General Information - Veterans Affairs



5. PROJECT NUMBER (if applicable)CODE7. ADMINISTERED BY2. AMENDMENT/MODIFICATION NUMBERCODE6. ISSUED BY8. NAME AND ADDRESS OF CONTRACTOR4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE9A. AMENDMENT OF SOLICITATION NUMBER9B. DATEDPAGEOF PAGES10A. MODIFICATION OF CONTRACT/ORDER NUMBER10B. DATEDBPA NO.1. CONTRACT ID CODEFACILITY CODECODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of OffersE. IMPORTANT:is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAYis not extended.12. ACCOUNTING AND APPROPRIATION DATA(REV. 11/2016)is required to sign this document and return ___________ copies to the issuing office.is not,A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.15C. DATE SIGNEDB. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:D. OTHERBYContractor16C. DATE SIGNED14. DESCRIPTION OF AMENDMENT/MODIFICATION16B. UNITED STATES OF AMERICAExcept as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.15A. NAME AND TITLE OF SIGNER16A. NAME AND TITLE OF CONTRACTING OFFICER15B. CONTRACTOR/OFFERORSTANDARD FORM 30 PREVIOUS EDITION NOT USABLEPrescribed by GSA - FAR (48 CFR) 53.243(Type or print)(Type or print)(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)(Number, street, county, State and ZIP Code)(If other than Item 6)(Specify type of modification and authority)(such as changes in paying office, appropriation date, etc.)(If required)(SEE ITEM 11)(SEE ITEM 13)(X)CHECKONE13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONSAMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT(Signature of person authorized to sign)(Signature of Contracting Officer)129A0000108-04-2017629-17-1-661-0178NoneDepartment of Veterans AffairsSoutheast Louisiana Veterans HCS1555 Poydras StreetNew Orleans LA 70112Department of Veterans AffairsSoutheast Louisiana Veterans HCS1555 Poydras StreetNew Orleans LA 70112To all Offerors/Bidders VA256-17-Q-113208-04-2017 XXX12:00 PM CDT , 08/09/2017X1The purpose of this amendment is to incorporate a corrected Performance Statement of Work. As well as extend the recieptof purposals from 2:00 PM CST, 8/4/2017 to 2:00 PM CDT, 8/9/2017. all other terms and conditions remain the same. Travis SippelContracting Officer CONTINUATION PAGE-654050-825500-895350-914400Department of Veterans AffairsPerformance Work StatementNew Orleans VA Medical Gas Maintenance PWS – New Orleans Replacement FacilityDepartment of Veterans AffairsGeneral InformationThe purpose of this Blanket Purchase Agreement (BPA) is for the Contractor to provide the newly constructed New Orleans VA Medical Campus with medical gas system maintenance services. There will be a total of 14 buildings on the campus requiring under this contract. The Research Building (Building P) will not be available under this contract as the inception of this contract. It will be included in the contract upon building turnover. Estimated turnover dates have been include for bidding purposes.Project Title New Orleans VA Medical Gas Maintenance Services PWS – New Orleans Replacement FacilityProject BackgroundThe medical gas system at the replacement New Orleans VA Medical Center is expected to be turned over in 2017. Upon turnover, regular and periodic maintenance, troubleshooting and repair will be required for the system in order to ensure operability for patient and staff use. The purpose of this BPA is to establish maintenance services for the Medical Gas system located at the new New Orleans VAMC campus located in New Orleans, LA. Scope of WorkThe Contractor shall provide labor and materials to perform the monthly, quarterly, semi annual and annual maintenance, repairs, and certification of the piped medical gas systems housed at the New Orleans VA Medical Center located on 2400 Canal St. New Orleans, LA. Maintenance shall include the following systems at a minimum:Master and area alarms; Source equipment;Zone valves;Automatic pressure switches; Shutoff valves; Flexible connectors; Outlets, inlets, and flexible connects (wall, ceiling, and boom arms); Hydrocarbon monitoring (Medical air compressors);And all others as defined by the Project COR. The maintenance procedures shall follow manufacturer’s recommendations, be executed in accordance with NFPA-99, 2015 version guidelines or later. The total number of outlets covered under this contract shall not exceed 3500. The contractor shall provide support to VA when semi annual and annual testing, inspection and certifications occur. The contractor shall be prepared to correct all related and appropriate deficiencies reported during the inspection period.All work shall be performed by personnel specifically qualified and trained to maintain the medical gas systems described herein. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract. This contract shall contain one (1) base year plus four (4) option year extensions. Performance ObjectivesThe contracted medical gas inspector shall perform all maintenance of the facility’s medical gas systems and shall report system compliance in accordance with the Joint Commission, American Society of Safety Engineers (ASSE), American Society of Mechanical Engineers (ASME), National Fire Protection Association (NFPA) 99, NFPA 101, National Institute of Standards and Technology (NIST), American Society of Sanitary Engineers, American National Standard Institute (ANSI). Reporting shall be per the most current edition of all reporting agencies listed here and other Federal Regulations pertaining to medical gas systems in medical and Federal facilities.Deliverables ScheduleTask #Task NameScheduleTask 1Contact Information/Key PersonnelFive (5) calendar days after contract awardTask 2Contract Performance ManagementMinimum of three (3) meetings (Contract Award, Semi-Annually, Contract Anniversary)Task 3Preventative Maintenance Schedule and PlanFifteen (15) calendar days after contract awardTask 4Maintenance IntervalsMonthly, Quarterly, Semi-annual, Annual Task 5Maintenance ReportsFourteen (14) calendar days after services are rendered unless noted otherwiseTask 6Testing and Inspection SupportTo be provided Semiannually and Annually during schedule testing, inspection and recertification.Task 7Corrective Maintenance RepairsTo provide as neededTask 8CAD and PDF Schematics of Medical Gas SystemTo be provided annual within 60 calendar days of contract award and within 20 calendar days of system modifications.Task 9Company/Technician CertificationCompany: Prior to contract award Inspector for the specific test: No later than fourteen (14) calendar days after award. Present certifications in reports.Task 10Travel ProvisionEvery service call and scheduled activityPeriod of PerformanceThe period of performance shall be the following: Base Year July 1, 2017 through June 30, 2018 (inclusive). Option year one shall run from July 1, 2018 through June 30, 2019 (inclusive); Option year two shall run from July 1, 2019 through June 30, 2020 (inclusive); Option year three shall run from July 1, 2020 through June 30, 2021 (inclusive); Option year four shall run from July 1, 2021 through June 30, 2022 (inclusive). Should these dates change, the Contracting Officer will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract. Key PersonnelThe Contractor shall submit a list of the points of contact for VA’s account pertaining to maintenance. Submission shall include the person’s name, phone number, email and address for correspondence. For all work completed, the Contractor shall submit proof of medical gas certification for the technician completing the work. Place of PerformanceThe work shall initially be performed at the New Orleans VA Medical Center 2400 Canal St., New Orleans, Louisiana. As additional buildings are turned over to the Department of Veterans Affairs for use, the remaining buildings and associated equipment shall be scheduled for maintenance via task order. Building designations are as follows:Concourse (A)Inpatient (B and C)Diagnostic and Treatment (D, E, F, G)Outpatient (H, J)Staff Garage (K)Patient Garage (L)Transitional Living (M, R1, R2, R3, R4)Central Energy Plant (N)Research (P)COR Authority In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.Hours of WorkNormal operational hours for the VA facilities are from 7:30 a. m. – 4:30 p. m, Monday through Friday, exclusive of Federal Holidays. Some maintenance will be required to occur during regular and off hours. The contractor shall be allotted a set number of hours for working to occur outside normal operating hours. Emergency call back and emergency overtime shall be included in this contract.Contract Award MeetingThe Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting/post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. The following item shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP)General RequirementsAll written deliverables shall be phrased in layperson language.? Statistical and other technical terminology shall not be used without providing a glossary of terms. The Contractors shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to test and inspect the medical gas systems listed in accordance with NIST, ASSE, TJC, ANSI, ASME and NFPA requirements. A preventative maintenance schedule shall be submitted by the contractor prior to beginning work. The contractor shall also submit in writing, one (1) hard copy and one (1) electronic copy, of the maintenance schedule and tasks to COR and CO at contract award, no later than 30 calendar days after contract award. Licensing, Supervision, Maintenance and Testing. The Contractor shall be licensed and certified to provide the maintenance services specified in this contract. The Contractor shall hold a current and valid ASSE Medical Gas Maintenance Personnel 6040 certification. The Contractor shall ensure that all qualifications meet the requirements as stated in the 2015 version of NFPA 99. Any personnel representing the contractor and performing the actual maintenance shall also be qualified to at least the ASSE Medical Maintenance Personnel 6040 certification level. The Contractor shall provide copies of the certifications upon acceptance of any contract award or no work shall be performed, nor accepted, until proof of licensing is verified. The Contractor shall use testing equipment that is calibrated and adheres to the standards and criteria set forth by the National Institute of Standards and Technology (NIST), as recommended by the ISO-9001 requirements. As proof of current calibration, the Contractor shall provide a Traceable Calibration Certificate to the COR or their designee, presented upon initial contract issuance and each time certificates are updated. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO and COR prior to award of the contract.Definitions - Technical As used throughout this contract, the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.Where “ as shown”, “as indicated”, “as detailed”’ or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.Where “ as directed”, “as required”, "as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise. ANSI. The abbreviation of the American National Standard Institute.ASME. The abbreviation of the American Society of Mechanical Engineers.ASTM. The abbreviation of the American Society for Testing and MaterialsAdjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.Check. Examine, inspect, test, or verify by ponent Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.Contractor. The term contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.Contractor Representative. A foreman or superintendent assigned in accordance with the “CONTRACTOR EMPLOYERS”.Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.Frequency of Service.Quarterly (Q) – Services performed four times a year in intervals of every 80-100 days during the period of performance.Annual (A) – Services performed once during each 12 month period of the contract. Semi-annual (SA) – Services performed twice during each 12 month period of the contract at intervals of 160 to 200 calendar days. Inspect. To examine thoroughly, to view closely in critical appraisal.NEC. The abberviation of the National Electric CodeNFPA. The abbreviation of the National Fire Protection AssociationQuality Assurance (QA). A method used by the Government to provided some measure of control over the quality of purchase foods and services received.Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.Regular Working Hours. The Government's regular (normal) working hours are from 7:30am to 4:30 pm local time, Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the ERNMENT FURNISHED ITEMS. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own ernment Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the ernment Furnished Material. The Government will not provide any materials to the Contractor. Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.Utilities specified above will be furnished at no cost to the Contractor.CONTRACTOR FURNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, tools, components materials, and services to perform the requirements of this contract. WORK OUTSIDE REGULAR HOURS. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry out work on Saturday, Sunday, holidays , or outside regular working hours for tasks outside of those already noted, he/she must submit application to the COR for approval. The COR reserves the right to request scheduling around Federal holidays. Work may only occur under a bilateral agreement between Government and Contractor. MANAGEMENT. The Contractor shall manage the total work effort associated with all services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. The Contractor shall submit a Maintenance plan to the VA for review no more than thirty (30) calendar days after award. Maintenance plan shall include at a minimum: number of technicians to complete maintenance activity, anticipated means and methods, anticipated system down time, a copy of the checklists to be used per activty per equipment/device type, sample report of post service work.Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established herein. Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.Records. The contractor shall provide the following documentation:The Contractor shall provide the following records under the contract:Maintenance ReportsCorrective Maintenance ReportEmergency Repair ReportPost Semi-Annual Inspection and Testing ReportEquipment InventoryCAD drawings and schematics of as build medical gas conditionsOvertime hours recordedInvoicingTwo physical binders and one electronic copy titled appropriately according to the service being rendered.All reports shall prominently display: The contractor name; The certified technician performing the maintenance; The contractor shall provide the technician’s name. The technician shall physically sign the report certifying that the information within is, to best of his knowledge, accurate and true; Inspection dates; Medical facility; and Facility contact.Maintenance Reports shall contain the following, at a minimum:Corrective Maintenance Report shall contain the following, at a minimum:Emergency Repair Report shall contain the following, at a minimum:Post Semi-Annual Inspection and Testing Report shall contain the following, at a minimum:Current Inventory to be conducted by the technician. To include:Location ( Room and Bed #, if applicable)ManufacturerModel numberSerial NumberEquipment IdentifierWritten labelColorGas Intended for Medical UseUnited States ColorOxygenGreenCarbon DioxideGrayNitrous OxideBlueCyclopropaneOrangeHeliumBrownNitrogenBlackAirYellowvacuumWhiteGas mixtures (other thanmixtures of oxygen and nitrogen)Combination of component gasGas mixtures of oxygen andnitrogen19.5 to 23.5% oxygenAll other oxygen concentrationsYellowBlack and greenDescriptionNumber/countMinimum Equipment Types to be included in the inventory:Master alarms Area alarms Zone valves Outlets, inlets and flexible connectorsOxygen, Medical Air, Nitrogen, Vacuum bulk sourceVacuum bulk source Manifold diagramsSystem informationReserve cylindersMedical air compressorsVacuum pumpsAll alarm low voltage wiringRegulators and outletsManifoldsControlsGaugesValvesActuating switchesVanesCAD drawings and schematics of as build medical gas conditions shall contain, at a minimum or consist of at a minimum:Medical Gas Riser Digram in colorPipeline traced and valves located noting areas servedCAD Schematics indicating piping, sources equipment, and valves throughout the facilityLarge scale color print (36 in by 48 in). An electronic copy shall also be provided.Pipe sizing shall be documented and labels are affixed to valves and piping during tracingShall meet Joint Commisison requirements for medical gas schematicsOvertime hours recordedInvoicingThe Contractor shall, for all reports, note the corrections made and when they were verified and tested (inspector and date).Qualification statement from the contractor including the following:Corporate informationMedical gas consultants and technicians involved with the certification and inspection of the systemCompany experience pertaining the medical gas maintenanceEducation of the medical gas consultantsCopy of maintenance certification certificate for:American Society of Safety Engineers (ASSE) 6040 Maintenance Personnel with expiration dateCertificate of Liability Insurance for general and errors/omissions insuranceStaffing. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.MAINTENANCE AND INSPECTION. All maintenance shall be performed in accordance with ASME, ASSE, NIST, NFPA, and manufacturer’s recommendations except as modified herein.Deficiencies discovered during testing and regular maintenance shall be thoroughly documented and the government notified. The COR and/or Contracting Officer shall receive a verbal and written notificaiton of any deficiencies discovered per the following:Imminent Danger to Life and Safety – Within 30 minutes of discoveryService removing deficiency with no immediate life threat – Within 1 hour of discoveryAll others – During closeout meeting.Documentation shall be completed and include all necessary information to comply with all Joint Commission requirements. The Contractor shall provide complete service reports to the Facilities Engineering Department in both PDF and Excel format. The maintenance contractor for this system shall be on standby while the inspection occurs. Should a deficiency be found, the maintenance contractor shall be required to address the deficiency immediately unless otherwise arranged. The inspection contractor shall reinspect the repair immediately upon completion. The maintenance contractor shall properly allot for the repair of any deficiencies or defects at no cost to the government, found by the inspection contractor. SERVICE WORK. The contractor shall perform service work (service calls) as necessary to determine the cause of system and equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition. Excessive or repeated systems and equipment malfunctioning may be considered by the Government to be unsatisfactory performance of service work by the Contractor. The Contractor shall respond to all service calls, including those calls where the accomplishment of repairs is subsequently determined to be beyond the major repair limit established in the "GENERAL REQUIREMENTS" clause.Service Call Reception. Authorized Government representatives will advise the Contractor by phone of all service call requests, received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below. The contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays. A single local or toll free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) seconds by an individual fully familiar with the Contract's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed.Service Call Classifications. Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply. All service calls shall be covered under this contract unless the required service is a result of abuse or misuse by the Government.Emergency Service Calls. Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions. Examples include and electrical defect which could cause fire or shock, utility service is not available, etc. The Contractor shall provide a mechanic at the site and on the job ready to service the medical gas system within three (3) hour of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall work continuously until the emergency situation is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in the follow paragraph. Such follow up work shall be considered part of the original service call. At no point shall the campus medical gas system be out of service for greater than 48 hours. Should the facility experience a failure of five medical gas panels or units at one time, the Contractor shall provide portable units to supplement the loss of the gas or gas usage. This shall occur if the inoperation of the units is due to: poor maintenance, lead time of replacement parts as part of maintenance program, system failures due to normal wear and tear. Overtime emergency call back hours shall not apply in this instance.Normal emergency call-back service times are between the hours of 7:30 a.m. and 4:30 p.m., Monday through Friday, exclusive of Federal Holidays. Services performed during all other times shall be considered overtime emergency call-back service. If regular time work must be carried over and contractor wishes to continue to work beyond the Medical Center normal hours of operation, authorization for overtime work must be obtained from the COR or designated representative before proceeding.Overtime emergency call-back services shall be included in the cost of this contract. Overtime period services are not expected to exceed an average of 20 hours, per month (regardless of the number of technicians on site). Allocation for this cost shall be included in this contract. Any time accumlated that is expected to exceed this maximium amount (20 hours per month or aggregate of 240 hours in one year), shall not be completed without written approval of the CO prior to beginning work. Time shall be quoted at time and material cost. The contractor shall demonstrate all aggregated time used toward this overtime maximum to demonstrate justification for this added cost should it arise. The Contractor shall ensure that during only the number of technicians required to complete the task are used. Should the VA determine that additional technicians were used inappropriately and resulted in the over use of over time hour allottment, the VA will not be subject to the loss of those hours for that particular instance.The cost of all normal emergency call-back service for the base year and subsequent option years shall be included in the cost of this contract. The VA shall not be responsible for incidental charges, including, but not limited to: parking, tolls, mileage, phone, etc., on straight time or for overtime work.Routine Service Calls. Service calls shall be classified as routine when the work does not qualify as an emergency call. The contractor shall respond to and begin work on routine service calls within twenty-four (24) hours after receipt of the call. For example, if a routine service call is received by the Contractor at 10:00 am on Tuesday, the Contractor must be at the job site no later than 10:00 am on Wednesday. If the call is received at 2:00 pm on Friday, the Contractor must be at the job site not later than 2:00 pm on the following Monday. Routine service work will normally be performed during the Government's regular working hours unless prior approval is received from the COR. Parts and Materials.The contractor shall supply all necessary replacement parts required in order to perform the contract. Full performance is defined as: all defective parts have been replaced with parts equivalent to or better than the original parts and meets or exceeds the manufacturer’s original performance specifications, all programming is accurate with no functional defects. The Contractor is responsible to have in-stock or have the ability to provide all necessary parts, components, assemblies, modules and equipment to restore any malfunctioning equipment to full performance within 24 hours of the originating call or provide portable units until the above conditions are met. The Contractor shall supply all maintenance parts, materials, ancillary replacement and repair parts. These shall be provided at no additional cost to the facility. The contractor shall also provide all cleaning supplies and tools required for preventive maintenance and, as a result of normal wear and tear, restore equipment to full performance. All parts shall meet the original manufacturer’s design specification. Lubricants shall meet manufacturer’s specifications and have prior VA approval for use. Contractor shall turn over to the VA all non-repairable parts. Any reconditioned components utilized to make repairs must meet manufacturer’s specifications, be noted on the service slip and have a six month warranty. Use of a reconditioned part may only be used with the concurrence and approval of the VAService Records and Reports. See the "MANAGEMENT" clause of this Section for service work record keeping and work completion reporting requirements.Service Work Quality Standards. The contractor shall meet the following service work quality standards: All work satisfies the recommendations and requirements of the most current edition of NFPA 99, NFPA 101, NEC, ASME, ASSE, TJC, NIST, VA directives Continuous progress and completion of the work resulting in safe, efficient, and reliable system condition that permits accurate record of state of medical gas systems.Safe job site during progress of work. Clean job site upon completion of work. The contractor shall conduct all research and provide all resources required to ensure a smooth transition from the incumbent maintenance contractor in accordance with the contract requirements should this occur.MAINTENANCE PERSONNEL QUALIFICATIONSThe Contractor shall hold a current and valid ASSE Medical Gas Maintenance Personnel 6040 certification, ensuring all qualifications meet the requirements as stated in the 2015 version of NFPA 99. Any personnel representing the contractor and performing the actual maintenance, repairs shall maintain this qualification for the life of the contract or provide replacement staff with the necessary qualification. The Contractor shall provide copies of the certifications upon acceptance of any contract award or no work shall be performed, nor accepted, until proof of licensing is verified.Changes to RequirementIn the event that VA modifies the medical gas system, in part or in whole, during the maintenance period, Contractor shall be required to verify that the system, as newly modified or added, is consistent with the manufacturer’s requirements; any verification performed will be equitably adjusted under the Changes clause. The post contract modification or addition to the medical gas system shall not void the continuing requirements under this contract. The contract will be equitably adjusted under the Changes clause for such additional performance.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 along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. TravelThe contractor is responsible for providing transportation/travel for all materials, supplies, personnel and all items needed for the duration of this contract unless stated otherwise ernment ResponsibilitiesThe Government shall provide access to the facilities as necessary for services to commence. The VA Engineering, Safety or Police Services will also provide notification of any systems outages, testing or downtime to affected VA staff.Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee.Contractor Personnel RequirementsAll qualified, experience, and license personnel for the service will be provided by the contractor. All medical gas inspectors shall be certified to perform inspections and maintenance on Medical Gas Systems per ASSE, NFPA 99, ASME requirements for certified medical gas installer and maintenance personnel. Proof of personnel experience shall be provided by the Contractor to the VA to include, but is not limited to: Certification for independent medical gas installation/maintenance and certification; State certification (showing categories);Past experience of no fewer than three (3) years maintaining medical gas systems. Past experience shall be comparable in system size. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/Veterans Health Administration (VHA).Conflict of Interest. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.Uniforms. The contractor shall require all employees, including supervisors, to wear distinctive uniforms or clothing for easy identification, and assure that every employee is in uniform or clothing no later than the time specified by the COR, or otherwise no later than ten (10) working days from the date an employee first enters on duty. The uniform or clothing shall have the contractor's name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram.Smoking: Employees are strictly prohibited from smoking anywhere in medical center buildings.Supervision of Employees: The contractor shall be responsible for all means, methods, techniques, sequences and procedures, and for coordinating all portions of the work under the contract except where otherwise specified in the contract documents. The contractor shall, at all times, enforce strict discipline and good order among the workers, and shall not employ on the work any unfit person or anyone not skilled in the work assigned to him/her.Protection of Person and PropertyThe contractor expressly undertakes’, both directly and through its subcontractor(s), to take every precaution at all times for the protection of persons and property, including Medical Center employees and property and its own.The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work.The contractor shall continuously maintain adequate protection of all work from damage and shall protect the Medical Center property from injury of loss arising in connection with this contract. The contractor shall make good any such damage, injury or loss, except as may be by agents or employees of the Medical Center.In an emergency affecting the safety or life of individuals, or of the work, or of adjoining property, the contractor, without special instruction or authorization from the Medical Center, is hereby permitted to act, at the contractor's discretion, to prevent such threatened loss or injury. Also, should the contractor, in order to prevent threatened loss or injury, be instructed or authorized to act by the Medical Center, he shall so act, without appeal. Any additional compensation or extension of time claimed by the contractor on account of any emergency work shall be determined by mutual agreement.Security RequirementAll contractor personnel must check-in with their designated VA point of contact or other identified staff prior to beginning any work.Physical Security & Safety Requirements:All contractor personnel must check-in with their designated VA point of contact or other identified staff prior to beginning any work.The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.The Contractor and their personnel shall wear visible identification at all times while they are on the premises. The contractor shall sign in the VA Police services prior to beginning work each work day.VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.Smoking is prohibited inside/outside any building other than the designated smoking areas.Possession of weapons is prohibited.The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.Access To VA Information And VA Information SystemsA Contractor/Subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, Subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.All Contractors, Subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for Contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.The A&A requirements do not apply and that a Security Accreditation Package is not required.Confidentiality and NondisclosureIt is agreed that:The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Quality ControlThe contractor shall meet the following service work quality standards:Operational and other inspections and tests incidental to or arising from the replacement of certain parts and components are satisfactorily performed, as recommended or required by ASME, ASSE, NFPA 99, TJC. Continuous progress and completion of the work resulting in safe, efficient, and reliable system condition that permits the restoration of system service. Safe job site during progress of work. Clean job site upon completion of work. Unserviceable parts and components removed from Government property unless directed otherwise by the COR.The contractor shall provide and maintain an maintenance and inspection mechanism acceptable to the COR covering all services under this contract. Complete records of all maintenance work performed by the contractor shall be maintained and made available to the COR (through formal report submissions and at Government request) during contract performance and for as long afterward as the contract requires.In reference to specific testing and overall execution of the Maintenance Plan, the following is applicable:Any Government employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COR and the COR will complete appropriate documentation to record the complaint. The COR will consider the customer complaint valid upon receipt from the customer. The COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COR if not corrected. The COR will consider customer complaints as resolved unless notified otherwise by the customer. The COR shall notify the Account Point of Contact to the Contractor (APCC) via a written customer complaint, followed by a verbal compliant depending on the urgency of the item. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The APCC shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future recurring performance. Repeat complaints indicating the same deficiency shall not exceed three (3) times. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the COR should contact the Contracting Officer for appropriate action. After contract award, the Contractor shall implement and follow the Quality Control Plan or Quality Assurance and Surveillance Plan (QASP) that it submitted as part of its proposal, and accepted by the Government. The Contractor will provide full access of its internal QASP for the COR to monitor performance. The Contractor’s submitted QASP must, at a minimum, incorporate the items listed above.Quality AssuranceAs stated in the Quality Control Plan or QASP, the Government shall evaluate the Contractor's performance under this agreement. For those tasks listed in the Quality Control Plan or QASP, the COR or evaluators shall follow the methods of surveillance specified in this agreement. The Government shall record all surveillance observations. When an observation indicates defective performance, the COR shall forward the observation to the Contractor manager or alternate(s), who shall initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the Quality Control Plan/QASP or by methods other than those listed in the Quality Control Plan/QASP may occur during the performance period of this agreement. Such surveillance shall be done according to standard maintenance procedures or other agreement provisions. Any action taken by the Contracting Officer as a result of surveillance shall be in accordance with the terms of this agreement. The COR has the right to inspect all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The COR shall perform maintenance in a manner that will not unduly delay the work.If any of the services do not conform to contract requirements, the COR may require the contractor to perform the services again in conformity with contract requirements at no increase in contract amount. When defects in service cannot be corrected by re-performance, the COR may:Report deficiencies to the procurement office for further actionReject any invoices that contain work not found acceptable IAW the requirements as described in the award document.If the contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Contracting Officer may:Have the service performed by a separate vendor and charge the additional costs to this contractTerminate the contract for defaultPerformance Evaluation MeetingThe Contractor and COR will be required to meet at the following intervals: Contract Award, 6-month or and the Semi Annual point of the contract (+/- 10 calendar days), and at the end of the contract (+/- 10 calendar days).???A review will be conducted of any deficiencies noted throughout the contract period and address any outstanding pliance with Applicable Laws/RegulationThe Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements. As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government’s efforts to procure a replacement Contractor and associated systems and services.Hours of OperationThe contractor shall coordinate with the Mechanical Shop Supervisor to decide when maintenance can be performed. Maintenance can be performed during normal business hours when it does not interfere with building or patient operations or unless otherwise noted herein. When maintenance will interfere with building operations; it shall be performed after normal business hours. Normal business hours are between the hours of 7:30 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closing. The Contractor may for his/her convenience request authorization in advance from the COR to work outside of regular working hours of regular work days at no additional cost to the facility. Authorization shall be at the discretion of the COR.Recognized Federal Holidays: *Note, if a federal holiday occurs on a Saturday, the holiday will be observed on the preceding Friday; if the holiday occurs on a Sunday, the holiday will be observed on the following Monday.New Year’s DayJanuary 1*Martin Luther King Jr. DayThird Monday in JanuaryWashington’s Birthday (President’s Day)Third Monday in FebruaryMemorial DayFourth Monday in MayIndependence DayJuly 4*Labor DayFirst Monday in SeptemberColumbus DaySecond Monday in OctoberVeterans DayNovember 11*ThanksgivingFourth Thursday in NovemberChristmasDecember 25*Administrative Information The Department of Veterans Affairs Facilities Management (VA Engineering) Point of Contact is: Angela McKenzie, General EngineerContracting Officer’s Representative504-507-7053angela.mckenzie@Berthod LarkinsMechanical Shop Foreman504-507-2000 ext 77019Berthod.larkins@LIST OF ATTACHMENTSTABLE OF CONTENTSATTACHMENTDESCRIPTIONAttachment 1Medical Gas InventoryAttachment 2Applicable ApplicationsAttachment 3Preventative Maintenance ChecklistATTACHMENT 1INVENTORY OR EQUIPMENTEstimated Valve Box and Alarm Panel counts by Building:1.?????? Pan Am – 02.?????? Inpatient – 123.?????? Outpatient – 194.?????? TLR – 65.?????? Concourse – 06.?????? CEP – Master Alarm Panel located on third floor in room 3N119 (New 3N109B)7.?????? Dixie – 0 medical gas but has lab air, lab vacuum and natural gas not monitored8.?????? DNT – 63Outlets: Not to exceed 3500ATTACHMENT 2APPLICABLE PUBLICATIONSPublications and references listed here are classified as either advisory or mandatory. Those publications/reference classified as advisory are identified to the contractor to provide guidance as to the standards of performance that the Government will use in evaluating the Contactor's overall work performance. The contractor must comply with those publications/references classified as mandatory during the duration of this contract.ITEMTITLE & AVAILABLE FROMCLASSIFICATIONASME American Society of Mechanical EngineersMANDATORYASSEAmerican Society of Safety EngineersMANDATORYNFPA 99; Chapter 5:Gas and Vacuum SystemsNational Fire Protection AssociationMANDATORYNFPA 99; Chapter 11Gas EquipmentNational Fire Protection AssociationMANDATORYNFPA70National Electric Code (NEC)National Fire Protection AssociationMANDATORYNFPA 101Life Safety CodeNational Fire Protection AssociationMANDATORYATTACHMENT 3MEDICAL GAS PREVENTATIVE MAINTENANCE CHECKLISTPlease note, this checklist is a guide to the contractor for conducting maintenance and is not an all-inclusive list. The Contractor shall, unless otherwise noted, provide the items listed below at a minimum.Medical Gas System Preventive Maintenance ChecklistComponent DescriptionRecommended Test FrequencyResponsible PartyGas cylinder manifold pressureDailyVAGas cylinder manifold changeover signalDailyVALiquid cylinder manifold pressureDailyVALiquid cylinder manifold changeover signalDailyVALiquid cylinder reserve/ in-use signalAnnuallyContractorBulk liquid system contents gaugeDailyVABulk system pressure gaugesWeeklyVABulk system master signalMonthlyContractorMain line vacuum system gaugeDailyVAMedical air intake locationQuarterlyContractorMedical air pressure gaugeAnnuallyContractorMedical air high level water sensorAnnuallyContractorMedical air receiver drainDailyVAMedical compressed air alarmsAnnuallyContractorMedical air compressors/ vacuum pumpsMonthlyContractorDew point sensor/ CO monitorAnnuallyContractorWarning system componentsAnnuallyContractorAudible/ visual alarmsMonthlyContractorShut-off valve leak testSemi-annualContractorOutlet leakage and flowSemi-AnnualContractorMedical air purityQuarterlyContractor ................
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