SOLICITATION 36C24826Q0801 UPS PREVENTATIVE MAINTENANCE SERVICES.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

36C24826Q0801 06-16-2026

J'Vonne Wilson 813-816-4620 06-26-2026

16:00 EDT

36C248

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Ste 160A

Tampa FL 33637

J'Vonne Wilson jvonne.wilson@va.gov

X 100 x

811210

$34 Million

Net 30

N/A

X

Department of Veterans Affairs

James A. Haley Veterans Hospital (90C)

13000 Bruce B. Downs Blvd

Tampa FL 33612

36C248

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy

Tampa FL 33637

Financial Services Center

P.O. Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Quoters are to e-mail complete quotes to J'Vonne Wilson via e-mail at jvonne.wilson@va.gov no later than 4:00PM EST on June 26, 2026.

Highly encouraged site visit will be conducted prior to quote submission. The site visit will be conducted on

June 23, 2026, at 9:00AM EST. Meeting location will be in the entrance of the SCI building adjacent to the parking garage.

All Vendors must send site visit request via e-mail to jvonne.wilson@va.gov no later than June 22, 2026, at

12:00PM EST. A confirmation e-mail will follow.

See CONTINUATION Page

X X

X 1

J'Vonne Wilson

Contracting Officer

36C24826Q0801

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

PERFORMANCE WORK STATEMENT (PWS)

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) ...40

C.4 52.222-50 COMBATING TRAFFICKING IN PERSONS (NOV 2025) (DEVIATION)

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.7 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

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

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION) ALTERNATE I (NOV

2025)

E.3 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

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

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

SERVICES (NOV 2021)

WAGE DETERMINATION

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 36C248 J'Vonne Wilson

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Ste 160A

Tampa FL 33637

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon Completion

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

PERFORMANCE WORK STATEMENT (PWS)

James A. Haley Veterans Hospital

Uninterruptible Power Supply Systems Preventative Maintenance

I. INTRODUCTION:

The James A. Haley Veterans Hospital (JAHVH) has a requirement to ensure/maintain an Uninterrupted Power Supply (UPS) to our mission critical facilities. The Contractor shall furnish all labor, parts, travel, and equipment to provide preventative maintenance services for 10 identified Uninterruptible Power Supply (UPS) Systems located at the following locations covered in this Performance Work Statement (PWS):

LIST OF UPS EQUIPMENT LOCATED IN JAHVH HOSPITAL

1. Manufacturer: Active Power - Clean Source 2. Manufacturer: Exide/Powerware Type: DC Flywheel Type: Static UPS Model Number: CS2 Model Number: 80 Serial Number: 94020186044-1B Serial Number: EV423ZBA04 Equip. Entry Number: 673-EE89230 Equip. Entry Number: 48693 Location: Basement Bldg. 1, Room BB-003 Location: Basement Bldg. 1, Room BB-003

3. Manufacturer: Staco 4. Manufacturer: Libert Type: Static UPS, 125 KVA Type: Static UPS Model Number: FLU-125-00 Model Number: 6533944-1 Serial Number: MR41A P53954 008 Serial Numbers: M12L3R0002 Equip. Entry Number: N/A Equip. Entry Number: N/A Location: Basement Bldg. 1 BB-003 Location: Basement Bldg. 1 BB-0003

5. Manufacturer: Powerware + Plus 6. Manufacturer: Argus Type: Static UPS Type: Static UPS Model Number: 36124 36/24 Model Number: NPOWER Serial Number: ET214A0012 Serial Number: 43674-01-001 Serial Number: RO Number: 101535 Equip. Entry Number: 41923 Equip. Entry Number: N/A Location: Tunnel to Bldg. 30, G001 Location: Tunnel to Bldg. 30, G001

7. Manufacturer: APC 8. Manufacturer: Active Power Type: Static UPS Type: Static FLYWHEELE Model Number: SUVTPF15KB4F Model Number: 6533944-1 Serial Number: PS0809141797 Serial Number: AP01632 Equip. Entry Number: Equipment Entry Number: 48694 Location: Bldg.1, Room GE-005. Location: Bldg. 39, A-110

9. Manufacturer: Crucial Power Products 10. Manufacturer: Eaton Type: Static UPS Type: Static UPS Model Number: WR050H09LHT3-VA Model Number: 9E-20 Serial Number: WR1140 Serial Number: BG241LXX08 Equip. Entry Number: N/A Equipment Entry Number: N/A Location: Parking Garage Location: Parking Garage

The requirements above are hereafter referenced as “Maintenance”. The Contractor shall perform to the standards in this contract. This Performance Work Statement (PWS) requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the JAHVH to the Contracting Officer and/or the COR within 10 days after contract award. Contractor shall revise this documentation whenever service personnel are assigned or re-assigned to the JAHVH. The Contracting Officer or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing JAHVH equipment. The contractor will not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook

6500.6 Contract Security does not apply.

Definitions/Acronyms/Abbreviations:

a) Central Utility Plant (CEP) - Maintains the VA utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

b) Center for Devices and Radiological Health (CDRH)

c) Contracting Officer (CO) – VA official with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.

d) Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, and overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

e) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

f) FSE – Field service engineer

g) Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment based on the contractor's cost experience in performing the contract.

h) NICET – National Institute for Certification in Engineering Technology

i) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

j) Out-Patient Clinic (OPC) - the part of our VA hospital system designed for the treatment of veteran’s outpatients with health problems who visit the VA for diagnosis or treatment out in their local community.

k) Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

l) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

m) Performance Work Statement (PWS) - is a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.

n) Weekends, Holidays, Evenings and Nights Hours – WHEN

o) JAMES A. HALEY Veterans Hospital - (JAHVH)

References:

a) NFPA 70, National Electric Code

b) NFPA 70B, Chapter 28 Uninterruptible Power Supply (UPS) Systems

c) NFPA 70E, Standard for Electrical Safety in the Workplace

d) NFPA 99, Health Care Facilities Code, Latest Edition

e) NFPA 101, Life Safety Code, Latest Edition

f) NFPA 110, Standard for Emergency and Standby Power Systems, Latest Edition.

g) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

h) OSHA Standard 29 CFR Part 1910, Subparts: I, J, R, & S.

i) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart K - Electrical

j) Inter-National Electrical Testing Association (NETA) – Maintenance & Testing Specifications

k) Operating/Maintenance manuals and specifications of all components of identified UPS systems. The

JAHVH will not provide service manuals or service diagnostic software to the contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical https://en.wikipedia.org/wiki/United_States documentation (such as operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

II. SCOPE

Contractor shall coordinate Semi-Annual inspections/Preventative Maintenance (PM) with the COR at locations listed above. Contractors shall be required to sign in with the COR after contract award, before beginning a service call, emergency service, etc. When the COR is not available and during WHEN hours, the Contractor shall sign in/out at the Central Energy Plant bldg. 39 (813-972-7129). Upon completion of preventive maintenance (PM) inspection the Contractor shall leave a copy of the service report with the service and submit to the same location as designated above a service report annotating what service, calibration, etc., were performed and whether preventive maintenance was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, the nature of the problem, the nomenclature of the item replaced (serial number & VA inventory number), and the room number where equipment is located. The service designee and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving.

NOTE: Failure to furnish a service report or obtain a signed copy of the service report could result in delay in payment or non-payment. The COR or alternate COR in the using service has the authority to approve/request a service call from the contractor.

Preventive maintenance (PM):

a) The contract shall include two (2) comprehensive scheduled PM inspections to be performed semi-annually. A mutually agreeable time for inspections will be scheduled through the COR.

b) The contractor shall perform PM service to ensure that equipment listed in schedule functions in conformance with the latest published editions of NFPA, OSHA, CDRH. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM procedures will be submitted to the COR for approval prior to the initiation of this service contract.

c) PM Services shall include but not be limited to the following:

• Each manufacturer’s specifically recommended PM checks to be performed on their type of equipment. (see above listed equipment in section of this PWS)

• Cleaning of equipment

• Reviewing operating system diagnostics to ensure the system is operating according to manufacturer’s specifications

• Calibrating and lubricating the equipment

• Testing and replacing faulty batteries, durable parts, and parts which are likely to become faulty, fail, or become worn.

• Measuring, adjusting, and calibrating as necessary for optimal performance

• Returning the equipment to full and proper operating condition

• Providing documentation of service performed

d) The contractor shall furnish/replace all parts, equipment, and materials to meet identified Original Equipment Manufacturer (OEM) PM specifications. All materials shall be provided as part of this contract at the vendor’s cost. The contractor shall have ready access to all replacement parts. The contractor shall maintain enough stock of all parts needed for maintenance of the equipment or be able to secure needed parts within three (3) calendar days. The contract does not cover operating supplies that are consumed during normal operation of the equipment covered. The contractor shall use new parts only. When requested, the contractor shall provide JAHVH with a letter from the manufacturer of the equipment specifying that all parts of the equipment will be sold to the contractor.

All replacement parts provided under this contract shall be warranted for a period of one (1) year for replacement of same including all applicable costs, e.g., travel, labor, etc. If published or issued by the equipment manufacturer, field service software/hardware updates/upgrades will be provided at no additional cost (to include parts and labor) during the contract period.

e) Electrical safety inspections will be completed at the time of the PM and results will be documented and provided to the COR. Assemblies such as batteries which will be replaced as needed due to load test and analysis which would indicate that useful life has been exceeded, and or the entire UPS unit in the event of a catastrophic failure which renders the entire unit as unserviceable, (Unless the failure is caused by vendor’s actions). Contractor shall provide a quote for all deficiencies not covered by Preventative Maintenance.

f) The Contractor shall notify the COR in writing (report form) any uncorrected deficiencies. Contractor shall provide a quote for all deficiencies not covered by PM. Written notification shall include the type of deficiency noted, dated, and initialed. Contractor shall immediately notify the COR of any deficiencies, which are a hazard. It shall be the responsibility of James A Haley VA to take the necessary actions to initiate any Interim Life Safety Measures (ILSM).

*Where assembly is only available, or sold as a complete assembly such as circuit boards, etc.

Unscheduled Emergency Service:

g) All PM will be performed during the normal VA business hours (7:00 - 16:30) Monday through Friday, except Federal holidays, unless otherwise specified. Contractors may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the CO/COR or designee prior to the initiation of overtime work.

h) A technical maintenance representative shall respond by telephone to the VA within one (1) hour of the original service call. The contractor shall arrive on-site for maintenance within two (2) business hours from the original service call. The equipment and all sub-systems shall be restored to fully operational status within twenty-four (24) business hours (three days) of the original call. All on-site visits will be authorized by the COR only.

A. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Kickoff meeting or advised the contractor that a kickoff meeting is waived.

B. PERIOD OF PERFORMANCE

This shall be a firm-fixed price contract. Period of performance will be from the date of award through twelve

(12) months, with four (4) - option year periods. Option year periods will be date of award through one year. All options are exercised at the discretion of the government.

C. CHANGES TO THE PERFORMANCE WORK STATEMENT (PWS)

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO.

A copy of each change will be kept in a project folder with all other products of the project. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

D. PERFORMANCE REQUIREMENTS:

1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service.

Contractor shall have the following responsibilities:

a) Provide licensed and trained personnel to perform the project in the State of Florida.

b) Provide all supervision, labor and materials to complete all requirements described in this PWS.

c) Contractor shall obtain all necessary licenses and permits required to perform this work required by this

PWS, with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour Construction Outreach Training or General Industry Outreach Training.

d) Contractor shall take all precautions necessary to protect people and property from injury and/or damage during performance of this contract.

e) Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

f) Contractor shall ensure that all areas where equipment is serviced under this contract are left in a clean, neat and orderly condition.

g) Contractors shall have technical training and evident track records of working experience in Maintenance and Testing of UPS and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years.

h) Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, (Subpart I), and NFPA 70E. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

i) Contractors shall Arrange and pay for all proper disposal of waste and debris.

j) Contractors shall maintain project schedule agreed upon in the purchase order documents.

k) Contractors shall Provide all OSHA site safety for each employee during work.

l) Contractors shall ensure employees have completed background checks.

2. Contractor’s Minimum Requirement

a) The contractor shall provide a dedicated Account Manager to supervise all delivery of services by scope.

b) The contractor shall always be escorted by a VA employee when conducting maintenance at all facilities.

E. DELIVERABLES

The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the PWS.

Contactor shall provide a copy of the inspection document used (field report) on the day of each inspection performed.

1. TESTING SPECIFICATIONS

All Preventative Maintenance (PM), testing, inspections, and calibrations of the UPS and its associated components shall be in accordance with applicable industry standards and manufacturers’ recommendations.

The initial PM schedule shall be submitted to the COR no later than 7 calendar days after award. The PM schedule shall be submitted to the COR sixty (60) days prior to the start of the next inspection.

F. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be conducted by random inspection and monthly monitoring. At the end of each option year, A Contractor Performance Assessment Reporting System (CPARS) will be sent to the contractor. The contractor has the right to either agree or respond. This report applies to this contract. https://www.cpars.gov/, https://www.acquisition.gov/.

G. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

https://www.cpars.gov/ https://www.acquisition.gov/

PURPOSE: This QASP is a Government developed document used to ensure that the Government receives quality services and pays only for services provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

SCOPE: The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to assure timely, effective services are provided IAW the contract order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

ROLES AND RESPONSIBILITIES:

Contracting Officer (CO) - A person duly appointed with the authority to enter, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contact are final.

Contracting Officer's Representative (COR) An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the CO. The COR’s primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the COR will report the unacceptable performance to the COR. The COR is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

METHOD OF SURVEILLANCE: Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback.

Periodic Assessment of Services — For services that occur over a few months, the COR will evaluate Contractor performance on a quarterly basis and upon completion of services. Generally, the Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

Customer Feedback — Customer feedback is typically obtained via telephone or email. Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint; if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.

SURVEILLANCE PROCEDURES:

The COR will evaluate the Contractor's performance quarterly against Performance Standards established in the contract/order. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be evaluation, /validation of contractor supplied performance data, as well as analysis of Customer feedback, for performance trends and to ensure valid customer concerns are resolved timely.

If at any time the COR receives indicators (e.g. Valid customer complaints or notes Performance Standards are not being met) that the Contractor's performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with

Quarterly Evaluations. If the issue is recurring and systemic in nature, the COR will perform more frequent evaluations.

The COR will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

The COR will re-examine services that are found to be deficient. Failure to complete corrective actions will be reported immediately to the CO for further action. Upon satisfactory completion of the work, the COR will accept the services provided and authorize payment, by approving the Contractor's invoice in Wide Area Workflow.

SURVEILLANCE STANDARD:

The Performance Standard set forth in the PWS and Line items is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the Government is relying on the Contractor's assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services with no increase in contract price.

The Government reserves the right to refuse acceptance of nonconforming services. In no case, shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.

QUALITY ASSURANCE SURVEILLANCE FILE: The COR file should contain:

a) Copy of the COR appointment letter from the CO, any changes to that letter and any termination letters

b) Training Certifications for COR

c) Copy of the contract and all contract modifications

d) Copy of the applicable Quality Assurance Surveillance Plan (QASP)

e) Copy of the contractor's Quality Control Plan (QCP)

f) All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

g) Names, position titles and contact information of all key personnel assigned to this contract, both Government and Contractor

h) Surveillance schedules

i) Surveillance Checklists

j) Records of all inspections performed and the results

k) Customer Feedback

l) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

m) Documentation pertaining to acceptance of services, reports or data

RECORDS: All records will be retained for 5 years. The COR will forward these records to the CO upon completion of the contract/order.

CHANGES: The QASP is a living document and, as such, may be changed as needed. However, the CO must approve changes. The COR will submit recommended changes to the CO for approval.

1. Deliverables

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as

National Archives and Records Administration (NARA) records policies, including but not limited to the

Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII

Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy

Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the

Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. James A. Haley Veterans’ Hospital and Clinics and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of James A. Haley Veterans’ Hospital and Clinics or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to James A.

Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36

CFR 1230.

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

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The

Contractor (and any sub-contractor) is required to abide by Government and James A. Haley Veterans’

Hospital and Clinics guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with James A. Haley Veterans’ Hospital and Clinics policy.

8. The Contractor shall not create or maintain any records containing any non-public James A. Haley

Veterans’ Hospital and Clinics information that are not specifically tied to or authorized by the contract.

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

10. James A. Haley Veterans’ Hospital and Clinics owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which

James A. Haley Veterans’ Hospital and Clinics shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take James A. Haley Veterans’ Hospital and Clinics-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Factor No. Tasks Performance Indicators Performance Measures

Acceptable Quality Level (AQL)

Incentive (Positive &/or Negative) (impact on Contractor Payments)

1 Scheduled Maintenance Schedules shall meet or exceed all time limits

Initial schedule, to the

COR NLT 7 calendar days after award.

Subsequent PM submitted to the COR sixty (60) days prior to the start of the next inspection.

100% per occurrence

Positive: Acceptable rating in Contactor Performance

Assessment Reporting System

(CPARS)

Negative: May result in adverse

CPARS rating

Performance of

Maintenance

Authorized personnel performing the maintenance

Random inspection of License/Certification

100% per random occurrence

Positive: Acceptable rating in Contactor Performance

Assessment Reporting System

(CPARS)

Negative: Provide certified personnel to perform services immediately, May result in adverse

CPARS rating; May deduct up to 10% of service not accomplished properly Positive: Acceptable rating in

Contactor Performance

PERIOD OF PERFORMANCE

Contractors shall follow the schedule of specific dates for the Maintenance of the UPS in the above-mentioned buildings. Schedule must be submitted seven (7) calendar days after contract award notification and prior to performing contract work.

Contractors must provide an annual schedule each calendar year and contact the appropriate COR at least fourteen (14) calendar days in advance of performing maintenance.

For scheduling purposes, the performance of inspection will be required in each campus listed below. The semi-annual testing period will include 100% testing of all equipment which will be listed in the report. Any inspections that are performed out of stated cycle shall conform to the existing cycle stated below (semi-annual inspection) at no cost to the government.

H. PERFORMANCE HOURS

Normal workdays are Monday through Friday, First Shift: 7:00am to 3:30pm /Second Shift: 3:00pm to 11:30pm to include weekends and Federal Holidays. Contractors shall perform all work during first & second shifts to include weekends, when possible, but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR. Contractor shall remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report on progress on the project to the COR or authorized personnel.

1. Government normal duty hours are from 0700-1630, Monday through Friday, excluding Federal holidays. There are ten Federal Holidays as follows:

New Year’s Day January 1 Martin Luther King Day 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day November 11 Thanksgiving Day Last Thursday in November Christmas Day December 25

2. If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S.

Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

3. All work that is to be completed during WHEN hours will be done at no extra cost to the government.

III. GENERAL INFORMATION

A. KEY PERSONNEL REPLACEMENT AND SUBSTITUTION

1. The contractor shall provide a list of authorized personnel and phone numbers listing all service points of contact to the Contracting Officer Representative no later than 10 days after the award date. Notification of substitutions or replacement of key personnel shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request shall contain a complete resume for the proposed substitute, and any other information requested or required by the Contracting Officer to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The Contracting Officer or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

2. If the Contracting Officer determines that, (1) suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the contract or the task order in accordance with the proposal accepted by the Government at time of contract award, the Contracting Officer may, (1) Send a letter of correction or cure (2) terminate the contract for default or for the convenience of the Government, as appropriate, or (3) at his discretion, if he finds the Contractor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss or damage.

3. The Contractor shall replace any absent individual for any period greater than one workday (may be changed) to leave a full complement of trained qualified personnel at all times with no disruption of services.

B. CONTRACTOR PERSONNEL AND MANAGEMENT

1. Contractor Personnel

a) The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this PWS or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary.

The Contractor shall not employ for performance under this contract, any person whose employment would result in a conflict of interest with the Government’s standards of conduct.

b) The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract.

c) Personal Appearance - Contractor employees shall be well-groomed, clean, and neat in appearance;

clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct.

d) Personnel Courtesy - Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises.

2. Parking - All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the Contracting Officer or COR. Contractor vehicles shall be clearly marked as distinguishable from Government Equipment. Markings shall include, but not limited to, the Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the contract.

Contractor vehicles will follow parking rules while on US government property and are subject to tow if illegally parked. It is the responsibility of the contractor to park in the appropriate designated parking areas.

Information on parking is available from the Police and Security Section. Failure to park in appropriate/designated parking may be cause of a parking violation from the VA Police and may jeopardize the performance of the contract.

3. Identification Badges

a) The COR will coordinate the issuance of required access badges to Contractor personnel. Contracted personnel visiting any of the locations listed above must issue a temporary badge or always have an escort with him. Badges will be issued from the visitor’s location’s desk or from the Facilities Management desk. All badges will be returned daily. Contract personnel shall wear laminated identification badges provided by the VA at all times when present and performing work. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

b) Government issued identification badge remains the property of the Government and shall be returned to the issuing office upon completion of work or at the end of the workday, which ever applies.

c) Contractor Badges - In addition to the government furnished badge, Contractor personnel shall also wear a laminated contractor identification badge at all times when performing services under this Contract, including when on Government directed travel. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

4. All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

5. Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss.

Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

6. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

7. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or…