STATEMMENT OF WORK REVISED 2-2-2022.pdf

B.2 PERFORMANCE WORK STATEMENT

ELECTRICAL GRID MAINTENANCE SERVICE

NEBRASKA WESTERN IOWA HEALTH CARE SYSTEM (NWIHCS)

1) GENERAL DESCRIPTION:

a. This contract pertains to the electrical preventative maintenance (EPM) program and emergency services for the Department of Veterans Affairs Nebraska-Western Iowa Health Care System. The services included in this contract for the EPM program pertain to system components comprising the normal electrical grid and essential electrical system (EES).

Equipment requiring preventative maintenance services, inspections and emergency repair services (on an as needed basis) consist of the following equipment types: diesel generators (both EPSs and standby), switchgear, campus utility distribution transformers, transfer switches, automatic transfer switches, generator paralleling switchgear, and low-voltage switchgear/switchboards as well as over current protective devices such as fuses, low-voltage power circuit breakers, low voltage molded-case circuit breakers, medium-voltage circuit breakers, relays, bus ducts, isolated power panels, motor control equipment, branch-circuit panelboards, and related electrical equipment.

2) PERFORMANCE LOCATIONS:

a. Department of Veterans Affairs Nebraska-Western Iowa Health Care System, Omaha

Division Medical Center, 4101 Woolworth Avenue, Omaha, NE 68105

b. Department of Veterans Affairs Nebraska-Western Iowa Health Care System, Grand Island

Division Medical Center, 2201 N Broadwell Ave, Grand Island, NE 68803

3) PERFORMANCE PERIODS: See Price/Cost Schedule.

4) SERVICE HOURS:

a. Normal operational hours are 6:00 AM to 5:00 PM Central Time (CT).

b. All preventative maintenance and inspection work included within this document (not emergency/after-hours services) are to be performed on weekdays during normal business hours between 6:00 AM CT to 5:00 PM CT unless other arrangements have been made by the VATR due to the potential clinical impacts and risks to patients by the nature of the required contractor work.

c. Work will not be done on federal holidays, unless the VATR gives prior, written approval. A list of federal holidays is at Federal Holidays (opm.gov).

d. Emergency/after-hours work is defined as work performed outside of normal operational hours as defined above and will not be needed or planned unless specific instruction has been given to the Contractor by the VATR.

e. Work scheduled outside of normal operational hours must be arranged and approved by the VATR with at least 24 hours of advanced notice unless an emergency situation occurs resulting (or potentially resulting) in an electrical outage that has caused (and/or will soon cause) a catastrophic impact to VA patient safety.

f. The Contractor may need to perform emergency/after-hours work to satisfy the contract’s requirements and performance criteria if there are systems unable to be de-energized safely during normal operational hours; The VATR must approve any work outside the normal operational hours prior to the work being performed with the guidance and mutual approval of the VA contracting department based upon the nature and severity of the work needing to be performed.

g. Whether or not any work is needed to be performed after-hours shall be ultimately determined by the VA upon a case-by-case review of the nature of the work needing to be https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ perform and the potential operational impacts (and/or patient risk factors) on VA healthcare facility services if not performed after-hours.

h. The VA Contracting Officer will ultimately hold the final determination authority as to whether or not work is included within this contract’s scope of work should any disputes or disagreements between the Contractor and VA arise pertaining to whether or not certain work is obligated contractually or outside of the scope of work included in this document.

i. Emergency/after-hours services and repairs as the results of unanticipated essential electrical system (EES) equipment failures and normal electrical grid failures should not be included in the offerors baseline pricing, but rather, any cost for emergency services needed at the time of incident occurrence shall be compiled on a quote with a detailed cost line-item breakdown and presented to one of the VA points of contact listed on this document as quickly as possible. The VA will then issue a verbal notice (i.e., email correspondence) to the prime contractor to proceed with providing emergency services as defined below if deemed necessary by the VA Contracting Officer and COR/VATR. In the event of an emergency situation at one of the VA campuses listed in this document, the prime Contractor shall be expected to be reachable at all times via phone in the event of an emergency situation. This can be a separate emergency phone line dedicated for use only in the event that the VA has experienced an emergency situation as the result of a failure/malfunction of a component(s) of the normal and essential electrical systems that has resulted in an electrical system failure supporting systems, activities, or equipment whose failure is likely to cause major injury or death of patients, staff, or visitors (NFPA 99 4.1.1).

5) VA NEBRSAKA-WESTERN IOWA HEALTH CARE SYSTEM CONTACT INFORMATION:

a. Normal Work Hours (i.e., 6:00 AM to 5:00 PM Central Time):

i. Omaha VA Medical Center contacts:

1. Primary - Josiah Curley 402-995-5545 & 918-581-4171 Josiah.Curley@va.gov

2. Secondary - Griffin Walsh 402-995-3741 & 531-232-9231

Griffin.Walsh@va.gov

3. Tertiary - Jeffrey Fryman 402-995-3410 & 402-637-3813

Jeffrey.Fryman@va.gov

ii. Grand Island VA Medical Center Contacts:

1. Primary - Josiah Curley 402-995-5545 & 918-581-4171 Josiah.Curley@va.gov

2. Secondary - William Sis 308-382-3660 & 918-613-1621 William.Sis@va.gov

3. Tertiary - Roy Hurd 402-995-4450 & 402-779-5456 Roy.Hurd@va.gov

b. After-Hours Work (i.e., outside of 6:00 AM to 5:00 PM Central Time):

i. Omaha VA Medical Center

1. Primary - Boiler Plant Operators 402-995-4830

2. Secondary - AC Plant Operators 402-995-3280

ii. Grand Island VA Medical Center

1. Primary - Boiler Plant Operators 308-395-3400

6) EQUIPMENT LIST:

a. Omaha VAMC equipment

Generators # Brand Model # Serial # Location Nameplate

Power Voltage

1 CATERPILLAR 3412 81Z05946 /

6FA04047

Bld. 1 – Rm 1269A

509 KW 120/208

Generators

2 CATERPILLAR 3412 81Z04484 /

6FA03501

Bld. 1 – Rm 1269A

465 KW 120/208

3 CATERPILLAR D 343 62B12357 Bld. 2 – Boiler Plant

280 KW 480

4 ONAN DFEG A090230928 Bld. 15 – Outside 350 KW 480 5 GENERAC 2113614 SG0130 Bld. 9 – Outside 130 KW 277 6 CATERPILLAR C 175 WYB02568 Bld. 24A 3000 KW 13800 7 CATERPILLAR C 18 T3400494 Bld. 101 –

Outside

671 KW 480

Transfer Switches # Brand Model # Serial # Location 1 Caterpillar CBTS 3035429 Bld. 101- G506 2 Caterpillar CBTS TSC03370 Bld. 101- G506 3 Caterpillar CBTS TSC03371 Bld. 101- G506 4 Caterpillar CBTS TSC03372 Bld. 101- G506 5 Cummins BTPCC-7530032 L080226163 Bld. 1 – Rm 5th Fl. Micro 6 Caterpillar CBTS 2504090 Bld. 1 – Rm 1269 7 Caterpillar CBTS 2504263 Bld. 1 – Rm 1269 8 Eaton ATH3FDA30100ESU 074819 Bld. 1 – Rm 1269 9 Eaton ATV3NBA30800XSU 074929 Bld. 1 – Rm 1269 10 Eaton ATC3C5X30800BSU 018742 Bld. 1 – Rm 1269 11 Eaton ATC3C5X30800BSU 019072 Bld. 1 – Rm 1269 12 Eaton ATC3C5X30800BSU 019018 Bld. 1 – Rm 1269 13 Eaton ATC3C5X30800BSU 018709 Bld. 1 – Rm 1269 14 Russectric RTSO3-ATA4003CMOH-REL 38410-1A Bld. 1 – Rm 1269 15 Russectric RTSO3-ATA8003CMOH-REL 38410-2A Bld. 1 – Rm 1269 16 Zenith ZBTSOOBOOO10F 7019308 Bld. 15 - Rm R105 17 Zenith ZBTSOOBOOO22F 7019310 Bld. 15 – Rm R105 18 Asco 940326095XC 30462569-001 Bld. 17 – Electrical Rm 19 Asco H3003600N7C 201092-5 Bld. 2 20 Caterpillar C175 SWG40879 Bld. 24A 21 Zenith ZB4DB02241-07C601X 151645532 Bld. 9 – Rm B03 22 Zenith ZB4DB02241-07C601X 2524317-10-1 Bld. 9 – Rm B03

Transformers

# Brand /

MVA

Serial # Type Location Mineral Oil

1 PRO / 0.3 M09G19015 Pad-mounted Bld. 20 – Outside 281 gal 2 PRO / 0.3 M09G19016 Pad-mounted North Bld. 6 – Outside 281 gal

3 PRO / 0.3 M09G19017 Pad-mounted Bld. 6 – Outside 281 gal

4 CP / 0.225 2050000713 Pad-mounted Bld. 9 – Outside 136 gal 5 CP / 0.225 2050000764 Pad-mounted Bld. 9 – Outside 157 gal

6 GE / 0.75 M154751 Substation Bld. 17 – Rm A104 145 gal

7 GE / 1.0 M154753B Substation Bld. 17 – Rm A104 165 gal

8 GE / 1.0 M154753A Substation Bld. 17 – Rm A104 165 gal

9 GE / 0.75 M154752 Substation Bld. 1 – Rm 1269 138 gal

10 WH / 0.75 PCT1773-0101 Substation Bld. 1 – Rm 1269 139 gal

11 EA / 1.5 1650008964 Substation Bld. 17 – Outside 292 gal

12 EA / 0.75 1950013801 Substation Bld. 17 – Outside 227 gal

Switchgears and related electrical equipment

# Description & Brand Serial # Location Voltage

1 MCC General Electric L-700415 Bld. 1 – B024 208

2 Eaton PRL4 191016T Bld. 15 – R105 480/277

3 Eaton PRL4 1910300T Bld. 15 – R105 480/277

4 General Electric V80912 Bld. 1 – 1269 208

5 Westinghouse V77927 Bld. 1 – 1269 208

6 Eaton 5ARMLSIG Bld. 101 – G506 480/277

7 Eaton SB612 Bld. 101 – G506 480/277

8 Federal Pacific MCC 2658D2430 Bld. 2 480/277

9 Federal Pacific MCC (Dry) 28548-001 Bld. 2 13800

10 General Electric Substation 1 AK48914 Bld. 17 480

11 General Electric Substation 2 AK48916 Bld. 17 208

12 General Electric Substation 3 AK48917 Bld. 17 208

13 General Electric E9000 00384-01 Bld. 30 480

14 Westinghouse (MCC1) 4713A99H11 Bld. 25 – B716 208

15 Westinghouse (EMCC1) 4713A99H11 Bld. 25 – B716 208

16 General Electric Main Switchgear #1 (0329A9138)

ReQ 413- 95916

Bld. 24 – West 13800

17 General Electric Main Switchgear #2 (0329A9138)

ReQ 413- 95916

Bld. 24 – East 13800

b. Grand Island VAMC equipment

Generators # Brand Model # Serial # Location Electrical Outputs Voltage 1 CATERPILLAR 3412 38S06458 Bld. 17 370 KW 120/208 2 CATERPILLAR D333 66D04921 Bld. 18 100 KW 208

3 TRADEWINDS TP125E-60T3FGT 739883-

1016 Bld. 7 97 KW 208

Transfer Switches

# Brand Model # Serial # Location 1 ASCO 7000 (400 amp) 584176-004 Bld. 17 2 ASCO 7000 (260 amp) 276774-001 Bld. 17 3 ASCO 7000 (400 amp) 584176-002 Bld. 17 4 ASCO 7000 (600 amp) 584177RE Bld.17 5 ASCO 7000 (400 amp) 584176-003 Bld. 17 6 ASCO 7000 (400 amp) 584176-001 Bld. 18 7 ASCO Model 940 (400 amp) 896758001 Bld. 17 8 Zenith ZBTSH40EC-4 (400 Amp) 243882 Bld. 17 9 Zenith ZBTSH40EC-4 (400 Amp) 243883 Bld..17 10 Zenith ZTS2L22EC-4 (225 Amp) 1326427 Bld. 17 11 CAT CTGD (225 Amp) TSB05462 Bld. 17

# Brand /

MVA

Serial # Type Location Mineral Oil

1 GE / 1.0 Q5542790-TPP Pad-mounted South Bld. 17 – Outside 453 gal

2 GE / 1.0 Q542791-TPP Pad-mounted South Bld. 17 – Outside 455 gal

3 GE / 0.15 Q544244-TRP Pad-mounted West Bld. 11 & 4 – Outside 310 gal

4 GE / 0.225 Q54482-TRP Pad-mounted East Bld. 18 – Outside 260 gal

5 +ABB / 1.5 99J814159 Pad-mounted Southeast Bld. 7 – Outside 423 gal

Switchgears and related electrical equipment # Description & Brand Location Voltage 1 MCC General Electric 8000 Line Control Center – 5 Sections Bld. 7 480 2 MCC Control Center Siemens – 2 Sections Bld. 7 480 3 MDD GE Power Break 2000 A Bld. 7 480/277 4 MDD Siemens 2000 A Bld. 18 208/120 5 GE Switch Board – 6 Section Bld. 17 208/120 6 GE Switchgear Power VAC – 2 sections 13500, 2 – sections Bld. 17 208/120 7 Siemens Switchboard 17-Ndp1 – 2 Sections Bld. 17 208 8 Siemens Switchboard 17-Ndp2 – 2 Sections Bld. 17 208 9 Siemens Switchboard 17-Ndp3 – 2 Sections Bld. 17 208 10 Siemens MDD 17 EDP Bld. 17 208 11 Siemens LDP 17 EDP Bld. 17 208 12 Siemens LSDP 17 EDP Bld. 17 208 13 Siemens GDP 17 EDP Bld. 17 208

7) CONTRACTUAL REQUIREMENTS AND PERFORMANCE CRITERIA:

a. REPORTING

i. The prime contractor personnel shall report to the VA site representative at the

Engineering Services department to sign in and acquire a badge (where possible). If unable to do so in person, the prime contractor shall contact the VATR/COR using the information above.

ii. The prime contractor personnel shall report to the VA site representative to sign out and return the badge before departing the VA facility at the end of each week.

iii. The contractor personnel shall wear an identification badge provided by VA when working under the resulting contract on Federal property.

b. SERVICES

i. The contractor shall furnish necessary labor, tools, equipment, personnel, and transportation to complete each of the below maintenance, testing, inspection, and emergency service action items described by reasonably achievable means upon award. The awarded contractor must abide to the contractual requirements and performance criteria outlined in this section of the performance work statement.

Omaha and Grand Island are due for the 36-month inspections referenced below during option year two should the contract be extended in a bilateral agreement between the VA and vendor.

ii. The contractor shall perform all required maintenance and inspection actions per the original equipment manufacturers (OEM) recommendations of each respective piece of equipment listed below within this performance work statement. The contractor shall demonstrate how they are performing maintenance per manufacturer’s recommendations by presenting to the COR/VATR a side-by-side comparison list of the manufacturer’s recommendations verses the Contractor’s planned service actions to validate whether they are adequately meeting the contractual requirements.

iii. The contractor shall also perform all required maintenance and inspection actions per applicable codes (i.e., NPFA 70, 70B, 99, and NFPA 110) and VHA directives for the equipment listed below.

iv. The contractor shall provide a comprehensive service report indicating exact details specifically identifying/documenting all relevant data of maintenance, inspections, tests, and repairs performed (if any) and how any service actions taken align with OEM recommended maintenance intervals. This documentation must be present to the VATR/COR for review to ensure that the contractor is, in fact, performing as required per this document.

1. Campus generators that do not meet the minimum 30% of the nameplate EPS (i.e., generator) rating based on the documented VA NWI generator logs (if load readings are listed) shall be load tested with a supplemental load bank according to NFPA 110 chapter 8 and VHA 1028 stipulations/allowances.

2. The contractor shall load bank VA generators per NFPA instructions;

however, instead of 75% of the nameplate power value, the contractor shall test each generator for a duration of one hour at 100% of the nameplate value of each respective generator.

3. The contractor shall provide documentation showing how their service actions meet code/standard requirements per NFPA codes, other relevant codes, and VHA directives provided in the solicitation.

v. All maintenance, testing, inspection requirements shall be in accordance to NFPA 99, NFPA 110, NFPA 70, NFPA 70E, NFPA 70B, and VHA Directive 1028, whichever is most stringent in specific cases (VHA 1028 shall be provided to the contractor).

vi. In addition to any manufacturer’s recommended maintenance/service checks and frequencies, the Contractor shall establish, at minimum, a quarterly preventative maintenance, inspection, and testing schedule for both VAMC campuses listed at the addresses above.

vii. Furthermore, the contractor shall ensure that all VA owned NWIHCS’s transformers, including all related components are inspected, tested, and maintained every 36 months. The following is a minimum list of items to be inspected, tested, and maintained:

1. Transformers must be cleaned exteriorly, inspected for signs of overheating with infra-red thermal detecting equipment, and inspected for any damage to the housing, connection points, or insulation.

2. Liquid cooled transformers must have the cooling liquid tested and replaced, when tests indicate that the liquid no longer meets manufacturer’s specification. The liquid must be re-filled to meet the manufacturer’s specification.

3. Dry type transformers must be thoroughly cleaned exteriorly and inspected for overheating with infra-red thermal detecting equipment.

viii. The contractor shall ensure that electrical equipment (including, but not limited to switchgears, switchboards, distribution panels, motor control centers, and all related components) is inspected, tested, maintained, or calibrated every 36 months, and all work must be documented.

1. The contractor shall use lint-free rags to clean conductors, contact points between the circuit breakers and main buss bars, buss bars and interior of the electrical equipment. Use a vacuum cleaner to remove large debris;

compressed air is not to be used for this purpose. Visually inspect for signs of overheating, misaligned contacts, damaged insulation, or lose lugs.

2. The contractor shall lubricate all moving parts with manufacturer’s approved lubricants.

3. The contractor shall test, and exercise circuit breakers located in switchgears, switchboard, and distribution panels to ensure operation under overload, and short circuit conditions (this may require emergency/after-hours work at an agreeable time by both the VA and prime contractor/subcontractors)

4. The contractor shall test ground fault protection devices for proper function if they are installed in the Facility Electrical Power System.

5. The contractor shall inspect and tighten ground connections. Test ground resistance for the entire facility grounding system. Any method of ground resistance must be considered acceptable if it can verify continuity and quantify the impedance to ground, to include but not limited to fall-of-potential, induced frequency, and clamp on testing. If initial tests indicate a problem or concern (e.g. ground resistance greater than 25 ohms), a more detailed test must be performed using fall-of-potential or 3-point test.

Where installed, the lightning protection system must be inspected and tested for continuity to ground, ground resistance and certification in accordance with Underwriters Laboratory (UL) standard 96A.

6. The contractor shall identify the hot spots in the electrical equipment by using infra-red thermal detecting equipment. Tighten problem connections to meet equipment manufacturers’ specification using a torque wrench or other approved devices.

7. The contractor shall calibrate and maintain adjustable protective relays.

8. The contractor shall test all control systems equipment for proper operation after maintenance is performed and before placing them back in normal service.

ix. If an emergency arises as the result of a failure/malfunction of a component(s) of the normal and essential electrical systems that has resulted in an electrical system failure supporting systems, activities, or equipment whose failure is likely to cause major injury or death of patients, staff, or visitors (NFPA 99 4.1.1), the prime Contractor and any needed subcontractors shall be expected to be on-site immediately, but not later than, four (4) hours after notification by the VATR by phone and/or email. Upon arrival to the VA campus having the emergency incident, the Contractor shall evaluate the conditions and affect repairs/corrective actions upon receipt of a verbal authorization from the on-site VA Technical Representative.

x. In addition to manufacturer’s recommended maintenance checks and intervals for equipment included in this contract, the Contractor shall perform the following checks, replacements, and inspections on all generators listed in the equipment sections below.

1. Battery electrolyte

2. Battery specific gravity

3. Coolant

4. Fuel filter

5. Battery cables

6. Starter

7. Fuel pump

8. Engine area temperature greater than 40 F

9. Air intake and exhaust

10. Battery charger

11. Lube oil level

12. Jacket water/block heater

13. Air cleaner

14. Radiator and radiator hoses

15. Exhaust condensates drain

16. Generator alarms (function testing as well)

17. Generator electrical connections

18. Day tank floats and alarms

19. Generator insulation

20. Main tank fuel quality

xi. Beginning in option year two and then 36 months thereafter, the Contractor shall perform inspections and checks on all the following campus electrical equipment:

diesel generators (both EPSs and standby), switchgear, campus utility distribution transformers, transfer switches, automatic transfer switches, generator paralleling switchgear, and low-voltage switchgear/switchboards as well as over current protective devices such as fuses, low-voltage power circuit breakers, low voltage molded-case circuit breakers, medium-voltage circuit breakers, relays, bus ducts, isolated power panels, motor control equipment, branch-circuit panelboards, and related electrical equipment. Where recommended by the manufacturer and by the Contractor, the contractor shall perform infra-red imaging scanning to verify existing conditions of electrical equipment on both VA campuses in this contract.

xii. The Contractor shall perform fuel separation analyze on all generator fuel tanks for NWI (both belly tanks and underground/aboveground storage tanks for the generator equipment listed prior).

c. GENERAL REQUIREMENTS

xiii. All work will be done safely and in accordance with OSHA Regulations, VHA

Directives, and the State of Nebraska Regulations. The contractor will be responsible for ensuring that workplace safety regulations (i.e., OSHA) are always adhered and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work.

xiv. At no time will subcontractors be left unsupervised by prime contractors on VA property. A representative from the prime contractor must be present at all times to supervise work being performed on their behalf.

xv. At no time will contractors leave leftover equipment on location when work being performed is not continual 24-hour work unless VA personnel have given written permission to the contractor to do so.

xvi. The vendor will provide a detailed service schedule of all equipment listed in this performance work statement five days after award notification from the VA Nebraska-Western Iowa Health Care System contracting department. The maintenance schedules must also be approved by the VA Nebraska-Western Iowa Health Care System Engineering Services department before commencing with work listed. All modifications to the approved maintenance schedule must be approved by the VA Nebraska-Western Iowa Health Care System Engineering Services department and Contracting department.

xvii. The primary contractor will be required to meet with the VATR within least five days post notification of award to hold an award kickoff meeting to discuss the contents contained within the performance work statement to ensure that questions, concerns, and expectations are brought up prior to the start of work to remove any contractual and expectation ambiguity during the performance period with the VA.

xviii. The cost of the maintenance and installation services proposed by the contractor shall be reasonably achievable both economically and practically as well as be thorough enough to remain compliant with VA standards and industry recommended practices where obtainable. All proposed repair actions outside of this performance work statement shall require written prior approval by the VATR before work commences.

8) REPAIR WORK:

a. If additional work not included under the definitions laid out in this document are required to satisfy the contractual requirements and performance criteria, the contractor shall provide the nature of the repair and a budgetary cost estimate in the format of a detailed cost line-item quote (including line items for labor, materials, and all other related costs) needed to complete repairs in an inspection summary report. Any additional charges and repair work claimed must be approved by the contracting officer before service commences.

Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government.

b. Once it has been determined and agreed upon both by the VA and the contractor that the additional services needed to affect repairs are not included in this contractual performance work statement, monetary funds will need to be requested and approved by means of a PO with a GPC if total repair expenses are less than $2500.00 or through means of a contract modification if total repair expenses are greater than $2500.00. The VATR does not have the authority to approve the work outside of the performance work statement and any work performed by the contractor in good faith outside of the performance work statement. Any work performed by the contractor without the approval of the contracting officer or an approved purchase through a credit card PO will be completed or resolved at the expense of the contractor and not the VA.

c. The contractor shall provide all equipment and materials needed to provide the services in this contract for electrical related action items (i.e., tools, PPE, transportation, etc.). Parts may be repaired or replaced, as the contractor deems appropriate, so long as amount listed in CLINs cited in Price Schedule are not exceeded. No used parts will be used to repair this equipment. Contactor shall furnish the VATR with a written estimate of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the VATR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes. If cost exceeds cost listed for applicable line item in Section B.2 (Price Schedule), the Contracting Officer shall issue a bilateral contract modification to increase funding for this line item per coordination with VATR and after determination of price fair and reasonableness.

9) HOURS OF WORK:

a. Routine Work: Routine work connected with this contract shall be performed between the times of 06:00 and 17:00 local time defined as normal working hours unless explicitly stated in the performance work statement.

b. Emergency/After-hours Work: Emergency/After-hours work is defined as work performed after normal working hours. As specified earlier on in paragraph two, the contractor shall be required in some instances to work other than normal working hours. Approval of the COR shall be obtained prior to starting work during other than normal working hours to ensure services are needed after hours and are included in this performance work statement. If the CO determines that the work needed is outside of the performance work statement, then a contract modification may be pursued at the VA’s sole discretion.

10) CONTACT INFORMATION:

a. The contractor shall provide to the contracting officer and the VATR specific mobile number(s), email address (es) and/or SMS texting number(s) which can always be used to alert the contractor, including weeknights, weekends, and holidays. In addition, the Government shall provide the contractor the names of the agency personnel authorized to initiate electrical system/generator service calls, contracting officer, contract monitor, alternate contract monitor. Both parties entering the contractual agreements will include three points of contact as a double redundancy for communication and information relaying.

11) REPORTING AND DOCUMENTATION:

a. The contractor will be responsible for providing documentation of incremental work completed to the primary and secondary points of contact listed prior. Documentation should be submitted to the VA representatives when maintenance of any kind is performed, inspections of equipment is completed, inventory of materials is certified, or emergency repair work is finished. The documents (in the form of electronic documents, preferably PDFs) should regularly be emailed to the VATR at least one week after inspection to include maintenance provided, whether or not the unit passed, and any other deficiencies with the equipment to include cost line items and weekly so that a comprehensive schedule of the contractor’s work is retained for records as required by government records agencies. No digital files shall be accepted through means of a USB as these instruments pose a risk to VA security.

12) GENERAL REQUIREMENTS

a. The contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. No weapons are permitted on the premises.

13) GRAY MARKET PREVENTION LANGUAGE

a. Gray market items are Original Equipment Manufacturers’ (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a services contract for maintenance of medical equipment for VA Health Care Systems.

No remanufactures or gray market items will be acceptable.

b. The contractor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

c. The delivery of gray market items to the VA in the fulfillment of an order/award/contract constitutes a breach of contract. Accordingly, VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at VA’s election, allowing the contractor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA Health Care System upon discovery of such items.

14) NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT

LANGUAGE FOR CONTRACTS

a. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 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.

b. The 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.

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

d. The 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.

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

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

g. 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.

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

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

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

15) VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR ENSURING ADEQUATE COVID-19 SAFETY

PROTOCOLS FOR FEDERAL CONTRACTORS

a. The contractor employees who work in or travel to VHA locations must comply with the following:

b. Documentation requirements:

i. If fully vaccinated, shall show proof of vaccination

1. 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.

ii. 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.

iii. 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 VATRs or other hospital personnel.

iv. 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.

c. The 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.

d. The 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.

e. The contractor must immediately notify the Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745051115681%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=po%2FZz%2BKDyYEFZzFmk93K6CSJELi5p5%2BOORs0BfOYmLQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745051115681%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=po%2FZz%2BKDyYEFZzFmk93K6CSJELi5p5%2BOORs0BfOYmLQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745051115681%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=po%2FZz%2BKDyYEFZzFmk93K6CSJELi5p5%2BOORs0BfOYmLQ%3D&reserved=0

B.2 PERFORMANCE WORK STATEMENT