Option Year 3 1 October 2027 – September 30, 2028 Option Year 4 1 October 2028 – September 30, 2029

6. WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled preventive maintenance/services will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Fridayexcluding federal holidays).

Downtime of laundry machines for preventive maintenance/services must be scheduled through the Contracting Officer Representative (COR) at least 2 days in advance. When downtime for service/repairs is needed, the contractor shall notify the COR the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

Usually holidays that fall on Saturday are observed on the preceding Friday and holidays that fall on Sunday are observed on the following Monday. Any questions pertaining to scheduling will be directed to the COR.

7. CONTRACTOR REQUIRED QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY (TO

PERFORM SERVICES)

The contractor shall have at least 5 years’ experience in preventative maintenance and repair of laundry equipment in VA Medical Center Laundry Facilities and/or facilities of comparable size, scope, and complexity. During the formal bid submission process, contractors shall submit 3 relevant (Hospital Laundry PM Service Contracts or Projects) completed within the last six years. Each project shall contain information demonstrating the relevance of the experience as it relates to the current requirement.

Relevant experience is experience that took place in hospitals/medical facilities that are the same in size, scope, complexity that are/were fully operational.

Contractor employees shall be knowledgeable of original equipment manufacturer standards associated with conducting Preventative Maintenance on Industrial Laundry Equipment and more specifically, the types of equipment listed in Equipment Listing (Schedule A). Contractor will be required to provide proof of their experience and technical capabilities/qualifications of technicians by submitting certifications or written letter of qualification from the equipment manufacturer. During the formal bid submission process, contractors shall include a description of the skills, abilities, knowledge, and experience of the personnel who will be responsible for carrying out Performance Work Statement tasks. Resumes shall be provided for each personnel/staff member that will be performing work and/or the progress of the requirement in a direct or indirect capacity. Required documents (or other documents that are provided) are required for both the prime contractor and subcontracting personnel to verify their capabilities, qualifications, and experience. Subcontractors (and subcontracting personnel) that are to be utilized for this requirement shall be identified by the prime contractor. Subcontracting personnel must meet the minimum qualification standards.

Special Qualifications. Contractors shall provide correspondence from ALL original equipment manufacturers indicating that the vendors’ technicians have been properly trained and are qualified to service the equipment as detailed/annotated in EQUIPMENT LISTING (SCHEDULE A). The training certification/documentation that is provided shall be current (within the past year).

TEA Cera-Pure WR-16 Waste Water Recycling System: Contractors must be certified/qualified by the manufacturer to perform all maintenance repairs and provide preventative maintenance and repair services that are associated with the TEA Cera-Pure WR-16 Waste Water Recycling System.

8. SCOPE OF SERVICES-PREVENTIVE MAINTENANCE, SCHEDULED/UNSCHEDULED SERVICES, AND

REPAIR:

Required Deliverables

DELIVERABLE #1:

PREVENTIVE MAINTENANCE (PM) CHECKS AND SERVICES:

Contractor shall perform all preventative maintenance (PM) checks and services according to OEM (Original Equipment Manufacturer) recommendations to include all labor, travel, shipping, replacement parts, and materials required to perform Preventative Maintenance checks repairs and services, all included in the total cost of the maintenance service agreement for the equipment specified. See Equipment Listing (Schedule A). A preventative maintenance schedule/checklist for all included equipment is required and shall be provided by the contractor.

DELIVERABLE #2:

REPLACEMENT PARTS (FOR NON-ROUTINE PM CHECKS AND SERVICING)

Contractor will annotate an hourly rate all-inclusive of labor and travel for any repair and/or replacement of parts not deemed routine PM checks and servicing. Those parts will be paid for outside of this Preventive Maintenance contract. Refurbished parts or gray market parts will not be accepted.

DELIVERABLE #3:

STANDARD AND EMERGENCY SERVICES (NON-PREVENTIVE MAINTENANCE) AND RESPONSE TIMES

Standard service requests made, beyond the preventative maintenance services provided above, will be responded to via phone, email or in person, within four (4) business hours of the request with a timeline for the repair. Every effort is made to reduce downtime and ensure the facility continues to operate at peak performance. ‘Emergency’ service requests, beyond the preventative maintenance services provided above, will require a four (4) hour response by phone, email or in person and a qualified technician directly engaged either onsite or via a remote internet connection, within 12 hours. Service work requested, either ‘Standard’ or ‘Emergency’ will be started within two (2) business days of the request from the Contracting Officer Representative (COR) and guaranteed up time shall be within three business days, unless a part is not on hand or must be ordered. In that situation the contractor will give notification to the COR of Estimated Time of Arrival (ETA) of the part(s) and estimated up time in writing/e-mail. Contractor shall only respond to requests for service from VA Medical Center COR or the Contracting Officer. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

DELIVERABLE #4:

SCHEDULE/FREQUENCY OF SERVICES AND REQUIRED DOCUMENTATION (CHECKLISTS)

The schedule of preventative maintenance (PM) checks and services shall be conducted at a minimum of 15 days per month, and more if necessary in order to perform ALL OEM recommended preventative maintenance for the listed equipment. It is the government’s expectation that the contractor be a subject matter expert (SME) regarding Preventive Maintenance, Repairs and Services that are required for each piece of equipment in accordance with manufacturer guidelines. For the equipment listed in EQUIPMENT LISTING (SCHEDULE A) a Preventive Maintenance, Repair and Services Plan is needed which will define the type of work to be performed, the extent of work to be performed, and the frequency/duration of this work. As part of this plan, contractors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of Laundry Equipment during each Site Visit / Preventive Maintenance Service. The checklist must include all parts and labor that will be covered in the contract. A checklist shall be provided by the contractor at the beginning of the performance period before the required work begins. These Checklists should mirror the Preventive Maintenance Schedules in the Maintenance Manuals for each piece of Laundry Equipment. These Checklists must be used during the Site Visits / Preventive Maintenance Service and signed by the Technician indicating that all applicable services were completed for each piece of laundry equipment as annotated in EQUIPMENT LISTING

(SCHEDULE A).

DELIVERABLE #5:

REQUIRED REPORTING (FOR SERVICES RENDERED)

Contractor shall provide the government individual service reports within ten (10) business days of maintenance/service (e-mailed to the COR for verification), which describes the maintenance, repair, work, and/or services that were performed on the equipment. This report must also include any needed repairs, other work/service, and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without a Purchase Order being issued to the contractor from the government for the required parts/work.

DELIVERABLE #6:

CHECK IN AND CHECK OUT PROCEDURES

Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician must check in and out with the VAMC COR or GM Shop staff. Due to heightened security requirements, the contractor and/or contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving.

This badge must be turned in before leaving the premises; otherwise, the vendor/contractor will be required to pay for the unreturned ID Badge.

DELIVERABLE #7:

SUPERVISION, COMMUNICATION, ACCESSIBILITY (DURING PERFORMANCE OF WORK)

Qualified, capable, and skilled personnel are necessary to ensure the successful execution of the tasks/deliverables stated herein. In addition to the other qualification standards already stated in this PWS, during all performance periods of the contract a “Competent Person” shall be assigned to provide the necessary supervision, oversight, inspection, and accountability for all work that is being performed. A Competent Person” is defined as a superintendent and/or other technical expert/manager who possesses the required 30- hour and 10-hour OSHA qualifications and who is accessible/reachable by the government when contacted. It is not required that this competent person be always on site when work is being performed however the following minimum conditions shall be satisfied by the contractor.

Quality Assurance: On a weekly basis a competent person must review the work that has been performed and must certify/verify the following: 1). Work was performed by qualified/certified/trained technicians and 2) Such work was performed accurately and in accordance with the appropriate quality assurance standards (i.e., manufacturer/contractual). Such reviews can take place on site or may be done off site (remotely) by the contractor.

Documentation and Reporting: In addition to the reporting requirements already stated herein, the Contractor shall maintain an internal record keeping system to document the work being performed to include the personnel who will be performing such work. The contractor shall ensure that only personnel possessing the appropriate knowledge, skills, training, qualifications, and certifications will be performing work. If requested by the government, such documentation shall be made available.

Monthly Site Inspection: On a monthly basis an on-site review will be conducted to assess work progress and to address other issues if needed. The date/time of this on-site review shall be mutually established between the Contracting Officer Representative (COR) (or another authorized designee) and the Contractor. A “Competent Person” must attend/participate in this site review when held. (If the government determines that a monthly on-site review is not needed the government reserves the right (And may elect) to have on-site reviews on a quarterly basis or not at all). However, if conducted, on-site reviews will not occur more than once a month.

DELIVERABLE #8:

CALIBRATION OF CONTRACTOR’S EQUIPMENT

Contractor shall provide proof of certification annually which certifies/verifies that all gauging and Measurement equipment used has been currently calibrated according to the manufacturer’s specifications.

Contractor is required to provide documentation (proof) of yearly calibration to the COR.

DELIVERABLE #9:

PROTECTION OF PROPERTY, INSURANCE, AND REGULATORY REQUIREMENTS

Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms of liability and follow all federal, state, local, and VA Regulations related to this requirement. Contractors shall refer to the appropriate clauses/provisions in the solicitation and final contract which govern such requirements.

8.1 SCOPE OF ADDITIONAL REQUIRED SERVICES: The contractor shall provide the following additional services in addition to regular preventive maintenance/services and repair (as annotated in Section 8).

“Punch List” of Additional Required Services (a thru n)

a. Provide continuous remote access and electronic remote monitoring of the ceramic filter system for daily performance evaluation and troubleshooting using the contractor’s remote server, regularly review recent data for trend analysis, adjust operating setpoints as required, report abnormal conditions to management/local engineering support personnel and maintenance of TEA internet connection from Cera- Pure system to source of government furnished internet connection/modem located in data closet. The government will be responsible for maintenance of the building internet connection to the internet modem and from this point the contractor will be responsible for all maintenance as it specifically relates to the Cera-Pure System.

b. Inspect the ceramic filter systems (including wastewater transfer and pre-filtering) on a not less than quarterly basis for conformance with design performance specifications, service as necessary.

c. Maintain the system to produce high quality reuse water for the plant, work with the plant’s chemical vendor to ensure compliance with any state/local/industry water requirements.

d. Calibrate sensors as required per its routine maintenance schedule.

e. Lubricate all pumps and bearings per its routine maintenance schedule, service valves per their routine maintenance schedule.

f. Capable of performing emergent repairs to the system to prevent downtime.

g. Conduct non-routine chemical cleaning of ceramic filter system as required.

h. Upgrade the system operating program/operator interface whenever factory upgrades become available.

i. Generate and supply log sheets for recording all data required.

j. Provide training as needed or directed by COR for new or existing personnel in system operation, maintenance and record keeping requirements.

k. Record all required parameters on the logs (described above), review recent data for trend analysis, adjust operating set points as required.

l. Recommend a list of replacement filters, media, and spare parts that would ensure timely repair to the system in the event of a component failure.

m. Inventory replacement filters and other spare parts to ensure timely replacement of any required media.

n. Generate a quarterly report detailing the systems performance, including a copy of the logs as applicable, make recommendations regarding the performance of the system and any deficiencies.

9. MISCELLANEOUS REQUIREMENTS AND OTHER INFORMATION:

Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

i) Assure that the Contractor performs the technical requirements of the contract

ii) Performs inspections necessary in connection with contract performance.

iii) Maintains written and oral communications with the Contractor concerning technical aspects of the contract.

iv) Issues written interpretations of technical requirements, including Government drawings, designs, specifications.

v) Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies.

vi) Coordinate availability of government furnished property and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Identification of Contractor Employees / Credentials Contractor employees should be uniformed, displaying their contractor’s name or logo. A uniform can consist of collared or tee shirts if they are clean and are in good condition.

Contractor staff who performing services, executing deliverables, or otherwise performing work on this contract are required to have a VA Contractor identification badge. A VA Contractor Badge Application will be provided to these personnel at the earliest available time following contract award so that the appropriate credentials are made available (to these personnel) before the start of performance. This application must be filled out prior to initiating any further application procedures with the Security Office on site. Contractor badges are to be always worn while on the premises of the Biloxi VA Medical Center.

Badges must be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible. Contractor ID badges will be turned in to the assigned VAMC representative (COR) on duty when the contract has expired. The COR will then forward the badges to the VA Police Service within (5) working days.

Contractor must ensure that the following Identification Requirements are followed by each staff member applying for a VA Contractor Badge at the Security Station on campus:

1. Must provide (1) photography ID consisting of a current Driver’s License, Military ID, U.S. Passport, Student ID which includes a Social Security number (will not accept expired IDs).

2. Must provide either an original Social Security card or Birth Certificate (a copy will not be accepted) If both valid ID requirements are not present at time of badge processing, the incompliant Contractor staff will not be able to work on VA Gulf Coast Health Care System premises.

EQUIPMENT LISTING (SCHEDULE A)

The contractor shall perform all preventative maintenance (PM), maintain, check, and calibrate according to OEM (Original Equipment Manufacturer) recommendations and at intervals indicated below on all equipment as follows:

Item Manufacturer Model Serial # Steam Tunnel Colmac Steam Tunnel Model CFS 900.pdf Colmac CFS 900 052814CGEP022

Continuous Batch Washer #1 Milnor CWES Tunnel.pdf Milnor 76039L 1496267001

Continuous Batch Press #1 Milnor Press inspection criteria.pdf Milnor MP1656CR 14960833

Tunnel #1 Cake Elevator Milnor Cake Elevator Conveyor.pdf Milnor COLFK111 14966266

Tunnel #1 Cake Conveyor Milnor Cake Elevator Conveyor.pdf Milnor Convey 42 14972157

Continuous Batch Washer #2 Milnor CWES Tunnel.pdf Milnor 76039L 1496181001

Continuous Batch Press #2 Milnor CWES Tunnel.pdf Milnor 76039L 14963107

Tunnel #2 Cake Elevator Milnor Cake Elevator Conveyor.pdf Milnor COLFK111 14967538

Tunnel #2 Cake Conveyor Milnor Cake Elevator Conveyor.pdf Milnor Convey 42 14972720

Washer Loading Conveyor Milnor Washer Loading Convey 42 Conveyer.pdf Milnor Convey 48 14974295

Washer Loading Conveyor Milnor Washer Loading Convey 42 Conveyer.pdf Milnor Convey 48 14975473

G8 Dryer Unload Conveyor System Milnor Tunnel Dryer Unloading Convey 42 Conveyer.pdf

Milnor Convey 48 1496808

G11 Conveyor System (Washer Unload Conveyor (Horizontal) Milnor Washer Unloading Convey 48 Conveyer.pdf

Milnor

Convey 48

14966267

G7 Dryer Unload Conveyor System Milnor Tunnel Dryer Unloading Convey 42 Conveyer.pdf

Milnor Convey 42 14966265

Conveyor Milnor 400lb Dryer Loading Convey 48 Conveyer.pdf

Milnor Convey 48 14966268

System Dryer Pod Conveyor Milnor Tunnel Dryer Loading Convey 48 Conveyer.pdf

Milnor Convey 48 14966265

System Dryer Pod Conveyor Milnor Tunnel Dryer Loading Convey 48 Conveyer.pdf Milnor Convey 48 14966355

System Dryer Pod Conveyor Milnor Tunnel Dryer Loading Convey 48 Conveyer.pdf Milnor Convey 48 14966268

System Dryer Pod Conveyor Milnor Tunnel Dryer Loading Convey 48 Conveyer.pdf Milnor Convey 48 14967537

Gas Dryer Milnor 300 Lb. Tunnel Dryer Model 6464TGIL Quarterly.pdf

Milnor 6464TGIL 14961558

Gas Dryer Milnor 300 Lb. Tunnel Dryer Model 6464TGIL Quarterly.pdf

Milnor 6464TGIR 14970027

Gas Dryer Milnor 300 Lb. Tunnel Dryer Model 6464TGIL Quarterly.pdf

Milnor 6464TGIL 14960150

Gas Dryer Milnor 300 Lb. Tunnel Dryer Model 6464TGIL Quarterly.pdf

Milnor 6464TGIR 14963713

Gas Dryer Milnor 300 Lb. Tunnel Dryer Model 6464TGIL Quarterly.pdf

Milnor 6464TGIR 14960714

Gas Dryer Milnor 300 Lb. Tunnel Dryer Model 6464TGIL Quarterly.pdf

Milnor 6464TGIL 14962790

Gas Dryer Milnor 300 Lb.