S02 SF1449 RFQ 36C26220Q1012.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. DUNS: DUNS+4:

PHONE: FAX:

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

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

SEE ADDENDUM

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

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

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

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

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

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

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

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

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

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

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

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

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 85

691-20-3-5091-0072

36C26220Q1012 06-25-2020

NICHOLS, CECIL S. (562) 766-2267 07-15-2020

10AM

36C262

DEPARTMENT OF VETERANS AFFAIRS

Network Contracting Office (NCO) 22

4811 Airport Plaza Drive, Suite 600

Long Beach CA 90815

X 100

X

Y

561210

$41.5 Million

N/A

X

36C691

VA GREATER LOS ANGELES HEALTHCARE SYSTEM

11301 Wilshire Blvd

Los Angeles CA 90073-1003

36C262

Network Contracting Office (NCO) 22

4811 Airport Plaza Drive, Suite 600

Long Beach CA 90815

Financial Services Center

P.O. Box 149971

Austin TX 78714-9971

1-877-353-9791

See CONTINUATION Page

SERVICE to PERFORM North Campus HVAC-R Systems PMI, VA Greater Los Angeles Healthcare System.

SOLICITATION IS 100% VOSB set-aside IAW Public Law.

JOB WALK / RFI SUSPENSE - SEE SOLICITATION INSTRUCTIONS

This is a Request for Quote (RFQ)

ALL quotes are due NLT 10:00AM Pacific 7/15/2020

Quotes shall be submitted (PDF files only) via email to:

CECIL NICHOLS, Contracting Officer at cecil.nichols@va.gov

This is a Firm-Fixed-Price solicitation; submit pricing on

B.6 Price/Cost Schedule.

Requirement is for a Base + up to four (4) Option Years.

PERFORMANCE PERIODS (estimated):

BASE YEAR - 8/1/2020 to 7/31/2021

Option Year One (OY1) - 8/1/2021 to 7/31/2022

Option Year Two (OY2) - 8/1/2022 to 7/31/2023

Option Year Three (OY3) - 8/1/2023 to 7/31/2024

Option Year Four (OY4) - 8/1/2024 to 7/31/2025

WAGE DETERMINATION RATES SCA WD 2015-5613 REVISION 14 APPLY.

See CONTINUATION Page

X X

X 1 mailto:cecil.nichols@va.gov

36C26220Q1012

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 52.237-1 SITE VISIT (APR 1984)

B.2 NOTIFICATION TO OFFERORS

B.3 CONTRACT ADMINISTRATION DATA

B.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

B.5 Final STATEMENT OF WORK (SOW)

B.6 PRICE/COST SCHEDULE

ITEM INFORMATION

B.7 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

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

2018)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (MAR 2020)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 52.219-13 NOTICE OF SET-ASIDE OF ORDERS (MAR 2020)

C.6 52.219-14 LIMITATIONS ON SUBCONTRACTING (MAR 2020)

C.7 52.222-8 PAYROLLS AND BASIC RECORDS (AUG 2018)

C.8 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER—SYSTEM FOR

AWARD MANAGEMENT (OCT 2018)

C.9 52.236-1 PERFORMANCE OF WORK BY THE CONTRACTOR (APR 1984)

C.10 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.11 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.12 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.13 VAAR 852.219-11 VA NOTICE OF TOTAL VETERAN-OWNED SMALL

BUSINESS SET-ASIDE

C.14 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.15 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.16 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN

2008)

C.17 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION RATES

D.2 NORTH CAMPUS BUILDING LISTING

D.3 BUILDING 300 AC UNITS

D.4 BUILDING 300 CUs

D.5 BUILDING 300 ECs

D.6 BUILDING 300 REFR EVAPS FINAL

D.7 BUILDING EQUIPMENT INVENTORY

D.8 BUILDING EQUIPMENT INVENTORY – FILTERS, BELTS, ETC

D.9 TRI-DIM HEPA GASKET SEAL 1700-1 LITERATURE

D.10 TRI-DIM SYN-PAC E LITERATURE

D.11 TRI-DIM TRI-CELL IVS LITERATURE

D.12 TRI-DIM TRI-DEK XL 4-PLY LITERATURE

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018) .61

E.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (MAR 2020)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

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

E.6 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 52.237-1 SITE VISIT (APR 1984)

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

An organized site visit has been scheduled for –

Wednesday, July 1, 2020 at 9:00AM Pacific local

Interested Participants will meet at –

VA Greater Los Angeles Healthcare System campus (northside of Wilshire Blvd) at Building

218 South entry off Eisenhower Avenue across from Parking Lot #7 and vacant Chapel.

Request for Information (RFI) suspense –

Thursday, July 2, 2020 NLT 2:00PM Pacific local via email to cecil.nichols@va.gov.

Request for Quote (RFQ) suspense –

Wednesday, July 15, 2020 by 10:00AM Pacific local via email to cecil.nichols@va.gov.

(End of Provision)

B.2 NOTIFICATION TO OFFERORS

The following provisions are incorporated into 52.212-1 as an addendum:

1. GENERAL INSTRUCTIONS FOR QUOTE SUBMISSIONS

a. Period of Acceptance of Offers. The Offeror agrees to hold prices in its offer firm for a period of thirty (30) calendar days from the date specified for the receipt of offers.

b. Submitting your quote: Quotes are due on Wednesday, July 15, 2020 NLT 10:00AM Pacific local time. Submit your company’s quote by responding to this RFQ via email only to Cecil S. Nichols, contracting officer at cecil.nichols@va.gov. All quotes/attachments in response to this RFQ shall be in

Adobe PDF or Microsoft Office Word Format. It is the offeror’s responsibility to confirm that all required documents are included and received by the solicitation due / suspense date.

c. Inquiry or questions: Deadline for Request for Information (RFI) submission is Thursday, July 2, 2020 NLT 2:00PM Pacific local time. Telephone inquiries will not be accepted.

2. REQUIREMENTS FOR SUBMITTAL: The following sub-sections are the requirements to be submitted by the offeror.

a. Offeror must provide a cover sheet to include the following:

b. Solicitation No. 36C26220Q1012.

c. Company’s name, address, point-of-contact, phone number, email address.

d. DUNS number.

e. Page 1 - SF1449, block 30(a), 30(b) and 30(c).

f. Page 3 - Section B.1(1)(a) Contract Administration Data and paragraph 5 Acknowledgement of

Amendments – SF 30(s), if any, blocks 15A, 15B and 15C completed.

g. Offerors shall complete and submit the Price Schedule in section B.

h. To assist the Contracting Officer in making the determination of responsibility, offerors are asked to provide the following documents with their quotes:

1) Contractor’s State business license issued in accordance with the provisions of the Business and

Professions Code. Submit with offer.

2) Offeror must be certified and possess a current C-20 Warm-Air Heating Ventilation and Air

Conditioning; C-36 Plumbing; and C-38 Refrigeration license issued by the Contractors State

License Board (CSLB) or other nationally recognized accrediting entity. Submit with offer.

(End of Clause)

B.3 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C262

Network Contracting Office (NCO) 22

4811 Airport Plaza Drive, Suite 600

Long Beach CA 90815

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY WITH COR APPROVED INVOICE

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:

AMENDMENT NO DATE

B.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

Basis of Award: Lowest-priced and special standards of responsibility are the only factors that will be used to evaluate offers (see FAR Provision 52.212-2). The lowest-priced offeror will be evaluated to determine if the quoted price exceeds the amount of funding available for the procurement. If the offered price does not exceed the amount of funding available for the procurement, the quoted price will be evaluated to determine if it meets the special standards of responsibility and is reasonable. If the offered price and special standards of responsibility are found to be reasonable, the offeror who submitted this quote will be identified as the “successful offeror.” The Contracting Officer will then determine if the successful offeror is responsible using the general standards of responsibility applicable to this procurement. If contract award cannot be made to the successful offeror, the Contracting Officer will evaluate the next lowest-priced offeror following the procedures described above. This process will continue until a contract award can be made or the Contracting Officer determines that no contract award can be made. The Contracting Officer may find all offeror quotes not acceptable and cancel the solicitation if the lowest-priced offeror exceeds the amount of funding available for the procurement. The

Contracting Officer may likewise find an offeror under evaluation, as well as all remaining offerors, not acceptable and cancel the solicitation if the offered quote currently under evaluation exceeds the amount of funding available for the procurement. The Government intends to evaluate offerors and award a contract without discussions. However, the Government reserves the right to conduct discussions at any time if determined by the Contracting Officer to be in the Government’s best interest. In addition to the

General Standards of Responsibility found in FAR 9.104-1 and in accordance with FAR 9.104-2, the following Special Standard of Responsibility applies to this procurement. Offerors who fail to meet the

Special Standards of Responsibility will not be eligible to receive contract award.

(2) Special Standards of Responsibility. The following special standards of responsibility apply to this procurement and shall be submitted with offer as a condition of contract award:

SP1: Offeror shall be State Licensed in accordance with the provisions of the State Business and

Professions Code. Submit with offer.

SP2: Offeror must be certified and possess a current C-20 Warm-Air Heating Ventilation and Air

Conditioning; C-36 Plumbing; and C-38 Refrigeration license issued by the Contractors State License

Board (CSLB) or other nationally recognized accrediting entity. Submit with offer.

Offerors who fail to meet ANY Standards of Responsibility are not eligible for contract award.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the

Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

B.5 Final STATEMENT OF WORK (SOW)

PART A

SERVICE TO PERFORM NORTH CAMPUS HVAC-R SYSTEMS PMI

VA GREATER LOS ANGELES HEALTHCARE SYSTEM

691-20-3-5091-0072

1. TITLE:

SERVICE to PERFORM North Campus HVAC-R Systems PMI.

2. PLACE OF PERFORMANCE:

VA Greater Los Angeles Healthcare System (VAGLAHCS)

11301 Wilshire Blvd

Los Angeles, CA 90073-1003

3. PERIOD OF PERFORMANCE:

Contract period shall be for one (1) Base Year plus up to four (4) one (1) year Option Year(s) with the Government having sole right to exercise option(s).

4. CONTRACT TYPE:

It is the intent of the Government to enter into a single award firm-fixed price (FFP) contract.

5. GENERAL:

This contract is subject to certified payroll. Requirement is to provide Heating, Ventilation, Air Conditioning, and Refrigeration (HVAC-R) preventive maintenance inspection (PMI) and intervening services. Government shall not exercise any supervision or control over Contractor personnel performing services specified. Such contract service providers shall be accountable solely to the Contractor who, in-turn is responsible to the Government. Contractor shall perform on-site maintenance, repair, calibration, performance verification and quality assurance to keep equipment covered under this contract in optimum operating condition. Routine service shall be performed during normal VAGLAHCS working hours from 6:00AM to 4:00PM, Monday through Friday, excluding holidays. Emergency on-call service shall be made available twenty-four (24) hours per day, seven (7) days per week (24/7) including holidays.

6. BACKGROUND:

The VAGLAHCS North Campus is comprised of Pre and Post World War II buildings being used in a variety of purposes which include Research, Drug, Alcohol and Medical Rehab, Nursing and Geriatric Care, Community Living, Administrative, Nutrition and Food Service Production, maintenance, transportation, Theater, and other staffing functions. There is a wide range of equipment covered under this contract from window A/C units to large commercial chillers and fan coil units, walk-in refrigerators and walk-in freezers, split systems, package units, Variable Refrigerant Flow (VRF) units, cold food serving stations, reach-in coolers, residential type heating and cooling systems, equipment cabinet cooling systems, and exhaust systems throughout approximately 37 buildings.

7. OBJECTIVES:

7.1 Facility objectives are to provide a clean and healthy atmosphere which is compliant with all hospital / healthcare regulatory agencies such as The Joint Commission, CAP, CARF, and OMI.

7.2 Maintain continuous and efficient operation of all HVAC-R equipment and building automation systems 24/7/365 [366 leap year] to include Carrier in building 206, LG in building 158, and Mitsubishi in building 158.

7.3 Control temperatures throughout the buildings to meet facility requirements.

7.4 Control Space Air Pressure relationships (positive / negative) and air exchange rates to meet facility requirements.

7.5 Ensure efficient operation of HVAC-R equipment 24/7/365 [366 leap year].

7.6 Provide a not to exceed (NTE) 30-minute response time during normal working hours and NTE 4-hour response time after normal working hours to address complaint calls for any needed repairs and adjustments.

8. SCOPE:

This is an inclusive contract; contractor shall provide all manner, means, methods, equipment, expertise, facilities, incidentals, labor, materials, parts, services, supervision, supplies, tools, transportation, travel, qualified personnel, and other items necessary to perform North Campus HVAC-R PMI and intervening services as stated in this Statement of Work (SOW), except for those items specified as Government furnished property and services, in accordance / compliance with current code(s), directives, regulations, industry guidelines / standards, manufacturer recommendations, and this SOW and subsequent contract at/for the VAGLAHCS. Services are to be proactive PMI with the result of having the North Campus HVAC-R systems throughout buildings fully functional and working in optimal operating condition 24/7/365 [366 leap year]. Contractor shall accomplish all tasks related to maintaining the systems optimal functionality.

8.1 SPECIAL STANDARDS OF RESPONSIBILITY / QUALIFICATIONS:

Contractor is responsible for ensuring all employees performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who have been trained to perform work on the specific equipment in accordance with the Original Equipment Manufacturers (OEM) PMI / repair procedures. Contractor personnel shall be certified in refrigerant use and handling. “Fully Qualified” is defined as factory trained or equivalent and experienced to work on the assigned equipment. Site Engineers (SE) will be fully versed in the operation and maintenance of all common industrial HVAC-R equipment. All SE’s will function at the journeyman level, graduates of an accredited trade school and / or a certified apprenticeship program or have demonstrable experience equal to this formal training.

8.2 LICENSING REQUIREMENTS:

8.2.1 Offeror shall be State licensed in accordance with the provisions of the Business and Professions Code. Submit with offer.

8.2.2 Offeror must be certified and possess a current C-20 Warm-Air Heating Ventilation and Air Conditioning; C-36 Plumbing; and C-38 Refrigeration license issued by the Contractors State License Board (CSLB) or other nationally recognized accrediting entity. Submit with offer.

8.2.3 Offeror site supervisor must possess 30-hour Occupational Safety and Health Administration (OSHA) and workers must possess 10-hour OSHA safety card credentials.

9. INFORMATIONAL REQUIREMENTS:

Contractor shall notify and coordinate ALL work activities / site access with the VA POC /

COR – ALAN SILVER (310) 268-3424.

9.1 QUALITY CONTROL: Contractor shall develop and maintain an effective Quality Control (QC) program to ensure services are performed in accordance with this SOW.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services, and include a plan when staff is out due to illness / vacation / other. Contractor shall deliver a written Quality Control Plan (QCP) within 30 days of contract award. After acceptance of the QCP, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system.

9.2 QUALITY ASSURANCE: Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).

This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Contractor shall meet with the COR monthly to evaluate the performance and discuss any issues that need to be resolved.

9.3 NATIONAL FEDERAL HOLIDAYS AND OVERTIME: Contractor is not required to perform routine PMI on holidays stated below. However, Contractor is required to respond to emergency calls. Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. When one of the holidays fall on a Sunday, the following Monday will be observed as a National Federal Holiday. When one of the holidays fall on a Saturday, the preceding Friday will be observed as a National Federal Holiday. National Federal Holiday schedule:

New Year’s Day January 1

Martin Luther King ‘s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

9.4 WORKING / HOURS OF OPERATION: Contractor is responsible for conducting business between the hours of 6:00AM to 4:00PM Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

For other than firm-fixed-price (FFP) contracts, the Contractor will not be reimbursed when the Government facility is closed for the stated reasons. Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for stated reasons. When hiring personnel, Contractor shall keep in mind that the stability and continuity of the workforce are essential.

9.5 SECURITY REQUIREMENTS: Contractor personnel performing work under this contract must have a basic security clearance (NAC) at time of quote submission and must maintain the level of security required for the life of the contract.

9.5.1 PHYSICAL SECURITY: Contractor shall be responsible for safeguarding all Government equipment, information, and property provided for Contractor use.

At the close of each work period, Government facilities, equipment, and materials shall be secured.

9.5.2 KEY CONTROL: Contractor shall establish and implement methods of making sure all keys / key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked or secured areas. Contractor shall immediately report any occurrences of lost or duplicate keys / key cards to the Contracting Officer.

9.5.3 IN THE EVENT: Keys, other than master keys, are lost or duplicated, Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying at Contractor expense. When replacement of locks or re-keying is performed by the Government, the total cost of re-keying or replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

9.5.4 CONTRACTOR: Shall prohibit the use of Government issued keys / key cards by any persons other than the Contractor’s employees. Contractor shall prohibit the opening of locked areas by Contractor’s employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas or personnel authorized entrance by the Contracting Officer.

9.5.5 LOCK COMBINATIONS: Contractor shall establish and implement methods of ensuring all lock combinations are not revealed to unauthorized persons.

Contractor shall ensure lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

These procedures shall be included in the Contractor’s QCP.

9.6 POST AWARD CONFERENCE / PERIODIC PROGRESS MEETINGS:

Contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition

Regulation Subpart 42.5. Contracting Officer, Contracting Officer Representative

(COR), and other Government personnel as appropriate may meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the contracting officer will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

9.7 PERFORMANCE MONITORING, INSPECTION AND ACCEPTANCE:

Routine inspections to include acceptance / certification work will be completed in accordance with the SOW by VA POC / COR – ALAN SILVER and Engineering / Facilities Personnel. The VA POC / COR can perform inspection of work with or without Contractor presence and determine whether or not work performed is within standards expressed in this SOW. It is the VA’s prerogative to hire an independent qualified third party to check the validity of the work performed or conducted.

9.8 METHODS OF SURVEILLANCE:

Various methods exist to monitor performance, to include but not limited to:

METHOD OF SURVEILLANCE

Direct Observation Can be performed periodically or through 100% surveillance.

Periodic Evaluation Evaluates outcomes on a periodic basis. Inspections may be scheduled (daily, weekly, monthly, quarterly, or annually) or unscheduled, as required.

User Survey Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. May also generate inspections and sampling.

Validated User/Customer Complaints

Relies on the patient to identify deficiencies. Complaints are then investigated and validated.

100% Inspection Evaluates all outcomes.

Analysis of Contractor’s

Progress Reports Evaluate price, schedule, etc.

9.9 DOCUMENTING PERFORMANCE:

9.9.1 FREQUENCY OF MEASUREMENT

9.9.1.1 Frequency of Measurement – During contract performance, the COR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.

9.9.1.2 Frequency of Performance Assessment Meetings – The COR shall meet with the Contractor at least annually to assess performance and shall provide a written assessment.

10. CHANGES:

10.1 FAR 52.212-4(c) CHANGES – may include the following: SOW: Services determined by the Contracting Officer to be within the general scope of the contract or PRODUCT ADD-ON: The Government (VA) may have a need for additional HVAC-R and related equipment, components, or systems over the life of the contract that are not currently on the Price Schedule. Any of these changes shall be made in accordance with FAR 52.212-4(c) Changes and shall not necessitate a new solicitation proceeding.

10.2 The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery.

10.3 In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract terms or price to cover any increase in costs incurred as a result thereof.

11. SECURITY REQUIREMENTS:

N/A. Contractor WILL NOT have access to patient records, data, or VA computer systems.

12. GOVERNMENT FURNISHED EQUIPMENT (GFE) / GOVERNMENT FURNISHED

INFORMATION (GFI):

YES – see attached.

13. RISK CONTROL:

Submission of VA “Infection Control Risk Assessment” (ICRA) permit(s) NOT

REQUIRED. Medical / Support services at the designated locations will remain operational during the execution of this work. Contractor shall take all precautions to minimize disruption to daily routine tasks performed in those services. Patient care shall remain a top concern for the Contractor and their employees while performing contracted work.

14. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

14.1 Contractor personnel shall ALWAYS wear visible identification issued by VA Police during the entire time they are on the VA Healthcare System campus / grounds. I.D.

badges must have an identification picture and shall state the name of the individual and the company represented.

14.2 Parking information is available from the VA Police & Security Service Office. It is the responsibility of Contractor personnel to park only in appropriately designated parking areas. The VA shall not validate, invalidate, or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

14.3 SMOKING IS STRICTLY PROHIBITED on the grounds of any VHA facility and throughout the VA Healthcare System campuses. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019.

THERE WILL NO LONGER BE DESIGNATED SMOKING AREAS.

14.4 Possession of weapons is prohibited while on ANY VA Healthcare System campus / grounds. Enclosed containers, including tool kits, shall be subject to search and/or seizure.

14.5 Violations of VA regulations may result in citation answerable in the United States Federal District Court, not at/in the local district, municipal, county or state court.

15. POINT OF CONTACT (POC) / COR:

VA GREATER LOS ANGELES HEALTHCARE SYSTEM POC / COR:

Name: ALAN SILVER

Department: Engineering (138)

Address: 11301 Wilshire Blvd, Los Angeles CA 90073

Phone: (310) 268-3424

Email: alan.silver@va.gov

16. CONTRACTING OFFICER REPRESENTATIVE (COR):

The COR will be identified by separate appointment letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, scope, estimates, or changes in delivery dates. The COR is NOT authorized to change any of the terms and conditions of the resulting contract.

17. KEY PERSONNEL:

The following personnel are considered key Contractor personnel by the Government:

Contractor Manager, Field Service Engineer Lead Technician, Field Service Engineers.

Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00AM to 4:30PM, Monday through Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

Contract Manager: A thorough understanding of The Joint Commission and Environment of Care requirements in addition to a thorough knowledge of HVAC-R PMI and repairs.

Lead Service Engineer: Able to ensure all scheduled PMI is performed and documented on time, and reports are provided to the COR on time.

18. IDENTIFICATION OF CONTRACTOR EMPLOYEES:

All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to independent or third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor personnel must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor employees will always wear Government furnished ID badges while on the campus.

Contractor employees will wear company issued / provided uniforms with company name/logo on the shirt.

19. ORGANIZATIONAL CONFLICT OF INTEREST:

Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5.

Contractor shall notify the contracting officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the contracting officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the contracting officer and in the event the contracting officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the contracting officer may enforce other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

20. INFORMATION SECURITY:

In accordance with Appendix A, Handbook 6500.6 Checklist blocks 7, the C&A requirements DO NOT apply to this requirement, and a Security Accreditation Package IS NOT required.

The nature of this requirement is technical; however, there is no information to be protected.

21. INVOICE AND PAYMENT:

21.1 Vendor will be paid monthly in arrears upon submission of a proper invoice for work completed and accepted. Final payment will be withheld until all noted discrepancies are corrected and as-built drawings are approved by the Government (VA). VA-FSC processes / pays all associated transactions for / on VA orders. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted to the VA-FSC should mirror your current submission of invoice, with the below items required. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements.

21.1.1 Your firm’s Taxpayer ID Number (TIN)

21.1.2 Your firm’s “Remit Address” information

21.1.3 The VA Purchase Order (PO) number

21.1.4 Your firm’s contact information: (Personal Name, Email, and Phone)

21.1.5 Your VA point of contact information: (Personal Name, Email, and Phone)

21.1.6 The Period of Performance dates (Beginning and Ending)

21.1.7 All discount information if applicable (Percent and Date Terms)

For additional information, please contact:

Department of Veteran Affairs Financial Service Center

Phone: 1-877-353-9791

Email: vafsccshd@va.gov

- - - END STATEMENT OF WORK - - -

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

B. GOVERNMENT FURNISHED ITEMS AND SERVICES:

B.1 Services: VAGLAHCS Engineering Standard Operating Procedures.

B.2 Facilities: Government (VA) will provide office space or land use for a mobile office, parts cage / area for storage of necessary parts and supplies, electric and air conditioning, and keys or key cards for access. Parking in the employee parking lot.

B.3 Utilities: All utilities in the facility will be available for Contractor’s use in performance of tasks outlined in this SOW. Contractor shall instruct employees in utilities conservation practices. Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off water faucets and/or valves after using the required amount to accomplish cleaning of vehicle(s) and equipment.

B.4 Materials: Government (VA) will provide Standard Operating Procedures and Policies.

CONTRACTOR FURNISHED ITEMS AND SERVICES

C. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

C.1 General: Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section B of this

SOW.

C.2 Materials: Contractor shall provide all materials required to meet the requirements of this SOW to include all electro-mechanical HVAC parts. This includes all parts related to the Building Automation System (BAS) located in buildings 158 and 206, except for the Siemens Apogee System which is covered under another contract, including but not limited to sensors, actuators, circuit boards, etc. Collaboration between Contractors is required to resolve any BAS issues. All materials required for the maintenance, upkeep and proper operation of all related equipment, including but not limited to, motors, starters, drives, controllers, switches, solenoids, controls and pilot devices. All air filters required for this service according to the filter service maintenance schedule.

C.3 Equipment: Contractor shall provide all equipment needed to perform required maintenance and parts replacements, repairs.

SPECIFIC TASKS

D. SPECIFIC TASKS:

D.1 Basic Services. Contractor shall provide services for PMI of the HVAC-R systems in the buildings listed in Attachment: Building Equipment.

A. PREVENTATIVE MAINTENANCE INSPECTIONS (PMIs):

Preventative Maintenance shall be performed in accordance with the terms and conditions contained herein and the manufacturer’s recommended maintenance procedures. It is the sole responsibility of the servicing Contractor to schedule and perform all PMIs at the intervals specified, and at a time mutually agreeable with the Contracting Officer Representative (COR). The VA Greater Los Angeles Healthcare System does not assume any responsibility for reminding the servicing Contractor that a PMI is due. A copy of the PMI record shall be provided at the completion of each inspection.

a. All PMI and testing shall be a part of a Master Schedule. A copy of the Master Schedule shall be provided to the COR within the first thirty (30) calendar days of the awarded contract. Contractor shall confirm these test dates to the COR seven (7) calendar days prior to the test. Tests that are disruptive to normal utilization of the building system such as electrical, heating, cooling, etc., shall be performed on weekends or during off-hours on workdays at no additional cost to the government.

The COR may exercise the option of witnessing these tests.

b. All PMIs, tests, cleaning, routine repairing, and other preventive maintenance activities shall be performed in accordance with schedules required by the manufacturer’s recommendations, operating history, and facility requirements.

c. Contractor shall perform system testing periodically. Contractor shall inspect and test all systems to ensure the proper efficiency, reliability, and the safe performance of all equipment. Work shall be in accordance with applicable codes, equipment manufacturer’s recommendations, and the requirements specified herein.

d. Equipment may be deleted / updated and/or changed through obsolescence, renovation(s), failure, and/or replacement. All new replaced equipment shall be included as part of this contract with the same terms and conditions as the original contract through subsequent contract modification. Reference SOW section 10 Changes, paragraph 10.1.

Contractor will at a minimum, or more often if needed, perform monthly check(s) to ensure the automation controls are in calibration, working optimally, and properly reflect any changes in the configuration of the building, system and varying climatic conditions.

Software, firmware and applications will be updated as changes become available.

Documentation will be provided for all updates.

Contractor shall perform on site PMIs during the contract period. Preventive maintenance shall be inclusive of all Original Equipment Manufacturer (O.E.M.)

recommended tasking checklist for all HVAC-R and automation related equipment.

Tasking to include but is not limited to: cleaning condenser and evaporative / cooling coils as part of each filter service, belt service, lubrication, electrical inspection, system checks. Verify filter seals and spacers are preventing air blow by the filter to ensure high quality filtered air is delivered to the occupied space.

B. MECHANICAL SYSTEMS: Contractor will perform routine maintenance services eight

(8) hours per day, five (5) days per week, Monday through Friday with coverage from 6:00AM to 4:30PM daily. Technicians shall provide inspection and analysis, preventive maintenance, assure continuous operation, repair services and simple modification and improvements.

a. Contractor shall have permission to access the VA network for the purposes of operation and diagnostics of the Building Automation System (BAS) on-site and from off-site remote location(s). Access to the VA network computer system will be restricted from areas of patient information.

b. All failed, routine / typical, and OEM maintenance and repair materials are included in this contract. Repairs causing a shutdown of services will be affected as quickly as possible. In the case a repair is not able to be completed by COB of the day reported, Contractor shall inform the facility manager and/or the maintenance dispatcher in building 63 of an estimated date / time of completion before the close of current days business.

c. Contractor is required to diagnose or repair any equipment failure as quickly as possible NTE twenty-four (24) hours. If Contractor is unable to meet this requirement and provide a plan of repair to the facility within a one (1) business day period, they are required to bring in a higher-level third-party expert at their cost to make the repairs.

d. Contractor shall provide a written plan to replace or upgrade mechanical systems and subsystems to maintain the buildings HVAC-R systems in an optimal state when economy of repair and efficiencies are no longer reasonable. Reasonable is determined when the cost of repair exceeds 35% of the replacement cost. The plan will include both a simple scope of work and a magnitude of cost. The final decision to implement suggested improvements shall be made by the Contracting Officer in consultation with the COR.

Exclusions: Repair parts excluded from this maintenance contract are refrigeration compressors, evaporative and condensing coils. COR will make a determination if the repair is economically sensible or if replacement of the equipment is required. The Government (VA) reserves the right to outsource a complete replacement of the equipment.

Labor to install or replace coils, compressors, or Government furnished / provided parts will be covered under this contract.

VISUALLY INSPECT, CLEAN, TIGHTEN, PHYSICALLY CHECK AND/OR

ADJUST, REPLACE WORN COMPONENTS ANNUALLY OR MORE FREQUENTLY AS

NEEDED AND TEST THE FOLLOWING TO ASSURE OPTIMUM PERFORMANCE:

• Fan assemblies lubrication requirements

• Belts & sheaves oil sump, heaters, & temperatures

• Motor mounts & vibration pads starters operation

• Electrical connections & contactors water flows

• Heating & cooling coils alignment on couplings

• Filter media & racks motor operation conditions

• Sight glass condition suction & discharge pressures

• Bearings flow switch operation

• Spray nozzles & pans control interlocks

• Ignitor & flame assembly flue stack assembly

• Heat exchangers damper operation

• Condensing sections motor voltage & amperages

• Compressor sections external interlocks

• Heating sections refrigerant charges

• Humidifiers & strainers system(s) leaks

• Seals & packaging oil & fluid levels

• Condensate drains & pans pressure & temperatures

• Flame composition outside air intakes

• Crankcase heaters expansion tanks and level

• Filter seals to prevent blow by controls

• Starters and Drives refrigerant pump down

In completing the preventive maintenance portion of the following checks will be completed at annual intervals:

CALIBRATION: SECURE AND TIGHTEN:

• temperature control motor terminals

• operation & safety controls control terminals

• humidity & pressure controls piping clamps

• transmitter & receiver gauges line fittings

• economizer controls mounting hardware electrical connections

ADJUSTMENTS: equipment panels

• refrigerant charge motor mounts

• purge system(s) vibration pad nuts & bolts

• superheat damper sections

• damper & valve linkages

• unloaders CLEANING:

• belts tensions control devices

• fan rpm’s electrical contactors

• chemical feed equipment condenser & evaporator coils

• gas pressure regulators fan blades & impellers

• combustion air ratios pilot & burner orifices

• set points heat exchangers

• ignitor & flame red assembly ignitors

• sump floats nozzles & passages

• tower basins equipment areas burner orifices

ALIGNMENT:

• open drive couplings

• belt sheaves PAINTING AND SURFACE

• belt drives PREPARATION:

• pulleys as required, to prevent corrosion

• coil fins deterioration of exterior equipment surfaces

VIBRATION:

• damper linkages

• fan bearings

• axial vane drives

• pumps

• motors

EQUIPMENT TASKING: Zone Boxes, VAV, and CAV

Operating Inspection (as needed)

• Check operation of thermostat, adjust as necessary

• Check calibration of thermostat, adjust as necessary

• Check operation of damper(s), clean and lubricate damper linkages

• Verify maximum and minimum airflow parameters

• Make any needed repairs required

PUMPS, IN-LINE CIRCULATOR

Operating Inspection

• Check equipment operation

• Check for leaks

• Check voltage and amperage

• Check for any unusual vibration

COOLING TOWERs

Operating Inspection

• Inspect unit visually

• Check belts

• Lubricate tower components

• Check water flow and makeup valve

• Monitor monthly chemical water treatment

• Check operational controls

• Check float valve operation

• Check motor and drive condition

• Service the tower filter system weekly or as often as required to ensure proper operation

• Adjust water distribution and maintain nozzles and orifices for even flow

• Monitor the VFD and fan controls at least monthly to ensure that all fans are operating in synchronization.

CHEMICAL TREATMENT:

Contractor shall test for proper chemical content and treat all hydronic loops with corrosion inhibitors assuring proper levels are always maintained. Contractor shall perform testing no less than once per month of all hydronic systems. A written report of testing performed, and the amount of chemicals added shall be provided within the first five (5) working days of every month. If at any time the readings are out of range the frequency of testing shall be daily on that system until the loss of chemicals has been corrected. Out of range chemical shall be reported immediately to the COR.

Cooling Tower treatment shall be tested weekly, chlorine levels and corrosion inhibitors shall be maintained at acceptable levels to prevent the growth of pathogens and prevent corrosion of the unit. A written log of each testing shall be turned in monthly along with the hydronic loop treatment and testing report.

Basic Building system Mechanical repairs include but are not limited to:

Hydronic Loop Water Piping: Insulation repairs of rubber or foil / paper faced fiberglass insulation replacement up to 4” diameter pipe, where repair materials will match those of original. Hard pipe insulation such as Polyisocyanurate with metal or paper jacketing is not included in this contract.

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