36C25920Q0322-0001006.pdf

Amendment of 0001 of RFQ 36C25920Q0322 Replace gear box fan and drive shaft at OKC VAHCS

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Replace gear box fan with new gear box fan and replace drive shaft with new drive shaft on North cell cooling tower, per the

PWS.

GRAND TOTAL __________________

B.4 Appropriation and Accounting Data

[To be updated at award]

B.5 PERFORMANCE WORK STATEMENT (PWS)

PURPOSE:

Contractor is required replace drive shaft and gear box fan of the north cell cooling tower so that the unit functions at full capacity, in its existing position, enabling the main building to remain sufficiently cool during summer at Oklahoma City VAHCS, in accordance with the Performance Work Statement (PWS).

Services must be accomplished in a cost effective, safe, efficient and secure manner for the VA and in support of the VA Mission.

Period of Performance: Award is anticipated for the week of May 11th, 2020, pending successful procurement outcome. It is anticipated that parts will need to be ordered and lead time could take 4-6 weeks from date of order. Service needs to be completed no later than June 30th, 2020, to satisfy the Purpose of this PWS.

Location: Building 18 at Oklahoma City VAHCS. The cooling tower is located on top of building 18 roof.

This is a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose of fulfilling this requirement and shall be considered employees of the Contractor.

Professional Provider of Commercially Available Off-the-shelf (COTS) Services: The Contractor shall furnish all contract oversight, management, Technically Trained personnel, uniforms, equipment, tools, materials, supplies (including PPE), licenses, insurances and transportations necessary to provide commercial services for OKC VAHCS in accordance with this contract and PWS. For a contract of this size, scope and complexity, the successful Contractor must perform in a professional manner as recognized by commercial industry standards as good to excellent.

Background: Oklahoma City VA Health Care System is currently operating at half capacity. The main cooling normally serves two 1,000-ton chillers which controls temperature and humidity in the hospital.

Cooling tower north cell is not in operation which is leaving the south tower to support only one 1,000-ton chiller. It is critical that the VA medical center have cooling in the main building during summer so that the VA Mission can continue uninterrupted. The cooling tower north cell fan gear box is broke, and the drive shaft is bent. The VA anticipates that the gear box fan and drive shaft will both need to be replaced with new. The drive shaft connects the electric motor to the gearbox input shaft, thereby transmitting torque to rotate the cooling tower fan. The Gear box fan and drive shaft are custom made.

The Fan gear box is an Amarillo gear box, model number 175. The same situation occurred on the cooling tower south cell at the same facility. The service to replace the gear box fan and drive shaft of the south cell cooling tower was procured on contract 36C25919P0658 and details of this contract can be found on

FPDS.gov or USASPENDING.gov. VA anticipates a similar service, whereby the contractor may elect to use a crane to remove existing fan gear box/drive shaft and install new fan gear box/drive shaft on north cell of cooling tower.

TASKS and REQUIREMENTS: The Contractor must perform the tasks and requirements for services, during the applicable period of performance, and within the constraints of this PWS and the terms and conditions of this contract.

1. The Contractor is responsible for replacing gear box fan and drive shaft with new gear box fan and new drive shaft. The Contractor must perform tests and balancing of the fan system to assess the results of the replacement fan and drive shaft, so the Purpose of this PWS is achieved.

2. All materials/fasteners/etc. used to replace the gear box fan and drive shaft and must be new.

3. Within 24 hours of award the Contractor must communicate with local VA POC and coordinate written tasks and responsibilities in a step-by-step manner so that the Purpose of this PWS may be achieved. This could include coordination of deliveries and setting up equipment. The local POC may need to block off certain parts of the facility and send out communications to VA staff, patients and visitors to accommodate for a shift in operations and facility environment.

4. Contractor must ensure that the north cooling tower is put back in its original position on the roof, following successful completion of service.

5. Based on previous experience, the VA anticipates the following may need to be accomplished to achieve the Purpose of this PWS. However, these steps and procedures are not a requirement if the outcome (i.e. the PWS Purpose) is achieved within the constraints of this PWS and contract.

a) A crane may be required for this service

b) On-site measurements may need to be verified by the Contractor, prior to ordering parts and commencing performance

c) Quantities and distances may also need to be verified by the Contractor, prior to ordering parts and commencing performance

SERVICE REPORTS:

Contractor shall provide the COR with individual Service Reports pertaining to tasks and requirements performed at the location. All Service Reports are to be signed and dated by the designated Contractor’s

Representative and provided to the COR at the end of each performance. Service reports must be legible.

Complete service reports must be received by the COR or CO before any invoice can be certified for payment.

Each Service Report must legibly document the following to be considered complete:

a) Name of Contractor and contract number

b) Purchase order number / task order number

c) Contractor Service Report number/log number

d) Description of services performed during the applicable Service period

e) Description of any problems during service (if applicable)

f) Identify details of any Contractor equipment calibrations performed and results of such

g) Test results must show source sample information and result

CONTRACT OVERSIGHT BY THE CONTRACTOR

Contractor Representative and Point of Contact - The Contractor shall specify an individual who shall serve as a single point of contact for all Contract issues. Contractor must provide the COR and

Contracting Office with the Contractor’s Representative contact details, to include cell phone and email, as a minimum within 1 business days of contract award. The Contractor’s Representative must be easily accessible by phone and return COR calls within 48hours of a voice message left by the COR. The contract number shall be referenced in all communications, to include written documents and emails, for all exchanges relating to the contract.

CONTRACT OVERSIGHT BY THE VA

Contracting Officer’s Representative (COR) -Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR(s) assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for service from the COR or the CO. If service is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

The COR will periodically evaluate the Contractor’s performance to ensure services are received in accordance with this PWS. The COR will evaluate the Contractor’s performance through review of the deliverables and Contractor’s performance. When a COR is not assigned, the CO will inform the

Contractor of the locally assigned point of contact (POC) at the VA location. In this instance, the

Contractor shall communicate and coordinate services through the VA POC and copy the CO on all written communications.

Authority to Make Changes - The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The

Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the

Contracting Officer.

Government Alternate Points of Contact (POC) – Emergencies Only - The COR will identify

Alternate Points of Contact (POC) to be used only for instances of emergencies when the COR is not easily contactable. These will be individuals in supervisory or managerial roles within the VA department responsible for monitoring performance on this contract. The Contractor will be provided this information within 5 days of an Alternate POC being assigned. An Alternate POC does not replace the COR nor do they replace the Contracting Officer during the performance and administration of this contract, nor does it relinquish or diminish the Contractor’s requirements in relation to the performance of this Contract.

Penalties for Unauthorized Commitments: CORs, or VA POCs, who violate their delegation are subject to penalties if the violation results in an Unauthorized Commitment. An Unauthorized

Commitment is an agreement that is not binding solely because the Government representative who made it lacked the authority to enter into that agreement on behalf of the Government. (FAR 1.602-3(a))

Penalties for violations are outlined in VA Acquisition Regulation 801.690-7 and VA Handbook 7401.7.

Examples of Unauthorized Commitments include but are not limited to: COR or other Program Office official directs contractor to deviate from the contract. A contractor mistakes a request from a COR (or

VA POC) seeking information as an order, ships the item, the COR (or POC) does not realize it is an improper order and accepts the item rather than reject and return the item. COR (or VA POC) exceeds authority and authorizes work, additional time, money or any other type of extension on contract.

SAFETY AND COMPLIANCE: The Contractor must perform services in accordance with:

1) All federal, state and local laws, whether or not related to the performance of contract services.

2) Local, state and federal Occupational Safety and Health guidelines and legislation, to include

Occupational Safety and Health Administration (OSHA);

3) Local, state and federal guidelines and legislation, as well as OKC VAHCS Directives and guidelines, relating to privacy protection laws

Medical Center Directives and Policies: Each VA Medical Center has directives and policies that are updated from time to time. The COR can provide more detailed information to the Contractor of these upon commencement of the contract and throughout the term of the contract, as needed. VA universal policies include parking, possession of weapons, cell phone use, and use of photography as well as smoking on VA property. Contractor’s must comply with posted rules and signs on federal property.

Violations of such policies may result in individual fines or citation answerable in the United States

(Federal) District Court.

QUALITY

Remedy or Rework - Rework or Remedy is defined as performing the Service again until the Purpose of this PWS is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy must occur within a reasonable time, but no more than 5 business days of the notice of the rework or remedy requirement from the COR and at no additional cost to the

Government. In the event climate or weather conditions make it unsuitable for Services, the entire service date will be re- scheduled to a date and time mutually agreeable to the Contractor and the COR.

Postponement as a result of these circumstances will not reflect any penalties assessed to the Contractor or to the Government.

FEDERAL HOLIDAYS AND STANDARD BUSINESS HOURS - Standard Business Hours at the VA Medical

Center are between 8:00am and 4:30pm Monday-Friday excluding Federal holidays, except by special alternate arrangement, coordinated and authorized by the COR.

The Federal Government observes the following days as holidays. Federal Holidays can be found at the OPM website. At time of writing, the information can be found at https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

The Federal Government observes the following days as holidays.

New Year’s Day January 1st *

Martin Luther King’s Birthday Third Monday in January

Presidents Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4th *

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans’ Day November 11th *

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th *

*Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

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

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

Any other day designated by the President of the United States to be a Federal holiday

DEFINITIONS

Acceptance Signature - VA employee who is authorized to sign-off on the Service Report

Authorization Signature - COR's signature; indicates COR accepts work status as stated in Service

Report.

CO - Contracting Officer

COR – Contracting Officer’s Representative

OSHA – Occupational Safety and Health Administration

Service Report - a documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

Services – includes those identified in the Purpose of this PWS

SOW – for the purpose of this contract SOW has the same meaning as PWS, and refers to the PWS in this contract.

VA - Department of Veterans Affairs

VAHCS – VA Health Care System https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/ https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

VAMC – Veterans Affairs Medical Center

VA Mission Statement: “To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are

America’s Veterans.”

VHA - Veterans Health Administration

B.6 COVID-19 HEALTH REQUIREMENTS

Employee Physical Health: Contractor's employees are expected to be in good physical health and able to work in patient care areas without risk to the patients. No personnel shall be assigned to this contract who are not in good physical health or pose a risk to patients. Contractor's personnel who acquire a communicable illness shall not perform service under the contract and shall be free of illness before returning to work. All employees will be screened daily upon arriving on the VA Medical Center property, any contract worker complaining of or showing symptoms will be sent away and must quarantine for 14 days (unless they provide a Doctor’s note stating they are able to work and are not contagious).

If a contractor refuses screening, they can be denied access to the facility. 38 C.F.R. § 1.218(a)(1) vests the Secretary or his designee with authority to close facilities or portions of facilities that are under the charge and control of VA to the public. This includes the authority to prohibit contractors from entering VA facilities, if they refuse to undergo screening measures. Additionally, FAR 52.212-4(q) requires contractors to comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under contracts for commercial services and supplies.

The CDC states that employees, including contractors, with symptoms of influenza-like illness at work during a pandemic should leave the workplace. The CDC provides guidance for the workplace which OMB references in their COVID-19 guidance. The CDC recommends that employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work, or become sick during the day, should be sent home immediately. Additionally, if the employee is asymptomatic but tests positive, the employee should be sent home immediately. The responsible

Contracting Officer must be notified immediately.