S02 Solicitation OM SDVOSB Rev by BC 36C24725Q0129 Chiller Plant PM.pdf

PAGE 1 OF 1. REQUISITION NO.

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

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

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

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

SEE ADDENDUM

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

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

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

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

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

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

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

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

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

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

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

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

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

534-25-3-5088-0012

25-AP-0498

36C24725Q0129

12-16-2024

1:00 EST

Department of Veterans Affairs

Central Alabama Veterans Health Care

215 Perry Hill Road

Montgomery AL 36109-3798

X 100

X

238220

$19 Million

N/A

X

Dept of Veterans Affairs

Charleston VA Medical Center

109 Bee Street

Charleston SC 29401

Central Alabama Health Care System

East Campus

2400 Hospital Road

Tuskegee AL 36083-5001

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Chiller Plant Preventive Maintenance for the Charleston SC

VA Medical Center as stated in the Statement of Work.

This is a SERVICE DISABLED VETERAN OWNED SMALL BUSINESS

(SDVOSB) Set-Aside. This is Base Plus 4 Option Year Buy.

The vendor must be Vet Certified and registered in www.sam.gov to be eligible for award.

VENDORS MUST COMPLETE THE PRICE/COST SCHEDULE IN THIS RFQ

IN ORDER TO BE ELIGIBLE FOR AWARD. A QUOTE AND/OR SUPPORTING

DOCUMENTATION ALONE WILL NOT SUFFICE.

All vendor questions/concerns must be emailed to Contracting

Officer, Benford.Brundage@va.gov by 1pm EST on Dec 10, 2024.

All vendor questions/concerns will be addressed in one amendment at least one day prior to the bid close date.

See CONTINUATION Page

534-3650162-5088-851100-3220 0100J0092

X X

X 1

Benford Brundage

Contracting Officer

Table of Contents

SECTION A ...................................................................................... Error! Bookmark not defined.

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

AND COMMERCIAL SERVICES ...................................... Error! Bookmark not defined.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 21

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

C.6 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY (FEB 2023)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 28

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.203-11 CERTIFICATION AND DISCLOSURE REGARDING PAYMENTS TO

INFLUENCE CERTAIN FEDERAL TRANSACTIONS (SEP 2024)

E.2 52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS—

REPRESENTATION (JAN 2017)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

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

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

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

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Benford Brundage

Central Alabama Veterans Health Care

215 Perry Hill Road

Montgomery AL 36109-3798

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/Quarterly 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.

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

AMENDMENT NO DATE

Chiller Plant Preventative and Corrective Maintenance

Base + 4 Year Service Contract

109 Bee Street Charleston, SC 29401-5799

Statement of Work

A. Scope

The Contractor shall provide all supervision, labor, equipment, and materials needed to develop and implement a preventive maintenance (PM) program and make all corrective maintenance repairs (to include routine and emergency maintenance and repairs) to the Chiller Plant equipment listed in this statement of work and ensure the equipment remains in an operational condition at the Ralph H. Johnson VA Medical Center (RHJ VAMC). The Contractor shall base their preventative and corrective maintenance around a well-developed predictive and diagnostic approach. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. The RHJ VAMC Chiller Plant consists of three (3) water-cooled chillers (1000 tons each), located in C104 mezzanine level, and three (3) two-cell variable-speed fan cooling towers. The Primary Chilled Water loop contains three (3) 50 horsepower Primary Chill Water pumps dedicated to each chiller and The Condenser Water loop consists of three (3) 75 horsepower Condenser Water pumps located in a pump house below the cooling towers. The

Secondary Chilled Water system is comprised of three (3) 100 horsepower variable speed pumps located on the mezzanine level in the old chiller room (C105). The Primary Chill Water

Loop contains additional cooling for the Operating Room(s) Chill Water loop from two (2) 25 horsepower Chill Water pumps. A Chilled Water to Domestic Cold Water Conditioning Plant (L-

Building) contains a package roof top closed loop chiller system with a capability of operating on the Chiller Plant’s Chill Water System as a backup. The Chillers and Towers are run by a Trane control system with Bray valves for isolation with a Trane Chiller Plant control system, associated controllers, and sensors. The chillers themselves are run by a Trane controller, however the pumps, cooling towers, valves, etc. are controlled by Siemens Desigo. See section

I references below for O & M instructions, details, and guidance.

1. Preventative Maintenance will be performed in accordance with manufacturer’s instructions at least Quarterly and a Comprehensive Annual which will include as a minimum, visual inspections, calibration checks, control system and alarms checks, cleaning, and lubrication (to include replacing bearings as necessary), electrical checks and performance checks. The Contractor must also check refrigerant pressures, check oil levels & pressures, and perform compressor oil analysis (lab analysis) in addition to change oil if the lab analysis shows it is needed.

2. The Contractor is responsible to correct all deficiencies and detail them in the reports generated to include replacing boards, fuses, transformers if they fail.

3. The Contractor shall develop a service report detailing the inspections and maintenance performed after each visit and email the service report to the Contracting Officer

Representative (COR) within 10 calendar days of the date inspections and maintenance were performed. The service report shall identify each equipment listed, date and time of inspection/maintenance performed; whether the individual equipment was serviced, detail any corrective maintenance repairs needed as well as the overall condition of the equipment rated as “Good, Alert, or Alarm” conditions.

4. If repairs require work outside the scope of routine preventative or corrective maintenance, the contractor shall notify the COR. The COR will work with the

Contracting Officer (CO) and Contractor to determine applicability. The Contractor shall not perform chargeable work until authorized by the CO. All scheduled work that requires any equipment to be taken out of service shall be coordinated with the COR and the contractor shall report to the COR the status of equipment or systems not operating by the close of each workday.

5. The Contractor shall maintain the machinery spaces, shops, and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The

Contractor must obtain the approval of the COR or designee before storing anything in machinery spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COR. All materials and parts used for this work shall be IAW OEM references. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the machinery space. Clearances from electrical equipment shall be maintained as required by NFPA 70, the National Electrical

Code. Contractor is responsible for proper disposal IAW with all Environmental

Regulations. The Contractor must have and maintain all applicable licenses to include refrigerant handling and maintain OSHA regulations. Refrigerant recovery and addition must be logged and detailed in the reports given to the COR.

Chiller Plant Equipment

Equipment Description

Chiller #5 Trane CenTraVac | Model: CVHF910 | Serial: L13H03703 | 1750 lbs of R123

Chiller #6 Trane CenTraVac | Model: CVHF1070 | Serial: L14M05210 | 1450 lbs of R123

Chiller #8 Trane CenTraVac | Model: CVHF1070 | Serial: L15H04391 | 1450 lbs of R-123

L-Building

Chiller

(Conditioning

Plant)

Quantech | Model:

QTC3100THE46XFBSDTXAXXBLXCXX50SEXXXXHXDXYAXXPXX3XXAMXSB | Serial:

11551A75850207 | 650 lbs of R410A

P-5 Primary Chill Water Pump | 50 HP | 1785 RPM

P-6 Primary Chill Water Pump | 50 HP | 1770 RPM

P-14 Primary Chill Water Pump | 50 HP | 1770 RPM

P-1 Secondary Chill Water Pump | 100 HP | 1775 RPM (Variable Speed)

P-2 Secondary Chill Water Pump | 100 HP | 1775 RPM (Variable Speed)

P-3 Secondary Chill Water Pump | 100 HP | 1775 RPM (Variable Speed)

1-P-3AA Operating Room Loop Chill Water Pump | 25 HP | 1770 RPM (Variable Speed)

1-P-3BB Operating Room Loop Chill Water Pump | 25 HP | 1770 RPM (Variable Speed)

P-12 Tower Free Heat Exchanger (TFHX) Chill Water Pump | 30 HP | 1775 RPM

P-13 Tower Free Heat Exchanger (TFHX) Condenser Water Pump | 30 HP | 1775 RPM

CWP-1 L-Building (Conditioning Plant) Chill Water Pump | 5 HP | 1760 RPM (Variable Speed)

CWP-2 L-Building (Conditioning Plant) Chill Water Pump | 5 HP | 1760 RPM (Variable Speed)

P-7 Condenser Water Pump | 75 HP | 1775 RPM

P-8 Condenser Water Pump | 75 HP | 1775 RPM

P-9 Condenser Water Pump | 75 HP | 1775 RPM

CT-5A Cooling Tower #5A and #5B Make up a Two-Cell Cooling Tower | EVAPCO | 1000 Tons Cooling

Total | 3000 GPM Total | 30 HP Fan Motor(s) | 1800 RPM Motor(s) (Variable Speed)

CT-5B

CT-6A Cooling Tower #6A and #6B Make up a Two-Cell Cooling Tower | EVAPCO | 1000 Tons Cooling

Total | 3000 GPM Total | 30 HP Fan Motor(s) | 1800 RPM Motor(s) (Variable Speed)

CT-6B

CT-7A Cooling Tower #6A and #6B Make up a Two-Cell Cooling Tower | EVAPCO | 1000 Tons Cooling

Total | Tower Free Cooling System Available | 3000 GPM Total | 30 HP Fan Motor(s) | 1800 RPM

Motor(s) (Variable Speed) CT-7B

General Requirements

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the date of contract award. These specifications are a statement of the minimum level of work and services that are to be provided under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the Contractor shall be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy and minimize downtime of the chillers and related systems and ensure safe and reliable operation.

1. Employees of the contractor and sub-contractors shall always conduct themselves in a professional manner while on medical center property. The contractor shall ensure all personnel working on this contract are aware of RHJ VAMC policies pertaining to employee behavior and conduct.

2. Physical or verbal misconduct may be grounds for removing employees from Medical

Center property, or grounds for arrest by the Veteran Affairs (VA) Police. Employees may be banned from RHJ VAMC property because of inappropriate or illegal behavior.

The contractor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government because of employee misconduct.

3. Smoking and vaping are strictly prohibited on the entire VAMC campus.

4. It is the contractor’s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable RHJ VAMC, local, state, and federal regulations.

B. Hours of Work

1. Normal working hours are 0700 – 1700 Monday to Friday, except for Federal holidays.

2. All schedules and work hours shall be requested, coordinated, and approved through the

COR.

3. The Contractor shall provide a reliable and well-trained contractor maintenance technician on-site as needed to provide non-emergent preventive maintenance and emergent services, as needed, during normal working hours, Monday through Friday, 8:00 am to 4:00 pm except for national holidays.

4. The Contractor must respond to emergency calls within one (1) hour of notification

(including weekends) and must report to the RHJVAMC within two (2) hours.

C. Infection Control and Safety

1. Infection Control Requirements shall be followed in accordance with an Infection Control

Risk Assessment (ICRA) if required. Dust, dirt, and debris shall be contained appropriately when observing above ceiling piping and other component arrangements inside patient care and admin space areas. If it is determined that an Infection Control permit will be necessary, contractor will follow all guidelines set forth in the permit and report daily observance to COR.

2. An Interim Life Safety Measure (ILSM) Permit may be required for the work if necessary.

Contractor will follow all guidelines set forth in the ILSM permit and report daily observance to COR.

3. A general Above Ceiling Permit (ACP) may be required. If it is determined that an above ceiling permit will be necessary, contractor will follow all guidelines set forth in the permit and report daily observance to COR.

4. It may be necessary to enter a Confined Space or a Non-Permit Required Combined

Space. Notification to the COR and Safety Service is required prior to entry in a Non-

Permit Required Confined Space. A Confined Space Permit must be approved prior to entry to any Confined Space. Contractor will follow all guidelines set forth in the applicable permit and report daily observance to COR.

5. Disturbance of any piping containing Asbestos Containing Materials (ACM) insulation wrapping is strictly forbidden.

6. Any other Safety requirements not specially written in this SOW, but which may manifest themselves based on opinion of Subject Matter Experts (Safety Office RHJ VAMC) shall be observed.

7. All contractors working on-site must attend Contractor Safety Training prior to commencing work.

8. Prior to commencing work, general contractor shall provide proof that an OSHA certified

“competent person” (CP) in compliance with (29 CFR 1926.20(b)(2) will supervise all work under this contract and maintain a continual presence at the work site whenever the general or subcontractors are present. At all times during performance of this contract and until the work is completed and accepted, the Contractor shall directly superintend the work or assign and have on the worksite a competent superintendent who is satisfactory to the CO and has authority to act for the Contractor. Assigned CP shall have completed the OSHA 30-hour construction safety training within the past five

(5) years and all other personnel shall have at least a 10-hour OSHA course.

D. Schedules

The VA requires a schedule and preventive maintenance program to be submitted no later than

30 calendar days of contract award. Any work that is to be performed must be approved by the

COR prior to commencement of work.

Fiscal Year (FY) is defined as October 1st of the Calendar Year and running through September

30th of the following Calendar Year. For FY 2025, the first maintenance period will be scheduled within 30 days of award of contract, and the work completed within ten (10) working days of scheduled start date. After that maintenance period, the Contractor shall perform quarterly maintenance inspections and repairs to be performed quarterly defined as four (4) times a year within three (3) month intervals (April thru June is FY 3rd Quarter, July thru September is FY 4th

Quarter, October thru December is FY 1st Quarter, and January thru March) is FY 2nd Quarter.

One (1) comprehensive annual maintenance must be performed on all equipment. These inspections are to be scheduled at least 30 days in advance with the COR and are to be completed by the tenth (10) working day of each month as specified above.

E. Parking/Laydown Area

The Contractor shall make arrangements for parking. At no time shall vehicles be parked on roadways, patient parking areas, the loading dock, etc. Coordinate use of the loading dock for loading/unloading material with the COR. Materials shall not be deposited on the loading dock for any length of time.

The COR will work with the Contractor to park in the Boiler Plant Courtyard if available, however this is not guaranteed.

There is no guarantee for laydown of material. The VAHCS shall not provide an extensive area for storage of materials and laydown. Scheduling and coordination with the VAHCS will be critical. Materials may be staged provided that the materials are secured and inaccessible by

VAHCS patients. Interim Life Safety Measure (ILSM) Permit may be required for staged materials due to increased combustible loading. It is the responsibility of the Contractor to ensure their materials remain secure.

F. Site Investigation

All interested contractors will be invited to a pre-bid meeting. While not required, the contractor is strongly encouraged to attend the on-site pre-bid meeting. Access to the work areas and specific explanation of Statement of Work requirements will be discussed.

However, no questions will be answered during the pre-bid meeting. All questions must be officially submitted through the Vendor Portal. No comments, actions, or discussion (verbal or otherwise) are to be considered direction or answers to any questions, nor will they be considered accurate or binding unless submitted and answered in writing through the CO as an official request for information (RFI). Contractor site investigation outside of the pre-bid meeting shall not be allowed.

G. Period of Performance

Period of Performance is one (1) calendar year from contract award date.

With respect to project schedule, the hospital operations shall take priority. Contractor may have to shift areas of work around to accommodate hospital operations. In the event the schedule is to be changed for any reason the contractor is responsible for notifying the COR within two (2) working days.

H. Base plus 4 Option Years

Base Year POP: 4/1/2025 – 3/31/2026

Option Year 1 POP: 4/1/2026 – 3/31/2027

Option Year 2 POP: 4/1/2027 – 3/31/2028

Option Year 3 POP: 4/1/2028 – 3/31/2029

Option Year 4 POP: 4/1/2029 – 3/31/2030

I. Reference Section

List the references

1. Chiller Manuals: TRANE Installation, Operations and Maintenance.CVHE-SVX02E-EN.

Water cooled CenTraVac Chillers.

2. Tower Manual: Evapco Operations and Maintenance Instructions, Induced draft and forced draft cooling towers.

3. L-Building Chiller: Quantech Air Cooled Chiller.OTC3 air cooled scroll chiller.

4. Adaptive Frequency Drive: TRANE Installation, Operation and Maintenance. Liquid-cooled adaptive frequency drive with tracer adaptive.

RECORDS MANAGEMENT AND CONTRACT SECURITY

A. Contractor shall comply with VA Handbook 6300.1 Records Management

Procedures and VA Handbook 6500.6 Contract Security. Both can be found at:

https://www.va.gov/vapubs/search_action.cfm?dType=2

**Note: This link is the complete list of VA Handbooks and are in sequential order.

**Instructions for accessing VA Handbooks at link listed above:

• • Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1.

• • Once there, go to the PDF Format Column and click on PDF.

• • VA Handbook 6300.1 will then ask you to open or save the document.

B. Please follow the same instructions listed above for accessing VA Handbook 6500.6.

• All contractor employees working on this requirement are required to complete mandatory annual training entitled, “VA Privacy and Information Security

Awareness” and “HIPPA Training” prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link: https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do

• A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas.

B9. IDENTIFICATION, SMOKING AND VA REGULATIONS

The Contractor's FSE shall wear visible identification always while on the premises of the

Columbia VA Medical Center. Contractor shall contact the Contracting Officer’s Representative

(COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Columbia VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States

(Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23)

Use of recording devices of any kind to record patients or employees is strictly prohibited.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

1.00 JB ________________

The Contractor shall provide all supervision, labor, equipment, and materials needed to develop and implement a preventive maintenance (PM) program and make all corrective maintenance repairs (to include routine and emergency maintenance and repairs) to the Chiller Plant equipment listed in this statement of work and ensure the equipment remains in an operational condition at the Ralph H. Johnson VA Medical Center (RHJ VAMC.

Contract Period: Base POP Begin: 04-01-2025 POP End: 03-31-2026

LOCAL STOCK NUMBER: SERVICE

The Contractor shall provide all supervision, labor, equipment, and materials needed to develop and implement a preventive maintenance (PM) program and make all corrective maintenance repairs (to include routine and emergency maintenance and repairs) to the Chiller Plant equipment listed in this statement of work and ensure the equipment remains in an operational condition at the Ralph H. Johnson VA Medical Center (RHJ VAMC.

Contract Period: Option 1 POP Begin: 04-01-2026 POP End: 03-31-2027

The Contractor shall provide all supervision, labor, equipment, and materials needed to develop and implement a preventive maintenance (PM) program and make all corrective maintenance repairs (to include routine and emergency maintenance and repairs) to the Chiller Plant equipment listed in this statement of work and ensure the equipment remains in an operational condition at the Ralph H. Johnson VA Medical Center (RHJ VAMC.

Contract Period: Option 2 POP Begin: 04-01-2027 POP End: 03-31-2028

The Contractor shall provide all supervision, labor, equipment, and materials needed to develop and implement a preventive maintenance (PM) program and make all corrective maintenance repairs (to include routine and emergency maintenance and repairs) to the Chiller Plant equipment listed in this statement of work and ensure the equipment remains in an operational condition at the Ralph H. Johnson VA Medical Center (RHJ VAMC.

Contract Period: Option 3 POP Begin: 04-01-2028 POP End: 03-31-2029

The Contractor shall provide all supervision, labor, equipment, and materials needed to develop and implement a preventive maintenance (PM) program and make all corrective maintenance repairs (to include routine and emergency maintenance and repairs) to the Chiller Plant equipment listed in this statement of work and ensure the equipment remains in an operational condition at the Ralph H. Johnson VA Medical Center (RHJ VAMC.

Contract Period: Option 4 POP Begin: 04-01-2029 POP End: 03-31-2030

GRAND TOTAL ________________

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

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

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

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

Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the

Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The

Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the

Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

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

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

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

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

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain

Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

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

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with

Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

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

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service

(TOS), or similar legal instrument or agreement, that includes any clause requiring the

Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

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

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

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

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

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

(End of Clause)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

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

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

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

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

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

(End of Clause)

C.5 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

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

(1) Means a small business concern—

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

802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled

Veteran with permanent and severe disability, the spouse or permanent caregiver of such

Veteran;

(iii) The business meets Federal small business size standards for the applicable North

American Industry Classification System (NAICS) code identified in the solicitation document;

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

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business

Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

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

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

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

U.S.C. 632(q)(2)).

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

(b) General. In order for a concern to submit an offer and be eligible for the award of an

SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR

128.

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

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the

SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

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

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

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified

SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the

SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13

CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or

852.219–76 as…