S02 RFQ 36C24426Q0491.pdf

PAGE 1 OF 53 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. UEI: EFT:

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. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

562-26-4-5021-0281

36C24426Q0491 07-07-2026

Christina Gennaoui | Christina.Gennaoui@va.gov EMAIL ONLY 07-20-2026

4:00 PM EST EDT

36C244 Department of Veterans Affairs Network Contracting Office 4 Services 2 3900 Woodland Avenue Philadelphia PA 19104 Christina Gennaoui christina.gennaoui@va.gov

X 100

X

561210

$47 Million

N/A

X

36C562

Erie VA Medical Center

135 East 38th Street Erie PA 16504

36C244

Department of Veterans Affairs Network Contracting Office 4 Services 2 3900 Woodland Avenue Philadelphia PA 19104

Austin Payment Center Department of Veterans Affairs

PO Box 149971 Austin TX 78714-9971

(877) 353-9791 (512) 460-5429

See CONTINUATION Page

Subscription, Preventative Maintenance, and Repair Services for the Metasys Building Automation System for HVAC Management at the Erie VA Medical Center.

This is a Request For Quote (RFQ). A 5-Year, Firm-Fixed- Price IDIQ contract will result from this solicitation.

See Continuation Pages for full details.

Carefully review Section E.3, Clause 52.212-2, Evaluation.

Questions and Quotes must be submitted to the POC in Block 7a.

Questions are due by 4:00 PM EST on Monday, 07/13/2026.

Quotes are due by 4:00 PM EST on Monday, 07/20/2026.

SCA WD No.: 2015-4223 (Rev 33), dated 05-13-2025, applies.

The Contractor shall be responsible for the correct title classification of workers and compliance with all applicable wage and hour laws associated with this location of Service.

See CONTINUATION Page

X 1

Stephanie Luniewski Contracting Officer

36C24426Q0491

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (OCT 2025)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.7 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.11 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES

INCORPORATED BY REFERENCE (JAN 2008)

C.12 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

SECTION D – CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025)

E.4 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

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: Company: __________________________

POC/Title: ___________________

Phone: __________________

Email: ____________________________

b. GOVERNMENT: Contracting Officer 36C244

Department of Veterans Affairs

Network Contracting Office 4

Services 2

3900 Woodland Avenue

Philadelphia PA 19104

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, in arrears, after Government acceptance of work.

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.

All invoices shall be submitted to Tungsten at:

https://authentication.tungsten-network.com/login https://authentication.tungsten-network.com/login

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

5.00 YR ________________ ________________

Annual subscription and software updates for the Metasys

Building Automation System in accordance with the Statement of Work (refer to Section 5). This is a firm-fixed-price, all-inclusive line item.

Contract Period: Base POP Begin: 08-10-2026 POP End: 08-09-2031

PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, and Rebuilding of Equipment - Electrical and Electronic Equipment Components

60 MO __________________ __________________

Preventative Maintenance Services in accordance with the

Statement of Work (refer to Section 6). This is a firm-fixed-price, all-inclusive line item.

Contract Period: Base POP Begin: 08-10-2026 POP End: 08-09-2031

PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J059 - Maintenance, Repair,

40.00 JB __________________ __________________

Repair Services for Exclusions to Routine Preventative

Maintenance in accordance with the Statement of Work (refer to Sections 7 and 8). This is a firm-fixed-price, all-inclusive line item.

Contract Period: Base POP Begin: 08-10-2026 POP End: 08-09-2031

PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J059 - Maintenance, Repair, GRAND TOTAL

B.3 STATEMENT OF WORK

Metasys HVAC Building Automation System Services

Erie VA Medical Center

1. INTRODUCTION

1.1. The Erie VA Medical Center (VAMC) has a requirement for a comprehensive service agreement for its Metasys HVAC Building Automation System (BAS).

1.1.1. The Metasys BAS controls and monitors the HVAC systems, maintains optimal environmental conditions, and improves the building’s energy efficiency, comfort, operational safety, and HVAC security.

1.1.2. The services outlined in this Statement of Work (SOW) are required to ensure the BAS is operational and functioning at optimum performance, to prevent costly breakdowns or disruptions, and to provide any updates, calibrations, adjustments, and repairs that are required.

1.1.3. The Erie VAMC seeks to maintain the existing building automation system network, which utilizes a Metasys front end. Gateway or read-only access is insufficient. The Contractor must be authorized and equipped to perform active programming and implement functional changes within Metasys. This may include modification of controllers, editing graphics, applying firmware/software changes, and making system adjustments. If the Contractor does not have written authorization from Johnson Controls to make configuration changes within Metasys, Johnson Controls technicians must be utilized to perform these services.

1.1.4. Performance location: Erie VA Medical Center, located at 135 East 38th Street, Erie, PA

16504.

2. EQUIPMENT LIST

2.1. The following exhibits outline the inventory of equipment that shall be covered by this service agreement:

Exhibit Description Exhibit A Johnson Proprietary Control Equipment Exhibit B Facility Equipment Sorted by Type Exhibit B.1 Manufacture Parts List – McQuay LSL Series Units Exhibit C Utility Plant Equipment

3. PURPOSE

3.1. This comprehensive service agreement includes annual subscription, preventative maintenance, and repairs.

3.2. This is a full maintenance, inspection, repair, and testing contract, in which the Contractor takes total service responsibility for the equipment identified in Section 2 of this SOW.

3.2.1. CLIN 0001: Annual subscription of the Metasys Building Automation System.

3.2.2. CLIN 0002: The monthly firm-fixed-price shall include all service, all testing and inspection requirements, all preventative maintenance, all parts replacements not excluded by Section 7 of this SOW, and all materials, supplies, labor, supervision, tools, shipping, travel, and equipment necessary to provide full maintenance services, including all adjustments, calibration, and tuning. This line item shall also include all equipment evaluations, diagnosis of equipment deficiencies and malfunctions, inspection and acceptance, as well as documentation of all tasks and services provided.

3.2.3. CLIN 0003: Repairs that are excluded from preventative maintenance per Section 7 and that exceed $2,500.00 will be covered on a separate CLIN with its own firm-fixed-price per job. Each job shall include all service, all testing and inspection requirements, and all parts, materials, supplies, labor, supervision, tools, shipping, travel, and equipment necessary to resolve the deficiency or malfunction. This includes the initial evaluation and diagnosis of the issue, the price estimate provided to the Government, the repair, inspection and acceptance, and documentation of the service provided. The Government reserves the right to obtain repair services from other vendors.

4. GENERAL REQUIREMENTS

4.1. Performance of all preventative maintenance, service, and repair must be in accordance with manufacturer’s specifications, recommendations, and requirements. The Erie VAMC utilizes Johnson Controls Metasys connected equipment and control systems.

4.2. All Contractor employees and subcontractor employees requiring access to the Metasys operation system on the Virtual Local Area Network (VLAN) within VA network shall complete all VA required training before access to VLAN system is provided. The Erie VAMC Program Manager can provide training requirements to Contractors, if necessary.

4.3. All work on the Johnson Controls Metasys BAS (the proprietary system and components) must be performed in accordance with Johnson Controls’ safety policies, by qualified technician(s) employed by Johnson Controls.

This includes the following tasks, as well as any other tasks required by this document that are proprietary to Johnson Controls:

- Program the Variable Frequency Drives (VFDs)

- Repair and replace JCI control valves

- Monitor, control, and adjust the Metasys software

- Supervisory Network Engines (SNEs)

- General Purpose Application MS/TP Controller

4.4. Prior to the start of any preventative maintenance or repair service, the Contractor’s qualified technician(s) shall check with Erie VAMC Point of Contact (POC) to identify/confirm any operational deficiencies and review the system’s status. The Erie VAMC POC is responsible for conveying any operational deficiencies.

4.5. The Contractor is responsible for removing and disposing of any trash and debris from services provided.

4.6. The Contractor shall maintain an adequate supply of spare parts at all times to ensure prompt preventative maintenance and repair services.

4.7. All replacement parts must be Original Equipment Manufacturer (OEM) parts.

4.8. The Contractor must disclose any actions that may affect manufacturer warranty or support eligibility before proceeding with those actions.

4.9. All Contractor staff shall be required to:

4.9.1. Wear company badges with company name and employee name.

4.9.2. Utilize appropriate Personal Protective Equipment.

4.9.3. Obtain Dept of VA Access Pass – PIV. Refer to Section 12.1 for additional information.

5. ANNUAL SUBSCRIPTION (CLIN 0001)

5.1. The Contractor shall provide an annual subscription for the ADX Controls Software (ADX 10-

User Site Dir Software Subscription 1-year – Subscription Only). All updates and revisions, which can take place multiple times a year, shall be included.

5.2. The Contractor shall provide all labor and materials necessary to upgrade the Metasys Software to the latest version on the NAE Supervisory Controller(s), as required.

5.3. A Contractor-provided technician shall perform backup of the system at least one time per month at no additional cost.

5.4. Access to the Metasys troubleshooting help line shall be included.

6. PREVENTATIVE MAINTENANCE SERVICES (CLIN 0002)

6.1. The table below outlines the estimated annual quantity of block hours for preventative maintenance:

Preventative Maintenance Category Estimated Annual Quantity Block Hours - Mechanical Heavy 192 HRS Block Hours – Controls 204 HRS Block Hours – Chiller Heavy 96 HRS

6.2. The Contractor shall provide preventative maintenance of the Metasys Building Automation

System, components integrated into the BAS, and all equipment identified in Section 2 of this SOW. This includes:

6.2.1. All tasks identified in Sections 6.4 through 6.12 of this SOW.

6.2.2. All maintenance procedures, at the appropriate frequencies, as specified by the equipment manufacturer.

6.2.3. All service, all testing and inspection requirements, all preventative maintenance, all parts replacements not excluded by Section 7 of this SOW, and all materials, supplies, labor, supervision, tools, shipping, travel, and equipment necessary to provide full maintenance services, including all adjustments, calibration, and tuning.

6.2.4. All equipment evaluations and diagnosis of equipment deficiencies and malfunctions.

6.2.5. All inspection and acceptance, as well as documentation of all tasks and services provided.

6.3. Schedule

6.3.1. The Contractor is responsible for developing a schedule for all preventative maintenance tasks that allows enough time for the required maintenance to be completed.

6.3.1.1. The Contractor must provide a copy of the scheduled maintenance and inspection procedures to the Erie VAMC POC.

6.3.2. The Contractor shall schedule preventative maintenance visits for a minimum of one hour per visit, to occur at a minimum of one time per month for the entirety of the contract.

6.3.3. A technician shall perform a backup of the system at least one time per month.

6.3.4. The Contractor must schedule each service visit at least one week in advance with the

Maintenance and Operation Supervisor or the Lead HVAC technician.

6.3.5. All preventative maintenance, including inspections and service work, shall be performed

Monday through Friday during Administrative Hours Only (7:00 AM – 4:00 PM EST).

6.3.5.1. The Contractor must notify Erie VAMC Program Manager or assigned Point of Contact (POC) if any work is to be performed outside of the specified hours, no later than 72 hours in advance.

6.4. The Contractor shall notify the Erie VAMC POC after completion of each Preventative Maintenance task performed.

6.5. The Contractor must check the overall condition of each item/component receiving service and notify the Erie VAMC POC of any deficiencies or malfunctions.

6.6. The Contractor shall perform annual calibration of the Johnson Controls EP8000 Transducers, required in the month of May, and operate all valves associated with the pneumatic panels:

4A, 4B, 4C, 4D, 5A, 5B, 5C, 5D, 6A, 6B, 6C, 6D, AND 3 additional DX9100 panels, two (2) in the “Octagon Unit” (3rd Floor Roof) and one (1) for the Dental heat exchanger, located in the “HVAC Shop”.

6.6.1. The service line will provide VA Personnel to assist with verification of the operation of the valves for this requirement.

6.7. Cooling Tower, Spray Distribution, 600-1200 Tons

6.7.1. The Contractor shall provide:

6.7.1.1. Operational Services

a. Check condition of sump and basin.

b. Check for proper operations of make-up water controller.

c. Check for proper condenser water temperature control (if applicable).

d. Check operation of bypass valve (if applicable).

e. Check condition of tower filling.

f. Check for spray nozzle blockage.

g. Check fan mechanical drive system.

h. Check belts/s (if applicable).

i. Check operation of basin heater (if applicable).

j. Check for unusual noise and vibration.

6.7.1.2. Tower Cleanings

a. Drain tower and basin.

b. Remove soot and debris.

c. Clean basin.

d. Fill tower and basin.

e. Annual preventative maintenance as specified by manufacturer

f. Annual cleaning and inspection of each tower’s media

6.7.1.3. Comprehensive Services

a. Check condition of sump and basin.

b. Check for proper operation of “make-up” water controller and adjust as needed.

c. Disassemble and clean sump level sensor (if applicable).

d. Check for proper condenser water temperature control (if applicable).

e. Disassemble and clean sump level sensor control (if applicable).

f. Check operation of bypass valve (if applicable).

g. Check condition of tower fill.

h. Check for spray nozzle blockage.

i. Check fan mechanical drive system and lubricate per manufacturer’s recommendation.

j. Check belt/s (if applicable).

k. Check and tighten electrical connections.

l. Check operation of basin heater (if applicable).

m. Check tower sump screens.

n. Check for unusual noise and vibration.

6.8. Pump, Condenser, 11-50 HP

6.8.1. The Contractor shall provide:

6.8.1.1. Operational Services

a. Check for leaks.

b. Check pressures.

c. Visually inspect coupling.

d. Check for unusual noise and vibration.

6.8.1.2. Comprehensive Services

a. Checks for leaks.

b. Check coupling.

c. Lubricate pump and motor bearing/s per manufacturer’s recommendation.

d. Record and log all operating parameters.

e. Check for unusual noise and vibration.

6.9. Chiller, Water Cooled, Magnetic Bearing Centrifugal, 601-1000 Tons

6.9.1. The Contractor shall provide:

6.9.1.1. Operational Services

a. Review control panel for proper operation and record fault histories.

b. Check for proper condenser and chilled water flow.

c. Check system pressures and temperatures.

d. Check refrigerant levels.

e. Check capacity control and linkage.

f. Inspect for signs of refrigerant leakage.

g. Check for unusual noise and vibration.

h. Check overall condition of unit.

i. Review proactive parts for YK, YMCS/YMC2, YZ, YD, YVAA, TMA, YMAA, and YS. Also review Proactive Parts Replacement Tool for components that may be in need of or recommended for proactive replacement.

j. Run VSD diagnostics.

k. Record and log all operating parameters.

6.9.1.2. Comprehensive Services

a. Review control panel for proper operation and recorded fault histories.

b. Conduct refrigerant leak check.

c. Lubricate and check capacity control and linkage.

d. Check and tighten electrical connections.

e. Perform preventative procedures to flow proving devices.

f. Perform VSD coolant change procedures.

g. Check for unusual noise and vibration.

h. Review proactive parts for YK, YMCS/YMC2, YZ, YD, YVAA, TMA, YMAA, and YS. Also review the Proactive Parts Replacement Tool for components that may be in need of or recommended for proactive replacement.

i. Run VSD diagnostics.

6.9.1.3. Condenser Tube Brushings (removal and replacement of both heads)

a. Isolate tubes.

b. Drain water from tubes.

c. Remove heads.

d. Mechanically brush tubes.

e. Replace gaskets.

f. Replace heads.

6.9.1.4. Gantry Setups (preparation for water box head replacement)

a. Obtain proper equipment.

b. Deliver to job site or return to branch.

c. Setup or take/knock down equipment.

6.9.1.5. Refrigerant Sample and Analysis

a. Collect and remove sample(s) in approved container(s).

b. Drop sample(s) off for analysis.

c. Label and complete paperwork indicating present operating conditions.

6.9.2. Additional Requirements

6.9.2.1. Additional Preventative Maintenance – Required annually

a. Check and tighten all electrical connections.

b. Megohm motor windings.

c. Clean and backflush VSD heat exchanger(s).

d. Perform refrigeration analysis.

e. Review operating data for trends that may indicate increasing vibration or excess power consumption.

f. Magnetic Bearing Controller (MBC) data analysis to include 1x rotational speed vibration in displacement.

6.9.2.2. Additional Preventative Maintenance – Required every two (2) years

a. Perform the Eddy current testing.

b. Inspect Tubes.

6.9.2.3. Additional preventative maintenance – Required quarterly

a. The Contractor must provide one (1) quarterly visit to ensure optimal energy efficiency is being obtained and make suggestions or provide solutions by means of troubleshooting and/or preventative maintenance not recognized during routine scheduled maintenance.

6.10. Controls, Building Automation System, Enhanced Tier, Non-Connected System

6.10.1. Non-standard service delivery fee, provide software upgrades to Metasys as necessary.

6.11. Pump, Chilled Water, 11-50 HP

6.11.1. The Contractor shall provide:

6.11.1.1. Operational Services

a. Check for leaks.

b. Check pressures.

c. Visually inspect coupling.

d. Check for unusual noise and vibration.

6.11.1.2. Comprehensive Services

a. Check for leaks.

b. Check coupling.

c. Lubricate pump and motor bearing(s) per manufacturer’s recommendation.

d. Record and log all operating parameters.

e. Check for unusual noise and vibration.

6.12. Equipment Evaluation

6.12.1. Upon discovery of any equipment deficiencies or malfunctions (through inspection, preventative maintenance, or equipment failure), the Contractor shall provide a service technician for diagnostics and troubleshooting at no additional cost to the Government.

6.12.2. Following the equipment evaluation, the Contractor shall proceed with the service or repair work, unless the item is excluded from regular preventative maintenance per Section

7. If the repair is excluded from regular preventative maintenance, the Contractor shall not proceed with any work without written approval from the Contracting Officer.

7. EXCLUSIONS TO PREVENTATIVE MAINTENANCE

7.1. The subparagraphs below further clarify the scope of work under this contract. This work is considered within scope of the contract but will not be included in the routine monthly preventative maintenance (CLIN 0002).

7.1.1. Any item not specifically excluded shall be considered the Contractor’s responsibility and therefore covered under the routine preventative maintenance of this contract.

7.1.2. The following are excluded from the routine preventative maintenance requirement

(CLIN 0002):

7.1.2.1. Equipment, components, and parts not installed under this contract that are under the manufacturer’s or installer’s warranty.

7.1.2.2. Installation of new attachments or equipment not currently part of the Building Automation System at the time of award of the Base Contract that is required by inspectors, insurance agencies or VA/Government Authorities.

7.1.2.3. Repair or replacement of equipment due to natural disaster, vandalism, negligence, or misuse by persons other than the Contractor, its representatives and employees, unless any of those items create an emergency. In the event they result in an emergency, they shall be handled in accordance with Section 8 of this Statement of Work. The Contractor shall obtain written approval from the Contracting Officer prior to conducting related repairs. Payment will not be made for any unauthorized work.

7.1.2.4. Supervisory Network Engines (SNEs) and General Purpose Application MS/TP

Controllers

7.2. The requirements for repairs and services excluded from regular preventative maintenance are outlined in Section 8 of this SOW. The Contractor shall not perform any repairs or services excluded from regular preventative maintenance without written approval from the Contracting Officer. No invoice shall be paid if prior approval in advance of work was not received.

7.3. There shall be no borrowing of parts (i.e. removing a component from one area of the system, whether it’s in service or not, to correct a deficiency in another area of the system).

8. REPAIR SERVICES FOR ROUTINE MAINTENANCE EXCLUSIONS (CLIN 0003)

8.1. The estimated annual number of repair events (jobs) for routine maintenance exclusions is eight per year. This is based on historical purchase order data for the facility.

8.2. The Contractor shall provide repair services for routine preventative maintenance exclusions (as defined by Section 7 of this document) on an “as-needed” basis via a callback service. A separate CLIN will be provided for these repairs (CLIN 0003). The Government reserves the right to obtain repair services from other vendors. This work is not included in the monthly maintenance cost but can be procured on a separate order under this contract if the work is determined to be excluded from routine maintenance.

8.2.1. CLIN 0003 will be an all-inclusive, firm-fixed-price line item. Each approved repair event (each job) will be at a firm-fixed-price and shall include the following at no additional cost to the Government:

All labor All replacement parts and materials All consumables and incidentals Tools and test equipment Travel and transportation Diagnostics and testing Return-to-service verification Post-repair report

8.2.2. The Contractor shall perform repairs and service work covered under this section in accordance with Government direction and agreed-upon scheduling.

8.2.3. Prior to engaging in service or repair under this section:

8.2.3.1. The Contractor shall provide written justification as to why the service or repair is not covered under the regular monthly preventative maintenance (CLIN 0002).

8.2.3.2. The Contractor shall provide a price estimate to the Contracting Officer, if one is requested, at no additional cost to the Government. The estimate must include a breakdown of all parts and labor, as well as a schedule for completion of services.

This may be used by the Contracting Officer to determine whether the price is fair and reasonable.

8.2.3.3. The Contractor shall obtain written approval from the Contracting Officer (CO).

Any work performed without CO approval shall not be approved for payment and considered an Unauthorized Commitment.

8.2.4. Service or repair or under this paragraph shall be scheduled, to the maximum extent possible, during Administrative Hours (7:00 AM – 4:00 PM EST). In the case of an emergency, the Government may require that service or repair be addressed outside of Administrative Hours, in order to restore normal function as soon as possible.

9. EMERGENCIES

9.1. The Contractor must be capable of responding to emergencies during all hours (24-hour availability), and on weekends and holidays (24/7/365 capability).

9.2. If an equipment deficiency or malfunction is determined to be an emergency by the Erie VAMC Program Manager, the Contractor must acknowledge the call within 30 minutes of request and shall provide an emergency equipment evaluation on-site within two (2) hours of request.

9.2.1. If the repair is covered under the regular monthly preventative maintenance (CLIN 0002), the service work shall begin immediately following the equipment evaluation so as to restore normal function as soon as possible.

9.2.2. If the repair is excluded from regular preventative maintenance as defined by Section 7 of this SOW, then the Contractor shall refer to the requirements in Section 8. The Contractor shall not proceed with the repairs until written approval from the Contracting Officer has been received. Once approval is received, repairs must begin immediately so as to restore normal function as soon as possible.

10. INSPECTION AND ACCEPTANCE

10.1. Upon completion of any repairs, the Contractor must conduct a complete re-testing, inspection, calibration, tuning and/or otherwise as appropriate and document the repair and reinspection on a post-service report provided to the Program Manager. Documentation of repair activities shall be thorough and must include before-and-after photographs, test results, and certifications, as applicable.

10.2. Inspection and Acceptance Criteria

10.2.1. All repair work shall be inspected by the designated point of contact at Erie VAMC to ensure the repaired equipment is fully operational. Workmanship must be free of defects and align with professional standards.

10.2.2. Repairs must meet the technical specifications and quality standards detailed in the SOW.

10.2.3. All materials used must conform to the approved list of materials and industry standards.

10.2.4. Final acceptance will be granted only after all deficiencies have been resolved, and the Erie VAMC point of contact has verified that the work meets all requirements.

11. DOCUMENTATION

11.1. Following each visit, the Contractor shall provide documentation of the service provided and tasks performed. This shall be submitted in the form of a Microsoft Word format or PDF Document to the Erie VAMC POC.

11.1.1. Copies of the Contractor’s service tickets must be provided upon completion of each preventative service visit/task completed as well as any repair/replacement work performed.

11.1.2. The Contractor must complete any required maintenance checklists and report observations to the Erie VAMC POC.

11.1.3. The Contractor shall notify the Erie VAMC point of contact of any operational deficiencies or observations identified during preventative maintenance or repair services.

12. SECURITY / PRIVACY

12.1. Contractors requesting VA facility PIV badges must be sent to the Erie VAMC Program Manager or assigned Point of Contact (POC) for approval after they have met all VA requirements. POC will provide requirements.

13. RECORD MANAGEMENT LANGUAGE

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

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

13.3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

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

13.4. Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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

13.6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

13.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

13.8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract.

13.9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

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

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (OCT 2025)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) 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.

(c) 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.

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

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

(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. Examples of occurrences include 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. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(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) 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 that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) 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;

(D) Contractor point of contact; and

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

(5) 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, http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section3903&num=0&edition=prelim 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 FAR part 33 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 FAR part 32).

(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 termination for cause.

(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 for interest credits prescribed in FAR part 32 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 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. The Government will send a cure notice to the Contractor, unless the reason for the termination is late delivery. 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 under this contract 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) 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; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C.

chapter 87, Kickbacks; 49 U.S.C. 40118, Government-financed air transportation; and 41 U.S.C.

chapter 21 relating to procurement integrity.

(r) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services;

(2) The Disputes, Payments, Invoice, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) Other contract clauses incorporated in the solicitation or contract;

(4) Addenda to this solicitation or contract;

(5) Solicitation provisions incorporated in the solicitation;

(6) Other paragraphs of this clause;

(7) Other documents, exhibits, and attachments; and

(8) The specification.

(s) Unauthorized obligations.

(1) Except as stated in paragraph (s)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government-authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (s)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(t) Comptroller General examination of record. This paragraph applies if this contract was awarded using other than sealed bid procedures and is in excess of the simplified acquisition threshold on the date of award of this contract.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller…