36C25922Q0286_1.docx

36C25922Q0286

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

666-22-3-683-0068

36C259-22-AP-1742

04-13-2022 Heather Clemons heather.clemons@va.gov 303-712-5772 04-20-2022

5:00 PM

MDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

X

811310 $8 Million

N/A

36C666

Department of Veterans Affairs Sheridan VA Medical Center 1898 Fort Rd Sheridan WY 82801 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 (877)353-9791 (512)460-5221

See CONTINUATION Page Elevator Maintenance & Repair

Site Visit will be held 12:30am on Tuesday April 19, 2022 Offerors are to meet in Building 5, Rm 219 conference room.

All questions must be submitted to heather.clemons@va.gov and received no later than 12:00pm MST on 04/20/2022.

All offers must be submitted to heather.clemons@va.gov and received no later than 5:00pm MST on 04/25/2022.

Estimated period of performance:

Base Year 05/01/2022 - 04/30/2023 Option Year 1 05/01/2023 - 04/30/2024 Option Year 2 05/01/2024 - 04/30/2025 Option Year 3 05/01/2025 - 04/30/2026 Option Year 4 05/01/2026 - 04/30/2027

US Department of Labor Determination 2015-5411, Revision 17 applies to this acquisition.

See CONTINUATION Page

LOA# 666-3620162-683-855100-2543 010055590

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Name/Title:

Email:

Address:

Phone:

DUNS Number:

Cage Code:

TAX ID:

b. GOVERNMENT:

Contracting Officer Tim Myers, timothy.myers5@va.gov Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Contract Specialist Heather Clemons, heather.clemons@va.gov Department of Veterans Affairs Network Contracting Office

NCO 19

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.

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

FSC e-Invoice Contact Information: (877) 353-9791 FSC e-Invoice email: vafsccshd@va.gov https://www.tungsten-network.com/customer-campaigns/veteransaffairs

36C25922Q0286

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PERFORMANCE WORK STATEMENT (PWS):

Maintenance and Repair of Elevators, Conveyances, and Lifts

1. PROJECT OBJECTIVE

Contractor shall provide all maintenance, service, and repairs of elevators, conveyances and lifts located at the Sheridan VA Health Care System (VAHCS), 1898 Fort Road, Sheridan, WY 82801. Contractor shall provide full coverage for preventative maintenance (PM) and emergency repair services for all equipment listed in Attachment A, including repair and/or replacement for all components of the covered equipment unless specifically excluded in this contract.

2. QUALIFICATIONS

2.1. Contractor’s proposal shall include documentation demonstrating that they comply with the following requirements. The contractor must remain in compliance with these requirements throughout the contract period.

2.1.1. The Contractor shall have certification for maintenance and repair of elevators, conveyances, and lifts from an approved regulatory agency for the state of Wyoming and Federal work.

2.1.2. All Contractor personnel/technicians assigned to work on this site shall have current certification for maintenance and repair of elevators, conveyances, and lifts from an approved regulatory agency.

2.1.3. All Contractor personnel/technicians shall have successfully completed service and training from the manufacturer or a manufacturer accredited school and shall have acquired a minimum of three (3) years’ experience on the equipment to be maintained.

2.1.4. Contractor shall have adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VAHCS.

3. DEFINTIONS

3.1. Authorized Government Representative (AGR): Representative for the Government who is authorized by the Government to act on the behalf of the Government. In most cases this will be a Government employee, but in some situations, this will be an employee of a private contractor. The AGR may be the CO, COR, Utilities Maintenance Supervisor, Deputy Chief of Facilities Management Service (FMS), or Chief of FMS. [The Contractor shall copy the COR on all correspondence to AGRs. This includes the Contractor sending pictures of service tickets signed by AGRs to the COR the same day services are performed. Failure to do so will result in delay of payment.] See Section 9 “Site Specific Requirements”, for more details.

3.2. Callback Service: A request by the COR or AGR, either during or after normal working hours, to correct any elevator problem or condition.

3.3. Contract Line-Item Number (CLIN): A distinct item or task that must be itemized in the bid and all invoices. Each CLIN will have a unit price and quantity. The total base-year bid is the total of each CLIN’s unit price times its estimated quantity. The billable amount could be less than the base bid if less than the full quantity of a CLIN is delivered.

3.4. Contracting Officer (CO): A person who can bind the Federal Government of the United States to a contract which is greater in value than the federal micro-purchase threshold ($10,000). Any changes to the signed contract must be approved in advance by the CO.

3.5. Contracting Officer Representative (COR): An individual authorized in writing by the CO to perform specific technical or administrative contract functions. The COR must receive a written designation of their authority to act on behalf of the Contracting Officer. The COR can verify contract performance, arrange details of contract requirements, is commonly the contractor’s primary point of contract at the facility, but cannot alter the terms of the contract. There can be one or more alternate CORs designated by the CO.

3.6. Original Equipment Manufacturer (OEM): The company who originally produced the elevator, conveyance, or lift.

3.7. Preventative Maintenance (PM): Regular and routine maintenance of equipment to keep them running and prevent downtime from unexpected equipment failure.

3.8. Quality Assurance Surveyance Plan (QASP): Details how the contractor’s performance will be assessed. The QASP identifies what is going to be inspected, the inspection process, and who will do the inspecting. The results of those inspections will then be used to document contractor performance.

3.9. Repair Services: Reconditioning or renewal of parts, components, and/or subsystems necessary to keep the Lift Equipment in compliance with applicable Code requirements and the manufacturer’s specifications.

4. PREVENTATIVE MAINTENANCE – CLIN X001

4.1. The Contractor shall provide preventative maintenance services necessary to maintain the equipment listed in Attachment A in good operating condition. The specific procedures listed here shall be the minimum PM requirements. Any additional procedures recommended by the manufacturer, that are industry standard, or identified by the contractor as desirable to reduce emergency call backs shall be provided as part of the PM program.

4.2. This contract requirement is for full-service preventative maintenance for a fixed monthly rate. Unless specifically excluded in this contract, all labor, supplies, materials, and parts for PM shall be provided by the Contractor. The work described in this chapter shall be itemized in the contractor proposal and invoices per the attached CLIN schedule in Attachment B.

4.3. Contractor shall inspect, test, calibrate, repair, and service the equipment, as required by the manufacturer, statutory requirements, or industry standards, to prevent premature equipment failures and to extend equipment life. This service may be performed separate from or in conjunction with other service. Each piece of equipment shall receive a minimum of twelve (12) PM services per year. There shall be no less than 20 days and no more than 40 days between PM on each piece of equipment.

4.4. During the first effective month of the contract, the contractor shall supply the VA with a proposed PM checklist which will be used by the contractor’s personnel during their PM visits. The CO or COR must approve the checklist. The checklist shall include all procedures required by code, OEM, or industry standards, and the following:

4.4.1. Contractor shall sweep elevator pits and machine rooms a minimum of every six (6) months.

4.4.2. Contractor shall clean hoist way including all equipment located in or moving through the hoist way, car top, car sling, safeties, appliances, pits, sill, door tracks and hangers a minimum of every three (3) months.

4.5. The Contractor shall provide a check chart for each elevator in each machine room, and it shall be posted in plain sight. The check chart shall identify each elevator component, required maintenance or testing frequency as well as entries of completion. The Contractor shall always keep the check chart updated and shall have the check chart initialed and dated by the Contractor’s employee.

4.6. The Contractor shall provide a written report to the COR at the end of each month. The report shall identify full name of Contract employee(s) performing work, dates work was performed, actual time work started, time work ended, each elevator serviced (reference elevator building and serial number), maintenance work performed, repairs needed, parts installed, parts ordered, fluids/oils added, any unresolved defects, and overall assessment of the elevator. Failure to do so will result in delay of payment. The Contractor shall notify the COR of projected downtimes.

4.7. PM service calls will be scheduled in consultation with the VA to take place during the normal duty hours and at the convenience of the VA. Preventative Maintenance outside of working hours must be requested and approved by the COR prior to the service being performed.

4.8. The Contractor shall provide a written request to the COR at least 48 hours in advance to obtain authorization to shut down any elevator for PM. Shutdowns for PM may need to be scheduled outside of business hours.

5. TESTING AND CERTIFICATION SUPPORT – CLIN X004

5.1. The Contractor shall perform or assist in inspection and testing done under a separate contract as described here. The COR will notify the Contractor of the dates the inspections/tests will be performed no less than five (5) business days prior to the inspection.

5.1.1. The Contractor shall conduct monthly fireman recall tests on all applicable elevators in accordance with the current edition of ASME A17.1 (Section 8.6.11 Special Provisions of 2019 edition). Tests shall be completed outside normal business hours. The Contractor shall provide documentation to the COR monthly. The Contractor shall take any corrective action as necessary.

5.1.2. The Contractor shall aid VA personnel or VA-provided third-party contractor for the purpose of conducting annual Fire Alarm Testing on all elevator recalls, shunt trips, and associated detectors. Tests shall be completed outside normal business hours. The Contractor shall provide documentation to the COR after the test. The Contractor shall take any corrective action as necessary. Failure to do so will result in delay of payment.

5.1.3. For each inspection, certification, or test of elevators or other equipment associated with this contract, the Contractor is responsible for the following:

5.1.3.1. The Contractor shall be responsible for furnishing all necessary labor, expertise, equipment, weights, labor, and means of transportation throughout the VAHCS to various locations, as directed by the inspector.

5.1.3.1.1. The Contractor shall provide the weights required for the 5-year inspections and tests performed under separate contract. (CLIN 4005)

5.1.3.2. The Contractor shall operate all elevators during the inspection/test under the direction of the party overseeing the inspection.

5.1.3.3. The Contractor shall document all discrepancies and submit the discrepancy report to the COR not later than 2 calendar days after the inspection/test. Failure to do so will result in delay of payment. The Contractor shall coordinate with the COR concerning time frame for repairs.

6. REPAIR SERVICE

6.1. The Contractor shall provide the COR with a single phone number for callback services that is available 24 hours a day, 7 days a week.

6.2. For entrapment or other situations that create a risk of injury if not addressed immediately, the Contractor shall arrive at the facility within one (1) hour.

6.3. For normal-priority repair callbacks, the contractor shall arrive within two (2) hours during business hours. If notified outside of normal business hours, or the response time plus the expected repair time would go past business hours, the repair will be scheduled for the start of the next business day. (CLIN X001) [The AGR can elect to have the repair addressed outside of business hours. The requirements in Section 7.1. “Overtime Repair Service” would apply in this case.]

6.4. The contractor shall arrive with proper tools, equipment, and parts as appropriate for the problem as described.

6.5. Equipment malfunctions shall be corrected the same day that the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem that day, the Contractor shall notify the COR with an explanation of the delay, an assessment of the problem, and a plan of action to effect repairs.

6.6. The Contractor shall provide a service ticket for each service call for the COR or AGR to sign. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective measures taken, and the date and time the unit was returned to regular service. Service tickets for overtime or extra charge work must be signed by the Contractor and COR and a copy left with the COR. Failure to do so will result in delay of payment.

7. OTHER SERVICES

7.1. Overtime Repair Service (Labor Only) – CLIN X002

7.1.1. Overtime repair service or repairs must be pre-authorized by the COR or AGR. All overtime service calls shall be handled by only one mechanic, unless approved in advance by the COR or AGR. If regular-time work must be carried over and the Contractor wishes to continue to work beyond the Medical Center’s normal hours of operation, authorization for overtime work must be obtained from the COR or AGR by email to the mechanic and CO before proceeding.

7.1.2. If the COR or AGR authorizes normal-priority repairs outside of business hours, the contractor shall arrive within four (4) hours.

7.1.3. The labor associated with overtime callbacks is NOT included in the monthly rate for repair services and shall be invoiced per the attached CLIN schedule in Attachment B, rounded to the nearest 15-minute increment. The Contractor shall only bill for time the technician is on station.

7.1.4. Parts, materials, supplies, tools, and equipment required for overtime callback services are included in the monthly rate for repair services (CLIN X001) and shall NOT BE BILLED for under Overtime repair services CLIN.

7.2. Installation of Exempt Equipment – CLIN X003

7.2.1. Installation or repairs not covered in this contract must be pre-authorized by the CO to ensure there are adequate labor hours remaining in the CLIN schedule.

7.2.2. The labor associated with installation of exempt equipment is NOT INCLUDED in the monthly rate for repair services and shall be invoiced per the CLIN schedule in Attachment B, rounded to the nearest 15-minute increment. The Contractor shall only bill for time the technician is on station.

7.2.3. Parts, materials, and supplies required for installation of exempt equipment are NOT INCLUDED in this contract. If parts, materials, or supplies are required for installation of exempt equipment, the Contractor shall email the CO and copy the COR. The required parts must be paid for by modifying this contract or issuing a separate contract before parts are purchased. The CO will instruct how to proceed on a case-by-case basis. The Contractor will not have any advantage in competing for a separate contract.

8. GENERAL REQUIREMENTS

8.1. The Contractor shall provide all personnel, supervision, professional expertise, vehicles, tools, materials, services, equipment, quality control, lubricants, hydraulic fluids, software, service manuals, electronics, and cleaning supplies necessary to perform the required work included in this contract. The VAHCS shall not be responsible for providing tools, equipment, test equipment, laptops, service manuals, or service diagnostic software to the Contractor. The Contractor shall provide all operational and technical documentation (e.g., operational and service manuals, schematics, parts lists) and diagnostic equipment which are necessary to meet the performance requirements of this contract even if not listed in this section.

8.2. The Contractor shall comply with the requirements of this PWS, manufacturer requirements, industry standards, any other statutory requirements, and the current versions of the following codes. Should there be a discrepancy, Code requirements shall be met, then manufacturer requirements, then the requirements of this PWS.

8.2.1. The Contractor, as the subject matter expert, shall notify the COR of any other applicable codes which apply to our facility, and the Contractor shall comply with them.

8.3. The Contractor shall notify the CO to determine the appropriate action for any work or repairs required that are outside the scope of this contract.

8.4. The Contractor’s personnel shall be required to tag out the elevators at any time that they are offline for repair and/or service for any period longer than twenty (20) minutes. The Contractor shall provide tags and place them at each elevator opening and each floor affected by the shutdown. The signs shall be professionally made and not handwritten. Signs shall have a space to insert planned completion date and time.

8.5. The Contractor shall provide a written request to the COR or AGR at least 48 hours in advance to obtain authorization to shutdown elevators for maintenance. When an elevator is shutdown, it shall be tagged in accordance with the tagging procedures in Section 8.4 above.

8.6. The Contractor shall ensure that all doors and hatches to machine rooms, shafts, car top access doors, rooftop accesses, or similar are kept closed and locked. The Contractor shall not block/tape open or leave controlled areas unattended.

8.7. The Contractor shall coordinate all hot work or energized work required for preventive maintenance and repairs with the COR or AGR and comply with all VA policies and procedures, as well as obtain hot work or energized work permits in advance from the VA Safety Office.

8.8. The Contractor shall ensure all equipment and materials will not impede, block, or disrupt flow of traffic within the patient/staff corridors. Materials and equipment shall never be stored in such a manner that would prevent VA staff from responding to emergencies or disrupt patient services.

8.9. Parts that are replaced as part of this contract shall be new and shall be warranted against defects in material and workmanship for at least 90 days for minor parts and one (1) year for major components. All parts and materials shall be of the original manufacturer’s design and specification or equal thereto. All lubricants shall be as recommended by the manufacturer. Parts replaced shall be itemized as monthly no-charge items on the Contractor’s invoice and shall be identified by part number listed on the manufacturer’s schematics or parts list. Parts removed and replaced shall become the property of the Contractor. The Contractor shall take removed parts off facility ground and dispose of them properly. Cost of parts shall be borne by the Contractor. Should parts not be available immediately, the Contractor will obtain these unavailable parts in the most expeditious manner available at no additional cost to the Government and notify the COR of the expected arrival date.

8.10. The government will not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, or forgotten items from Section 8.1 either bought, shipped, or work delays caused to acquire these items.

8.11. Contractor shall be responsible for incorporating updates which ensure performance to current product specifications. This service shall be performed during the specified periods of coverage and shall normally occur during PM. If the Contractor is not a factory-authorized vendor, he/she shall still be required to incorporate the Engineering updates to the equipment as recommended by the factory at no additional expense to the Government. (CLIN X001)

8.12. To reduce the downtime of the elevators, the Contractor’s mechanic shall have direct unlimited access to manufacturer’s technical support for the equipment, at no additional cost to the Government. The assigned mechanic shall have direct unlimited access to manufacturer’s technical support throughout the life of the contract. This requirement shall apply to any additional equipment that may be added to this contract by modification.

8.13. Any subcontractors or vendors of the Contractor must comply with all requirements of this contract.

8.14. Any changes to the equipment that deviate from the OEM record documents will be approved by the OEM and updated on the record documents. The Contractor shall set up alerts for OEM updates or manually check no less than once per year for any changes. As listed in Section 13 “Exclusions”, OEM upgrades are not included in the monthly service rate.

9. SITE-SPECIFIC REQUIREMENTS

9.1. Place of Performance: The Sheridan VAHCS located at 1898 Fort Road, Sheridan, WY 82801.

9.2. Normal business hours are 7:30 a.m. to 4:00 p.m., Monday through Friday. The COR or AGR must be informed in advance and approve any work outside of these hours.

9.3. All Contractor personnel are required to wear identification (I. D.) badges the entire time they are on VA Facilities grounds.

9.3.1. The Contractor shall comply with agency Personal Identity Verification (PIV) procedures identified in the contract. These procedures implement Homeland Security Presidential Directive 1 (HSPD-12), Office of Management and Budget (OMB) Guidance M-05-24, and Federal Information Processing Standards (FIPS) Publication Number 201.

9.3.2. There shall always be at least one Contractor personnel (mechanic) on-site with a current PIV badge, or equivalent CAC badge, when work is being performed under this contract. The PIV badge process includes a background check. Failure of the background check may result in specific personnel not being allowed to work on VA premises, and the Contractor shall need to provide replacement personnel with no delays in work.

9.3.3. Upon arrival at the VAHCS during normal business hours, the Contractor’s personnel shall stop at the COR’s office to be issued a temporary contractor badge if they do not have current PIV or equivalent CAC badges. Contractor personnel needing temporary badges will be required to show government-issued photo I.D. (e.g., driver’s license).

9.4. When work is completed, the Contractor’s personnel shall leave service/PM tickets for work performed that day with the COR. The Contractor shall copy the COR on all correspondence to AGRs. If the COR is unavailable when services are performed, the Contractor shall send a picture of the service ticket signed by the AGR to the COR via email the same day services are performed. Failure to do so will result in delay of payment.

9.5. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The VA will not reimburse Contractor’s personnel for parking violations under any circumstance.

9.6. Smoking, vaping, chewing tobacco, and any other tobacco use is prohibited inside and outside throughout the entire VAHCS facility.

9.7. The following positions are assigned as Authorized Government Representative (AGR) for the following responsibilities:

9.7.1. Repair Services can be requested by: CO, COR, Utilities Maintenance Supervisor, Deputy Chief of Facilities Management Service (FMS), or Chief of FMS

9.7.2. Inspections services can be requested by: CO, COR

9.7.3. Overtime and After-Hours Emergency Repairs can be authorized by: CO, COR, Utilities Maintenance Supervisor, Deputy Chief of FMS, or Chief of FMS

9.7.4. QASP Evaluations will be overseen by: COR

9.7.5. Reports shall be provided to: COR

10. SECURITY AND SAFETY REQUIREMENTS

10.1. The Contractor shall adhere to the current versions of all the facility safety policies, as well as all VHA and station COVID standards. These policies include, but are not limited to:

10.1.1. The Contractor shall comply with any Infection Control measures the facility implements to limit the spread of infectious diseases. The current policy requires surgical masks to be worn at all times inside the facility and when 6 feet of physical distance cannot be maintained outdoors. This policy can be changed at any time.

10.1.2. Contractor must comply with OSHA standards while on station. Any VA employee can stop work that is not in compliance with OSHA standards. The VA will not provide additional funds for delays caused by failure to comply with OSHA standards.

10.1.3. Contractor’s employees shall wear proper personal protective equipment (PPE) for the task they are assigned as determined by a job hazard analysis.

11. DELIVERABLES

11.1. Review Preventative Maintenance Checklist – Contractor shall provide a proposed PM checklist for each piece of equipment. Upon award, this checklist will be prepared and sent to the COR along with any recommendation for system improvement after each PM service is completed. The PM checklist shall be given to the COR before leaving the VAHCS the day the PM services are completed. Failure to provide the above required PM Checklist will result in delay of payment. (CLIN X001)

11.2. Service Report – Contractor shall provide a service report, which includes both the contract number and the appropriate purchase order number for the date of services performed on it, each time the Contractor completes a PM service. The Contractor shall use the approved PM checklist for accomplished PM service reports. Lack of service report will result in non-payment. (CLIN X001)

11.3. Service Log – A service log shall be maintained for each piece of equipment listed in this contract in the area accessible to and agreed upon by the Contractor and COR. Upon arriving at the equipment site, Contractor personnel shall log in their name and the time of arrival. Prior to departure from the site for the day, Contractor personnel will log out by entering the time of departure and ensuring that all required information is written in the log.

12. Government-Furnished Items

12.1. Existing wire diagrams will be provided to the Contractor upon request. All existing wiring diagrams provided to the Contractor by the VAHCS shall remain as VA property.

12.2. Badges must be worn by Contractor personnel while at the VAHCS. Section 9 “Site Specific Requirements” for more details.

12.3. Keys to elevator machine and equipment rooms shall be assigned to the Contractor for the duration of the contract. Facilities Management Service shall issue the required keys. The Contractor is responsible for any costs associated with lost keys, which is typically $500 to $1,000 per key.

12.4. The VA shall provide access to the equipment and adequate working space to the Contractor’s authorized personnel during the periods which the Contractor has scheduled with the VAHCS to perform services.

13. EXCLUSIONS

13.1. The following items are excluded from PM and repair service. Costs associated with these items must be pre-approved by the CO before performing any work listed below. If the Contractor notices an issue with any item that is not covered but may affect elevator operation, the Contractor shall inform the COR and CO of that condition. The Government reserves the right to contract any excluded work through any means available in the FAR, including, but not limited to, micropurchase, modification of this service contract, or soliciting for a new service contract.

13.2. The following material costs are excluded, however labor for installation (CLIN X003) is not excluded from the contract:

13.2.1. Any repair part over $1,000 in cost.

13.3. The following material and labor costs are excluded from the contract:

13.3.1. Obsolete parts: If any part or component covered under this agreement cannot be safely repaired and is no longer available from either the original equipment manufacturer or an aftermarket source, that part or component shall be considered obsolete.

13.3.2. Cosmetic and ancillary components of the elevator system, including the finishing, repairing, or replacement of the cab enclosure, ceiling frames, panels, and/or fixtures, hoistway door panels, door frames, swing door hinges and closing devices, sills, car flooring, floor covering, lighting fixtures, ceiling light bulbs and tubes;

13.3.3. Electrical or electronic systems that are not part of the elevator assembly, such as main line power switches, breakers, and electrical feeders;

13.3.4. Below-ground or unexposed hydraulic elevator system, including, but not limited to, jack cylinder, piston, PVC or other protective material, below ground or unexposed piping, or alignment of elevator guide rails;

13.3.5. Smoke and fire sensors;

13.3.6. Communication systems outside of the elevator car, hoist way, or control room;

13.3.7. Entertainment devices;

13.3.8. Security systems components outside of the controller;

13.3.9. Air conditioners, heaters, ventilation fans not installed on or in elevator equipment;

13.3.10. Pit pumps;

13.3.11. Failures or damage caused from abuse, misuse, vandalism, negligence in connection with the use or operation of the equipment, power supply issues, fire, smoke, explosions, water damage, storms, wind, lightning, theft, or other reason or cause beyond the Contractor’s control that affects the use or operation of the equipment;

13.3.12. Building structural and fire-rating systems;

13.3.13. Equipment located in the elevator machine room that is not essential to the operation of the elevator;

13.3.14. New construction, system modifications, or upgrades;

13.3.15. OEM updates.

14. CONTRACT ADMINISTRATION

14.1. The Government intends to award a Firm-Fixed-Price contract in accordance with FAR Subpart 16.202-2.

14.2. The base period of performance will be one (1) year, with the option to extend the contract up to four (4) additional one (1) year terms.

14.3. The first PM visit shall be conducted within fifteen (15) days after Notice to Proceed (NTP).

14.4. The VAHCS observes eleven (11) Federal holidays per year, listed below. When a holiday falls on a Saturday, it is observed the day before on Friday. When a holiday falls on a Sunday, it is observed the day after on Monday. Any PM work on holidays must be requested in advance and approved by the COR. For emergency repairs that cannot wait until the next business day, Section 7.1 “Overtime Repair Services” applies. In addition to the designated federal holidays, the Government observes any day designated by Federal Statute, Executive Order, or the President of the United States to be a Federal holiday.

14.5. The Contractor is authorized to receive progress payments for this work. Invoices for payment shall be submitted in arrears after the work is performed. Invoices listing incorrect information will be disapproved and returned to the Contractor for correction. This delay shall not be at the cost of the Government. Contractor shall get concurrence from the COR that invoices are accurate prior to submitting into the Tungsten system. The following information must be included on invoices:

Contractor’s name, address, and phone number Purchase Order (PO) number provided by VA that matches date services performed Contract number provided by VA Date(s) of service covered by the invoice Contract Line-Item Number (CLIN) and description of service performed Contracting activities covered by the invoice Total invoice amount

14.6. The Contractor’s proposal and invoices shall include a cost breakdown according Attachment B “Contract Line-Item Number (CLIN) List”. The Contractor shall submit backup documentation with each invoice showing work billed under each CLIN.

14.7. The Contractor’s performance will be evaluated using the procedures laid out in Attachment C “Quality Assurance Surveyance Plan (QASP)”.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

Documentation requirements:

a. If fully vaccinated, shall show proof of vaccination NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

b. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

c. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

d. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

a. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

Sheridan VAHCS – Elevator Maintenance and Repair

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ATTACHMENT A: EQUIPMENT LIST

Sheridan VA Health Care System Elevators and Lifts:

Dover Elevators:

Otis Elevator:

Thyssen Krupp Elevator:

Langley Freight Elevator (Material Lift):

Harmar Summit, CPL Series, Hercules Ameriglide (Wheelchair Lift):

B.2 PRICE/COST SCHEDULE

POP: Base Year May 1, 2022 – April 30, 2023

POP: Option Year 1 - May 1, 2023 – April 30, 2024

POP: Option Year 2 - May 1, 2024 – April 30, 2025

POP: Option Year 3 - May 1, 2025 – April 30, 2026

POP: Option Year 4 - May 1, 2026 – April 30, 2027

Sheridan VAHCS – Elevator Maintenance and Repair Services

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or…