Statement of Need - Electric Utility Vehicle.docx

Eastern Colorado Healthcare System (ECHCS) Rocky Mountain Regional (RMR) VA Medical Center

1700 N. Wheeling Street Aurora, CO 80045

Electric Transport Vehicle – Nutrition & Food Service

Statement of Need:

The Rocky Mountain Regional VA Medical Center (RMRVAMC) has a requirement to purchase one (1) New Enclosed Cargo Body Electric Utility Vehicle, with an authorized vendor to supply and deliver the items identified in Table 1 below. This is a Brand Name or Equal requirement; refer to the salient characteristics below.

Purpose:

An Enclosed vehicle is required to transport fully catered meals between RMRVAMC kitchen and PTSD building. PTSD was designed without proper space to include cooking equipment, and therefore meals need to be fully catered between building. Food safety mandates require food trucks to be transported in a fully enclosed vehicle. An Electric vehicle will offer ease of use and access to cooks who will operate vehicle, as it can be charged on service level where inpatient kitchen is located, driven directly to back of kitchen for loading/unloading, and then driven on city sidewalks to the back of the PTSD building. Service-level vehicle will save time and energy compared to street motor vehicle as cooks will need to transport three meals per day, including transportation of used service wares back to the kitchen after each meal.

Table 1 – Package Item(s) Summary

Salient Characteristics:

Total Quantity: Refer to Table 1 ☐ Network Required if Checked ☐ Manufacturer Certified Installation Required if Checked ☐ BMET Training Required if Checked ☐ End User Training Required if Checked

Electric Transport Vehicle must have:

Must be an "On-Road Low Speed Electric Utility Vehicle."

Must be Enclosed with White Body Panels, White doors, L-Box, and White Roof Must have Defrost Front and Rear Window with Washer Must have Roof with Amber Lightbar Must have LED Headlights Must have Rugged Front and Rear Bumper Must have 13" Steel Wheels Must have Flat Bed with Fixed Tailgate Must have a 6.5 kW Motor Must have a 1 kW Charger Must have Maintenance Free Distance AGM Battery Must have Fixed Steering Must have Seats Must have Heater/Fan

(Tech Specs from Manufacturer):

Minimum Length: 146 inches Minimum Width: 55.5 inches Minimum Height: 73 inches Minimum Bed: 70 inches Long, 48 inches Wide, 48 inches Tall Minimum Gross Vehicle Weight (GVW): 3,000 lbs Minimum Payload Capacity: 1,415 lbs Battery: Maintenance-free distance AGM or Li-ion

Scope of Work:

Equipment will be shipped in original OEM packaging and will be inspected upon receipt to ensure equipment is free of defect and/or damage. The equipment will ship complete, no partial shipments will be accepted.

Date of manufacture must not be greater than 2 years before the purchase order date. The equipment must not be used or refurbished. Any batteries provided with the unit will not be manufactured more than 12 months before the purchase order issue date.

The vendor will provide all applicable service manuals, maintenance requirements, and part lists.

Tracking information will be emailed to the following Point of Contact (POC):

The shipping label and packing slip will contain the following information for ease of receipt:

1) Ship To:

2) Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045

3) Contract Number: N/A

4) Purchase Order: N/A

Delivery:

Delivery shall be within 30 days from time of award.

Equipment shall be delivered to the Rocky Mountain Regional VA Medical Center located at 1700 N. Wheeling Street, Aurora, CO 80045.

Delivery Hours of Operation: Monday – Friday; 0700hrs – 1500hrs; excluding all Federal Holidays.

Delivery will be coordinated through the On-Site Point of Contacts (POCs):

Inspection:

Prior to acceptance of the goods or services provided under this contract, inspection and testing will be performed by the government.

Warranty:

The Contractor shall provide all manufacturer’s warranty with products upon delivery. Warranty shall commence upon acceptance by VA representative and verification of operational functionality.

The warranties shall include all travel and shipping costs associated with any warranty repair.

Deliverables:

Operation and Maintenance Manuals Invoicing and Supporting Documentation:

The supporting documentation and invoice shall be submitted within 30 days of shipment. In addition to information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4 (g), all invoices must include the following information:

a. Name and Address of Contractor

b. Contractor’s Tax Identification Number

c. Date of Invoice

d. Invoice Number

e. Contract Number

f. Purchase Order Number

g. Date of Service

h. Contract Line Item Number (CLIN)

i. Description, Quantity, Unit of Measure, Unit Price, and Extended Price of the items delivered

j. Total Price Recalls:

The Vendor shall immediately notify all affected VA Medical Centers and designated POC in the event of a device recall, removal, required adjustment, or required modification that is suggested or mandated by the Vendor, distributor, manufacturer, or any regulatory or government agency. The following information shall be included in this notification:

A complete item description and identification (to include lot or serial numbers where applicable); administrative identification data including order numbers and order date; reasons for recall, removal, adjustment, or modification; and Instructions for appropriate corrective action.

Confidentiality and Non-Disclosure:

This equipment does not connect to a VA network. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist, Block 6, the C&A requirements do not apply to this requirement, and a Security and Accreditation Package in not required.

This equipment does not hold or store patient information. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist, Block 7, Appendix B and C provisions do not apply.

Salient Characteristics:

Total Quantity: Refer to Table 1 ☐ Network Required if Checked ☐ Manufacturer Certified Installation Required if Checked ☐ BMET Training Required if Checked ☐ End User Training Required if Checked

Electric Transport Vehicle must have:

(From Quote) Must be an "On-Road Low Speed Electric Utility Vehicle."

Must be Enclosed with White Body Panels, White doors, L-Box, and White Roof Must have Defrost Front and Rear Window with Washer Must have Roof with Amber Lightbar Must have LED Headlights Must have Rugged Front and Rear Bumper Must have 13" Steel Wheels Must have Flat Bed with Fixed Tailgate Must have a 6.5 kW Motor Must have a 1 kW Charger Must have Maintenance Free Distance AGM Battery Must have Fixed Steering Must have Seats Must have Heater/Fan

(Tech Specs from Manufacturer) Minimum Length: 146 inches Minimum Width: 55.5 inches Minimum Height: 73 inches Minimum Bed: 70 inches Long, 48 inches Wide, 48 inches Tall Minimum Gross Vehicle Weight (GVW): 3,000 lbs Minimum Payload Capacity: 1,415 lbs Battery: Maintenance-free distance AGM or Li-ion

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 in the course of 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. [Agency] 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 [Agency] 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 [Agency]. 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 is 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 is no longer required, it shall be returned to [Agency] 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 [Agency] 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 [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] 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. The [Agency] 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 [Agency] 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 [Agency]-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. Flowdown 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.