S02-RFQ-Elevators Preventive Maintenance and Repairs-36C24822Q0349 final.docx

36C24822Q0349 Table of Contents

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 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

6.00

MO

17 Traction Elevators Preventive Maintenance and Repair Services at VACHS Contract Period: Base POP Begin: 04-01-2022 POP End: 09-30-2022 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

13 Hydraulic Elevators Preventive Maintenance and Repair Services at VACHS

POP Begin: 04-01-2022 POP End: 09-30-2022

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

1 Vertical Reciprocating Conveyor Preventive Maintenance and Repair Services at VACHS

POP Begin: 04-01-2022 POP End: 09-30-2022

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

12.00

17 Traction Elevators Preventive Maintenance and Repair Services at VACHS Contract Period: Option 1 POP Begin: 10-01-2022 POP End: 09-30-2023

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

13 Hydraulic Elevators Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2022 POP End: 09-30-2023

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

1 Vertical Reciprocating Conveyor Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2022 POP End: 09-30-2023

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

17 Traction Elevators Preventive Maintenance and Repair Services at VACHS Contract Period: Option 2 POP Begin: 10-01-2023 POP End: 09-30-2024

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

13 Hydraulic Elevators Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2023 POP End: 09-30-2024

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

1 Vertical Reciprocating Conveyor Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2023 POP End: 09-30-2024

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

17 Traction Elevators Preventive Maintenance and Repair Services at VACHS Contract Period: Option 3 POP Begin: 10-01-2024 POP End: 09-30-2025

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

13 Hydraulic Elevators Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2024 POP End: 09-30-2025

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

1 Vertical Reciprocating Conveyor Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2024 POP End: 09-30-2025

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

17 Traction Elevators Preventive Maintenance and Repair Services at VACHS Contract Period: Option 4 POP Begin: 10-01-2025 POP End: 09-30-2026

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

13 Hydraulic Elevators Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-02-2025 POP End: 09-30-2026

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

1 Vertical Reciprocating Conveyor Preventive Maintenance and Repair Services at VACHS

POP Begin: 10-01-2025 POP End: 09-30-2026

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

______NSP____

_____NSP____

Government option to extend service after Based period or any Option Period in accordance with FAR 52.217-8 Option to Extend Services (NOV 1999), Non-Separately Priced (NSP). 17 Traction Elevators Preventive Maintenance and Repair Services at VACHS

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

Government option to extend service after Based period or any Option Period in accordance with FAR 52.217-8 Option to Extend Services (NOV 1999), Non-Separately Priced (NSP). 13 Hydraulic Elevators Preventive Maintenance and Repair Services at VACHS

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

Government option to extend service after Based period or any Option Period in accordance with FAR 52.217-8 Option to Extend Services (NOV 1999), Non-Separately Priced (NSP). 1 Vertical Reciprocating Conveyor Preventive Maintenance and Repair Services at VACHS

PRODUCT/SERVICE CODE: J030 - Maintenance, Repair, and Rebuilding of Equipment - Mechanical Power Transmission Equipment

B.3 SCOPE OF WORK

36C24822Q0349

Page 1 of Page 1 of Elevators PM and Repair Services at VACHS

I. OBJECTIVE:

A. The Department of Veterans Affairs, VA Caribbean Healthcare System (VACHS), San Juan, Puerto Rico intends to negotiate and award a contract under the authority of The Federal Acquisition Regulations (FAR) Part 12 "Acquisition of Commercial Items", Part 13 "Simplified Acquisition Procedures" and Subpart 13.5 Simplified Procedures for Certain Commercial Items.

II. TYPE OF CONTRACT:

A. The VA anticipates award of a Firm Fixed Price Contract. The period of performance for this service is a six (6) months base period from the date of award and four (4) one-year option periods.

III. REQUIRED SERVICES:

A. The contractor shall provide preventive maintenance, repairs, and inspection services on all elevators at the VA Caribbean Healthcare System (VACHS) in San Juan, in accordance with the latest edition of the American Society of Mechanical Engineers (ASME) to maximize the life expectancy of the elevators and provide a minimum elevator operational availability of 97% (or as otherwise specified).

B. The contractor shall furnish all material, labor, supervision, tools, equipment and parts to provide full-service preventive maintenance, inspections, testing and repairs to all elevators under schedule. Elevators shall maintain the same speed, capacity, safety and efficiency as originally specified by the equipment manufacturer or as modified thereafter. All adjustments, repairs and modifications must be in conformance to the manufacturer guidelines and/or the following industry standards, as applicable, whichever is more stringent:

• ASME A 17.1 Safety Code for Elevators and Escalators, latest edition

• ASME A 17.2 Inspectors' Manual for Elevators and Escalators, latest edition

• ASME A 17.3 Safety Code for Existing Elevators and Escalators, latest edition

3. DEFINITIONS

• ANSI/NFPA70 National Electrical Code, latest edition

• Manufacturer's requirements and specifications on inspection, maintenance, and operation of each elevator model.

IV. GENERAL REQUIREMENTS:

A. Elevator Flooring: Contractor shall maintain and replace all elevators flooring as needed, with similar or equal composition as the existing one. The replacement materials must be approved by the COR prior to installation. Materials must meet the requirements of ASME A17.1 and all other codes included in the solicitation and this PWS.

B. Communication Devices: The Contractor shall be responsible for the telephones, telephone lines, intercom devices and programming of telephone instruments within the hoistway as required to meet ASME Al 7.1 or by the authority having jurisdiction.

C. The following elevator components are specifically excluded from of this contract:

D. The Contractor's quote shall include responding to unscheduled and/or emergency service calls 7 days per week, 24 hours per day as part of the contract price including service calls required due to external circumstances such as power spikes or interruptions.

E. The Contractor shall post a check chart for each elevator at each machine room in a conspicuous place. This check chart shall list each elevator component-showing schedule of manufacturer's recommended frequency of inspection.

F. The Contractors shall provide certification evidence of Puerto Rico Occupational Safety and Health Administration (PR OSHA) letter demonstrating registration at the PR Department of Labor. The contract shall keep mentioned certification current during the life of the contract.

V. PERSONNEL REQUIREMENTS:

A. The Contractor shall provide fully trained and experienced elevator repairers, technicians, work crews, and supervisory personnel in such numbers, times and places (to include on-site personnel) as may be required to fully meet the contract requirements.

B. UNIFORMS: The Contractor shall require all employees, including supervisors; to wear distinctive uniform clothing for ready identification, and assure that every employee is uniformed when first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

C. SUBCONTRACTS: All subcontracts must be in writing and conform to all the provisions of this contract. The Contracting Officer (CO) may request to approve in writing the use of subcontractors before they perform any work under this contract. Prime Contractor shall comply with the sub-contracting limitations in 13 CFR 125.6 as applicable.

D. CONTRACTOR CONDUCT: All persons furnished by the Contractor, including subcontractors, are the sole responsibility of the Contractor. Therefore, contractor is responsible for their supervision while they are on government property. The Contractor shall be responsible for their compliance with all applicable laws, rules, regulations, and security clearances.

E. CONTRACTOR REPRESENTATIVE: The Contractor shall assign an individual to work directly with the Contracting Officer. This individual will be responsible for all matters pertaining to the contract requirements.

VI. PERFORMANCE REQUIREMENTS:

A. The contractor shall assume responsibility for full-service maintenance upon commencement of the contract.

B. Subject to the capability of the equipment, the Contractor shall ensure that the original operating criterion is maintained at all times for each elevator including but not limited to:

a. Maximum capacity in pounds

b. Rated speed in feet per minute

c. Performance time measured brake to brake

d. Door operation

e. Traffic handling capabilities

f. Service call response time not to exceed 2 hours

g. Smooth and quiet ride quality

h. Software and controls

i. Lighting and safety controls C. A down-time percentage for each elevator less than three percent (3%) per year based on 365 days/24 hours per day, or as otherwise proposed by the successful offeror and accepted by the VA Caribbean Healthcare System (VACHS) at the time of award.

D. Less than two (2) unscheduled outage calls per month, per elevator.

E. Timely response to outages not exceeding the times specified in the Performance Work Schedule (PWS).

VII. CONTRACT COMPLIANCE AND STIPULATIONS:

A. Contract performance is measured based on the Operational Availability per month. If performance does not meet the stated requirements for the operational availability, payment or a portion of the payment for the monthly service shall be forfeited for that month. The stated requirements for the Operational Availability is as follows:

1. Operational Availability of 97% or greater per month

B. Basis for Forfeiture of Payment

1. Operation Availability If the unscheduled outage duration time exceeds 3% in any given month, a 25% forfeiture of the payment for that elevator will be incurred. The monthly payment deduction per elevator will be incurred as follows, until the entire monthly payment is forfeited.

31- 28 days of Operational Availability- Contractor receives full monthly payment 27 - 23 days of Operational Availability- Forfeit 25% of monthly payment 22 - 18 days of Operational Availability- Forfeit 50% of monthly payment 17 - 10 days of Operational Availability- Forfeit 75% of monthly payment 10 - 0 days of Operational Availability- Forfeit 100% of monthly payment

VIII. HOUSEKEEPING:

A. The Contractor shall take all necessary precautions, to safeguard and protect all VACHS property with which the Contractor comes in contact while performing the contract work.

B. The machinery exterior and other equipment parts which are subject to rust shall be kept painted. The machine room and pit floors shall be kept painted with material approved by the COR.

C. The Contractor shall maintain all building space and any VACHS-owned equipment the Contractor is authorized to use, in a neat, clean, orderly, and working condition always.

D. All machine rooms, hoist ways, pits, elevator equipment, and landing sill grooves shall be kept clean, free of dust, dirt, rust, grease, oil, and foreign debris.

E. The Contractor shall use reasonable care to minimize the generation of waste and shall properly dispose of all waste in the appropriate VA waste containers. Any waste generated during maintenance at a minimum shall be removed from the site daily.

IX. EQUIPMENT (ELEVATORS) ADDITIONS/DELETIONS:

A. Additional elevators may be incorporated and/or deleted after contract award. Due to the ongoing and upcoming construction projects at the VACHS several elevators are being or going to be renewed or installed. Upon knowledge of a beneficial occupancy date, acceptance of those elevators by the Government and/or warranty expiration; full preventive maintenance and repair services may be required. A bilateral modification between the contractor and the Government will be negotiated to incorporate or delete the units.

X. EQUIPMENT CHANGES:

A. The Contractor shall not change or alter the existing elevator equipment or any electrical circuits, safety mechanisms, wiring, or controls outside of the contractual terms and conditions without written authorization from the Contracting Officer. If the Contracting Officer authorizes changes, the Contractor shall develop and/or make appropriate revisions to the elevator drawings and/or specifications and provide a copy to the VACHS. All improvements and/or changes shall be documented by the Contractor during the term of this contract and shall become and remain the property of the VACHS. Contractor shall provide updated as-built drawings within 30 calendar days of the completion of modernization or major repair work.

XI. QUALIFICATIONS OF CONTRACT EMPLOYEES:

A. Qualifications. The personnel employed by the Contractor shall be capable employees, trained and qualified in elevator maintenance and repair work. Contractor personnel assigned at the VACHS shall possess at least two (2) years of relevant and recent experience (within the last 4 years preceding this solicitation) in the operation and maintenance of equipment identical or similar to the brands and models at the VACHS.

B. Licenses. Where applicable, all persons employed in a trade, craft, or profession that is licensed by state or local authorities shall have the appropriate license prior to performing any contract work. The license must be of a grade or level consistent with the requirements of the work being performed.

Prospective contractors (quoters) shall provide evidence of the following certification with their quote and shall maintain certification current during the life of the contract:

· Puerto Rico Occupational Safety and Health Administration (PR OSHA) letter demonstrating registration at the PR Department of Labor. The contractor shall keep mentioned certification current during the base and all option periods of the contract.

XII. SUPPLIES. MATERIALS. AND EQUIPMENT:

A. Furnished By The Government:

The Government will provide schematic wiring diagrams for each elevator type.

The Contractor shall keep these documents at each elevator machine room. When the contract expires, these documents must be returned to the Contracting Officer's Representative (COR).

B. Furnished By The Contractor:

1. The Contractor shall provide fill labor, supplies, materials, repair or replacement parts, tools, and equipment (including but not limited to diagnostic tools and/or equipment, computer hardware and/or software, including monitor displays, and/or standalone security systems installed by the elevator manufacturers) as necessary to perform the work specified in this contract professionally and successfully to maintain the elevators in full operational condition.

2. All parts replaced under the provisions of this contract shall be new, from the original equipment manufacturer (OEM), manufactured to OEM or equal specifications as approved by the COR.

3. Submittals: After the award of the contract, but prior to start performance the contractor shall submit the Material Safety Data Sheet (MSDS) of the supplies/materials intended to be used at the VACHS for the Government evaluation and approval. The Contractor shall keep Material Safety Data Sheets (MSDS) on site, for all materials in use. This includes all lighting.

XIII. INSPECTIONS AND TESTS:

A. Maintenance and Repair Inspections by the VACHS. The VACHS has a separate contract with a licensed Inspector as per DOL Regulation No. 18. The Inspector performs tests and/or inspections on a monthly basis or as deem necessary to make sure that all performance requirements are being maintained. The Contractor shall complete any repairs or deficiencies specified in the inspection report within 30 calendar days. Deficiencies not corrected within the given timeframe may result in the withholding of payments. When all listed deficiencies have been corrected, the Contractor shall sign and date the inspection report and return it to the COR or the acc.

B. Safety Deficiencies. If any condition is disclosed which constitutes a safety hazard to either elevator, passengers or equipment, that unit shall be removed from service immediately. After corrections have been made and the safety condition of the elevators has been verified, the unit shall be placed back in service. A copy of the report shall be provided to the COR.

C. Scheduling. The Contractor shall schedule in advance with the Operation Control Center (OCC) all elevator test and/or inspections that will remove the elevator from normal operation. The Contractor shall accompany the inspector during each inspection at no additional cost.

D. Testing. The Contractor shall perform all tests and inspections including firefighter's service as required by the equipment manufacturer and the applicable codes as specified on paragraph 18 above.

Any damage to the elevator equipment caused by any such test shall be repaired by the Contractor at no additional cost to the Government. At its discretion, the VACHS may have representatives present to witness any or all such tests. In addition to the requirements stated in ASM E Al 7 .1 for the Category 5 test of safeties at rated load and rated speed.

1. All Category 5 inspections and tests shall be performed during the quarter preceding the expiration date of the last test performed.

2. After completion of the required tests, A written record of the test findings shall be made by the Contractor and provided to the Operation Control Center (OCC).

3. Firefighters' Phase I and Phase II testing shall be coordinated in advance with OCC and shall be conducted on the hours before 6:30 AM or after 8:30 PM.

E. Contract Close-out Inspection.

1. Within 60 calendar days prior to the expiration of the contract, the Contractor and the COR together will inspect all elevators. The COR has the right to bring in a 3rd party inspector. The Contractor shall prepare an Existing Deficiency Report in conjunction with the COR that lists the deficiencies found for VACHS review/approval. The Contractor shall correct all deficiencies that fall within the scope of this contract within 30 calendar days of the deficiency notification. The Contractor shall also be responsible for latent deficiencies that are discovered after the close-out inspection.

2. The Contracting Officer may take deductions from monies due the Contractor for any deficiency that remains uncorrected beyond 30 calendar days after notification. Such deductions will be based upon the cost to the VACHS of having the deficiencies corrected by other means.

XIV. REPAIRS:

A. "Repairs" are defined as scheduled or unscheduled work required to return an elevator back to service after a breakdown or failure.

B. The Contractor must complete all repairs within 24 hours or less after discovering the problem or of receiving notification that corrective action is required. The Contractor shall notify the CO/COR immediately if repairs cannot be made within 24 hours. If the Contractor cannot complete the repairs within 24 hours, he/she shall present a plan in writing to the COR; for approval, indicating how it intends to complete the work.

C. Upon request the Contractor shall furnish a record of all repairs made to the elevators to include all parts and accessories.

D. Any repair work outside the scope of this contract must have prior approval by the Contracting Officer.

XV. SERVICE CALLS:

A. Definition. "Service Call" is the report of an elevator malfunction made by the COR or authorized personnel from the OCC.

B. Whenever called by authorized personnel (7 days per week, 24 hours per day), the Contractor shall respond promptly. Call-back requirements and response time are as follows:

Entrapments during normal working hours - 30 minutes Service calls during normal working hours - 1 hour Entrapments after normal working hours (to include holidays and weekends) - 1 hour Service calls after normal working hours (to include holidays and weekends) - 2 hours C. Reporting requirement: Contractor personnel upon arrival at the VACHS shall physically check in at the Operations Control Center (OCC).

D. For each service call, the Contractor shall provide to the OCC a service ticket for each elevator with the following information at a minimum:

• Date of service

• Description of work performed to resolve the problem and parts replaced, if any.

• Any indication of problems experienced

• Technician name and signature

• The time and date corrective action was completed

XVI. PREVENTIVE MAINTENANCE:

A. Definition. "Preventive Maintenance" (PM) is regularly scheduled work on the elevator(s) that the Contractor must do to accomplish the following:

1. Ensure their safe, reliable, and continued operation.

2. Prevent breakdowns due to worn parts.

3. Maintain elevators in accordance with all applicable manufactures, VA and ASME standards.

B. The elevator seismic detection system and the Sump Pump control System shall be included in the PM schedule.

C. Work Schedule. Contractor shall perform all work during regular working hours from 7:00 a.m. to 4:00 p.m. (or any other schedule approved by the CO or COR) excluding Federal holidays, unless specifically instructed otherwise by the CO or COR.

D. Scheduling Preventative Maintenance. Prior to removing an elevator from service, the elevator mechanic shall schedule a time mutually agreed to and confirmed in writing in advance with the COR or designated facility representative.

E. After Hours. The contractor may be required to perform work outside normal working hours. The Contractor has the option, with the approval of the CO, to perform work, inspections, and tests outside the normal working hours at no additional cost to the VACHS. Any scheduled work that removes an elevator from service (fireman's service test, dispatching work, etc.) shall be coordinated with the COR/OCC prior to removing the elevator from service. The Contractor must notify the CO, COR or designated facility representative to coordinate afterhours access to the building.

XVII. VISUAL ASSESSMENT:

A. Definition. "Visual Assessment” A visual assessment is a direct evaluation of the properties of a physical asset that are visible by the naked eye and can be evaluated directly in the field.

1. Initial Assessment. All qualified vendors are encouraged to perform a Visual Assessment at initial solicitation phase - prior to quote submission. The purpose of the initial assessment is to identify the required work, necessary for the elevator system to meet acceptable performance standards as defined in this document.

2. Upon contract award, the contractor accepts "as is" all elevator equipment specified in the contract. Failure to visually inspect the elevators, prior to contract award will not relieve the contractor from performing PM services and repairs in accordance with the strict intent and meaning of the specifications at no additional cost to the VACHS. Offerors should visually inspect the premises prior to submitting their offers to be fully aware of the scope of services required.

XVIII. SAFETY AND HEALTH:

A. Applicable Requirements. All work shall comply with applicable state and local safety and health requirements to include but not limited to: VA safety regulations, PR OSHA, EPA, NFPA and Life Safety Code. Where there is a conflict between applicable regulations, the most stringent will apply.

B. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

C. Responsibility. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work and shall hold the VACHS harmless for any action on its part or that of its employees or subcontractors, which results in illness or death.

D. Safety Equipment. The Contractor shall provide all necessary safety equipment and ensure that equipment and all relevant safety procedures are applicable for the job being performed and are utilized properly.

E. The Contractor shall use reasonable care to minimize the risks its work poses to the environment, customers, general public, and contract employees.

XIX. CONTRACTOR SECURITY PROCESS:

A. Risk Level Designation: The position risk/suitability level that has been assigned to the positions under this contract is Non- Sensitive (level 1), low risk. The Type of initial investigation for Non-Sensitive category is: National Agency Check with Written Inquiries (NACI).

B. All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: NACI. This requirement is applicable to all subcontractor personnel requiring the same access.

C. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days.

D. HOMELAND SECURITY PRESIDENTIAL DIRECTIVE (HSPD) -12: HSPD 12 is the -Policy for a Common Identification Standard for Federal Employees and Contractors. The Directive requires all Federal governmental departments and agencies to conduct background investigations and adjudicate the results (HSPD-12 complaint suitability determinations) for all contract employees requiring routine unescorted access to federally controlled facilities and/or information systems for more than 6 months, before identification cards will be issued. The required type of identification card for contractor personnel is a PIV Card.

E. Upon receipt of a favorable suitability determination, each employee of the Contractor will be issued an identification credential. At all times while working on the contract a Contract employee, including sub-contractor employees, must have in his/her possession the specific Government identification credential issued to them by the Government. The identification credential shall be displayed and visible at all times while on Government property. The COR, Government law enforcement, or security personnel shall periodically verify passes of Contractor employees with their personnel identification.

F. All credential identification shall have an expiration date and Contractor employees shall sign each badge at the time of photographing. The Contractor shall be responsible for ensuring that all identification credentials are returned to the Contracting Officer's Representative as his employees leave the contract (contract is completed, employees leave employment of the company, employees are dismissed or terminated). The Contractor will notify the Contracting Officer's Representative when employee badges are lost.

G. The Contractor will be responsible for paying the Government for replacement credentials at the current cost per badge.

XX. QUALITY CONTROL PLAN:

A. Contractor shall provide a quality control plan with their quote in accordance with the applicable codes and regulations. The Contractor shall perform to the standards as contained in the contract documents and utilize a comprehensive quality control plan/program to assure that the contract requirements are provided as specified. This shall include a maintenance control program.

B. Monthly, the Contractor shall schedule an onsite meeting to review the maintenance and performance of the elevators with the Contracting Officer or designee.

C. Annually, the Contractor shall survey/assess the elevator units to verify that they conform to the specifications and the other provisions of the contract. At the conclusion of the survey, the Contractor shall provide the VACHS representative a copy of the equipment assessment report and performance evaluation for each individual unit covered by this contract. The report shall indicate all repairs and upgrades as well as general condition and cleanliness of each unit.

In keeping with environmental protection as well as ASME A17.1 requirement, the contractor shall immediately notify the CO and COR in writing of any indication of underground oil leakage which may be attributed to a leaking underground hydraulic cylinder.

XXI. QUALITY ASSURANCE SURVEILLANCE PLAN:

A. The Quality Assurance Surveillance Plan is designed to provide an effective surveillance method of monitoring and evaluating the Contractor performance. Upon contract award, the COR, with the assistance of the CO will establish a complete Quality Assurance Surveillance Plan (QASP) to ensure that the requirements of this contract are being met by the Contractor.

B. The objective of the QASP is to reduce the risk to both the Government and the Contractor when problems arise and provide a disciplined process for evaluating the Contractor's performance in order to determine conformity with the requirements of the contract. The systems also help ensure that the required performance quality levels are achieved and that the total payment is related to the degree that services performed, or outcomes achieved meet contract standards.

XXII. PERFORMANCE REQUIREMENTS SUMMARY MATRIX:

Perform preventive maintenance

Elevators are fully operational 97% of the time

Daily scheduled inspections

Monthly payment forfeiture per unit in 25% increments when standard is not met.

Documented past performance positive/negative.

XXIII. ELEVATORS INVENTORY (see attachment A)

XXIV. ITEMS AND DATA TO BE FURNISHED BY THE GOVERNMENT:

A. The VACHS Manager or his designee will coordinate site access and site layout to include any equipment storage requirements. All required utilities clearances shall be obtained by VACHS personnel or designee.

EXHIBIT A – ELEVATOR INVENTORY LIST

VA CARIBBEAN HEALTHCARE SYSTEM (VACHS) SAN JUAN – ELEVATORS LIST

XXV: Influenza Vaccination Requirement - All contract employees shall comply with VHA Directive 1192.01 Seasonal Influenza Vaccination Program for VHA Healthcare Personnel. This policy applies to all individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.

MASKING REQUIREMENTS FOR UNVACCINATED HEALTH CARE PERSONNEL

HCP who do not receive influenza vaccination due to medical or religious exemptions must designate this at the VA Employee Health Unit on the Health Care Professional Influenza VA Form 10-9050 and wear a face mask while in any VHA location, including both clinical and non-clinical areas. In addition, HCP are required to wear a face mask during performance of their assigned duties and responsibilities. The face mask shall be work throughout the influenza season, or until the individual HCP receives a flu vaccination and completes the required VA Form 10-9050

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(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…