S02 Final Combined Synopsis 36C25620Q0920 Houskeeping Equip PM Svcs.docx

36C25620Q0920 Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice J079 Housekeeping Equipment Preventive Maintenance Services and Repair G.V. "Sonny" Montgomery VA Medical Center Jackson, MS 39216 39216 36C25620Q0920 08-13-2020 23:59

EASTERN TIME, NEW YORK, USA

N

SBA

811310 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531 C.

Robert Oravetz / Contracting Officer Department of Veterans Affairs Network Contracting Office 16 Gulf Coast Veterans Health Care System 400 Veterans Avenue BLDG T102 Biloxi, MS 39531 Department of Veterans Affairs G.V. "Sonny" Montgomery VA Medical Center Environmental Management Services (EMS) 1500 E Woodrow Wilson Drive Jackson, MS 39216 39216

USA

https://www.va.gov/

VA

christopher.oravetz@va.gov CO e-mail address This is a combined synopsis solicitation for commercial items, prepared in accordance with the format in Federal Acquisition Regulation (FAR 12.6) as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

Solicitation number 36C25620Q0920 is issued as a Request for Quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96.

The G. V. (Sonny) Montgomery VA Medical Center, Environmental Management Services (EMS) division is seeking a contractor that can provide the following services for the facility: Housekeeping Equipment Preventive Maintenance Services and Repair (for the specified equipment that is listed in Equipment Listing – Table A).

All work shall be completed in accordance with the Performance Work Statement entitled, “Housekeeping Equipment Preventive Maintenance Services and Repair” dated 07/23/2020. The Performance Work Statement contained within this solicitation is a non-negotiable document. Offers/quotes shall not include edits, revisions, additions, deletions, alterations, or track change comments to the Performance Work Statement.

The associated North American Industry Classification (NAICS Code) for this requirement is 811310- Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. The size standard is $7.5 million.

This solicitation is set aside 100 % for small businesses (Total Small Business Set Aside). Offers shall only be accepted from small business contractors in the following categories to include but not limited to (8(a), HUB Zone, Small Disadvantaged Business, Any Minority Owned, Any Native American Owned, Service-Disabled Veteran Owned, Veteran Owned, and Any Women-Owned Small Business).

When preparing offers in response to this solicitation offerors shall refer to FAR 52.212-1 (Instructions to Offerors – Commercial Items) and Addendum to FAR 52.212-1 (Instructions to Offerors-Commercial Items). These sections contain specific instructions, guidance, format, and exact requirements for what constitutes a complete and responsive offer/quote. As specified in these sections an incomplete and/or non-responsive offer shall not be considered for a contract award by the contracting officer.

PAGE 3 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

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.

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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 CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

586-21-1-532-0004 36C25620Q0920 07-29-2020 C. Robert Oravetz 228-523-5454 08-13-2020 23:59 36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531 X X 811310 $8 Million N/A X 36C256 Department of Veterans Affairs G.V. "Sonny" Montgomery VAMC Environmental Management Service 1500 E Woodrow Wilson Drive Jackson MS 39216 36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714 8972 1-866-372-1141 vafsccshd@va.gov See CONTINUATION Page Contractor shall provide Housekeeping Equipment Preventive Maintenance Services and Repair for G.V. "Sonny" Montgomery VA Medical Center Contractor shall refer to the Performance Work Statement, the Schedule of Services (Price/Cost Schedule), and all other requirements and conditions that are contained within this solicitation that pertain to the execution of services and the completion of tasks/deliverables.

Contractor shall refer to FAR 52.212-1 and 52.212-2 when submitting offers/quotes in response to this solicitation.

Solicitation is set aside 100% for small business.

(100% Total Small Business Set Aside) See FAR 52.212-1 for solicitation close date and time.

See CONTINUATION Page 586-3610162-532-856400-2512 010056100 X X X C. Robert Oravetz

VA-VHA-SAOC-2018-7292E378

Table of Contents

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: N/A

b. GOVERNMENT: Contracting Officer 36C256 C. Robert Oravetz Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue BLDG T102 Biloxi MS 39531

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714 8972 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE & ITEM INFORMATION MO=Month, YR=Year

Preventative Maintenance Services (Monthly) IAW Performance Work Statement (PWS) requirements to include required Deliverables Contract Period: Base POP Begin: 10-01-2020 POP End: 09-30-2021

Corrective Maintenance & Repair (Monthly) IAW Performance Work Statement (PWS) requirements to include required Deliverables.

Contract Period: Base

Parts Threshold (All Services Per Year) ***See Performance Work Statement for Parts Threshold Amount IAW Performance Work Statement (PWS) requirements to include required Deliverables.

Contract Period: Base

SUBTOTAL – BASE YEAR

Preventative Maintenance Services (Monthly)

Contract Period: Option 1 POP Begin: 10-01-2021 POP End: 09-30-2022

Corrective Maintenance & Repair (Monthly)

Contract Period: Option 1

Parts Threshold (All Services Per Year)

IAW Performance Work Statement (PWS) requirements to include required Deliverables Contract Period: Option 1

SUBTOTAL – OPTION YEAR ONE

Preventative Maintenance Services (Monthly)

Contract Period: Option 2 POP Begin: 10-01-2022 POP End: 09-30-2023

Corrective Maintenance & Repair (Monthly)

Contract Period: Option 2

Parts Threshold (All Services Per Year) ***See Performance Work Statement for Parts Threshold AmountIAW Performance Work Statement (PWS) requirements to include required Deliverables Contract Period: Option 2

SUBTOTAL – OPTION YEAR TWO

Preventative Maintenance Services (Monthly)

Contract Period: Option 3 POP Begin: 10-01-2023 POP End: 09-30-2024

Corrective Maintenance & Repair (Monthly)

Contract Period: Option 3

Parts Threshold (All Services Per Year)

IAW Performance Work Statement (PWS) requirements to include required Deliverables.

Contract Period: Option 3

SUBTOTAL – OPTION YEAR THREE

Preventative Maintenance Services (Monthly)

Contract Period: Option 4 POP Begin: 10-01-2024 POP End: 09-30-2025

Corrective Maintenance & Repair (Monthly)

Contract Period: Option 4

Parts Threshold (All Services Per Year)

IAW Performance Work Statement (PWS) requirements to include required Deliverables Contract Period: Option 4

For the purposes of the award of this Contract, The Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

B.3 PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS) Housekeeping Equipment Preventive Maintenance Services and Repair G. V. Sonny Montgomery VA Medical Center 1500 E Woodrow Wilson Blvd Jackson MS 39216 07/23/2020

1. INTRODUCTION: The G. V. (Sonny) Montgomery VA Medical Center is located in Jackson, MS. This facility has 163 operating beds providing primary, secondary and tertiary medical, surgical, neurological, and psychiatric inpatient care to eligible VA beneficiaries. The facility’s primary service area is home to more than 125,000 veterans with about 45,000 unique patients and more than 300,000 patient visits.

2. OBJECTIVE: The G. V. (Sonny) Montgomery VA Medical Center, Environmental Management Services (EMS) division is seeking a contractor that can provide the following services for the facility: Housekeeping Equipment Preventive Maintenance Services and Repair. The equipment that will require preventive maintenance services and repair is annotated in Equipment Listing – Table A. See PWS attachment: EQUIPMENT LISTING – Table A. This is a new requirement for the facility. Services of this specific nature and scope (as described herein) have not been performed through execution of a current and/or prior contract with an incumbent contractor.

3. GENERAL: This requirement is for a non-personnel services contract to support the following effort: Continuous operation of housekeeping equipment in support of facility operations at G. V. (Sonny) Montgomery VA Medical Center. Such an effort will be supported through preventive maintenance services and corrective maintenance & repairs performed on the equipment as annotated in Equipment Listing – Table A. Equipment Listing – Table A is all inclusive and constitutes the complete list of the equipment and other items which are to receive preventive & corrective maintenance services under this contract. No additional items or equipment shall be added unless prior approval is obtained from the contracting officer and/or the contract is officially modified.

4. SCOPE: The contractor shall provide all management, supervision, labor, personnel, administrative, support, materials, tools, parts, supplies, lubricants, equipment, transportation, other items, and non-personal services necessary to perform the work and execute the services as described and as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract. The Government shall not exercise any supervision or control over the contract service providers or contract representatives performing the work or services herein. Such contract service providers or representatives shall be accountable solely to the Contractor who, in turn is responsible to the Government.

5. DESCRIPTION OF SERVICES: The required services that are needed (for the equipment/items stated herein) consist of the following: Preventive Maintenance Services and Corrective Maintenance & Repair (Scheduled or Unscheduled) to include the required Deliverables that are contained within this Performance Work Statement.

Preventive Maintenance -work that is performed regularly (on a scheduled basis) in order to minimize the chance that a certain piece of equipment will fail. Preventative maintenance is performed while the equipment is still in working condition. Preventive maintenance refers to regular, routine maintenance to help keep equipment up and running, preventing any unplanned downtime and expensive costs from unanticipated equipment failure. It requires careful planning and scheduling of maintenance on equipment before there is an actual problem as well as keeping accurate records of past inspections and servicing reports. Preventive maintenance involves the systematic inspection of equipment where potential problems are detected and corrected in order to prevent equipment failure before it happens. In practice, a preventive maintenance schedule may include (but is not limited to) cleaning, lubrication, oil changes, adjustments, inspections, replacing parts and/or other manufacturer recommended actions that are regularly scheduled and anticipated based on the age, lifespan, and/or usage of the equipment. The exact preventive maintenance required will vary based on the operation and type of equipment in accordance with the equipment’s projected lifespan to include manufacturer guidelines.

Corrective Maintenance & Repair -is a maintenance and/or repair task or other corrective practice performed to identify, isolate, and rectify a fault so that the failed equipment, machine, or system can be restored to a full operational condition within the tolerances or limits established for in-service operations. Corrective maintenance & repair focuses on diagnosing, testing, fixing, and/or performing needed repairs on equipment or assets that are broken, inoperable, and/or are otherwise not performing at a full capacity or at a full performance level. Corrective maintenance & repair is done on a scheduled or unscheduled basis depending on the criticality of the equipment. Items that need corrective maintenance & repair are usually identified when executing a preventive maintenance program (PMP) and/or from an unusual circumstance adversely affecting the normal system or equipment’s operation.

6. PERIOD OF PERFORMANCE: A firm, fixed price contract is contemplated for this requirement. The expected period of performance is a base year and four option years (which may or may not be exercised based on the needs of and at the discretion of the government).

7. WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, all work, services, and deliverables completion will be performed only during the facility’s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime of equipment in order to perform required services must be scheduled through the Contracting Officer Representative (COR) and/or other authorized facility representative/designee at least 2 days in advance. When downtime is needed for a particular piece (or pieces) of equipment the contractor shall notify the COR and/or other authorized facility representative/designee the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below.

-New Year’s Day -Martin Luther King’s Birthday -President’s Day -Memorial Day -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

**An alternate schedule may be utilized if there is mutual agreement between the government and the contractor regarding utilization of this alternate schedule if created and implemented.

8. PERSONNEL PERFORMING SERVICES - REQUIRED “CORE COMPETENCIES”

Personnel performing services during the performance periods of the contract shall be knowledgeable of the original equipment manufacturer standards associated with conducting Preventative Maintenance Services and Corrective Maintenance & Repairs for the housekeeping equipment that is annotated in EQUIPMENT LISTING – Table A. Personnel performing services must have experience in conducting preventative maintenance services and corrective maintenance & repairs for the same and/or similar equipment as stated herein.

The government cannot anticipate an exact number of staff that are needed to successfully complete the tasks/requirements in this Performance Work Statement. However, for the performance period of the contract (to include the option year periods if exercised) the contractor shall provide the minimum staffing levels necessary to complete all work, perform all services, and to successfully execute all tasks and deliverables. It is the responsibility of the contractor to provide an adequate level of qualified staff to meet (or exceed) contractual requirements.

Use of Subcontractors: The government does not encourage or discourage the use of subcontractors by prime contractors (and affirms a neutral position on this matter for this requirement only). The government is only concerned with the successful completion of the tasks/deliverables/requirements that are covered under the contract when awarded. However, prime contractors and subcontractors are expected to adhere to the guidelines and limitations regarding subcontracting as stipulated in the solicitation for this requirement. Personnel who are performing services can be prime contractors and/or subcontractors just as long as the required participation and work effort is being followed by both parties which includes these personnel possessing the necessary qualifications and/or core competencies required to complete required work and to execute necessary services.

9. SCOPE OF SERVICES-PREVENTIVE MAINTENANCE, CORRECTIVE MAINTENANCE & REPAIR , REPLACEMENT PARTS & ACCESSORIES, CALL BACK VISITS, SCHEDULE & FREQUENCY OF SERVICES, DOCUMENTATION & REPORTING, CHECK IN & OUT PROCEDURES, AND QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

Required Deliverables

DELIVERABLE #1:

PREVENTIVE MAINTENANCE SERVICES:

Contractor shall perform all required preventative maintenance services according to the standards, guidelines, and based on the recommendations from the Original Equipment Manufacturer (OEM) for all items and equipment in EQUIPMENT LISTING – Table A. All maintenance shall be performed in accordance with the manufacturer’s recommended intervals and shall be completed when needed. Contractor shall perform preventative maintenance to ensure the housekeeping equipment listed in EQUIPMENT LISTING

– Table A performs in accordance with the manufacturer’s recommendations as published in the manufacturer’s maintenance and/or operating manuals for the equipment being maintained. The contractor is responsible for ensuring that all equipment stated herein is maintained in such condition that it may be operated in accordance with its intended design and functional capacity. It is the government’s expectation that personnel performing services be the subject matter expert (SME) regarding the Preventive Maintenance Services that are required. The government shall not provide technical guidance, expertise, direction, assistance, recommendations, and/or service/owner’s manuals for the preventive maintenance services that are needed on the housekeeping equipment referenced herein.

DELIVERABLE #2:

CORRECTIVE MAINTENANCE & REPAIR:

When required contractor shall provide corrective maintenance & repair for equipment that is or becomes broken, inoperable, needs repair, and/or is otherwise not operating at full capacity/full functionality.

Corrective maintenance & repair includes all parts, accessories, labor, and the overall effort needed by the contractor to repair, fix, and/or to otherwise upgrade the equipment to an operable, fully functional status. It is not known and can’t be accurately predicted when (or how much) equipment will break and/or will require repair during the duration of the contract period(s). It is noted that corrective maintenance & repair may be needed even if adequate and complete preventive maintenance services are being performed on the equipment. (Sometimes equipment breaks even if used properly and maintained adequately). It is the government’s expectation that personnel performing services be the subject matter expert (SME) regarding any and all Corrective Maintenance & Repairs that are required. The government shall not provide technical guidance, expertise, direction, assistance, recommendations, and/or service/owner’s manuals for the corrective maintenance & repair efforts that may be needed on the equipment. Prior to executing corrective maintenance & repair for any particular piece of equipment the contractor shall provide an estimate of the expected repair cost to the government before beginning such work. Government approval of the corrective maintenance & repairs that are planned are required so that the government can assess whether or not to proceed with such maintenance and repairs. In some cases corrective maintenance & repair costs are not logical if replacement costs and/or the purchase of new equipment is expected to be significantly lower and/or more financially feasible.

Beyond Economic Repair (BER): A piece of equipment is considered beyond economic repair when it is more cost effective to replace the equipment than it would be to repair the equipment. The BER point is reached when the estimated repair cost significantly exceeds a certain percentage of its replacement value. The industry standard (or benchmark) for BER is 70%. For example-If a broken piece of equipment is currently valued at $100.00 and repair costs are estimated to be $80.00 then the BER point would be reached and the equipment would need to be replaced in lieu of being repaired. Prior to any repairs being executed on any piece of equipment a BER analysis shall be performed and/or discussed between the contractor and the facility to ascertain whether or not these repairs shall be executed based on the BER standard (70%) for these repairs.

DELIVERABLE #3:

REPLACEMENT PARTS & ACCESSORIES ONLY (ALL SERVICES) – LABOR AND/OR NON-PARTS COSTS

ARE NOT INCLUDED IN THRESHOLD DESCRIBED BELOW

An annual amount of $15,000.00 has been allotted for replacement parts and accessories that will be needed during the execution of preventive maintenance services and approved corrective maintenance & repairs on the housekeeping equipment that is listed in EQUIPMENT LISTING – Table A. During each annual performance period the contractor shall be responsible for providing any necessary parts and/or accessories that will be needed up to but not exceeding this $15,000.00 annual threshold. Needed replacement parts and/or accessories that exceed this $15,000.00 annual threshold shall become the government’s responsibility. The following conditions apply:

Prior Approval: Corrective maintenance & repairs must be approved by the government before being initiated by the contractor. See Deliverable #2.

Excess/Unused Allocations (For Parts & Accessories Only): The $15,000.00 annual threshold and estimate for parts shall not be construed as an automatic payment and/or a flat fee paid by the government to the contractor. If the annual expenditures for needed replacement parts and/or accessories do not reach and/or are lower than $15,000.00 then any and all excess monies (designated for this purpose) shall be returned to the appropriate government fiscal control point at the end of the performance period. The contractor shall only be reimbursed for parts and accessories that were needed to complete actual preventive maintenance services and/or approved corrective maintenance & repair work for the housekeeping equipment referenced herein.

Reporting: Contractor shall maintain a service log of parts and accessories that had to be acquired to perform necessary work and/or to execute required services. See Deliverable 5.

Parts & Accessories Only: The $15,000.00 annual threshold applies to parts and accessories only.

Labor, personnel, and/or other non-parts/non-accessories costs are not included in this threshold.

Government Provided Parts: The government has a limited inventory of small parts and accessories on hand for preventive maintenance services only for the equipment referenced herein. Items include but are not limited to (vacuum cleaner bags, brushes for floor scrubbers etc.). If available such items will be furnished to the contractor if needed. However, if not available the $15,000.00 annual threshold for parts and accessories will apply and it shall be the contractor’s responsibility to obtain such parts and accessories which are needed for services to be completed. The government shall not purchase parts and accessories for the contractor unless the annual cost exceeds $15,000.00.

DELIVERABLE #4:

SCHEDULE AND FREQUENCY OF SERVICES (PREVENTIVE MAINTENANCE AND CORRECTIVE

MAINTENANCE & REPAIRS)

Preventive maintenance services and corrective maintenance & repairs shall be conducted during the following intervals monthly Preventive Maintenance-one (1) day each month during the first week of the month for a minimum of eight (8) hours during business hours.

Corrective Maintenance & Repairs-one (1) day each month during the third week of the month for a minimum of eight (8) hours during business hours.

Quarterly Contractor Performance and Quality Control Meeting: On a quarterly basis (every four months) an appropriate amount of time shall be set aside by the government and the contractor to conduct a Quarterly Contractor Performance and Quality Control Meeting. If the government determines that this meeting is not required or is not preferred than this meeting will not be conducted. Please refer to Deliverable #8.

**The exact day each month that services will be performed shall be mutually established between the government and the contractor to include the date for the Quarterly Contractor Performance and Quality Control Meeting if held.

Eight (8) hours per month has been allotted for Preventive Maintenance and eight (8) hours per month has been allotted for Corrective Maintenance and Repairs for a total of sixteen (16) hours monthly. This schedule may be adjusted if there is mutual agreement between the government and the contractor however, the following conditions shall apply.

i. Contractor is on site for a minimum of two (days) each month to perform services.

ii. When on site, Contractor’s total work/service effort shall be no less than (and no more than) sixteen (16) hours per month.

**Depending on the state of the equipment more or less time may be needed for Preventive Maintenance or more or less time may be needed for Corrective Maintenance & Repairs. Therefore scheduling flexibly is permitted under this contract within the thresholds described above.

DELIVERABLE #5:

DOCUMENTATION AND REQUIRED REPORTING (FOR SERVICES RENDERED)

Preventative Maintenance Plan – a Preventive Maintenance and Services Plan is needed which will define the type of work to be performed, the extent of work to be performed, and the frequency/duration of this work. As part of this plan, contractors must submit a Preventive Maintenance Checklist detailing items that will be addressed and covered on the dates that services are rendered. No specific format is specified however, the contractor is required to provide a plan that mirrors the OEM required and/or recommended preventive maintenance services that are required on each piece of equipment as listed in EQUIPMENT

LISTING (SCHEDULE A).

i. Lifespan, Life Expectancy, or BER Report -Expected lifespans of equipment need to be taken into account before maintaining and/or repairing such equipment. The overall lifespan of a particular piece of equipment may vary depending on frequency, duration, and extent of use. Before maintenance and/or repairs are conducted an assessment needs to be made regarding the advantage or disadvantage of performing such maintenance or repairs versus replacing such equipment. At the start of the performance period of the contract it is expected that the contractor will incorporate a lifespan or life expectancy report as part of their overall preventive maintenance plan. “Annex 3: Typical Equipment Lifetimes” is a supplemental document and is a recommended (but not required) reference for this purpose.

Service Log: Contractor shall maintain a service log for all equipment and shall provide the government individual service reports within ten (10) business days after maintenance, service, and/or other work has been performed. These reports must describe the maintenance, repair, work, personnel/company involved, and/or services that were performed on each individual piece of equipment. If no preventive maintenance service and/or corrective maintenance & repair was required on a particular piece of equipment then such a status shall be annotated on the report. This report must also include any needed repairs, other work/service, and recommended parts for future visits so that the government is informed. This service log shall include any and all parts (and accessories) that were purchased by the contractor to perform preventive maintenance and/or corrective maintenance & repairs on the equipment which includes a cost break down for these parts (and accessories). See Deliverable #3.

DELIVERABLE #6:

CHECK IN AND CHECK OUT PROCEDURES

Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician and/or other contractor representative must check in and out with the appropriate facility representative. Specific check in and check out procedures (to include the assignment of a facility representative(s)) will be determined after contract award and prior to start of performance.

DELIVERABLE #7:

CONTRACTOR QUALITY ASSURANCE & QUALITY CONTROL PROGRAM (QCP)

The Contractor shall establish and maintain a complete Quality Control Program to assure the requirements of this contract are being provided as specified. No specific format is specified for the Contractor’s QCP however the contractor’s QCP should contain the following elements at a minimum.

1. Personnel performing services

2. Internal procedures the contractor will be utilizing to ensure that services, work, and other tasks will be completed as needed and/or when scheduled during the performance periods of the contract by trained, competent, qualified, and experienced personnel.

Quarterly Contractor Performance and Quality Control Meeting: The government and the contractor will conduct a quarterly meeting to discuss and/or to assess contractor performance and quality assurance. This meeting can be conducted on site or virtually (telephone, Skype, and/or via e-mail correspondence). The date and time of this meeting shall be mutually established between the Contracting Officer Representative (COR) (or other authorized designee) and the Contractor. If the government determines that this quarterly meeting (on-site or virtual) is not needed then the government reserves the right (and may elect) to not conduct this quarterly meeting. **Most likely this meeting will not be needed if the contractor is meeting and/or is exceeding contractual requirements.

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. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s)…