Draft Performance Work Statement.pdf

STATEMENT OF WORK

DEPARTMENT OF VETERANS AFFAIRS PACIFIC ISLANDS HEALTH CARE

SYSTEM (VAPIHCS)

EMERGENCY GENERATORS INSPECTIONS AND MAINTENANCE

Period of Performance

Base Year: October 1, 2024 to September 30, 2025

OY 1: October 1, 2025 to September 30, 2026 OY 2: October 1, 2026 to September 30, 2027 OY 3: October 1, 2027 to September 30, 2028 OY 4: October 1, 2028 to September 30, 2029

1.0 GENERAL INFORMATION

The Contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. The Contractor shall commence all operations required by the contract as of the first day of the contract period. The Contractor shall furnish all management, labor, supervision, equipment and materials, and transportation to provide inspections, testing, and maintenance services for three (3) industrial sized standby emergency generators as described herein at the Department of Veterans Affairs Pacific Islands Health Care System (VAPIHCS) located at the ACC, Bldg. 30 located at 459 Patterson Rd.

Honolulu, HI 96819, CLC, 110 Krukowski Rd. Honolulu, HI 96819 and E-Wing located at 1 Jarret White Rd. Honolulu, HI 96819.

1.0.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

1.0.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

1.0.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

1.1 Disclaimer: Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor’s responsibility to furnish the necessary quantities of manpower, supplies, and equipment to provide satisfactory service at the medical facilities. The estimated semi-annual and annual services provides a list of known visits required, however, emergency repairs might be required throughout the contract period of performance.

1.2 Type of Contract: This contract will be awarded as a firm-fixed price contract.

1.3 Schedule of Services: One Base Year, and four (4) 1-year Option Periods.

1.4 Schedule: The VAPIHCS normal business hours usually operate between 7:45 am to 4:30 pm, Monday through Friday, except Federal Holidays. The requested services shall be provided within normal business hours. Some requests may take place after normal business hours of operation for flexible arrangements to accommodate the various locations. Those inspections will be coordinated accordingly between the COR and the Designated Facility POC.

1.4.1 Federal Holidays: National holidays observed by the Federal Government are:

New Year’s Day January 1 Martin Luther King Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

1.5 Areas of Coverage: The services to be accomplished for the Department of Veterans Affairs, Pacific Islands Health Care System (VAPIHCS) are located at Bldg. 30, Ambulatory Care Clinic (ACC), located at 459 Patterson Rd. Honolulu, HI 96819, Building 110, Community Living Center (CLC), 110 Krukowski Rd. Honolulu, HI 96819 and Building T1, E-Wing located at 1 Jarret White Rd. Honolulu, HI 96819. Exact locations are described in the Scope of work.

1.6 Payment and Invoices: All payments for services performed will be invoiced through DFAS, Austin, Texas, as stated in the SF1449. Payments will be made in arrears of the specified billing period after receipt of a properly prepared invoice provided all required work has been performed in accordance with contract and this Statement of Work.

1.6.1 All travel expenses will be the responsibility of the contactor and should be included in the estimated cost price.

1.6.2 Government Furnished Equipment (GFE) will NOT be provided and no government computer access will be provided or is required.

2.0 SCOPE OF WORK

2.1 Description: Contractor is to provide all labor, material, and equipment to perform complete semi-annual inspections, annual 1.5-hour (at 75% load) load bank testing, preventive maintenance for the following government-owned, industrial-sized, diesel operating standby emergency generators, control panels, and breakers VAPIHCS. The Offeror will perform all preventative maintenance, inspections, and load Bank testing in accordance to the manufacturer’s recommended guidelines, procedures, and manual. All work shall be performed to meet manufacturer’s requirements, Joint Commission Accreditation of Hospital Organizations (JCAHO) and other applicable code standards. The Contractor shall also furnish all tools, equipment, test instruments, cleaning materials and parts required.

(1) Generator 1: One (1) 200 kW, 480V Caterpillar, 842 gal. standby diesel generator set, serial number 3KJ00716/5YF02819, batteries, battery charger, day tank and other associated equipment. Located at Building 110, Community Living Center (CLC), 110 Krukowski Road Honolulu, Hawaii 96819.

(2) Generator 2: One (1) 750kW, 480V Caterpillar 3508 standby diesel generator set, serial number 23Z07184, batteries, battery charger, day tank, and associated equipment. Located at Building 30, Ambulatory Care Clinic (ACC), 459 Patterson Road Honolulu, Hawaii 96819.

(3) Generator 3: One (1) 175kW Caterpillar Olympian D200P4 standby emergency engine-generator set, serial number E5533A/001, batteries, battery charger, day tank, and associated equipment. Located at Building T1, E Wing, 459 Patterson Road Honolulu, Hawaii 96819.

2.1.1 Parts: Contractor shall have a comprehensive inventory of parts and components for all equipment covered under contract, immediately, available for necessary repairs in order to limit equipment downtime.

2.1.2 The Contractor at no additional cost to the government shall provide lubricants, oil, coolant, filters, and belts required during routine preventative maintenance under this contract.

The government shall be responsible to refill the fuel tanks.

2.1.3 Contractor shall provide all resources required in performing these maintenance services and inspections, including, but not limited to; parts, materials, lubricants, hydraulic fluids, cleaning fluids, equipment, tools, safety barriers, shipping, travel, and labor.

2.1.4 Contractor is responsible to determine the nature and extent of any work required in restoring equipment to satisfactory condition and operation during routine preventive maintenance.

2.1.5 All service maintenance, inspections and testing will be in accordance with manufacturer’s documentation and standards.

2.2 Preventive Maintenance Schedule: Contractor shall perform preventive maintenance in accordance the manufacturer’s recommended preventive maintenance procedure as described in the official service manual(s).

2.2.1 The Contractor shall submit a copy of the completed legible procedure/checklist (PM Points) upon completion of the scheduled preventive maintenance to the VA Engineering office.

2.2.2 For load testing, the Contractor shall submit the completed checklist, which notes readings taken during the load test period. All documents to be submitted are in accordance with the Department of Veterans Affairs policies and procedures to meet The Joint Commission’s Environment of Care Accreditation Standards.

2.2.3 Annually, the emergency generator sets at the Ambulatory Care Clinic (ACC), E-wing, and Community Living Center (CLC) will require a 4-hour (at 75% load) load bank test. The contractor shall provide labor, materials, and rental back-up generators during these tests.

Inspection and readings will be taken by the contractor during these load bank tests. Hook-up and disconnecting of back-up generator shall be performed by the contractor. Safety barriers shall be placed by the contractor.

2.2.4 Semi-annual and Annual preventive maintenance and generator testing will be scheduled with Facility Maintenance in advanced, and the following must be completed during the period of performance for the contract year:

A. Semi-annual preventive maintenance and inspection for the emergency generator set at the Ambulatory Care Clinic (ACC), Building 30.

B. Semi-annual preventive maintenance and inspection for the emergency generator set at the E-Wing, Building T-1.

C. Semi-annual preventive maintenance and inspection for the emergency generator set at the Community Living Center (CLC), Building 110.

D. Annual preventive maintenance and inspection for the emergency generator set at the Ambulatory Care Clinic (ACC), Building 30.

E. Four (4) load bank testing for the emergency generator set at the Ambulatory Care Clinic (ACC), Building 30. Contractor to provide a 225 kW back-up rental emergency generator during the annual preventive maintenance, and 1.5 hour load testing.

F. Annual preventive maintenance and inspection for the emergency generator set at the E- Wing, Building T-1.

G. Four (4) load bank testing for the emergency generator set at the E-Wing, Building T-1.

H. Annual preventive maintenance and inspection for the emergency generator set at the Community Living Center (CLC), Building 110.

I. Four (4) load bank testing for the emergency generator set at the Community Living Center (CLC), Building 110. Contractor to provide a 125 kW back-up rental emergency generator during the annual preventive maintenance, and 1.5 hour load testing

2.2.5 For corrective actions noted on semi-annual and/or annual preventive maintenance inspections, the contractor shall notify the COR and/or the Contracting Officer of the extent of repairs for determining the scope and estimated cost. If the scope of the repair is considered to be major, and outside the scope of this preventative maintenance contract, a determination will be made if a separate requirement will need be issued for the repair of the equipment. Subject to VA approval, these items will be scheduled and billed separately.

2.2.6 The contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.

2.2.7 Contractor shall be responsible for any injury to any Contractor’s representative, or others, as well as, for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor’s fault or negligence.

2.2.8 Emergency/Urgent Repairs: An emergency repair shall be defined as one in which any portion of equipment is shutdown or is inoperable due to breakdown, malfunction, or any other condition determined by the COR or authorized Government inspector that presents an immediate danger to personnel or threatens to impair the mission of the facility. In some cases, overtime rate will apply and will be billed separately.

3.0 CONTRACTOR QUALIFICATIONS

At a minimum, the journeyman shall perform the maintenance and inspection service. The industry standard is at least four (4) years’ experience and training in the inspection, testing, and maintenance of emergency generator and associated components. All inspections shall be performed by journeyman mechanic as defined above and may be assisted by qualified helpers in conformity with local trade practices. All final inspections of the semi-annual and annual preventative maintenance and the annual load bank testing shall be performed by licensed electricians; proof of license is required. The contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any Contractor’s representative, or others, as well as, for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor’s fault or negligence.

4.0 POINTS OF CONTACT

4.1 Contracting Officer (CO): The CO is responsible for the administration of this contract. The CO is the only individual authorized, to extent indicated in this contract, to take actions on behalf of the Government, which may result in changes in the contract terms, to include deviation from the statement of work, details, and performance schedules. The Contractor is advised that only the CO, acting within the scope of the contract and his/her duties and responsibilities and, with the advice and consultation with the Contracting Officer’s Representative, has the authority to make changes that affect contract prices, quality, quantity, delivery terms and conditions, term of contract. Under no circumstances shall any understanding or agreement, contract modification, change order, or other matters in deviation from the terms of this contract between the contractor and a person other than the contracting officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the contracting officer.

4.2 The Contracting Officer Representative (COR): Is the designee to represent the Contracting Officer in furnishing technical guidance and advice or generally administer the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor(s) relative to financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. Those matters are the responsibility of the CO and shall not be delegated. Contractor shall respond only to calls for services place by the following VA personnel in the following order:

(1) Contracting Officer Representative (COR)

(2) Chief, Maintenance and Operations (M&O) or Work Supervisor/Work Leader

(3) Chief, Engineering Service For each visit to the facility, the contractor must report in person to the M&O Office or a pre-arranged location in the listed buildings as determined by the Chief of M&O, both upon arrival and prior to departure. This procedure is mandatory and the listed phone numbers are for informational purposes only. Contractor shall observe check-in/out procedures as described above so that the VA will be aware of the Contractor’s presence at the facility at all times. Upon each departure, Contractor shall serve notice of disposition of work to the Engineering contact office. When a particular repair problem has been resolved, contractor shall provide a complete service report, containing the issue and resolution.

4.3 Authorize Services and Changes to Scope of Work: Only those services specified within are authorized under this contract. All references to the estimated amount of survey and inspection services and areas of coverage provided by the Government are for informational purposes only.

Such references do not necessarily indicate the number of inspections, related contractor duties, or locations will remain stable. Before performing any service or repairs of a non-contract nature, notify the Contracting Officers Representative (COR). The COR will request authorization from the Contracting Officer, if related to this contract. The contractor is cautioned that; only Contracting Officer may authorize additional services or repairs for respective contract; and that reimbursement will not be made unless prior authorization is obtained. Any changes to the Scope of Work will be affected by the Contracting Officer (CO) per FAR 52.212-4 Terms and Conditions of the Contract – Commercial Items.

5.0 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

5.1 Background Investigation: Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA directive 0710 and must receive a favorable adjudication from CCA Personnel Security Specialist or VA Security and Investigations Center (SIC) depending on investigation or screening required. This requirement is applicable to all subcontract personnel. If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement. They must provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening.

Reference:

VHA Directive 0710, Personnel Security and Suitability Program/ May 18, 2007 VA Handbook 0710, Personnel Suitability and Security Program/ September 10, 2004

1. Position Risk/Sensitivity – For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk

2. Background Investigation/Screening – It is anticipated that the Contractor or contract personnel will be providing services at a VA facility(s) for MORE than 180 days.

under a single contract or series of contracts or have access to VA computer data systems. The background investigation/screening commensurate with the requirements of this contract is:

NACI

3. Contractor Responsibilities:

a. The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language.

b. The Contractor shall submit or have their contract personnel submit the following required forms to the Personnel Security Specialist or VA Contracting Officer, through the COR or Personnel Security Specialist, within five (5) business days of contract award.

4. Low Risk Investigative Requirements:

a. All investigations must be completed through the Electronic Questionnaires for Investigations Process (e-QIP). All contractors must complete the Authorization for Investigation Worksheet before they can complete the online e-Qip.

b. Optional Form 306, Declaration for Federal Employment provide by VA point of contact.

c. Electronic Fingerprint Verification or FD 258, U.S. Department of Justice Fingerprint Applicant Chart.

d. Once the items requested are completed, the Contractor is authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

e. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract.

f. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default.

5. Government Responsibilities:

a. The VA Contracting Officer will ensure a time for contract personnel to complete the fingerprint portion of this requirement, if any, and the COR will be responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor personnel security requirements described herein.

b. Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph above, and forward these items to OPM to conduct their portion of the background investigation or screening, as applicable.

c. The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any.

d. Depending on the type of investigation/screening required, the Personnel Security Specialist, or VA SIC will notify the VA Contracting Officer of the adjudicating results of the background investigation or screening.

e. The VA Contracting Officer and Personnel Security Specialist will ensure that the required investigations or screening have been completed or are in the process of being requested.

5.2 Personnel Identity Verification (PIV) of Contractor Personnel:

In accordance with FAR 52.204-9 and VA Directive 0735 – Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally controlled facility and/or routine access to a Federally controlled information system will be required to verify their identity prior to providing services under the contract.

Prior to providing services under the contract, each contract person will be asked to provide two

(2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card.

5.3 Security Accreditation Package:

5.3.1 The C&A requirements do not apply to this service requirement and a Security Accreditation Package is not required. Contractor personnel will have NO access to VA sensitive information in their work/service area.

5.3.2 All contractors, whether they have access to PHI or not, are required to complete the VA Privacy and Information Security Awareness and Rules of Behavior (VA10176) training.

6.0 QUALITY ASSURANCE AND QUALITY CONTROL

6.1 Contractor’s Quality Control: In accordance with FAR 46.202-1, the Government shall rely on contractors’ existing quality control/assurance systems as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial item being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice.

6.2 Government’s Quality Assurance:

6.2.1 In accordance FAR 46.202-2(b), the Government shall not rely on inspection by the contractor if the COR determines that the Government has a need to test the supplies or services in advance of their tender for acceptance, or to pass judgment upon the adequacy of the contractor’s internal work processes. In making the determination, the COR shall consider--

(1) The nature of the supplies and services being purchased and their intended use.

(2) The potential losses in the event of defects.

(3) The likelihood of uncontested replacement or correction of defective work;

the cost of detailed Government inspection.

6.2.2 The COR will monitor the contractor’s performance using a Quality Assurance Surveillance Plan (QASP). The COR and the Contractor will coordinate and agree upon a QASP inspection plan within 30 days after the contract effective date. In accordance with FAR 46.202(3), the following standard inspection requirements shall apply:

(1) Require the contractor to provide and maintain an inspection system that is acceptable to the Government.

(2) Give the Government the right to make inspections and tests while work is in process: and require the contractor to keep complete, and make available to the Government, records of its inspection work.

6.2.3 Inspection/Acceptance will be made in accordance with FAR 52.212-4(a), whereas the Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights --

(1) Within a reasonable time after the defect was discovered or should have been discovered; and before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

6.3 Department of Veterans Affairs, Pacific Islands Health Care System (VAPIHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VAPIHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VAPIHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6.4 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VAPIHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6.5 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, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and VAPIHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

6.6 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VAPIHCS policy.

6.7 The Contractor shall not create or maintain any records containing any non-public VAPIHCS information that are not specifically tied to or authorized by the contract.

6.8 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 from public disclosure by an exemption to the Freedom of Information Act.

6.9 The VAPIHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VAPIHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

7.0 TRAINING

7.1 All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.