S02 36C25220Q0702.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. E-MAIL ADDRESS 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 69

578-20-4-6121-0654

36C25220Q0702 08-21-2020

Rob Knight Robert.Knight1@va.gov 09-11-2020

5:00 PM

36C252

Department of Veterans Affairs

Great Lakes Acquisition Center (GLAC)

115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

238220

$16.5 Million

N/A

N/A

36C252

Department of Veterans Affairs

Edward Hines, Jr. VA Hospital

5000 South 5th Avenue

Hines IL 60141-5000

36C252

Department of Veterans Affairs

Great Lakes Acquisition Center (GLAC)

115 S 84th Street, Suite 101

Milwaukee WI 53214-1476

Department of Veterans Affairs

Financial Services Center

PO Box 149971

Austin TX 78714-9971

877-353-9791 512-460-5540

See CONTINUATION Page

Boiler Plant Maintenance & Inspection Services for the

Hines VA Hospital and Joliet CBOC.

See Sections B.2. and B.3 for specific requirements.

The Service Contract Labor Standards Act, 41 U.S.C. Chapter 67, applies to this contract. See Section D for the applicable

Department of Labor Wage Determination.

100% SDVOSB set-aside.

578-3600162-6121-855100-2543 010050190

X 1

Susan Pasholk

36C25220Q0702

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME: _____________________________________

ADDRESS: ________________________________________________

CITY-STATE-ZIP: __________________________________________

POINT OF CONTACT/TITLE: ________________________________

PHONE NUMBER: ______________________________________

FAX NUMBER : ______________________________________

E-MAIL ADDRESS: ______________________________________

DUNS NUMBER: ______________________________________

b. GOVERNMENT: SUSAN PASHOLK, CONTRACTING OFFICER

ROBERT KNIGHT, CONTRACT SPECIALIST

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

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

FAR 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM – SYSTEM FOR

AWARD MANAGEMENT (OCT 2018)

3. INVOICES:

a. Invoices shall be submitted monthly in arrears in accordance with:

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Payments shall be made in arrears upon receipt of a properly prepared invoice.

c. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services

Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all

VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten

Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-

752-0900 option 2 for Enrollment.

d. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at

1-877-489-6135.

e. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

4. GOVERNMENT INVOICE ADDRESS: (See SF1449 Block 18):

a. All invoices from the contractor shall be submitted electronically in accordance with:

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

c. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial

Services Center (VAFSC) uses a third-party contractor, Tungsten Network e-Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

d. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

e. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

5. CONTRACTING OFFICER AUTHORITY: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contracting

Officer’s Representative (“COR”) has no authority to change or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than mailto:VA.Registration@Tungsten-Network.com https://portal.tungsten-network.com/Login.aspx http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/ https://www.cep.fsc.va.gov/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. ON-CAMPUS REQUIREMENTS: During any visit to Hines VA Hospital under the terms of this

Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the

Contractor”), shall comply with all VA policies. Failure to comply with VA policies may be a violation of Federal law and may result in charge(s) answerable in the United States District Court.

Specific policies include, but are not limited to:

a. Contractor Orientation: The Contractor shall attend an orientation prior to beginning any work under this Contract, at the COR’s discretion. This orientation may include the following topics:

Contract terms and conditions; performance monitoring; badging procedures; safety; fire procedures; severe weather procedures; infection control; and other disaster procedures.

b. Contractor Check-in/Check-out: The Contractor shall check-in with the COR and Boiler Plant

Supervisor upon arrival at any VA facility, advising them of the nature and location of the work to be accomplished. The Contractor shall check-out with the COR and Boiler Plant Supervisor at the conclusion of such work, prior to departing the VA facility, advising them of the work completed and any problems/issues identified.

c. Safety – Infection Control Risk Assessment (“ICRA”) Requirements: During the performance of this Contract, the Contractor shall follow all ICRA requirements, as set forth by the infection control staff.

d. Safety – OSHA Requirements: The Contractor shall comply with all OSHA requirements while performing work under this Contract at any VA facility, including: use of personal protective equipment; proper placement of caution signs; and providing the COR with all Safety Data

Sheets, as applicable, prior to beginning any work under this Contract.

e. Identification: The Contractor shall comply with all requirements to obtain proper VA identification/badging prior to beginning any work under this Contract. The Contractor may be required to provide two (2) forms of identification and be accompanied by the COR to obtain identification/badging, in accordance with each facility’s visitor requirements. The Contractor shall wear visible identification and company uniforms, if issued, at all times while on the premises of any VA facility.

f. Parking: It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

g. Drug-free Policy: All VA facilities are drug-free.

h. Non-smoking Policy: Smoking is prohibited on the entire campus, both inside and outside the VA

Facility.

i. Weapons Prohibited: Possession of any type of weapon on VA property is prohibited. Enclosed containers, including tool kits, are subject to search without consent while on VA property.

j. Protection of Government Property: The Contractor shall take care to protect persons and personal/Government property while on VA property, including removal of all trash and debris at the completion of any job, and otherwise keeping the work area clean at all times. The Contractor shall be liable for any injuries and/or damage caused by the Contractor, including its employees and agents (including any subcontractors), to include all reasonable costs for medical treatment and/or damage repair. Any injuries and/or damage caused by the Contractor shall immediately be reported to the COR.

k. VHA DIRECTIVE 1192.01: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States

Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible for providing face masks and influenza vaccines for all employees working at a VA facility. If Directive 1192.01 is applicable the

Contractor, in conjunction with the COR, is responsible in ensuring that all aspects of this directive are implemented.

7. SECURITY & PRIVACY CONTROL: The Authorization & Accreditation (A&A) requirements of

VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information

Security. If there are any questions related to privacy, please have a member of your staff contact the

VA Privacy Service at (202) 461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

[Rest of Page Intentionally Left Blank]

INSTRUCTIONS TO QUOTERS

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NUMBER DATE

ACQUISITION OF COMMERCIAL ITEMS: This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used.

From this RFQ, the Government intends to award a hybrid contract with both firm-fixed-price and indefinite delivery/indefinite quantity elements where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

TIMELINE:

• Site Visit: Tuesday, September 1, 2020, at 9:00 a.m. Local Time.

• Solicitation Questions Due: Friday, September 4, 2020, by 5:00 p.m. Local Time. Answers will be posted by Solicitation Amendment on Contract Opportunities.

• Solicitation Closes/Quotes Due: Friday, September 11, 2020, by 5:00 p.m. Local Time.

SITE VISIT: The meeting point for the Site Visit is Building 205 – Boiler Plant (New), front gate, on the

Edward Hines, Jr. VA Hospital campus, 5000 South 5th Avenue, Hines, Illinois 60141. See Section D, Attachment 4, for a map of the Hines campus. Face masks must be worn during the site visit. The POC for this site visit is the Contracting Officer’s Representative, Dale Lamb, available at Dale.Lamb@va.gov.

It is strongly suggested and expected that the quoter inspect the campus to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed, but attending the site visit is not required to submit a quote. In no case shall failure to attend the site visit or otherwise inspect the campus constitute grounds for a claim after contract award.

SUBMITTAL OF QUESTIONS/QUOTES: In order to maintain the integrity of this solicitation and subsequent award date, all quoters are advised that all questions and quotes must be submitted in written form via e-mail to Rob Knight, Contract Specialist, at Robert.Knight1@va.gov, by the deadlines noted under Timeline. Answers will be posted by Solicitation Amendment on Contract Opportunities.

Confirmation of quotes received will be sent via e-mail.

Quotes must include the following information to be evaluated for contract award. Incomplete quotes shall be considered non-conforming and will not be considered, pursuant to FAR 13.106-2(b)(3).

(1) Compliance with VAAR 819.7003: Any business submitting a quote shall certify that it meets the eligibility requirements set forth in VAAR 819.7003. That business shall further certify that it will comply with the limits on subcontracting set forth in 13 C.F.R. § 125.6. Any business found mailto:Dale.Lamb@va.gov mailto:Robert.Knight1@va.gov in violation of any of these requirements, including its principals, shall be subject to the penalties set forth above.

(2) Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Total Evaluated Price will be that sum.

a. Complete SCHEDULE OF SUPPLIES/SERVICES AND PRICES/COSTS

b. Fill in SF 1449: Blocks 17a, 30a, 30b, and 30c on Page 1

c. Fill in 1(a) on Page 2.

d. Fill in Price/Cost Schedule.

(3) Technical Capability: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as detailed in Sections B.2 – Price Schedule and B.3 –

Performance Work Statement.

(4) Documentation:

a. Qualified Professional Inspector Credentials: Submit a copy of the credentials for the

Qualified Professional Inspector(s) that will be conducting inspection of Numbers 1-5 under

Paragraph D.4 of Section B.3 – Performance Work Statement, as defined in VHA Directive

1810(1), Appendix B (see Attachment 1). These credentials are either a current, valid

National Board Authorized Inspector Commission (AI) issued by the National Board of

Boiler and Pressure Vessel Inspectors, or a current, valid inspector commission issued by the

Office of the Illinois State Fire Marshal – Boiler and Pressure Vessel Safety Division.

b. Service Technician Credentials: Submit a copy of the boiler service technician/mechanic

Journeyman credentials for all service technicians that will be conducting work under this

Contract.

c. Electronic Service Log Screen Shots: Submit screen shots of the existing or proposed

Electronic Service Log, as detailed under Paragraph F.2 of Section B.3 – Performance Work

Statement.

(5) Prior Experience: Submit information, if any, of contracts providing boiler plant maintenance and testing similar to the requirements of this Contract. Information should include contract number, dates of service, and a point-of-contact with a telephone number or e-mail address. For evaluation purposes, a lack of prior experience will not disqualify a company.

(6) Representations & Certifications: Verification that all required representations and certifications are complete/current, in accordance with:

a. FAR 52.204-24 Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment; and

b. FAR 52.212-3 Offeror Representations and Certifications – Commercial Items.

Please limit graphics or excessively large files during quote submission. The VA has a maximum allowable incoming email size limitation including attachments of seven (7) megabytes. Offerors submitting responses via email which exceed seven (7) megabytes shall split their response into multiple email messages so as to not exceed the maximum allowable email size limitation. The VA is not responsible for late responses due to undelivered e-mails that exceed seven (7) megabytes.

Offerors are solely responsible for ensuring that their questions/quotes are received on time.

FAILURE TO SUBMIT ANY OF THE REQUIRED DOCUMENTATION ABOVE MAY

RESULT IN YOUR PROPOSAL BEING EXCLUDED FROM FURTHER CONSIDERATION

FOR AWARD.

B.2 PRICE SCHEDULE

Per Subparagraph E.4.b. for Normal and Emergency Repair Service Definitions:

i. For Normal Repair Services, the Contractor shall arrive during Business Hours at a scheduled time that it mutually agreeable to both parties.

ii. For Emergency Repair Services, the Contractor shall arrive on-site, ready to being work, as follows: (1) During Business Hours, the Contractor shall arrive on-site within 2 hours of such request being made, ready to begin work; (2) Outside Business Hours, the Contractor shall arrive on-site within 4 hours of such request being made.

Base Year: Contract Award Date – August 31, 2021

ITEM #

DESCRIPTION

(Firm Fixed Price Items)

QTY UNIT

UNIT

PRICE

TOTAL

PRICE

0001 Preventive Maintenance Services 12 MO $_____ $_____

0002 Inspection and Operational Testing 12 MO $_____ $_____

ITEM #

DESCRIPTION

(Indefinite-Delivery Indefinite-Quantity Items)

EST.

QTY

UNIT

UNIT

PRICE

0003 Normal Repair Services – Business Hours 60 HR $_____

0004 Emergency Repair Services – Business Hours 40 HR $_____

Emergency Repair Services – Outside Business

Hours

40 HR $_____

Base Year Firm Fixed Price Total: _______________

Option Year 1: September 1, 2021 – August 31, 2022

DESCRIPTION

(Firm Fixed Price Items)

QTY UNIT

UNIT

PRICE

TOTAL

PRICE

1001 Preventive Maintenance Services 12 MO $_____ $_____

1002 Inspection and Operational Testing 12 MO $_____ $_____

ITEM #

DESCRIPTION

(Indefinite-Delivery Indefinite-Quantity Items)

EST.

QTY

UNIT

UNIT

PRICE

1003 Normal Repair Services – Business Hours 60 HR $_____

1004 Emergency Repair Services – Business Hours 40 HR $_____

Emergency Repair Services – Outside Business

Option Year 1 Firm Fixed Price Total: _______________

Option Year 2: September 1, 2022 – August 31, 2023

DESCRIPTION

(Firm Fixed Price Items)

QTY UNIT

UNIT

PRICE

TOTAL

PRICE

2001 Preventive Maintenance Services 12 MO $_____ $_____

2002 Inspection and Operational Testing 12 MO $_____ $_____

ITEM #

DESCRIPTION

(Indefinite-Delivery Indefinite-Quantity Items)

EST.

QTY

UNIT

UNIT

PRICE

2003 Normal Repair Services – Business Hours 60 HR $_____

2004 Emergency Repair Services – Business Hours 40 HR $_____

Emergency Repair Services – Outside Business

Option Year 2 Firm Fixed Price Total: _______________

Option Year 3: September 2023 – August 31, 2024

DESCRIPTION

(Firm Fixed Price Items)

QTY UNIT

UNIT

PRICE

TOTAL

PRICE

3001 Preventive Maintenance Services 12 MO $_____ $_____

3002 Inspection and Operational Testing 12 MO $_____ $_____

ITEM #

DESCRIPTION

(Indefinite-Delivery Indefinite-Quantity Items)

EST.

QTY

UNIT

UNIT

PRICE

3003 Normal Repair Services – Business Hours 60 HR $_____

3004 Emergency Repair Services – Business Hours 40 HR $_____

Emergency Repair Services – Outside Business

Option Year 3 Firm Fixed Price Total: _______________

Option Year 4: September 1, 2024 – August 31, 2025

DESCRIPTION

(Firm Fixed Price Items)

QTY UNIT

UNIT

PRICE

TOTAL

PRICE

4001 Preventive Maintenance Services 12 MO $_____ $_____

4002 Inspection and Operational Testing 12 MO $_____ $_____

ITEM #

DESCRIPTION

(Indefinite-Delivery Indefinite-Quantity Items)

EST.

QTY

UNIT

UNIT

PRICE

4003 Normal Repair Services – Business Hours 60 HR $_____

4004 Emergency Repair Services – Business Hours 40 HR $_____

Emergency Repair Services – Outside Business

Option Year 4 Firm Fixed Price Total: _______________

Contract Firm Fixed Price Total: _______________

B.3 PERFORMANCE WORK STATEMENT

A. Contract Objective. The purpose of this Contract is to provide: Preventive Maintenance Services;

Inspection and Operational Testing; and Repair Services, as set forth below, for the boiler plants located at the Edward Hines, Jr. VA Hospital, 5000 South 5th Avenue, Building 205, Hines Illinois

60141-5000 (“Hines”) and the Joliet Community-Based Outpatient Clinic, 1201 Eagle Street, 60432-

2031 (“Joliet”).

B. General Requirements.

1. Basic Contractor Responsibilities: The Contractor shall provide all personnel, equipment, material, parts, software, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for execution of the work to be performed under this Contract. All work shall be performed in a neat and professional manner, including the removal of all trash and debris at the completion of any and all work.

2. Equipment/Parts/Software: All equipment, parts, and software provided by/through the

Contractor shall be new and meet or exceed Original Equipment Manufacturer (“OEM”) recommendations/requirements. The Contractor shall not use rebuilt or used parts without the express, written approval of the COR. Any equipment or parts replaced under this Contract remain the property of the VA and shall be turned over to the COR.

3. Preventive Maintenance and Inspection Plan: The Contractor, in coordination with the COR, shall develop a comprehensive plan for providing Preventive Maintenance Services and Inspection and

Operational Testing, as defined below, within sixty (60) days of Contract award. This Plan shall include specific dates and the maintenance and/or testing that will be conducted on each date.

4. Boiler Plant Shutdown: The Contractor shall not shut down any part of the boiler plant without the express authorization of the Boiler Plant Supervisor or the COR during Business Hours, as defined below, or the on-duty Boiler Plant Operator in charge outside of Business Hours.

a. Shutdown requests for scheduled maintenance shall be submitted to the COR fourteen (14) calendar days prior to the scheduled work.

b. Shutdown requests for Repair Services shall be submitted as soon as the Contractor determines that such a shutdown is necessary.

C. Preventive Maintenance Services. All work performed under this Paragraph is governed by the regulations for Firm Fixed Price Contracts, FAR 16.202.

1. Purpose: The purpose of Preventive Maintenance Services is to ensure that the Hines and Joliet boiler plants reliably operate at peak efficiency. During the performance of Preventive

Maintenance Services, the Contractor shall make adjustments or repairs as required to return boiler equipment to optimum function at no additional cost to the Government, so long as such adjustments or repairs do not require the purchase of equipment, parts, and/or software. In the event that equipment, parts, and/or software need to be purchased to accomplish the adjustment/repair, the Contractor shall notify the COR and provide a quote for the necessary equipment, parts, and/or software. The Contractor shall not procure any equipment, parts, and/or software until authorized by the Government.

2. Coverage: Preventive Maintenance Services shall be conducted in accordance with the Preventive

Maintenance and Inspection Plan, as detailed in Paragraph B.3, above, and include at a minimum:

a. Inspection and cleaning of all equipment;

b. Calibration and lubrication of equipment, as necessary;

c. Inspection of electrical wiring and cables for wear or fraying, making repairs as necessary;

d. Review of operating system software diagnostics to ensure that the system is operating in accordance with OEM specifications; and

e. Identifying and testing worn or potentially faulty equipment or parts and recommending remedial action, including providing quotes for new equipment or parts, as applicable.

3. Monthly Meeting: The Contractor shall meet monthly with the COR, in-person, to review the status of all work being performed under this Contract and the overall status of the Hines and

Joliet boiler plants.

D. Inspection and Operational Testing. All work performed under this Paragraph is governed by the regulations for Firm Fixed Price Contracts, FAR 16.202.

1. Inspection and Operational Testing Procedures and Checklists: All work performed under this

Paragraph shall utilize the procedures and checklists set forth in VHA Directive 1810(1) – Boiler and Boiler Plant Operations (Section D, Attachment 1) and the VHA Boiler and Associated Plant

Safety Device Testing Manual (Section D, Attachment 2). During the performance of any

Inspection and Operational Testing, the Contractor shall make adjustments or repairs as required to return boiler equipment to optimum function at no additional cost to the Government, so long as such adjustments or repairs do not require the purchase of equipment, parts, and/or software. In the event that equipment, parts, and/or software need to be purchased to accomplish the adjustment/repair, the Contractor shall notify the COR and provide a quote for the necessary equipment, parts, and/or software. The Contractor shall not procure any equipment, parts, and/or software until authorized by the Government.

2. Annual Internal Inspection: The Contractor shall conduct an annual internal inspection evaluating the condition of each boiler plant, removing and reinstalling any parts necessary to conduct the inspection, including the following components:

a. Steam drum;

b. Mud drums;

c. Tube condition and leak check;

d. Low water cut-out (float type) and piping;

e. Firebox; and

f. All other internal components not otherwise listed above.

3. Annual External Inspection: The Contractor shall conduct an annual external inspection evaluating the condition of each boiler plant, removing and reinstalling any parts necessary to conduct the inspection, including the following components:

a. Casing;

b. Supports;

c. Closures;

d. Accessories;

e. Valves;

f. All controls, including:

i. High-pressure recyclable and non-recyclable pressure trips;

ii. Low water cut-out and auxiliary low-water cut-out;

iii. Flame scanner; and

iv. Boiler safety valves accumulation test at high fire; and

g. All other external components not otherwise listed above.

4. VHA Directive 1810(1) – Inspection and Testing for Boiler Plant Operations: In accordance with

Paragraph 2, Appendix B, VHA Directive 1810(1), the Contractor shall perform the following inspections and operational tests at the frequency noted (6M = once every 6 months; Y = once per year; and 6Y = once every 6 years):

Number

(Conforms with

Appendix

B Chart)

Item

(Note: Omitted Numbers indicate those Items will be inspected/tested by VA personnel.)

Frequency

High pressure boilers (15 psig or greater): Inspect furnace and other internal surfaces, closures and accessories Y

High pressure boilers (15 psig or greater): Inspect exterior of Unit, casing, supports, closures, accessories, valves, controls Y

Deaerator: Inspection and wet magnetic particle testing of welds of pressure vessel interior

6Y (Next due July

2025)

4 All Boilers for fouling and combustion gas flow check Y

5 Tube leak check on all boiler types Y

NOTE: Items 1 through 5 in this table must be accomplished by a documented Qualified Professional Inspector, as defined in

Paragraph 1b., Appendix B, VHA Directive 1810(1). Items 6 through 19d must be accomplished by a qualified inspector as determined by local VA medical facility management staff. Such a determination must be carefully made for each item and each individual.

6 Deaerator Interior cleaning and visual inspection Y

6a Deaerator tank level alarms and overflow testing 6M

6b Deaerator steam pressure/ temperature control and Safety testing 6M

7 Condensate tank cleaning and visual inspection Y

7a Condensate storage tank level alarms and overflow testing 6M

8 Economizers safety Valve testing 6M

9 CO and combustible gas detection and alarm system testing 6M

9a Test plant and boiler emergency stop buttons and gas valves Y

10 Adjust burner combustion settings and calibrate oxygen trim 6M

11 Check vibration of burner fans 6M

12 Calibrate instrumentation, monitoring, and control systems 6M

13 Calibrate pressure gages and thermometers Y

14 Clean waterside of boilers Y

15 Clean fireside and repair refractory Y

16 Review written procedures Y

Operational Testing of Boiler Safety Devices

17f High-steam pressure cut-out (recycle) 6M

17g High-steam pressure cut-out (non-recycle) 6M

17h Steam safety valves lift test 6M

17i Steam safety valves (accumulation test at high fire) Y

17k Check gas vent valve for leaks 6M

17l High-gas fuel pressure cut-off 6M

17m Low-gas fuel pressure cut-off 6M

17n Gas fuel safety shut off valves proof of closure 6M

17o Leak test gas fuel safety shut off valves 6M

17p High-fuel oil temperature cut-off (heated fuel) 6M

17q Low-fuel oil temperature cut-off (heated fuel) 6M

17r Low-atomizing pressure for fuel oil 6M

17s High-fuel oil pressure cut-off 6M

17t Fuel oil safety shut off valves proof of closure 6M

17u Leak test fuel oil safety shut off valves 6M

17v Check operation of Liquid Petroleum Gas pilot 6M

17w Low-pilot gas pressure cut-out 6M

17x Forced draft fan motor interlock 6M

17y Forced draft fan damper wide open for purge 6M

17z Boiler outlet damper wide open for purge 6M

17aa Purge air flow interlock 6M

17bb Timing for pre-purge 6M

17cc Timing for post-purge 6M

17dd Igniter timing 6M

17ee Low fire position interlock 6M

17ff Combustion air interlock 6M

17gg Main flame out; i.e., time to close valves 6M

17hh Ignition flame out; i.e., time to close valves 6M

17ii Minimum igniter flame test 6M

17jj Scanner not sensing ignition spark 6M

17kk Low-oxygen alarm and/or cut-out 6M

17ll Pre-purge setting of flue gas recirculation damper 6M

17mm Interlock of building outside air damper with burner controls 6M

17nn Burner control 6M

NOTE: The preceding safety devices are essential for ensuring the safest possible operation. Any boilers not so equipped must be immediately programmed for retrofit, with priority given to providing two low water cutoffs per boiler and two fuel safety shut off valves per fuel per boiler.

Boiler Plant Safety and Operational Duties

19c Check furnace pressure 6M

19d Check combustion gas leaks into boiler room 6M

E. Repair Services. All work performed under this Paragraph is governed by the regulations for

Indefinite-Delivery Indefinite-Quantity Contracts, FAR 16.504 & 16.505. No work shall commence under this Paragraph until a Task Order covering such work has been issued.

1. Purpose. The purpose of Repair Services is to provide around-the-clock availability of boiler repair services to ensure continuous operation of the Hines and Joliet boiler plants. Any work performed by the Contractor that does not fall under Preventive Maintenance Services or

Inspection and Operational Testing shall be deemed Repair Services.

2. Availability. The Contractor shall provide Repair Services coverage 24/7/365.

3. Government Point-of-Contact: The Government’s point-of-contact for this Paragraph shall be the

COR or alternate COR, as may be designated. The COR and Alternate COR are authorized to request Repair Services under this Paragraph.

4. Response Times.

a. Telephone Calls.

i. During Business Hours, the Contractor shall return all telephone calls within thirty (30) minutes of receipt.

ii. Outside Business Hours, the Contractor shall return all telephone calls within one (1) hour of receipt.

b. Service Calls: In the event a problem cannot be remedied by a telephone call, the COR or alternate COR will make the decision as to whether an on-site Repair Services call is needed and notify the Contractor.

i. For Normal Repair Services, the Contractor shall arrive during Business Hours at a scheduled time that it mutually agreeable to both parties.

ii. For Emergency Repair Services, the Contractor shall arrive on-site, ready to begin work, as follows: (1) During Business Hours, the Contractor shall arrive on-site within

2 hours of such request being made, ready to begin work; (2) Outside Business Hours, the Contractor shall arrive on-site within 4 hours of such request being made.

5. Invoices: Invoices rendered under this Paragraph shall bill the Government for the time expended by the Contractor performing Repair Services at the rates set forth in the Price Schedule, i.e., Business Hours rate and Outside Business Hours rate. Invoices for Repair Services must be submitted in accordance with the invoicing procedures set forth in Section B.1 in order to ensure timely payment.

6. Task Orders. This paragraph does not authorize the Contractor to perform any Repair Services; a separate Task Order will be issued authorizing such work. Per FAR 52.216-18(b), “All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.”

7. Order Limitations: The Government shall not order, and the Contractor shall not deliver, any

Repair Services that exceed the maximum set forth in the Price Schedule, above, for that particular contract period.

F. Reporting Requirements.

1. Daily Reporting: At the conclusion of each day when work is performed under this Contract, the

Contractor shall provide a written report to the COR, which shall include:

a. A description of the specific tasks(s) performed;

b. Copies of all checklists used (if any);

c. Identification of all equipment serviced/tested, including serial number(s) (if any);

d. The exact location of the system or device serviced/tested;

e. A list of all parts replaced (if any);

f. A detailed description of any further work required, including the equipment involved;

g. A copy of the invoice if Repair Services provided (Note: This invoice does not take the place of properly submitting the invoice in accordance with invoice procedures set forth in Section

B.1.);

h. The name(s) of the technician(s) performing the work; and

i. A signature by the Contractor’s lead service technician for the work performed.

2. Annual Reporting: The Contractor shall submit an annual report due by the end of each Contract period, e.g., end of the Base Year, Option Period 1, etc., that provides the following information:

a. A detailed summary of all the calibration reports for all equipment used for safety device testing and boiler maintenance during the reporting year;

b. A detailed summary of all components that have been repaired or replaced during the reporting year; and

c. A detailed summary of all safety device failures, including remedial steps taken, during the reporting year.

3. Electronic Service Log: The Contractor shall maintain a web-based electronic service log

(“ESL”), which shall be accessible 24/7 by the Government. The ESL shall include:

a. A copy of all daily reports, as detailed in subparagraph 1, above, and annual reports, as detailed in subparagraph 2, above;

b. Pending equipment or software updates of upgrades, if any;

c. A complete copy of the Preventive Maintenance and Inspection Plan, broken down to individual dates with the planned maintenance or inspection to be conducted during each visit; and

d. A list of all service requests made under this Contract.

G. Scheduling. All the work performed under this Contract, except Emergency Repair Services, shall be performed during Business Hours, defined below, as scheduled with the COR. Emergency Repair

Services may be performed at any time, as ordered by the COR/Alternate COR.

H. Service Technician Requirements. All testing and inspection performed under this contract requiring a Qualified Professional Inspector shall be performed by an inspector that holds a current, valid National

Board Authorized Inspector Commission (AI) issued by the National Board of Boiler and Pressure Vessel

Inspectors or a current, valid inspector commission issued by the Office of the Illinois State Fire Marshal

– Boiler and Pressure Vessel Safety Division. For further details, see VHA Directive 1810(1), Appendix

B (Section D, Attachment 1). All other work under this Contract shall be performed by a fully trained and qualified Journeyman Level boiler service technician/mechanic.

I. Equipment Requirements. All equipment utilized for work under this Contract shall be properly maintained and calibrated. True copies of the current calibration certification for all test equipment shall be provided to the COR within seven (7) calendar days of request. Such copies may be provided in paper or in electronic format.

J. Legal/Professional Standards Compliance. All work performed under this Contract shall comply with all applicable laws, regulations, ordinances, rules, professional standards, and OEM standards/ recommendations including, but not limited to: VHA Directive 1810 – Boiler and Boiler Plant Operations

(Section D, Attachment 1); VHA Boiler and Associated Plant Safety Device Testing Manual (Section D, Attachment 2); 578-12-138A-078(R-1) Boiler Plant Operations (Hines Directive); The Joint Commission

(TJC); the Occupational Safety and Health Administration (OSHA); the Environmental Protection

Agency (EPA); the National Electrical Code (NEC); the National Fire Protection Association (NFPA);

Underwriters Laboratories (UL); and the American National Standards Institute (ANSI).

K. Business Hours. Business Hours are defined as 7:00 a.m. to 4:00 p.m., Local Time, Monday through

Friday, except for the following Federal Holidays:

1. New Year’s Day;

2. Memorial Day;

3. Independence Day;

4. Labor Day;

5. Thanksgiving Day;

6. Christmas Day; and

7. Any other day designated as a Federal Holiday by Presidential Decree.

SECTION C - CONTRACT CLAUSES

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

ITEMS (OCT 2018)

(a) Inspection/Acceptance. 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 reperformance 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

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any

Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the

Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR

52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds

Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other

Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by

EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act

(31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the

Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the

Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the

Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in

32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work.