S02-RFQ-36C24525Q0634-ANNUAL PM 72 AHUs FY25-DC VAMC.pdf

PAGE 1 OF 1. REQUISITION NO.

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

a. NAME b. 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

688-25-2-459-0185

36C24525Q0634 08-21-2025

JOHN RITTER JOHN.RITTER2@VA.GOV 09-01-2025

10:00 AM EDT

90C Department of Veterans Affairs Washington DC VA Medical Center

JOHN.RITTER2@VA.GOV

50 Irving St NW Washington DC 20422

X 100

X

561210

$47 Million

N/A

X

90C

Department of Veterans Affairs Washington DC VA Medical Center

50 Irving St NW Washington DC 20422

90C

Department of Veterans Affairs

VISN 5

BALTIMORE VAMC 512

10 N GREENE ST

BALTIMORE MD 21201

VA FSC

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

See CONTINUATION Page

PREVENTIVE MAINTENANCE FOR AIR HANDLERs (72 AHUs)

AT WASHINGTON DC VAMC.

Site Visit Day: Tuesday 8/26/2025 @ 9:00 AM EST See Provisions Section Supplemental Instructions to Quoters For Details on Site Visit

All Request for Information (RFIs) Due NLT 8/27/2025 @ 1:00 PM EST, Send all RFIs to JOHN.RITTER2@va.gov

Quotes Due NLT Monday 9/1/2025 @ 10:00 AM EST Send all quotes to JOHN.RITTER2@va.gov

Must Review the Statement of Work (SOW) Must review Section Supplemental Instructions to Quoters

See CONTINUATION Page

X X

X 1

WILLIAM GALLETTA

VHA-RPOE-2025-007

mailto:JOHN.RITTER2@VA.GOV mailto:JOHN.RITTER2@VA.GOV http://www.fsc.va.gov/einvoice.asp mailto:JOHN.RITTER2@va.gov mailto:JOHN.RITTER2@va.gov

36C24525Q0634

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 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.3 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

C.4 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.5 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 SAM-WAGE DETERMINATION - 2015-4281-DC

D.2 VA CAMPUS MAP

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 SUPPLEMENTAL INSTRUCTIONS TO QUOTERS

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

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:

b. GOVERNMENT: Contracting Officer 36C245 JOHN RITTER Department of Veterans Affairs Washington DC VA Medical Center

JOHN.RITTER2@VA.GOV

50 Irving St NW Washington DC 20422

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] UPON COMPLETION 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. http://www.fsc.va.gov/einvoice.asp

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

AMENDMENT NO DATE

mailto:JOHN.RITTER2@VA.GOV http://www.fsc.va.gov/einvoice.asp

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3,382.00 HR __________________ __________________

AIR HANDLER UNIT PM DC VAMC

SEE SCHEDULE/STATEMENT OF WORK

Contract Period: Base POP Begin: 09-15-2025 POP End: 09-14-2026 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

1.00 EA __________________ __________________

AIR HANDLER UNIT MATERIALS FILTERS, BELTS, AND

CLEANER PARTS IAW SOW.

SEE SCHEDULE/STATEMENT OF WORK.

Contract Period: Base POP Begin: 09-15-2025 POP End: 09-14-2026 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

1.00 YR __________________ __________________

EMERGENCY REPAIRS - NOT TO EXCEED $10K.

Contract Period: Base POP Begin: 09-15-2025 POP End: 09-14-2026 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and

GRAND TOTAL __________________

B.3 STATEMENT OF WORK

Preventive Maintenance Agreement Air Handling Units

1.0 INTRODUCTION

The VA Medical Center in Washington DC is seeking a qualified contractor to perform comprehensive preventative maintenance and repair services for heating, ventilating and air conditioning as detailed in this scope of work. Service performance will be for the VAMC- 50 Irving St. NW, Washington DC, 20422.

2.0 BACKGROUND

The VA equipment for heating, ventilating, air conditioning, (HVAC) is required for preventative maintenance (PM) on a periodic basis (semiannual)through the year. The Facility Service, Maintenance Department, is severely deficient in staff to address the required PMs within the required time frame to ensure proper operations and prevent failure points on the equipment.

The current Maintenance staff is shorthanded to ensure proper PMs are being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service venture is needed to ensure the maintenance needs are addressed on the HVAC equipment/systems.

List of equipment:

MER1 AHU1

MER1 AHU2

MER1 AHU3 (TRANE TRACER SYSTEM)

CANTEEN AHU (AC SHOP UP STAIRS)

VRF SOCIAL WORK 1D141 (DX Unit)

VRF SOCIAL WORK WOWMENS CLINC (DX Unit)

AOV MER AHU (UP STEPS FROM CP) (DX Unit)

CONTROL PANEL ROOM AHU (DX Unit)

MER2 AHU4 (BASEMENT MER2)

MER2 AHU5 (BASEMENT MER2)

MER2 AHU6 (BASEMENT MER2)

MER2 AHU7 (BASEMENT MER2)

MER2 AHU8 (BASEMENT MER2)

MER2 AHU9 (BASEMENT MER2)

MER2 AHU10 (BASEMENT MER2)

MER2 AHU18 (BASEMENT MER2)

SPS AHU (SPS MER OUTSIDE OF CP)

MER3 AHU11 (OUTSIDE A ROOF)

MER3 AHU12 (INSIDE MER3 / PENTHOUSE)

MER3 AHU13 (INSIDE MER3 / PENTHOUSE TRANE TRACER SYSTEM)

MER3 AHU14 (INSIDE MER3 / PENTHOUSE TRANE TRACER SYSTEM)

MER3 AHU15 (INSIDE MER3 / PENTHOUSE TRANE TRACER SYSTEM)

PCU AHU1 (CARRIER PACKAGE UNITS LOCATION 4B ROOF) DX RTU

PCU AHU2 (CARRIER PACKAGE UNITS LOCATION 4B ROOF) DX RTU

CORE LAB AHU (CORE LAB HALL NEXT TO SB ACCESS STAIRWELL)

MORGUE AHU (CORE LAB HALL NEXT TO SB ACCESS STAIRWELL)

TER AHU (TRANE CONTROLS SUB BASEMENT)

PET CT AC1 (PET/CT GD117 AREA SMALL UNIT IN CT CEILING) DX Unit

PET CT AC2 (PET/CT GD117 AREA SMALL UNIT IN CT CEILING) DX Unit

LINEAR ACCELERATOR AHU (LA MER GG-103)

NUC MED AC1 (OFFICE HALL NEAR MER2 RM 207)

NUC MED AC1 (OFFICE HALL NEAR MER2 RM 208)

CARDIO REHAB AHU (1C116)

LIBERT SCU (GD204)

POLYTRAUMA AHU (DOWN PATRIOT ELEV HALL GC213/GC211A CEILING)

1E AHU19

FAST TRACK AHU (BY ER INSIDE 1E-229 VA POLICE BACK R CORNER) DX

Unit

WAREHOUSE AHU (DOWN WH HALL ON RIGHT PAST RECEPTION, NEXT

RIGHT CORRIDOR WH MER)

GERIATRICS AHU-1 (DOWN WH HALL ON RIGHT PAST RECEPTION, NEXT

RIGHT CORRIDOR WH MER)

IV PREP AHU-1 (INSIDE IV PREP AREA MECHANICAL CLOSET)

WELCOME CENTER AHU (WC RIGHT OFFICES RM 1E-622 up ladder)

OR AHU1 (OR ROOF MECHANICAL ROOM)

OR AHU2 (OR ROOF MECHANICAL ROOM)

GU AHU (A WING ROOF)

B WING AHU1 (2B-225 2B MECHANICAL ROOM)

2D AHU1 (2D-228 AHU 1 & 3)

2D AHU2 (2D-127 AHU 2 & 4)

2D AHU3 (2D-228 AHU 1 & 3)

2D AHU4 (2D-127 AHU 2 & 4)

ATRIUM AHU19 (3A-102 MECHANICAL ROOM)

ATRIUM AHU20 (3A-102 MECHANICAL ROOM)

4C AHU1 (4C ROOF)

4C AHU2 (4C ROOF)

4C AHU3 (4C UPPER CONFERENCE ROOF)

CATH LAB AAON (MER6 PH UP LADDER MONITOR ONLY) DX Unit

EP LAB (MER3 AAON RTU) DX Unit

MICU AHU

SICU AHU B ROOF

MER6 AHU-1 (BACK OF MER6)

MER6 AHU-2 (BACK OF MER6)

MER6 DIALYSIS AHU-1 (MRI HALLWAY BASEMENT FLOOR)

MER6 MRI AHU-1 (BH-254 BASEMENT FLOOR MRI)

MER6 PMR AHU-1 (NURSING EDUCATION MECHANICAL ROOM)

B6 SMOKERS LOUNGE AHU (B6 2ND FLOOR COURTYARD GLASS ROOM) DX

BH136 AHU (BH-136 BASEMENT MRI-FMS HALLWAY)

B6 AC-1 (MER6 TRANSFORMER ROOM)

B6 AC-2 (B6 ELEVATOR CONTROL ROOM BASEMENT)

B6 FMS AHU (FMS HALL BH-133)

B4 AHU1 (B4 PENTHOUSE)

B4 AHU2 (B4 PENTHOUSE)

B4 RESEARCH AHU (BLD 14 MECHANICAL RM 1025)

MULTISTORY AHU (ADMIN BUILDING LOADING DOCK ROOF)

3.0 SCOPE

3.1 Item 1 – Preventative Maintenance (PM)

The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW.

Contractor shall perform preventative maintenance (PM) for all equipment listed in this document including ancillary components associated with the functioning of these devices. PM shall be performed in a manner designed to improve the reliability, efficiency and lifespan of the equipment serviced.

The contractor shall adhere to all individual manufacturer’s requirements and instructions for the particulars of scheduled maintenance of the systems/equipment. All contractor personnel and subcontractors that perform scheduled maintenance shall be qualified by the systems/equipment manufacturer where necessary to preserve any warranties on the systems/equipment. The contractor shall provide a written semiannual schedule to the POC for the facility, listing the specific equipment to be serviced during the upcoming period and outlining the individual PM tasks to be completed, including any after-hours service. The semiannual schedule must provide at least two weeks advanced notice prior to any shutdown of a unit and the VA POC must formally approve and accept schedule prior to work being performed.

The contractor shall obtain, provide, and install all parts, materials, and supplies necessary to perform PM, and shall be responsible for the cost of same within their base bid amount. Contractor shall use parts supplied by the original equipment manufacturer (OEM) or authorized equal (as stipulated by the manufacturer) when replacing all parts, components, and/or devices for the covered systems. Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new equivalent part. The contractor shall notify the VA when such replacements/modernization occurs.

The contractor shall provide labor, material, and equipment necessary to perform a record assessment all 72 Air Handling Unit’s all manufacturer specific maintenance activities and the minimum maintenance activities at the specified frequencies below. At first maintenance, ALL applicable items shall be performed, then post initial PM, the recommended frequencies should be adhered to.

Preventive Maintenance recording procedures are as follows:

Minimum Maintenance Activity and Frequency for Ventilation System Equipment and Associated Components (ASHRAE 62.1- 2022) Frequency

1. Supply and install new Filters on schedule (frequency- every two months) and belts (belts are to be inspected for cracks and wear and will be replaced as needed)

2. Clean all heating, cooling water, and steam strainers devices as part of this preventative maintenance service.

3. Inspect/clean control dampers verify operational status.

4. Lubricate associated actuators, inspect linkages. Confirm proper alignment and operation.

5. Inspect fan blades for normal operation. Clean dust buildup.

6. Clean Chilled Water Coils inspect for leaks (spring)

7. Clean Chilled Water Coils inspect for leaks/damage drain and remove all moister from interior of cooling coil (fall)

8. Clean Heating Coils (Preheat/ Reheat) inspect for leaks/damage.

9. Clear all drains with compressed air.

10. Clean air Intake assembly

11. Inspect insulation on supply and return lines and AHU Structure

12. Inspect Heat trace.

13. Visually inspect outdoor air intake louvers, bird screens, mist eliminators, and adjacent areas for cleanliness and integrity; clean as needed; remove all visible debris or visible biological material observed and inspect for physical damage to louvers, screens, or mist eliminators.

14. Ensure all moving parts are free of cracks and excessive wear. Test supply and return fan RPM against design specifications.

15. Tighten Bearing collar set screws on supply and return fan/motor shaft. Grease as necessary

16. Confirm all mechanical connections and dampers are properly lubricated. Check for leaks. All coils, refrigerant lines, valves, fittings, etc. Inspect/clean condenser coils (if applicable).

17. Check for rust in condensation pans and drains. Clean as necessary

18. Check all belts/pulleys for signs of wear and cracks.

19. Properly align rigid couplings.

20. Check freeze stat is set to proper temperature setting and operation. Replace if needed.

Semiannually items 2-13.

Every two months-(Filters- Item 1)

21. Vacuum the entire unit properly.

Please note that the schedule will be an agreed upon date between the contractor and the VA Medical Center DC

Update of operational findings to be noted in pm report as pass or failed. If failure is noted provide a cost and recommended method of repairs to bring components to a normal operational status

Personnel Qualifications- Before assigning employees to start work under the terms of this contract, the Contractor shall ensure that they have the required qualifications and, if applicable, possess the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements and laws. Personnel operating motor vehicles shall have a valid state driver’s license and abide by all VAMC Healthcare System traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. As part of the quotation, the Contractor shall submit information on the qualifications or certifications for employees and sub-contractors proposed to work on the services of this contract. Journeyman tradespersons shall be licensed for their respective trades in accordance with Federal requirements. Note: All HVAC trades personnel working with refrigerants shall have universal Environmental Protection Agency (EPA) certification. Contractor will ensure all certificates, licenses and permits are kept current and valid. All license and certification renewals shall be submitted to the POC annually or as requested.

The POC shall track Contractor compliance with any manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties. The contractor shall provide fully completed worksheets to the POC with sufficient detail concerning each completed task. The contractor will annotate equipment records showing warranted items and warranty expiration dates on all equipment. The contractor shall provide supporting documentation for any warranty claims to the on-site POC. The Government will provide the contractor with all existing warranty documentation at the start of the task order. The contractor shall maintain and inspect all infrastructure systems under warranty, without voiding the warranty.

A condition assessment of the equipment inventory is incorporated into this Site-Specific statement of work. The contractor is responsible for all required routine maintenance of the equipment included below and condition assessment of the inventory and as described herein, necessary to ensure proper function of the equipment in accordance with manufacturer’s guidelines, applicable standards and codes. Any unscheduled maintenance/repair work (would not be considered as part of this statement of work) shall be performed only when authorized by the Contracting Officer CO or POC, in accordance with Government-approved technical instructions and facility priorities.

NOTE: unscheduled maintenance does not include routine maintenance. Routine maintenance services must be incorporated within the base bid amount.

The CO and POC shall notify and work with the contractor on any additional equipment added or changes to the equipment list for PMs and frequency. The contract will then be modified to address the updated costing to the service agreement. Also, the CO and POC shall notify and work with the contractor to remove the equipment item from coverage because it can no longer be economically maintained or has been removed/replaced from the property. The contract will then be modified to address the updated costing to the service agreement.

3.2 Item 3 – Emergency Services (Labor)

The contractor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within four (4) hours. The contractor shall respond within 4 hours for all emergency call backs on the equipment section listed in the above scope of work and to include, but not limited to the equipment items in Attachment A.

The contractor shall provide service labor, materials, and parts necessary to support as needed and emergency calls for repairs and replacements. The contractor shall supply minor parts and materials (<$1,200 per equipment item per year) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation (>$1,200 per equipment item per year), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 24 hours to the POC.

3.3 Item 4– Materials and Parts

The contractor shall supply parts and materials ($2,500 per equipment item per year) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation ($2,500 per equipment item per year), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 24 hours to the POC. These costs will be included on the service agreement for anticipating parts and materials for potential repairs and replacements. These equipment sections are listed in the above scope of work and to include, but not limited to the equipment items in Attachment A.

Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the POC. All repairs shall be in accordance with the equipment manufacturer’s requirements and\or applicable laws, regulations, codes, etc. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service, emergent service, and repairs. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto. An extension may be granted at the discretion of the POC on a case by case basis. Each request for an extension must include an explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible.

4.0 PERFORMANCE REQUIREMENTS

All work shall be completed such that the integrity of the systems is maintained. All work shall be done in accordance with OSHA, EPA regulations, NFPA codes, with particular attention to NFPA 85, VA codes, Federal, State, and local regulations throughout the course of this service contract.

The Contractor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists.

The contractor shall submit all necessary safety plans to include, but not limited to;

equipment specific Lock-Out Tag Out procedures, Electrical Safety, plan and SDS for any chemicals used to the POC for approval prior to working at the Medical Center.

The contractor shall schedule all site visits, to include emergencies, with the POC.

The contractor shall furnish authentic parts from the equipment manufacturer. The determination of when to replace parts is at the recommendation of the technician, with the POC’s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement.

The contractor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the POC.

The contractor shall respond within 4 hours for all emergency call backs.

Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any.

All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a “Contractor” badge. Badges must be returned, and logged out prior to departing the premises. Vendor shall then coordinate with the POC prior to performing their work.

Personnel must wear the proper personal protective equipment (PPE) at all times. Work done under this project must comply with infection control requirements.

The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Washington DC VA shall not accept deliveries for project purposes.

Special care will be taken to secure tools and construction equipment.

Material Safety Data Sheets (MSDS’s) must be submitted to the POC for approval for all hazardous materials before they are brought to the work site.

Two weeks prior notice is required for all work that involves shutting down any of the systems. Work requiring a shutdown may be required to be performed outside of normal working hours.

End of day cleanup of the work area(s) is mandatory, and all trash shall be bagged and properly disposed of offsite.

Contractor vehicles, including those of their employees, are to be parked in the lower level of Lot D.

All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract.

Travel costs are defined as not limited to time and vehicle costs for personnel travelling to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

5.0 DELIVERABLES

Contractor shall coordinate with the POC to provide a complete calendar year schedule for scheduled maintenance tasks at the commencement of the contract.

Contractor shall provide a prioritized phone support contact list at the commencement of the contract.

Submittal of proposed equipment and materials to be used on site for review and approval by the POC.

Submittal of Contractor safety plan and lock\out tag\out plan.

Submittal of Safety Data Sheets (SDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property.

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(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 Federal Acquisition Regulation (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 FAR 32.608-2 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; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) 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 Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(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 (u)(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.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.2 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.3 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

(a) Definition. for the Department of Veterans Affairs, ‘‘Service-disabled Veteran-owned small business concern or SDVOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

https://veterans.certify.sba.gov/

(2) The term ‘‘Service-disabled Veteran’’ means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

(5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or 852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.

(5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated.