36C25625Q1076_1.docx

36C25625Q1076

GENERAL INFORMATION

Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Rhonda Gibson rhonda.gibson2@va.gov 713.350.2900

PLACE OF PERFORMANCE

510 E. Stoner Ave, Building #2

Shreveport LA

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

A.1 COMBINED SYNOPSIS/SOLICITATION

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation: quotes are being requested, and a written solicitation will not be issued. This requirement will be evaluated using the comparative evaluation process outlined in FAR 13.106- 2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government.

2. The combined synopsis/solicitation number is 36C25625Q1076. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price purchase order resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-04 (eff. 06/11/2025)

4. This requirement is Total Small Business Set Aside. The North American Industry Classification System number is 81111 with a size standard of $9M.

5. Place of Performance:

Overton Brooks VA Medical Center (OBVAMC) 510 East Stoner Ave Shreveport LA, 71101

6. Period of performance: 5 (five) Years

7. All questions regarding this solicitation shall be submitted via email to the Contract Specialist, Rhonda Gibson at Rhonda.gibson2@va.gov no later than 10:00A.M. Central Time on 9 July 2025.

8. Quotes are due no later than 11 July 2025 at 10:00A.M. Central Time and shall be submitted electronically via e-mail to the Contract Specialist, Rhonda Gibson at rhonda.gibson2@va.gov

COMBINE SYNOPSIS/SOLICTATION APPLICABLE Provisions and Clauses

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999) apply to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

SECTION B – CONTINUATION OF COMBINED SYNOPSIS-SOLICITATION

B.1 COMBINED SYNOPSIS/SOLICITATION

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation: quotes are being requested, and a written solicitation will not be issued. This requirement will be evaluated using the comparative evaluation process outlined in FAR 13.106- 2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government.

2. The combined synopsis/solicitation number is 36C25625Q1076. It is issued as a Request for Quote. The Government anticipates awarding one firm-fixed price purchase order resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-04 (eff. 06/11/2025)

4. This requirement is Total Small Business Set Aside. The North American Industry Classification System number is 81111 with a size standard of $9M.

5. Place of Performance:

Overton Brooks VA Medical Center (OBVAMC) 510 East Stoner Ave Shreveport LA, 71101

6. Period of performance: 5 (five) Years

7. All questions regarding this solicitation shall be submitted via email to the Contract Specialist, Rhonda Gibson at Rhonda.gibson2@va.gov no later than 10:00A.M. Central Time on 9 July 2025.

8. Quotes are due no later than 11 July 2025 at 10:00A.M. Central Time and shall be submitted electronically via e-mail to the Contract Specialist, Rhonda Gibson at Rhonda.gibson2@va.gov

COMBINE SYNOPSIS/SOLICTATION APPLICABLE Provisions and Clauses

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR.

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.2 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: _____________________________

b. GOVERNMENT: Contracting Officer 36C256 Le Kisha Douglas, MPA Department of Veterans Affairs Network Contracting Office 16 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Kubota Maintenance and Repair Service for Utility Vehicles Contract Period: Base POP Begin: 07-21-2025 POP End: 07-20-2026 PRINCIPAL NAICS CODE: 811111 - General Automotive Repair PRODUCT/SERVICE CODE: J038 - Maintenance, Repair, and Rebuilding of Equipment - Construction, Mining, Excavating, and Highway Maintenance Equipment

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary for Grounds Maintenance 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.

Kubota Maintenance and Repair Service for Utility Vehicles Contract Period: Option 1 POP Begin: 07-21-2026 POP End: 07-20-2027 PRINCIPAL NAICS CODE: 811111 - General Automotive Repair PRODUCT/SERVICE CODE: J038 - Maintenance, Repair, and Rebuilding of Equipment - Construction, Mining, Excavating, and Highway Maintenance Equipment

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary for Grounds Maintenance 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.

Kubota Maintenance and Repair Service for Utility Vehicles Contract Period: Option 2 POP Begin: 07-21-2027 POP End: 07-20-2028 PRINCIPAL NAICS CODE: 811111 - General Automotive Repair PRODUCT/SERVICE CODE: J038 - Maintenance, Repair, and Rebuilding of Equipment - Construction, Mining, Excavating, and Highway Maintenance Equipment

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary for Grounds Maintenance 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.

Kubota Maintenance and Repair Service for Utility Vehicles Contract Period: Option 3 POP Begin: 07-21-2028 POP End: 07-20-2029 PRINCIPAL NAICS CODE: 811111 - General Automotive Repair PRODUCT/SERVICE CODE: J038 - Maintenance, Repair, and Rebuilding of Equipment - Construction, Mining, Excavating, and Highway Maintenance Equipment

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary for Grounds Maintenance 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.

Kubota Maintenance and Repair Service for Utility Vehicles

Contract Period: Option 4 POP Begin: 07-21-2029 POP End: 07-20-2030 PRINCIPAL NAICS CODE: 811111 - General Automotive Repair PRODUCT/SERVICE CODE: J038 - Maintenance, Repair, and Rebuilding of Equipment - Construction, Mining, Excavating, and Highway Maintenance Equipment

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary for Grounds Maintenance 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.

B.4 DELIVERY SCHEDULE

510 East Stoner Ave Shreveport, LA 71101

USA

1.00

(318) 990-5245 Jeffrey.Norris@va.gov

510 East Stoner Ave Shreveport, LA 71101

1.00

510 East Stoner Ave Shreveport, LA 71101

1.00

510 East Stoner Ave Shreveport, LA 71101

1.00

510 East Stoner Ave Shreveport, LA 71101

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B.5 PERFORMANCE WORK STATEMENT (PWS)

Page 1 of Page 1 of Page 1 of Page 1 of

PERFORMANCE WORK STATEMENT(PWS)

FOR

Kubota Maintenance and Repair Service for Utility Vehicles

1. DESCRIPTION OF SERVICES: The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain and repair the utility vehicles at Overton Brooks VAMC to ensure continuous and safe operation. The Contractor shall furnish all supervision, labor, transportation, equipment, parts, materials, tools, facilities (when applicable), and consumables required to perform the maintenance support function on utility vehicles manufactured by Kubota located at Overton Brooks VAMC in Shreveport, LA. Services of this type of equipment require training and specialty tools that are beyond the scope of our operators’ capabilities. The service shall be under an IDIQ Contract with 5 ordering periods.

1.1 SCOPE OF TASK: The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, non-personal services necessary to perform Range Maintenance, including disposal of hazmat (i.e. oils, lubricants, sealants, etc.). And other items for services necessary to perform maintenance services as defined in this PWS. The contractor shall make requested purchases needed to perform the periodic/impromptu maintenance of the range of equipment. The Contractor shall have knowledge of small and large engine repairs to support the requested work. The range also requires the contractor to come onsite for maintenance to allow a rapid turnaround of repairs needed. Final approval of estimates/repairs is needed by the COR/ACOR. Overton Brooks VAMC is requesting the provision of Contractor services to carry out regularly scheduled maintenance and unscheduled maintenance/repairs to keep the tractors operational, ensuring their reliability, and prolonging equipment life.

1.1.1 General Requirements:

Contractors shall leave the workspace in clean and serviceable condition, following all OSHA guidelines for removal and disposal of hazardous waste materials.

The Contractor shall be qualified in maintenance of the below stated equipment at the level of maintenance required to perform repairs.

(1) On-site repairs of vehicles are conducted at the location stated in the PWS.

(2) Contractor shall provide all management and labor necessary to remove and replace damage components.

(3) Contractor shall furnish tools and equipment required for contract repair.

(4) Contractor shall replace with OEM parts in accordance with Kubota manufacturer’s specifications.

(5) Contractor shall perform OEM preventive maintenance as specified, including replacing fluids for all vehicles listed.

(6) Contractor shall provide shop supplies to perform contract hydraulic repair.

(7). The contractor shall perform both preventative maintenance as well as major repairs as required on all Kubota vehicles listed below.

Tractors On-Site

1.2. SERVICE CALLS:

1.2.1. PREVENTATIVE MAINTENANCE: The Contractor shall be available for Service Calls, the contractor is responsible for responding back to a service call within 24 hours; except on a Friday Service Call which will require a call back on the next business day. A 48-hour response time is required from the time the contractor is contacted by phone until the contractor arrives onsite at Overton Brooks VAMC; except for when this falls on a weekend or holiday then the time extends to the next business day. If the Contractor fails to meet the 48-hour response time liquidated damages can be accessed/levied for each additional day in response time. The Contractor shall provide preventative maintenance services “onsite” in a timely and professional manner.

Preventative Maintenance is defined as a preventative repair action that usually consists of actions that can be inspected by touch, sound, or sight or an easily accessible component that requires lubrication, cleaning, preserving, tightening, minor adjustment or replacement. Preventative maintenance shall also include the replacement of parts or modules identified as worn, damaged, or otherwise defective, or will become so within a short period of time that can be readily removed and installed with easy-to-use tools and do not require critical adjustment, calibration or alignment before or after installation. The below described some preventative maintenance services that shall be coordinated between the COR and the Contractor, prior notice before scheduling services will be provided. Preventative maintenance includes but is not limited to:

Every 200 hours, the contractor shall perform the following on all utility vehicles:

1. Adjust Park Brake

1. Change Engine Oil

1. Replace Engine Oil Filter

1. Replace Transmission Oil Filter (VHT)

1. Replace Transmission Oil Filter (SUCTION)

1. Change Hydraulic Tank Oil

1. Check Brake Pedal

1. Check Front Brake Case

1. Check Brake Light Switch

1. Clean Air Filter

1. Check Air Conditioner Condenser

1. Adjust Air-Conditioned Belt Tension

1. Check the Suspension Arm Bushings

Every 400 hours, the contractor shall perform the following on all utility vehicles:

1. Check tires

1. Change Front Knuckle Case Oil

1. Change Transmission Fluid

1. Change Front Axle Case Oil

1. Replace Fuel Filter

Every year, the contractor shall perform the following on all utility vehicles:

1. Adjust Engine Valve Clearance

1. Replace Air Cleaner Primary Element and Secondary Element

1. Check Fuel Injection Nozzle Injection Pressure

1. Flush Cooling System and Change Coolant

1. Check Injection Pump

1. Change Engine Oil

1. Replace Engine Oil Filter

1. Replace Transmission Oil Filter (VHT)

1. Replace Transmission Oil Filter (SUCTION)

1. Check Fuel Lines

1. Check Hydraulic Oil Line

1. Check Radiator Hose, Pipe, and Clamp

1. Check Air Line

1. Check Engine Breather Hose

1. Check Rubber Cover

1. Check Brake Hose and Pipe

1. Check Air Conditioner Pipe and Hose

1. Change Brake Fluid

Every 400 hours, the contractor shall perform the following on the tractor:

· Lubricate Grease Fittings

· Check Engine Start System

· Check Operator Presence Control

· Check Wheel Nut Torque

· Clean Air Cleaner Primary Element

· Adjust Fan Belt Tension

· Adjust Brake Pedal

· Adjust Rear Parking Brake Lever

· Check Battery Condition

· Replace Transmission Oil Filter (HST)

· Adjust Toe-in

· Clean Water Separator

· Replace Engine Oil Filter

· Change Engine Oil

· Change Transmission Fluid/Replace Hydraulic Oil Filter

· Replace Fuel Filter

· Change Front Axle Case Oil

Every 1000 hours, the contractor shall perform the following on the tractor:

· Adjust Front Axle Pivot

· Adjust Engine Valve Clearance

· Replace Air Cleaner Primary Element and Secondary Element

· Check Fuel Injection Nozzle Injection Pressure

· Replace Oil Separator Element

· Check PCV (Positive Crankcase Ventilation) Valve

· Check and Clean EGR Cooler

Every 500 hours, the contractor shall perform the following on the skid steer:

· Drain Water from Fuel Tank

· Check Track Tension

· Check/Clean Air Cleaner Element

· Clean Evacuator Valve

· Check Radiator Hoses and Clamps

· Check Fuel Line and Intake Air Line

· Check and Adjust V-belt Tension

· Clean Inside Main Frame

· Clean Fresh Air Filter

· Clean Inner Air Filter

· Check Air Conditioner Filter

· Change Engine Oil

· Replace Engine Oil Filter Cartridge

· Replace Water Separator Filter Element

· Replace Fuel Filter Cartridge

· Change Drive Unit Oil

· Change Return Filter

· Replace Breather Filter

· Replace Hydraulic Oil Filter

1.2.2. PREVENTATIVE MAINTENANCE SCHEDULE: The Contractor shall prepare and submit a Preventative Maintenance Schedule (PMS) for review by the Government. The PMS shall include the minimum requirements shown above and any other maintenance tasks recommended by the Contractor based on their experience/expertise. The primary goal in the preventative maintenance schedule is to guarantee the proper operation of each tractor to the maximum extent possible with the least amount of downtime.

1.2.3. MAJOR/EMERGENCY REPAIR CALLS: The Contractor shall be available for Service Calls; the contractor is responsible for responding back to a service call within 24 hours except on a Friday Service Call which will require a call back on the next business day. A 48-hour response time is required from the time the contractor is contacted by phone until the contractor arrives onsite at Overton Brooks VAMC; except for when this falls on a weekend or holiday then the time extends to the next business day. If the Contractor fails to meet the 48-hour response time liquidated damages can be accessed/levied for each additional day in response time. Major/Emergency Repair calls are defined as a major repair action is one that consists of inspections, diagnosis, and isolation of material and module malfunction to the internal part level by use of test, measuring, and diagnostic equipment. Repair of modules and components by replacement of internal parts that require alignment, calibration, grinding, fitting and testing, measuring and adjustment with special tools and equipment. The contractor shall perform an inspection and provide an estimate report to bring equipment back to a safe operating condition within one business day after completing diagnostics to the COR.

1.2.3.1. SITE OF REPAIRS: The Contractor shall provide Major/Emergency Repair Service Calls “onsite” in a timely and professional manner whenever possible. Any repair that requires the utility vehicles to be removed from the site shall require authorization by the COR. At the time that any major repairs will need to be done offsite a proposed timeline needs to be submitted to the COR for evaluation. In the event, Contractor shall transport equipment/equipment component to its site, the Contractor shall provide for the labor and equipment to transport to and from. In addition, Contractor shall be responsible for the machinery in a situation whereby equipment is damaged during transport.

1.2.3.2. REPAIR ESTIMATE: The estimate shall, at a minimum, detail the estimated number of hours required to make the repair, an estimated time of return of operation of the machinery, a listing of necessary parts, except those materials considered consumable, a detailed listing of all items valued over $150.00. The Contractor shall deliver the COR a minimum of two (2) competitive price quotes for all parts valued over $150.00. The competitive quotes may be commercial catalog quotes, written quotes from the contractor’s usual suppliers or any other evidence to support the estimated price of the part(s). If the competitive quotes are not available by the delivery date/time required for the written estimate the contractor shall deliver the competitive quotes as soon as practicable. The COR will then evaluate the repair estimate quotes on time versus price tradeoff and will inform the contractor which estimate to go with. That selected repair estimate quote shall be the maximum allowable for the contractor’s payment for the parts(s).

1.2.3.3. AUTHORIZATION TO MAKE REPAIR: The COR will authorize the contractor in writing to proceed with the repair(s) and set the deadline for repair(s) to be completed. In no event shall the contractor proceed with any repair without written authorization from the COR.

1.2.3.4. COST EXCEEDING THE REPAIR ESTIMATE: In no event shall the contractor incur more costs than the Repair Estimate without authorization from the COR. If repairs are anticipated to exceed the Repair Estimate price.

1.2.3.5. HAZARDOUS MATERIAL DISPOSAL: Contractor shall be responsible for proper handling and collecting of waste oils, solvents, grease, cleaners, paints, thinners, and other such waste materials generated in performing services under the contract. Actions taken by the Contractor shall comply with local, state, and federal Environmental Protection Agency (EPA) Regulations. Government will furnish waste containers and process hazardous waste for disposal as it is generated.

1.3. GENERAL INFORMATION:

1.3.1. QUALITY CONTROL: The contractor shall implement procedures to identify and prevent defective services from recurring. The contractor is responsible for the development and submittal of a Quality Control Plan (QCP), which will be reviewed by the Contracting Officer for approval. The quality of the preventative maintenance and repairs shall be inspectable by the COR and should any discrepancy be noted then repeat services shall be conducted by the Contractor at no additional cost to the government. Should any repair part or service directly related to a service call fail and require the call back of the contractor within the warranty period be needed; than that repair or service shall be redone at no additional cost to the government.

1.3.2. QUALITY ASSURANCE: The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

1.3.3. GOVERNMENT REMEDIES: The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (Jan 2017), for contractor’s failure to correct nonconforming services. The Government may as indicate in sections 1.2.1. and 1.2.3 of this PWS; asses/levy Liquidated Damages IAW FAR 52.211-11 under this contract in the event that the situation warrants it.

1.3.4. HOURS OF OPERATION: 0700-1600, Monday through Friday (Except on Federal holidays).

Period of Performance: Duration of this task is for a base year, four-year option years, and a 6-month extension period in accordance with FAR 52.217-8, if necessary. Please note that the POP will be updated at the time of the award to accurately reflect the POP.

• Period of Performance:

• Ordering Period Year 1: 07/21/2025 - 07/20/2026

• Ordering Period Year 2: 07/21/2026 - 07/20/2027

• Ordering Period Year 3: 07/21/2027 -07/20/2028

• Ordering Period Year 4: 07/21/2028 -07/20/2029

• Ordering Period Year 5: 07/21/2029 -07/20/2030

VA follows all Federal holidays that are sent by law (USC Title 5 Section 6103). The Government hereby provided notice, and the Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the US government agencies.

In addition to the days designated as holidays, the Government observes the following days:

- Any other day designated by Executive Order

- Any other day designated by the President’s Proclamation; and

- Any other day designated by Federal Statute

1.3.5. ACCESS AND GENERAL PROTECTION/SECURITY REQUIREMENTS: Contractor must be able to gain access to Overton Brooks VAMC, Shreveport, LA. All contractors and all associated sub-contractors’ employees shall comply with applicable facility security policies and procedures (provided by government representative).

1.3.7. SPECIAL QUALIFICATIONS: Contractor personnel shall possess skills, knowledge, and training to satisfactorily perform the services required. Personnel shall have extensive knowledge of Kubota equipment as well as other brands of utility vehicles. Service trucks shall be supplied with ample tools, equipment, materials, and consumables to perform normal work.

a) Contractor shall present copies of all qualified personnel, years of experience and proof of Original Equipment Manufacturer Authorization Distributor/Servicer Letter and all related certifications at time of quote submittal

1.3.8. RECORDS MANAGEMENT: The Contractor shall maintain detailed, complete and accurate records to document compliance with this specification and make available these records for examination by the contracting officer or designated representative. Records shall include the following:

a. Copies of supplier invoices for parts and materials used in the repair.

b. Copies of all estimate reports and correspondence with regard to Service Calls.

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

1. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

1. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

1. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

1. The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

1. The Government Agency owns the rights to all data/records produced as part of this contract.

1. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractors must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

1. The contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

1. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

1. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Overton Brooks VAMC. The Overton Brooks VAMC must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

2. SERVICE SUMMARY:

Perform preventive maintenance (Paragraph 1.2.1) Preventative maintenance to include both scheduled service calls every 200 and 400 hours of operations, or as indicated in the PMS, and any additional calls as needed. Preventative service calls are coordinated through the COR and prior notice is required.

Major/Emergency Repair Service calls (Paragraph 1.2.3) Repairs are made in a timely manner; COR is informed of the expected repair time; Repairs will be sufficient to bring equipment back to safe operating condition.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES: No property, facilities, tools, or services will be provided by the government. All government vehicles have been identified in section 1.1.1 General Requirements

4. POINT OF CONTACT: Alternate POC:

Name: Jeffery Norris Name: David Fontenot Email: Jeffrey.Norris@va.gov Email: David.Fontenot2@va.gov Phone: (318) 990-5245 Phone: (318) 221-8411 EXT. 6566

Location of Equipment Overton Brooks VAMC 510 E. Stoner Ave, Building #2 Shreveport, LA 71101

5. Other Considerations:

Contractor Identification in the Government Workplace. All contractor/subcontractor personnel shall be required to wear company picture identification badges to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation.

6. Security:

6.1. SECURITY REQUIREMENTS: All VA sensitive information shall be protected at all times, in accordance with VA local site guidelines. The Contractor shall report any known or expected security/privacy incidents, or any unauthorized disclosure of sensitive information, to the COR. The Contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy & Security, the Privacy Act, and Health Insurance Portability and Accountability Act (HIPPA) requirements when obtaining and reviewing information.

6.1.1. Information System Officer/ Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

6.1.2. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses are de-identified.

7. INVOICE AND PAYMENT: Offeror shall submit quotes upon completion. See VAAR Clause 852.232-72, Electronic Submission of Payment Requests for invoicing procedures. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR). A properly prepared invoice will contain:

a) Invoice Number and Date

b) Contractor’s Name and Address

c) Accurate Purchase Order Number

d) Supply or Service provided

e) Total Amount Due

Payments shall be made in accordance with the Prompt Payment Act out of the Government annual appropriate funds obligated in a task order which will be issued after the contract is awarded.

Note: Invoices that are not in compliance with the aforementioned requirements under this paragraph will be rejected for payments and required to be resubmitted NOTE: Invoices with any incorrect or incomplete information will be returned to the Contractor for resubmission.

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor Electronic Invoice Submission Methods. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org ).

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SECTION C - CONTRACT CLAUSES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

52.212-4

CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOV 2023

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (End of Addendum to 52.212-4)

C.1 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least days before the contract expires. The preliminary notice does not commit the Government to an extension.

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

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

(End of Clause)

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

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

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

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

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

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

(End of Clause)

C.3 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the Contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement’s skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the Contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

(End of Clause)

C.4 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Clause)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

852.215-70

852.212-71 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (DEVIATION)

GRAY MARKET AND COUNTERFEIT ITEMS

JAN 2023

FEB 2023

C.6 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

(a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

(b) Before commencing work…