Attachment I - Performance Work Statement.docx

Performance Work Statement

1. GENERAL. The intention of this Performance Work Statement (PWS) is to obtain on-site maintenance, inspection, testing, major service, and load bank testing for six (6) emergency power generators and fuel quality testing and maintenance for seven (7) underground fuel storage tanks located at the Cincinnati Veterans Affairs Medical Center (VA) and the Fort Thomas Domiciliary (located in Fort Thomas KY) by means of a firm fixed price/indefinite quantity Contract with a base year and four (4) one-year option periods to be exercised at the discretion of the Government.

1.1. SCOPE SUMMARY. This contract covers maintenance and load bank testing for six (6) emergency power generators, and fuel sample analysis testing and tank maintenance for seven (7) underground fuel storage tanks located at the Cincinnati Veterans Affairs Medical Center (VA) and Fort Thomas Domiciliary as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract for the following locations:

Department of Veterans Affairs Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213

Department of Veterans Affairs Cincinnati VA Medical Center – Ft. Thomas 1000 South Fort Thomas Avenue Fort Thomas, Kentucky 41075-2305

1. Testing and maintenance shall be performed within 60 days of contract award for the base year, and in mid-August for the remaining option years.

1.2. PERIOD OF PERFORMANCE. The period of performance for this requirement is summarized as follows:

· Base Year from: 10/1/2025 to 7/31/2026

· Option Year One (OY1) from: 8/01/2026 to 7/31/2027

· Option Year Two (OY2) from: 8/01/2027 to 7/31/2028

· Option Year Three (OY3) from: 8/01/2028 to 7/31/2029

· Option Year Four (OY4) from: 8/01/2029 to 7/31/2030

1.3. GENERAL REQUIREMENTS:

1.3.1 Quality Control. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor’s quality control program shall include the following:

· Defined roles and responsibilities for quality control personnel.

· Regularly scheduled audits and inspections.

· Procedures for the identification and correction of deficiencies.

· Continuous feedback and improvement mechanisms.

· Detailed documentation and record-keeping processes.

· Timely reporting of quality control activities and findings to the Contracting Officer.

· Training programs for staff on quality control standards and practices.

1.3.2. Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):

· The performance standards will be applied based on the specific criteria outlined in the contract, focusing on key performance indicators (KPIs) relevant to the services provided.

· The frequency of surveillance will be determined by the criticality of the service areas and may include daily, weekly, monthly, or quarterly evaluations, depending on the nature of the work and associated risks.

· The minimum acceptable defect rate(s) will be established in consultation with relevant stakeholders and will be specific to each service area, ensuring that the contractor maintains a high level of performance and consistent quality.

· The Quality Assurance Surveillance Plan will also include detailed procedures for the documentation and reporting of surveillance activities, ensuring transparency and accountability. Any discrepancies or deficiencies identified during the surveillance will be promptly communicated to the contractor for immediate corrective action. The Government will maintain comprehensive records of all surveillance activities, findings, and any corrective actions taken, and will use this information to continuously assess and improve the effectiveness of the quality assurance process.

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

Independence Day

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

1.3.4. Hours of Operation. The business hours of operation for Cincinnati VA Medical Center (VAMC) in Ohio and Fort Thomas Domiciliary in Kentucky is Monday through Friday from 0700-EST to 1530-EST, except on Federally recognized holidays.

1.3.5. Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following location:

Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213

Cincinnati VA Medical Center - Ft. Thomas 1000 South Ft. Thomas Ave.

Ft. Thomas Ky. 41075-2305

1.3.6. Type of Contract. The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The quantities established in the PRICE/COST SCHEDULE are not-to-exceed in accordance with the terms and conditions of the contract. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7. Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform service in support of this VA medical facility in the state of Ohio. The contractor shall perform the services in compliance with the terms and conditions of this contract at the contractor’s facility unless a meeting and/or site visit is required which shall be coordinated with the government program manager.

1.3.7.1. VAMC/VAACC Identification Badges. The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the each VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required.

1.3.7.2. Contractor and Subcontractor personnel that work on any VAMC property must consent to Background Checks or shall be denied access to the VAMC facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

1.3.7.3. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

1.3.8. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.9. GOVERNMENT PROGRAM MANAGER (GOVERNMENT PM). The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract.

1.3.10. KEY PERSONNEL: The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.3.11. IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.12. CONTRACTOR TRAVEL: Not Applicable

1.3.13. OTHER DIRECT COSTS: Not Applicable

1.3.14. DATA RIGHTSs: Not Applicable

1.3.15. ORGANIZATIONAL CONFLICT OF INTREST: Not Applicable

1.3.16. PHASE-IN / PHASE-OUT PERIOD: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS:

· COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for VAMC nursing homes.

· CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

· CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

· CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

· CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

· DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

· DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

· GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

· KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

· NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

· PATIENT BUSINESS SERVICES. An administrative department which processes patients’ medical records, appointments, etc.

· PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

· PROGRAM MANAGER (PM) - GOVERNMENT: An individual specified by the contracting officer in

· writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

· QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

· QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

· QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

· QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

· QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

· QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

· SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor).

· THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

· TURN-KEY DELIVERABLE: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items necessary to provide continuous HDTV satellite television service to the Cincinnati VAMC and Fort Thomas Domiciliary.

· UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. SERVICES: Not applicable.

3.2 FACILITIES: VAMC will provide adequate space and access at its premises for the installation, operation, maintenance, inspection, replacement and disconnection of service-related equipment.

3.3. UTILITIES: VAMC will furnish the following utilities at existing outlets, as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points).

3.4. EQUIPMENT: Not applicable.

3.5. MATERIALS: Not applicable.

4. CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS:

4.1. CONTRACTOR REQUIREMENTS:

A. Contractor is currently engaged in maintenance, repair, inspection, and testing of emergency power generation equipment. Contractor shall have a minimum of five (5) years within the last seven (7) years of successful experience maintaining emergency power generation equipment identical or similar to the equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.

B. The Contractor shall provide a Contract Manager who shall be responsible for the performance of all work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) working days of changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.

C. Contractor shall provide qualified mechanics/technicians who have completed an apprenticeship program and mechanic/technician examination approved and certified by the U.S. Department of Labor. Certified mechanics/technicians shall have technical qualifications of at least five (5) years of successful experience in the emergency power generation industry. Apprentices shall be actively pursuing certified mechanic/technician status and accompanied at all times by a journeyman mechanic. Certificates shall be submitted to the CO/COR.

D. The selection, assignment, and management of Contractor’s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC facility or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

E. Contractor shall ensure that his personnel always present a professional appearance and that their conduct shall not reflect discredit upon this installation or the Department of Veterans Affairs. Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. Contractor's employees shall observe and comply with all local and VA Medical Center, regulations, and procedures concerning fire, safety, environmental protection, sanitation, security, tobacco usage, gratuities, and possession of firearms or other lethal or illegal weapons or substances.

F. Contractor shall be responsible for removing and ensuring proper disposal of all hazardous or universal waste generated under requirements of this contract in accordance with the Resource Conservation and Recovery Act and all associated state and local regulations

G. Onsite parking is prohibited. Contractor shall secure offsite parking of all vehicles while performing any onsite service at the contractor’s expense.

4.2. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

A. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, management, incidental engineering services, overtime pay, weekend and holiday pay, travel expenses and transportation, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

B. The contractor shall provide all equipment and supplies as specified in this PWS. All installed equipment and/or supplies shall become property of Cincinnati VAMC upon installation.

C. The contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems.

D. The contractor shall provide all materials, lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform all services required in this contract. In addition, the contractor shall ensure that lubricants utilized are only those products recommended by the manufacturer of the equipment or equal.

E. The contractor shall provide all tools, equipment, specialty items and other items necessary to perform all tasks required under this contract.

F. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

G. Contractor shall immediately notify the CO/COR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment.

H. There shall be no borrowing of parts (i.e., removing a part off a generator, whether in it is in service or not, to correct a deficiency on another generator).

I. All supplies, parts and materials shall be of the original manufactures design and specification, or equal thereto.

5. REQUIREMENTS – Specific Tasks:

5.1. GENEERAL (APPLICABLE TO ALL CONTRACT LINE ITEMS): The contractor shall perform major preventative maintenance service, load bank testing, battery replacements and major cooling service for six (6) emergency generator systems. Contractor shall perform fuel testing and maintenance for seven (7) underground fuel storage tanks.

A. Contractor shall perform major preventative maintenance service for 6 emergency generators.

B. Contractor shall perform 4 hour load bank testing for 6 emergency generators.

C. Contractor shall perform fuel testing and maintenance for 7 underground fuel storage tanks.

D. Contractor shall perform battery replacements for 6 emergency generators.

E. Contractor shall perform major cooling service for 6 emergency generators.

F. Base year testing, service and maintenance shall be performed within 30 days of initial award. Option year testing, service and maintenance shall be performed mid-August of each contract option year.

G. Contractor shall provide advanced notification to the CO/COR no less than 10 business days prior to scheduled maintenance and service activity. Service must not interfere with needs or demands of the hospital. The V.A. reserves the right to defer proposed service dates based upon the needs of the agency.

5.2. Task 1 - MAJOR PREVENTATIVE MAINTENANCE SERVICE FOR EMERGENCY GENERATOR SETS (CLINs-0001, 1001, 2001, 3001 and 4001):

A. Contractor shall annually perform major preventative maintenance service on 6 generators. The contractor shall change the lube oil, primary and bypass lube filters, fuel filters, water separator filter, air filters and water filters. All filters shall be OEM. Contractor is responsible to remove and dispose of all materials used. Maintenance shall also include the following:

· Battery & Battery Charger System – Contractor shall clean and tighten all battery terminals and verify integrity of cables and connectors. Contractor shall load test battery; measure specific gravity and conductance of each battery cell; inspect electrolyte level and add fluid if necessary. Contractor shall verify proper operation and float voltage of external battery charger; and verify and record output of engine alternator. Battery racks shall be cleaned.

· Engine – Contractor shall verify and record oil pressure and coolant temperature. Contractor shall test all safety shutdown circuits and alarms including over speed, over crank, low oil pressure, high water temperature and low coolant level. Contractor shall inspect air intake system including air filter condition, crankcase breather and turbocharger; inspect muffler system and drain condensation trap (if applicable) and verify presence of bird screen and rain cap operation. Contractor shall inspect engine starting system, verify cable integrity and connections; inspect exhaust flex coupling and piping for leaks and proper connection. Contractor shall check for abnormal vibration or noise.

· Fuel System – Contractor shall inspect all fuel lines and hoses for visual leaks and general condition; inspect day tank and float assembly for proper operation and leaks; and inspect fuel pump for leaks. Contractor shall verify proper operation of governor, and governor linkage; and check level of fuel in primary supply tank. Contractor shall drain water and sediment from fuel filter and fuel supply tanks.

· Coolant System – Contractor shall inspect all clamps, verify condition of all hoses and identify any visual leaks. Contractor shall verify proper operation of engine jacket water heater; and test coolant freeze point and verify coolant level; and test coolant additive package (DCA) for proper corrosion inhibitors. Contractor shall inspect belt condition and tension, correct as required; inspect radiator pressure cap, inspect radiator core for visual blockage, damage or obstructions; and inspect for proper operation of intake louvers, motorized or gravity. Contractor shall verify proper operation of remote radiator and belt condition.

· Controls – Contractor shall verify and record output voltage and adjust voltage regulator, if necessary; calibrate control meters; and verify and record output frequency and adjust governor, if necessary. Contractor shall verify operation of all lamps on control panel; and inspect for any loose connections, terminals or discoloration. Engine Start/Stop/Emergency Shutdown controls shall be tested to verify correct operation.

· Generator – Contractor shall inspect and lubricate generator end bell bearing. Inspect brushes, brush holders and commutator; inspect cooling screen and general condition of alternator. Contractor shall inspect for abnormal vibration. Contractor shall verify connections and insulation condition; and verify proper operation of shunt trip on mainline circuit breaker.

· Day Tank Operation – Contractor shall verify proper operation of each day tank. The following items shall be tested to verify proper operation: Float switches, solenoid valves,, strainers, hoses and fittings, fill pumps and control devices.

5.3. Task 2 - LOAD BANK TESTING FOR EMERGENCY GENERATOR SETS (CLINs-0002, 1002, 2002, 3002 and 4002):

A. Contractor shall annually perform 4 hour Load Bank testing on all generators. Testing shall be performed solely utilizing supplemental loads under the following conditions:

· NOT LESS THAN 30 percent of the EPS nameplate kW rating for NOT LESS THAN 60 continuous minutes.

· NOT LESS THAN 50 percent of the EPS nameplate kW rating for NOT LESS THAN 120 continuous minutes.

· NOT LESS THAN 75 percent of the EPS nameplate kW rating for NOT LESS THAN 60 continous minutes.

· Total test duration shall exceed 4 continuous hours plus a documented cool down period.

B. During testing the following measurements shall be recorded at intervals not exceeding 30-minutes and documented in every test report:

· Time of day

· Generator Run Hours

· KW

· Load percentage

· Frequency

· Phase to phase AC voltage (measured acrost all phases)

· DC Voltage

· AC Amps (all phases)

· Oil Pressure

· Engine Temperature

· Engine revolutions per minute

C. Individual test reports shall be submitted for each generator and shall document the following:

· Date and time of testing

· Total duration of testing time

· Testing location

· Name, physical address, email, and phone number of company conducting testing

· Name of technician conducting the test

· Generator Common Name

· Generator Manufacturer

· Generator Model number

· Generator Serial number

· Generator Nameplate KW

· Generator Nameplate Voltage

· Generator Nameplate Current

· Generator Current at Unity Power Factor (3 Phase)

· Generator Hour Meter Start/Stop times

· Ambient Air Temperature

· Technician Comments

5.4. Task 3 - UNDERGROUND FUEL STORAGE TANK TESTING AND MAINTENANCE (CLINs-0003, 1003, 2003, 3003 and 4003):

A. Stored fuel shall be conditioned and polished annually for seven (7) underground fuel storage tanks (UST’s). Fuel contaminants such as: water, sediment, gums, microbes, and oxidized fuel shall be removed to ensure fuel purity.

B. Fuel quality analysis testing shall be performed annually on seven (7) underground fuel storage tanks. Testing shall be meet descriptions and methods listed in tables listed below.

C. Biocides and or stabilizers shall be added to each fuel storage tank as required by fuel sample analysis test results.

5.5. Task 4 - BATTERY REPLACEMENTS FOR EMERGENCY GENERATOR SETS (CLINs-0004 and 3004):

A. Contractor shall replace all batteries in all six (6) generators during base year (2025) and option year 4 (2028).

5.6. Task 5 - MAJOR COOLING SYSTEM SERVICE FOR EMERGENCY GENERATOR SETS (CLINs-0005):

A. Contractor shall perform major cooling system service for all generators during base year (2025). Full service shall include:

· System drain, flush and fill with new extended life coolant.

· Replacement of all cooling system hoses, clamps, belts, and miscellaneous parts.

6. Deliverables:

6.1. All written deliverables shall be phrased in layman’s language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

6.2. Service and maintenance report shall be submitted to the V.A. within 10 business days of completing any service. Individual reports will be provided for each and every generator serviced. Reports will identify all items inspected, services performed, test results, readings obtained, number if items inspected, and deficiencies identified. The report shall assess the general condition of each generator and provide detailed descriptions of all recommended repairs and defective components. No invoice shall be certified for payment until the Facility COR has provided written acceptance to the contractor and the contracting officer.

· Task One (1) Deliverable: Annual Preventative Maintenance Service Report

· Task Two (2) Deliverable: Annual Load Bank Test Report

· Task Three (3) Deliverable: Annual Underground Fuel Storage Tank Fuel Analysis and Maintenance Report

· Task Four (4) Deliverable: Annual Underground Storage Tank Fuel Quality Analysis Report

· Task Five (5) Deliverable: Tri-Annual Battery Replacement Report

· Task Six (6) Deliverable: One-time Major Cooling System Service Report

7. SAFETY and Infection Control

7.1. Injury and Accident Reports.

A. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving any generator or its maintenance.

B. Written reports for all incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

7.2. Safety.

A. Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.

B. In performance of this Contract, the Contractor shall follow VAMC safety policy and standards for safe work practices and take such safety precautions as the VAMC Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC tobacco policy, which designates all VA property as a NO-Tobacco area.

C. Patient, employee, visitor, and Contractor personnel safety shall be maintained at all times. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards.

D. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility in performance of the Contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each machine room to assure compliance with all laws and requirements regarding the “Right to Know” law.

E. Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and the proper use of PPE shall be provided by employer, and documentation maintained by the Contractor.

F. The Contractor shall obtain a Hot Work Permit from the Safety staff or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.

G. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the VAMC Safety Officer the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards.

H. Contractor shall ensure all safety guards, equipment panels, doors, covers, devices, etc. are installed prior to placing equipment into normal operation. Any lost, damaged or missing guards, panels, doors, covers, devices, and mounting hardware are to be supplied or replaced by the contractor to ensure the safety of personnel.

I. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

7.3. Infectious Control

A. To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infectious Control Program to ensure that patient health is not compromised. The Contractor shall maintain equipment rooms and equipment room access to these standards and comply with all other reasonable requests of the CO/COR related to Infectious Control measures.

B. Generator equipment, including control cabinets shall be wiped down with appropriate cleaning supplies to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.

C. Upon completion of daily work, contractor shall sweep all floors, remove all trash, rubbish, and waste materials. CO/COR shall inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust, dirt or debris on any surface required to be kept clean under this Contract.

D. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on VAMC property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and its associated state and local regulations.

8. PAYMENT

8.1. Payment for Verifiable Work Covered Under the Contract.

A. Payment for all work covered under this Contract shall be made on a lump-sum basis for a one-year period billed monthly.

B. Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COTR or designee.

C. Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and VA will deduct proportionately from payments for services missed. Criticality of this equipment requires that continued such failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means.

8.2. PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT

A. CO/COR must approve in advance all service and or repairs not covered under this Contract. Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs. Contractor shall not proceed with such work without the written consent of the CO/COR. If approved, CO/COR shall issue a separate Purchase Order (PO) in advance of undertaking such work. No invoice will be paid without prior approval and specific Purchase Order issued in advance of work.

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