Final SOW 2.docx

A. This Firm Fixed-Price, Indefinite Delivery/Indefinite Quantity (IDIQ) requirement is for annual window cleaning and maintenance/repair services at the Buffalo VA Medical Center located at 3495 Bailey Avenue, Buffalo, NY 14215, and the Batavia VA Medical Center located at 222 Richmond Avenue, Batavia, NY 14020 for a 5-year ordering period from 7/1/2023 to 6/30/2028. The Contractor shall supply all supervision, labor, equipment, materials, and incidentals required to complete the work outlined below.

B.3.2 General

A. Windows that have Air Conditioner (AC) units shall be removed by the VA at each facility prior to any scheduled work. After work is completed, the VA shall be responsible for re-installing AC units.

B. VA shall provide the contractor access to all applicable areas and to supply suitable electric power (if necessary to complete the task). Contractor shall be responsible for moving any obstacles such as desks, chairs, file cabinets, etc.

C. Windows in the IT closets shall be supervised by the Buffalo VAMC IT department and Contracting Officer Representative (COR), and Contractor technicians shall not disturb IT equipment. IT closet services shall be scheduled in advance with the COR and occur only on a day where the outside temperature/humidity is within 10% range of inside temperature/humidity.

D. Windows in the Sterile Processing Department and all Operating Rooms shall be serviced only during a full shutdown of the department. Contractor technicians shall wear full covering PPE that will be provided by the VA Medical Center.

E. Windows in patient rooms shall be serviced only upon removal of patient prior. If a patient cannot be removed for any reason, Contractor technicians shall wear full covering PPE that will be provided by the VA Medical Center.

B.3.3 Contractor Qualifications

A. Contractor shall provide a “Qualified Project Manager” on-site for all work performed, defined as an individual who has two (2) or more years of experience cleaning, maintaining, and repairing commercial windows at a facility to scale of the Buffalo and Batavia VA Medical Center.

B. All service technicians/contractor employees performing work at the facility shall have an OSHA 10-hour training certificate (30-hour for supervisors) and shall be provided training from the VA Engineering Department/Safety Office prior to any work performed (this training will be provided by VA on first day of scheduled work). All training shall be documented by the COR and credentials issued. Any new technicians needed to be used by contractor after this training shall be coordinated through the COR to ensure proper onboarding. All contractor employees shall not enter project site without appropriate VA credentials.

B.3.4 Schedule

A. Contractor shall provide a proposed schedule with their quote proposal. The schedule shall be in the form of a progress chart of suitable scale to indicate the work scheduled for completion by any given date during the work period. The proposed schedule of annual services shall incorporate time-periods where it is expected to have a temperature above 55 degrees Fahrenheit and winds less than 20mph. The proposed schedule shall be reviewed by the Technical Evaluation Team in the evaluation phase of the solicitation. Any requirements for adjusting the schedule post-award (e.g., to minimize disruption to VA) shall be request to the COR with minimum 72 hours’ notice.

1. The following are Federal Holidays observed by the Facility and the Contractor shall not expect access to the VA Facility or VA Employees on these dates, unless otherwise coordinated with COR prior. Services shall not be scheduled on the following dates:

a) New Year’s Day

b) Birthday of Martin Luther King, Jr.

c) Washington’s Birthday

d) Memorial Day

e) Juneteenth National Independence Day

f) Independence Day

g) Labor Day

h) Columbus Day

i) Veterans Day

j) Thanksgiving Day

k) Christmas Day

1. The facilities are health care facilities providing critical care 24 hours per day. Disruptions in operations are not feasible and will need to be coordinated closely with the COR. Work shall take place during normal duty hours; Monday through Friday, 7:00AM to 5:00PM. Requests to conduct work outside normal duty hours shall be submitted in writing at least 72 hours in advance to the COR.

2. If it becomes difficult for the Contractor to complete services because of patient care related activities or security issues, the Contractor shall not be obligated to complete performance in the applicable area at the time of their scheduled visit. Contractor shall complete the work as soon as feasibly possible and the final authority relative to this decision shall be the COR. Unless fully absolved by the VA, contractor is responsible for completing all work.

B.3.5 Annual Window Cleaning Service

A. A high-reach aerial man-lift shall be provided by the contractor on-site for each facility annual service until all work is completed. (See serviceability in section B.3.5.1, (A)(4) and section B.3.5.1 (B)(3) below).

1. Aerial lift shall comply with OSHA Standard 1926.453 and have a pre-operational checklist completed prior to operation each day.

B. The contractor shall provide one (1) annual window cleaning service per contract year. Windows are double hung, screens are one-piece, and fixed screens with 4 pins holding the screen in the window frame.

C. During the annual cleaning of windows, contractor shall inspect all components and document (or perform repair on the spot and document) repairs repaired on each window.

D. All windows (including storm windows) and sills (including the area between screen and window) shall be cleaned.

E. All inside and outside screens shall be brush-cleaned inside and sponge-wiped.

F. Windows, screens, and sills shall be left translucent and free from dirt, streaks, tar, gum, paint, waterproofing compounds, soil, weathering, and any other substances.

G. Any stains and/or screen discolorations caused by this cleaning service shall be thoroughly removed from panes, screens, floors, sills, furniture, and all other Government property at no additional cost.

H. Any glass broken by Contractor shall be replaced to the satisfaction of the Contract Officer Representative (COR) within 24 hours, at no additional cost.

I. Window safety stoppers removed or loosened by Contractor shall be re-installed securely with suitable tool.

B.3.5.1 Site-Specific Cleaning Requirements

A. Buffalo VA Medical Center

1. Building One (1)

a) Windows in Wards 10A and 10D shall be done under the supervision of a member of the Buffalo VAMC Engineering Department

2. Building Six (6)

a) Contractor shall use ladders or aerial man-lifts and shall not stand on frames or operator bars while servicing these windows. Contractor shall be responsible for any damage to window frames or operator bars caused by fault or negligence, at no additional cost.

3. Building Twenty (20)

a) Security screens are screwed in place with 16 Torx-bit screws per window on floors 1 and 2. Each screen shall be removed, cleaned, and re-installed by contractor in its original location (each screen is custom to each window).

b) A high reach aerial man-lift is required for this building.

4. Table 1: Window List for Buffalo VA Medical Center

B. Batavia VA Medical Center

1. A high reach aerial man-lift is required for this facility.

2. Building Five (5)

a) Clean wood double hung windows and storm panels. Lift needed for 2nd and 3rd floors. Wipe down screens and shop-vac sills.

3. All other Buildings

a) Interior and exterior per double hung sash and double doubles.

b) Four (4) to eight (8) faces of glass per window. Removal and re-installation of sashes and sash stops shall be included.

c) Storm windows shall be cleaned, screens wiped down, and sills vacuumed.

4. Table 2: Window List for Batavia VA Medical Center

B.3.6 Window Maintenance/Repairs

A. Operational concerns of windows (that cannot be repaired on the spot) shall be addressed with the COR immediately.

1. Operational concern defined as issues with windows that effect the operation of opening and closing (e.g. springs broken, 6 inch stop mechanisms not working, etc.)

B. Contractor shall have sufficient stock of window parts according to the applicable estimated line-item quantities for each annual window cleaning service.

1. Only brand-new parts shall be used for the window system being worked on.

B. Contractor shall ensure that all serviceable parts are functioning in proper working order and properly adjusted.

C. Balances that require replacement shall be replaced with AAMA certified class V balances.

D. If screens need to be taken off-site, a substitute screen shall be temporarily installed, and COR shall be notified prior for approval.

E. If ¼ inch polycarbonate (4 feet by 8 feet) sheets and/or one (1) inch thick metal insulated (4 feet by 10 feet) sheets are to be used, contractor shall submit product details to the COR prior for approval.

F. All parts and labor shall be fully warranted for two (2) years to be free of defects and of acceptable workmanship with a five (5) year warranty on new balances. Any warranted defects shall be repaired and/or replaced by Contractor within five (5) business days, free of charge.

G. Contractor shall perform call-out/call-in service requests within five (5) business days of service request from COR or Contract Officer (CO). All call-out services shall be invoiced per IDIQ line-item already established, including a line-item available for call-out travel expenses.

1. Contractor shall keep COR and CO informed on the most current phone number and/or email address for service requests.

B.3.7 Line-Item Details

A. Window Cleaning: See Section B.3.5

B. Window Repair: Class 5 balances/parts shall be used, remove all old parts and balances from the upper and lower sashes, and replace with all new class 5 balances and new hardware. Parts to be replaced and or repaired are the class 5 balances, pivot locking shoe assembly, adaptor brackets, pivot bars, meeting rail blocks, sash stops, and tilt latches. Repair Meeting rails, and repair or replace locks as needed.

C. Screen Repair: Remove old screen from opening, re-screen as needed, and re-install screen into opening.

D. Weather Strip: Remove old weather stripping and install new weather stripping

E. Double Hung Glass: Tinted tempered IG per sash.

F. Tilt Latch Replacement: Remove old tilt latch and install new tilt latch

G. Meeting Rail Block Replacement: Remove old block and install new block.

H. Full window Metal Trim: Per double hung sash.

I. Interior Window Caulking: Per double hung sash, caulk will need to be approved by COR before use.

J. Full Window Swap-Out: Removal of one or two sashes from an opening and swapping them out with one or two sashes.

K. Secure Windows: Secure with 10 x 32 x 1 button HD socket sec cap screws pin in hex. Ensure windows are closed properly and in a locked position and then use the security screw to secure the window shut.

L. Window Film: Install window film as needed.

M. Security Window Film: Install 8 mil security film as needed.

N. Security Screen Repairs: Remove old security screen (if applicable), re-screen as needed, and re-install security screen.

O. Projection Window Repair: Repair projection windows as needed.

P. ¼” Laminated: Sq/Ft, See Section B.3.5, As needed.

Q. ¼” Tempered: Sq/Ft, See Section B.3.5, As Needed

R. Firelight Fire Rated Glass: Sq/Ft, As needed.

S. ¼” Polycarbonate Sheets: 4 Feet by 8 Feet sheet, See Section B.3.5, As Needed

T. ¼” Metal Insulated Panels: 4 Feet by 10 Feet sheet, See Section B.3.5, As Needed

U. Double Hung Wood Window Repair: As needed

V. Devac Window Repair: Replace balances, pins, and sash cam as needed

W. Window Repair (Block and Tackle Balances): Replace block and tackle balances, sash cams as needed.

B.3.8 Report

A. A complete digital report (PDF File) of the work performed shall be emailed to the COR and CO within five (5) business days of completion. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods. Information outlined in the report shall include (at minimum) the following:

1. Company’s name, address, and telephone number

2. VA contract number, PO number, name of COR/CO

3. Date and time of work

4. A detailed quantity of each contract line-item used, not used, or expected to be used in upcoming visits.

5. Reference materials (if applicable)

6. Recommended preventative maintenance and/or corrective actions (if applicable)

B.3.9 Safety

A. Contractor shall provide and use all necessary tools, equipment, and/or Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1926.

B. Aerial lifts shall comply with OSHA Standard 29 CFR 1926.453. Contractor shall supply and use a properly rated counterweight ballast any time a person is tied-off performing work. (See also Section B.3.5 (A))

C. At no time shall the fire alarm, nurse call, or other vital system be out of service. The contractor shall ensure they do not compromise any of these systems or other elements of the life safety system such as removal of a ceiling tile.

D. No tools or equipment shall be left unattended.

E. All work areas shall be clean and left in original condition at the close of each workday.

F. Contractor shall take all precaution necessary to protect persons and property from injury or damage.

G. Any chemicals anticipated for use in this service agreement shall be annotated in the vendor proposal via Safety Data Sheet (SDS). The SDS shall notate how each chemical will be contained. Contractor shall ensure no damage is caused to VA property due to chemical usage. If any chemicals damage VA property, contractor shall be liable for repairs at no additional cost.

H. An Activity Hazard Analysis (AHA/JHA/JSA) shall be submitted with vendor proposal identifying potential/actual hazards of the work and how those hazards shall be controlled by the vendor to ensure VA patient/staff safety.

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