36C26124Q0843 DEVELOP MAINTENANCE MANAGEMENT PLAN.pdf

PAGE 1 OF 91 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. UEI: EFT:

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

36C26124Q0843 07-11-2024

JOHN D. DA SILVA 08-05-2024

10:00 PDT

612MCP

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan Park CA 95652

X 100

X

541310

$12.5 Million

N/A

VA Palo Alto Healthcare System

3801 Miranda Ave Palo Alto CA 94304

612MCP

Department of Veterans Affairs

Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan CA 95652

Department of Veterans Affairs FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Develop a Maintenance Management Plan IAW the Performance Work Statement for VA Palo Alto, CA.

See CONTINUATION Page x 1

RICO L. JOHNSON

36C26124Q0843

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) . 47

C.4 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.5 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 53

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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:

b. GOVERNMENT: Contracting Officer 36C261

Department of Veterans Affairs

VA Sierra Pacific Network (VISN 21)

Network Contracting Office (NCO) 21

John Da Silva, John.Dasilva@VA.gov

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

6.00 MO ________________

DEVELOP A FACILITY MAINTENANCE MANAGEMENT

PLAN

Contract Period: Base POP Begin: 08-20-2024 POP End: 02-20-2025

GRAND TOTAL ________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

6.00

MARK FOR:

PERFORMANCE WORK STATEMENT (PWS)

DEVELOP FACILITY MAINTENANCE MANAGEMENT PLAN

Buildings 100 G-wing, 500, 530, 603, 615 & 710

April 15, 2024

1. OBJECTIVE

The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with a maintenance management plan for the Palo Alto Buildings 100 G-wing, 500, 530, 603, 615 and 710. The objective is to develop a maintenance management plan for periodic and preventative maintenance within the facility maintenance system in VistA.

2. BACKGROUND

The Department of Veterans Affairs (VA) has recently completed construction on three buildings that require regular periodic maintenance. The Building 100 G-wing is 35,000 GSF. The Polytrauma Building (Building 500) is 175,000 GSF. The Recreation Therapy Wellness Center (Building 530) is 49,000 GSF. The Generator Building (Building 603) is 4500 GSF. The Chiller Building (Building 615) is 3600 GSF. The Research/VMU Building (Building 710) is 96,00 GSF.

3. SCOPE

The Contractor shall develop a maintenance management plan for the following buildings: the first floor and basement of Building 100 G-wing; the Polytrauma Building 500; the Recreation Therapy Wellness Center 530; the Generator Building 603; the Chiller Building 615; and the Research/VMU Building 710 at the VA Palo Alto Health Care System at 3801 Miranda Avenue, Palo Alto, California 94304. The Contractor shall obtain and compile all necessary information from site visits, as-builts, shop drawings and any other pertinent documentation to develop the maintenance management plan. For reference, see section 37 for a list of Drawing and Specification attachments for each building.

a. The equipment and systems to be maintained in Building 100 G-wing are defined in the “Centers for Ambulatory Care, Polytrauma & Blind Rehabilitation – Radiology Consolidation” Table of Contents specification.

b. The equipment and systems to be maintained in Building 500 are defined in the “Centers for Ambulatory Care, Polytrauma & Blind Rehabilitation – Polytrauma & Blind Rehabilitation” Table of Contents specification.

c. The equipment and systems to be maintained in Building 530 are defined in the “Centers for Ambulatory Care, Polytrauma & Blind Rehabilitation – Recreation Services” and the “Aquatic Therapy Center and Therapy Center” Table of Contents specifications.

d. The equipment and systems to be maintained in Buildings 603 and 615 are defined in the “Centers for Ambulatory Care, Polytrauma & Blind Rehabilitation - Loop Road and Site Utilities, Radiology Consolidation, Parking Structure 2” Table of Contents specification.

e. The equipment and systems to be maintained in Building 710 are defined in the “Centers for Ambulatory Care, Polytrauma & Blind Rehabilitation - Research and VMU” Table of Contents specification. See Attachment 4 in section 37.

4. CHANGES TO THE PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence on a Standard Form (SF-30) by a Contracting Officer (CO). A copy of each change and resulting contract modification shall be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be the total responsibility of the Contractor and no additional cost shall be charged to the Government.

5. APPLICABLE DOCUMENTS

Applicable documents are listed below. Contractor shall use the most current versions of all applicable documents listed below.

A.

44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

B. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements For Cryptographic Modules”

C.

FIPS Pub 201, “Personal Identity Verification of Federal Employees and contractors,” March

D.

5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

E.

Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of 2006, title IX Information Security Matters

F.

42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

G.

Department of Veterans Affairs (VA) Directive 0710 Personnel Security and Suitability Program dated May 18, 2007 (https://www.voa.va.gov/)

H.

Department of Veterans Affairs (VA) Directive 6102 (Internet/Intranet Services)

I.

Health Insurance Portability and Accountability Act (HIPAA); 45 CFR Part 160, 162, and 164;

Health Insurance Reform: Security Standards;

Final Rule dated February 20, 2003

J.

VHA Security Handbook 1600.01, Business

Associate Agreements

K.

36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003

L.

Office of Management and Budget Circular A- 130, “Management of Federal Information Resources’, November 28, 2000

M.

U.S.C. Section 552a, as amended

N.

Title 32 CFR 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”

O.

An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

P.

Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. Section § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105- 220), August 7, 1998

Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

R.

Department of Veterans Affairs (VA) Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012

S.

VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3:

VA Information Security Program,” March 10, 2015

T.

VA Handbook 6500.1, “Electronic Media Sanitization,” March 22, 2010.

U.

VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information (SPI)”, January 6, 2012

V.

VA Handbook 6500.3, “ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING OF VA INFORMATION SYSTEMS,” February 3, 2014.

W.

VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle,” March 22, 2010

X.

VA Handbook 6500.6, “Contract Security,” March 12, 2010

Y.

Federal Travel Regulation (FTR) (www.gsa.gov/federaltravelregulation)

Z.

VA Directive 6508, Implementation of Privacy Threshold Analysis and Privacy Impact Assessment, October 15, 2014

AA.

VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

BB.

VA Handbook 7002/1 Logistics Management Procedures

CC.

VHA DIRECTIVE 1761(1)/Supply Chain Inventory Management

DD.

Medical Device Isolation Architecture (MDIA) 2015 Guidance, Version 7.0

EE.

Medical Device Isolation Architecture (MDIA) 2015 Guidance, Version 7.0

FF.

VA Directive 6404, VA Systems Inventory (VASI)

GG.

HISD Medical Device Protection Program (MDPP) National Cyber Security Risk Assessment for VHA Networked Medical Devices, Version 2.1

HH.

ANSI/EIA/TIA 568B Commercial Building Telecommunications Wiring Standard

II.

VA Handbook, 0730/4, Security and Law Enforcement, March 29, 2013

JJ.

U.S. Department Of Veterans Affairs, Office of Construction & Facilities Management, Physical Security Design Manual for Life-Safety Protected Facilities, January 2015

KK.

U.S. Department of Veterans Affairs, Office of Construction & Facilities Management, Physical Security Design Manual for Mission Critical Facilities, January 2015

LL.

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.

MM.

Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, PG- 18-13 Barrier Free Design Standard

NN.

VA PG-18-14 Room Finishes, Door, and Hardware Schedule

OO.

VA PG 18-4 Standard Details and CAD Standards

PP.

VA H-18-8 Seismic Design Handbook

QQ.

VA Signage Design Guide https://downloads.va.gov/files/CFM-TIL/signs/

RR.

VA BIM Standard

SS.

International Building Code (IBC)

TT.

NFPA 10: Standard for Portable Fire Extinguishers

UU.

NFPA 70: National Electrical Code (NEC)

VV.

NFPA 72: National Fire Alarm and Signaling Code

WW.

NFPA 101: Life Safety Code

XX.

NFPA 70B: Recommended Practice for Electrical Equipment Maintenance

YY.

NFPA 70E: Standard for Electrical Safety in the Workplace

ZZ.

NFPA 99: Health Care Facilities Code

AAA.

NFPA 110: Standard for Emergency and Standby Power Systems

BBB.

NFPA 111: Standard on Stored Electrical Energy Emergency and Standby Power Systems

CCC.

VA OI&T Infrastructure Standards for Telecomm Spaces

DDD.

International Plumbing code (IPC)

EEE.

Occupational, Safety, and Health Administration (OSHA) Standards

FFF.

Project Management Body of Knowledge

GGG.

Federal Acquisition Regulation (FAR)

HHH.

Veterans Affairs Acquisition Regulation (VAAR)

III.

VA Acquisition Program Management Framework (APMF) Procedures

6. CONTRACT TYPE

Firm Fixed Price (FFP) Contract.

7. NON-PERSONAL SERVICES

In accordance with FAR 37.104 and 5 U.S.C. 3109, this requirement has been determined to be a non-personal services contract. A non-personal services contract is a contract under which the contractor personnel providing the services are not subject to continuous Government supervision and or control, either by the contract's terms or by the manner of its administration.

8. PERIOD OF PERFORMANCE

This contract has a Period of Performance of 180 days from date of Notice to Proceed.

9. PROJECT SCHEDULE

a. The Contractor shall develop a Maintenance Management Plan (MMP) in accordance with this PWS.

The work shall begin immediately after the Notice to Proceed is issued unless otherwise specified.

b. Significant project milestones include:

1. Project Planning Phase (7 days) a. Kick-off meeting within seven (7) days of Notice To Proceed (NTP).

2. Execution Phase (173 Days) a. Contractor shall apply for PIV and VistA access within seven (7) days.

Contractor shall provide a MMP within one hundred and twenty (120) days of kick-off meeting.

c. VA will have seven (7) days of receiving Contractor’s MMP submission to provide comments.

d. Contractor shall revise and resubmit MMP within seven (7) days of receiving VA comments.

e. If no exception taken, VA will approve MMP within seven (7) days, otherwise VA will provide second round comments within seven (7) days of receiving revised MMP from Contractor.

f. Contractor shall provide all remaining deliverables no later than seven (7) days before the contract end date for review by the COR.

10. LOCATION AND WORK HOURS

The work location is the Palo Alto Division Campus, VAPAHCS, located at 3801 Miranda Avenue, Palo Alto, CA.

Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays are eight

(8) hours per day, forty (40) hours per week. Core hours of work are from 0700 to 1630 daily. Contract employees are expected to be available during core hours. Work shall only take place outside of normal working hours, on weekends, or on Federal holidays when authorized by the COR.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that the Department of Veterans Affairs follows:

• Six (6) Federal holidays are set by day of the week and month:

(1) Martin Luther King's Birthday - Third Monday in January

(2) Washington's Birthday - Third Monday in February

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

• Five (5) Federal holidays are set by date. If any of these dates fall on a Saturday, the Friday before shall be observed as a holiday. If any of these dates fall on a Sunday, the following Monday shall be observed as a holiday.

(1) New Year's Day - January 1st

(2) Juneteenth Day - June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

11. TRAVEL

The Government does anticipate travel under the PWS to perform the tasks associated with the effort, as well as to attend program-related meetings throughout the period of performance. The costs will be included in the firm fixed price contract.

12. CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

The contractor shall provide the necessary qualified personnel to manage, perform, and administer the contract. The Contractor shall utilize a multidisciplinary team to fully execute all components of this contract. The Contractor shall provide a proposed staffing roster along with resumes of proposed team members and relevant work experience on previous medical facility maintenance contracts. The contractor shall accomplish the assigned work by employing and utilizing multidisciplinary personnel and identified key personnel with appropriate combinations of education, training, and experience appropriate for the task assigned. The personnel shall have proven experience with building maintenance. The contractor shall provide appropriate client references, educational background, certifications, and experience to demonstrate expertise in their field for identified personnel. The CO reserves the right to determine whether the team members meet the requirements of the contract.

12.1. KEY PERSONNEL

In addition to the multidisciplinary team the Contractor shall provide the personnel identified herein.

For the purposes of this contract, key personnel are listed below:

• Project Manager o A minimum of ten (10) years of experience in Project Management.

o A minimum of ten (10) years of experience in a research or healthcare setting.

o Project Management Professional (PMP) Certified.

o To serve as the Government's primary point of contract and responsible individual for overall coordination and scheduling of the contract team's work.

• Facilities Maintenance Planner o A minimum of ten (10) years of experience in Facility and/or Maintenance Planning.

o A minimum of seven (7) years of experience in a research or healthcare setting.

o Facility Management Professional (FMP) certified or Certified Healthcare Facility Manager (CHFM).

• 12.2. REPLACEMENT OF PERSONNEL

In the event changes to personnel are required during the performance of this contract, replacement personnel must meet or exceed the experience and qualifications of the individual the contractor included in its proposal submittal. Prior to substituting, removing, replacing, or diverting any personnel, the contractor shall notify the CO ten (10) working days in advance. The contractor shall submit to the CO the resume of the replacing individual that demonstrates skills and background at least equivalent to those of the individual the contractor included in its proposal. The CO will evaluate the replacing person's resume to determine the experience and qualifications of the replacement are equal or exceed those of the person's resume submitted with the contractor's proposal for that position.

12.2 EMPLOYEE IDENTIFICATION

All contractor employees working at a Government facility shall wear company Identification and Government issued identification to distinguish themselves as contractor personnel. When conversing with Government personnel during business meetings and over the telephone, contractor employees shall identify themselves as such. Where practicable, contractor employees occupying space within a Government facility should identify their workspace area with their name and company affiliation.

12.3 CONDUCT OF PERSONNEL

The CO may require the contractor to remove from the job site any employee working under this contract for reasons of misconduct, security violations, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the CO that such action is in the best interests of the Government. Such removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide enough personnel to perform the services as required by this contract.

General Rules for Contractor Personnel

a. Contractor personnel shall maintain a professional appearance while visiting the Palo Alto campus, and the Contractor's employees and contractors shall always wear visible company identification and VA-issued badge while on the premises of the VAPAHCS.

b. Contractor personnel shall complete required government background investigations to obtain a VA-issued badge.

c. The VA will designate onsite parking for the Contractor’s employees and subcontractors. The Contractor agrees to arrange additional parking for employees and subcontractors during onsite installation activities. The VAPAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. The VA Palo Alto campus is a smoke-free campus. No smoking shall be allowed.

e. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

f. Enclosed containers, including tool kits, shall be subject to search.

g. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

h. The Contractor shall provide Personal Protective Equipment (PPE) to their employees where required by OSHA.

i. The Contractor shall direct its staff to use only toilet facilities identified by the COR.

j. All correspondence with VA shall go through the COR.

k. The VA will provide access to the facility maintenance system in VistA.

l. The Contractor personnel shall obtain necessary certifications to operate tools and equipment.

m. The Contractor truck drivers shall obey the speed limit at the VAPAHCS.

n. The Contractor shall communicate to its employees that VAPAHCS Police are Federal police with full authority to make arrests, investigate crime, and issue citations. Citations issued for driving or parking violations, or other offences, may require an appearance in court and/or payment of a fine.

o. The Contractor shall coordinate access to locked areas with COR, including obtaining keys required to access site.

p. The Contractor shall notify its staff that removal of VAPAHCS property is prohibited, unless specifically approved by COR or CO.

q. The Contractor shall notify its staff that sexual harassment, drugs and alcohol, and firearms are strictly prohibited at the VAPAHCS.

r. The Contractor shall provide proof of drug screening upon COR or CO request. The COR may request the removal of any Contractor employee without cause if the Government suspects the employee of violating this condition.

s. The Contractor shall comply with applicable OSHA and CAL-OSHA regulations.

t. The Contractor to tell employees to call 911 for emergency medical assistance, notify COR, and VAPAHCS Police, in case of an injury accident.

u. Contractors shall comply with fire safety precautions. In the event of a fire the contractor shall vacate the building and go to the safe area identified by the COR.

13. CONTRACT KICK-OFF MEETING

The Government will schedule an onsite Kick-Off meeting for this contract after award. Attendees may include the Contractor, key stakeholders and subject matter experts, VA Project Manager, COR, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The Contractor is to provide an agenda to all attendees prior to the meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security background process, reporting, COR responsibilities, invoicing, deliverable submission process), and contractual expectations. The Contractor shall be prepared to present the details of the intended approach for the maintenance plan and a schedule, as well as make personnel introductions and have the opportunity to clarify contract requirements and expectations. A contract gap analysis may be a topic of discussion depending on relevant attendees.

14. GENERAL CONTRACTOR REQUIREMENTS

a. The Contractor shall consider quality as the primary project constraint during project planning and execution.

b. The Contractor shall coordinate with the COR or designated representative for access.

c. All work shall conform to applicable IBC, federal, state, and municipal building codes and regulations.

d. The Contractor shall incorporate facility standards in the development of the MMP.

e. The Contractor shall incorporate Interim Life Safety Measures where applicable.

f. The Contractor shall incorporate Infection Control requirements where applicable.

g. The Contractor shall exercise extreme care to prevent damage to existing equipment, structures and services. Damage as a result of this contract shall be repaired or replaced at no additional cost to VA.

h. The hospital must maintain its regular service during the time work is in progress. Advance scheduling with the COR shall be arranged by the contractor to ensure the least amount of disruption to facility services.

i. The Contractor shall maintain the required General Public Liability Insurance and Workman’s Compensation and Employer’s Liability Insurance throughout the life of the contract.

j. The contractor shall comply with all medical center safety and infection control requirements.

15. MAINTENANCE MANAGEMENT PLAN

The Contractor shall develop a Maintenance Management Plan (MMP) that contains a maintenance plan and schedule identifying systems and tasks for each building. The Contractor shall be given access to the facility maintenance system in VistA (see section 17) which will be used to track, monitor and execute the MMP.

a.The Contractor shall perform an inventory of serviceable equipment and input the inventoried equipment into the facility maintenance system in VistA. The Contractor shall document all installed equipment that does not match the drawings, specifications and other documentation and provide a detailed spreadsheet of discrepancies to the COR.

b. The maintenance plan shall comply with The Joint Commission (TJC) maintenance requirements for areas and systems that support patient care.

c. The Contractor shall create a maintenance plan and schedule to include, but not be limited to, the following:

i. Frequent, common, and recurring equipment and system maintenance.

ii. Periodic inspections, operation checks and testing.

1. To be documented and reported to authorities having jurisdiction.

2. All maintenance, operation checks, inspections and tests performed shall be documented within the facility maintenance system in VistA

iii. The MMP shall be developed using manufacturer’s equipment-specific operation and maintenance documents and shall comply with the manufacturer’s requirements.

iv. The MMP shall comply with all federal, state, regional, county, city, local, facility, and authority having jurisdiction requirements (codes, regulations, policy, guidelines, etc.).

v. The MMP shall define how the maintainers will manage the facility management system in VistA.

vi. The MMP shall utilize the internal facility process for managing work orders in VistA (See section 17).

d. The MMP shall be broken down by building and system type.

16. DESCRIPTION OF SERVICES

a. Project Execution Phase

1. The Contractor shall develop and maintain a Maintenance Management Plan (MMP) to include the following:

a. Integrated maintenance master schedule (IMMS)

b. Quality Management Plan

c. Staffing Management Plan with staffing matrix

d. Facility maintenance system in VistA

2. The MMP shall use the facility maintenance system in Vista to track maintenance, work orders and equipment/system-related issues. See section 15 for the requirements to develop the MMP.

3. The Contractor shall use the proposed technical and management approach as the basis for the MMP unless otherwise directed by the COR.

4. The Contractor shall develop the IMMS from the MMP. The Contractor shall maintain an IMMS that details the Contractor’s tasks required to meet the entire scope of the MMP.

5. The Contractor shall perform onsite inspections with the COR to assess, evaluate, and gather data on all existing maintained equipment and systems to incorporate into the MMP.

6. The Contractor shall be provided with up to three familiarization site visits totaling six days on site.

7. The Contractor shall provide VA access to a cloud based FTP (File Transfer Protocol) site to manage file transfers.

8. The Contractor shall provide a cost estimate for the execution of the MMP. Use of RS Means is preferred but equivalent estimating software can be used per approval by COR.

9. All equipment and systems shall be inventoried and entered into the facility maintenance system in VistA. Details such as description, vendor, quantity, model, purchase order (PO) number and location, etc. shall be tracked by the Contractor in VistA.

10. The Contractor shall document all damage to equipment, the building systems, the building infrastructure, and the work site identified by the Contractor and notify COR within one (1) business day of identification. The damage shall be documented in the facility management system and the details of the damage shall be directly provided to the COR.

11. Submissions shall be reviewed and approved by the COR.

12. The Contractor shall follow facility safety and security requirements, unless otherwise directed by the COR.

13. The Contractor’s project manager and personnel shall participate in coordination meetings with the COR during the Execution phase as needed.

14. The Contractor shall schedule and administer weekly progress meetings with the VA. Contractor shall prepare and distribute an agenda and meeting minutes. See section 19.

15. The Contractor shall be liable for any damage to equipment, the building systems, the building infrastructure, and work site caused by the Contractor (accidentally or purposefully).

16. If the Contractor has any questions related to the work required by this contract, the Contractor shall submit a request for information (RFI) in writing to the COR and CO.

17. The Contractor shall remove all trash and recyclable materials created by the execution of the contract from the site.

17. FACILITY MAINTENANCE SYSTEM a. Inventory, track the status of equipment and systems, maintain, structure, record and standardize asset identity, maintenance history, configuration, and location.

b. Manage work schedules, schedule, and document maintenance activity.

c. Assign, perform, and document the completion of work orders.

The Contractor shall develop the MMP to manage the facility maintenance system in VistA for buildings 100 G-wing, 500, 603, 615 and 710. The facility maintenance system in VistA shall be used to manage all assets and work orders to ensure efficiency and completion.

18. RECORD KEEPING

The Contractor shall document all contract activities and submit them to the COR prior to contract completion.

19. REPORTING AND MEETING REQUIREMENTS a. The Contractor shall schedule a weekly progress meeting. An agenda shall be distributed to the VA one (1) business day prior to any meeting.

b. The Contractor shall record meeting minutes and provide the minutes to the COR and CO within three

(3) business days of any meeting, including kick-off meeting.

c. The Contractor shall attend a kick-off meeting expected to be scheduled within seven (7) calendar days of Notice to Proceed. The kick-off meeting will be held at VA Palo Alto.

d. The Contractor shall attend (in person) and participate in meetings at the request of the VA.

e. Throughout contract duration, the Contractor shall immediately communicate to the COR any issues identified that may create or have created a schedule delay or impact VA facility operations.

The Contractor shall attend (in person) a closeout meeting expected to be scheduled no later than seven

(7) calendar days of the contract end date. The closeout meeting will be held at the Palo Alto campus.

g. The Contractor shall provide the VA all outstanding deliverables at the closeout meeting.

20. DELIVERABLES

a. In accordance with this PWS, the Contractor shall produce the following deliverables:

1. Maintenance Management Plan and all its components.

2. Weekly progress meeting minutes and agendas (See section 19).

3. Personnel report – The Contractor shall define the roles and responsibilities of key personnel. The Contractor shall also state their on-site presence requirement.

4. Final inventory report

5. Equipment damage report

6. Building inspection reports

7. Equipment discrepancy report

8. Cost estimate for execution of MMP

9. Meeting minutes and Agendas

10. Closeout meeting

b. The Contractor shall create, edit, and manage documents/deliverables in the English language using office automation software and provide the following deliverables in the identified formats, as needed:

1. Project management plan and its components - .docx, .doc, .pdf, .xls, .xlsx, .ppt, .pptx

2. Integrated master schedule (IMS) - .mpp

3. Maintenance reports - .docx, .doc, .pdf

c. If for any reason any deliverables cannot be completed within the scheduled time frame required to meet the activation date, within three (3) business days of discovery the Contractor shall submit in writing to the COR and to the CO the reason for the delay including a firm commitment as to when the work will be completed. This notice to the CO and COR shall cite the impact on the overall project and include the project’s schedule, budget, quality, and risk. The CO shall then review the facts and issue a response, in accordance with applicable regulations.

Submittals are required deliverables mutually agreed upon within the contract. Submittals have established delivery schedules as specified in the PWS. Failure to comply with these delivery schedules makes the contractor delinquent in performance. Such tardiness will be annotated in the contractor Performance Assessment Rating System (CPARS) interim and/or final ratings.

20.1. DELIVERABLE FORMATTING

The contractor shall provide deliverables as described in this PWS. Delivery schedule for deliverables are identified in the PWS. Due to the variations in project schedules, construction timelines, etc., deliverable due dates may be adjusted with prior notification and approval by the VA CO. For deliverables with a schedule yet to be determined, a mutually agreed upon schedule and/or format will be determined during the performance period. The agreed upon date must not delay the project schedule and must be tracked in the Activation Project Schedule for verification. Deliverables with a schedule and/or format to be determined are identified as "TBD" in the PWS.

Reports and documents delivered by the Contractor in performance of this contract will be considered "technical data" as defined in the applicable "Rights in Data" clause of the contract. All documentation shall reflect the latest version number, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with standard industry practices, ensuring electronically produced documents, which reflect logical flow of material, tables of contents, indices, and page numbering. The unexcused failure to comply with the delivery schedule makes the contractor delinquent in performance. Such tardiness will be annotated in the Contractor's past performance evaluation.

The Contractor shall deliver documentation in electronic format unless otherwise directed in the solicitation/contract. Contractor may be required to submit deliverables using software, such as MS Word 2010/2016, MS Excel 2010/2016, MS PowerPoint 2010/2016, MS Project 2010/2016, MS Access 2010/2016, MS Visio 2010/2016, AutoCAD 2010/2016, Adobe Postscript Data Format (PDF), Adobe Acrobat Pro, Revit 2010/2016, SPEXX, Submittal Exchange or similar, and Bluebeam, unless otherwise directed in the PWS, solicitation, or contract. All deliverables must be submitted in an editable format, such as Word. Example, PDFs are acceptable for final deliverables, as long as the Government is provided an editable version, should edits be required by the Government The contractor shall be responsible for determining additional software needs, acquiring the software licenses, installing and maintaining necessary software throughout the project.

20.2. FILES

The contractor shall maintain complete and accurate files of documentation, records, copies of original results and reports, verified original data, corrected data, and corrected supporting final report required under the terms of the contract. The contractor shall not allow access to the files by any Government agency, non-Government agency, or individual unless specifically authorized by the CO or designated representative. Files shall be made available to the CO, COR, or designated representative upon request.

All files will become the property of the Government and shall be turned over to the CO, COR, or designated representative at the completion or termination of this contract. All briefings, reports, and other files produced by the contractor for the Government under the terms of this contract shall be property of the Government.

20.3 GOVERNMENT REVIEW OF DELIVERABLES

Unless specifically stated in the deliverable schedule, the Government has seven (7) calendar days to review and provide comments on submitted deliverables, unless deliverable reviews and changes are dependent upon third parties (i.e., construction Contractor, A/E firm, RE, etc.), in which case a reasonable review period will be discussed with the Contractor. The Contractor has five (5) business days to complete any necessary revisions and resubmit for Government review and acceptance. Any deliverable submitted to the Government that is not reviewed and returned within seven (7) calendar days shall be considered “accepted” by the Government, except in the case described above regarding third party dependencies. The Government will make every effort to accomplish review in as little time as practicable.

21. RECORDS MANAGEMENT:

• All maintenance activities shall be documented in VistA.

• Physical documentation from equipment testing and records shall be stored and organized for submission to the VA.

• 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.

• 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.

• 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.

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

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

• A master Record Plan will be maintained and updated on a weekly basis per VA standard.

• 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. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

• 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.].

• No disposition of documents will be allowed without the prior written consent of the CO. 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.

• Contractor is required to obtain the CO'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.

22. CONTRACT AUTHORITY

Only a warranted CO, acting within their delegated limits, has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the CO attempts to make changes to the terms and conditions of this contract you shall not proceed with the change and shall immediately notify the CO. Coordination of routine technical matters with project members shall be accomplished through the CO’s Representative.

23. CONTRACTING OFFICER’S REPRESENTATIVE

A Contracting Officer’s Representative (COR) will be designated for this contract. The COR is authorized to act as an official representative of the CO. CORs are authorized to act within the limitations specified herein and according to their COR delegation letter (signed by the COR, CO and contractor) and written restrictions specifically imposed under the terms of the contract and by the CO. If delegations and restrictions of the COR delegation letter differ from the delegations and restrictions of the PWS, the delegation and restrictions of the COR delegation letter shall take precedence. The COR will be the primary Government point of contact for the contractor regarding general "tasking" requirements, deliverables, and other requirements under the contract.

CORs do not have the authority to direct changes in scope, price, terms and conditions of the contract.

CORs do not have the authority to execute modifications to the contract which require the signature of the CO to bind the Government by contract in terms of a proposed change.

24. BUSINESS RELATIONS

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

24.1. CONTRACT MANAGEMENT

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the facilities where IOT&A services are being performed and the contractor's corporate offices.

24.2. CONTRACT ADMINISTRATION

The contractor shall establish processes and assign appropriate resources to effectively administer the requirements. The contractor shall respond to government requests for contractual actions in a timely fashion. The contractor shall identify a single point of contact between the Government and contractor personnel assigned to support the contractor. The contractor shall assign work effort, maintaining proper and accurate time keeping records of personnel assigned to work on the requirements.

24.3. PERSONNEL ADMINISTRATION

The contractor shall provide personnel management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

24.4. SUBCONTRACT MANAGEMENT

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The Prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI).

25. INHERENTLY GOVERNMENTAL FUNCTIONS

The Contractor shall not perform any inherently Governmental functions as defined by Federal Acquisition Regulation (FAR) Subpart 7.5. All program decisions shall be the sole responsibility of the Government.

The Contractor shall not counsel, mentor, make judgments and/or discretionary decisions or perform any other activities related to supervision of Government personnel.

If the Contractor believes that any actions constitute or are perceived to constitute inherently Governmental functions, the Contractor shall notify the CO immediately.

26. NON-PERSONAL SERVICES

In accordance with FAR 37.104 and 5 U.S.C. 3109, this requirement has been determined to be a non-personal services contract. A non-personal services contract is a contract under which the contractor personnel providing the services are not subject to continuous Government supervision and or control, either by the contract's terms or by the manner of its administration.

27. GOVERNMENT FURNISHED PROPERTY (GFP)

All procedural guides, reference materials, and program documentation for the project and other Government applications will be provided on an as-needed basis. The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

27.1. VAPAHCS GOVERNMENT FURNISHED PROPERTY

a. VA will provide the Contractor floor plans in electronic format.

b. VA will provide manufacturer’s information including O&M documents for facility equipment.

c. VA will provide the Contractor other manufacturer information where available.

27.2. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES

The Government may provide certain materials for exclusive use by the contractor as deemed appropriate for the contractor to perform the requirements of the PWS. The Government makes no representation that the materials furnished by the Government are completely sufficient to accomplish the requirements of the PWS. The contractor shall check the items furnished for adequacy and accuracy prior to utilization. The contractor is not authorized to distribute Government-supplied materials without the express approval of the CO.

a. VA will provide Contractor access to VistA, the VA electronic facility management system.

27.3. GOVERNMENT FURNISHED PROPERTY ACCOUNTING

GFP in the PWS will be accounted for in accordance with the approved property management plan and any site-specific addendum to the property management plan. If property is acquired by the contractor during the performance of this work, the contractor acquired property (CAP) will also be accounted for in the same manner.

27.4. GOVERNMENT FURNISHED PROPERTY CLOSEOUT

Upon completion or termination of the contract, the contractor shall promptly perform and report to the Property Administrator contract property closeout, including reporting, investigating and securing closure of all loss, damage, destruction, or theft cases; physically inventorying all…