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The Cincinnati Veterans Administration Medical Center (VAMC), Cincinnati, OH, has a requirement to obtain on-site maintenance, inspection, testing and technical support service for one Schneider Galax... The Cincinnati Veterans Administration Medical Center (VAMC), Cincinnati, OH, has a requirement to obtain on-site maintenance, inspection, testing and technical support service for one Schneider Galaxy VM Uninterruptible Power Supply by means of a firm-fixed-price contract with a base year and four (4) one-year option periods to be exercised at the discretion of the Government. The intention of this Sources Sought is to obtain information only. Please do not send a proposal. Requested information: To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (ronald.heidemann@va.gov) the following, via email: Firm s Name and Socio-Economic Status. GENERAL REQUIREMENTS: Quality Control. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the Quality Control Plan (QCP) with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the QCP, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor s quality control program shall include the following: Defined roles and responsibilities for quality control personnel. Regularly scheduled audits and inspections. Procedures for the identification and correction of deficiencies. Continuous feedback and improvement mechanisms. Detailed documentation and record-keeping processes. Timely reporting of quality control activities and findings to the Contracting Officer. Training programs for staff on quality control standards and practices. Quality Assurance. The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s): The performance standards will be applied based on the specific criteria outlined in the contract, focusing on key performance indicators (KPIs) relevant to the services provided. The frequency of surveillance will be determined by the criticality of the service areas and may include daily, weekly, monthly, or quarterly evaluations, depending on the nature of the work and associated risks. The minimum acceptable defect rate(s) will be established in consultation with relevant stakeholders and will be specific to each service area, ensuring that the contractor maintains a high level of performance and consistent quality. The Quality Assurance Surveillance Plan will also include detailed procedures for the documentation and reporting of surveillance activities, ensuring transparency and accountability. Any discrepancies or deficiencies identified during the surveillance will be promptly communicated to the contractor for immediate corrective action. The Government will maintain comprehensive records of all surveillance activities, findings, and any corrective actions taken, and will use this information to continuously assess and improve the effectiveness of the quality assurance process. Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. Hours of Operation. The business hours of operation for Cincinnati VA Medical Center (VAMC) is Monday through Friday from 0700-EST to 1530-EST, except on Federally recognized holidays. Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following location: Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213 Type of Contract. The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The quantities established in the PRICE/COST SCHEDULE are not-to-exceed in accordance with the terms and conditions of the contract. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 12 (Acquisition of Commercial Products and Commercial Services). Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform service in support of this VA medical facility in the state of Ohio. The contractor shall perform the services in compliance with the terms and conditions of this contract at the contractor s facility unless a meeting and/or site visit is required which shall be coordinated with the government program manager. VAMC/VAACC Identification Badges. The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required. Contractor and Subcontractor personnel that work on any VAMC property must consent to Background Checks or shall be denied access to the VAMC facilities. Information required to conduct a Background Check includes: full name, driver s license number and/or social security number, date of birth, and completion of a background check questionnaire. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.302. The contracting officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action must be taken to resolve outstanding issues. These meetings must be at no additional cost to the government. GOVERNMENT PROGRAM MANAGER (GOVERNMENT PM). The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract. KEY PERSONNEL: The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. CONTRACTOR TRAVEL: Not Applicable OTHER DIRECT COSTS: Not Applicable DATA RIGHTSs: Not Applicable ORGANIZATIONAL CONFLICT OF INTREST: Not Applicable PHASE-IN / PHASE-OUT PERIOD: Not Applicable DEFINITIONS AND ACRONYMS DEFINITIONS: CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein. CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. PROGRAM MANAGER (PM) - GOVERNMENT: An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements. QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract. QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance. QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance. QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government. SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment. TURN-KEY DELIVERABLE: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items necessary to provide continuous HDTV satellite television service to the Cincinnati VAMC and Fort Thomas Domiciliary. UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves). 2.2. ACRONYMS: AQL Access Control List CFR Code of Federal Regulations CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer s Representative COR Contracting Officer's Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 LEADS Law Enforcement Agency Data System NEC National Electric Code NFPA National Fire Protection Association NHCU Nursing Home Care Unit NTE Not to Exceed NTP Notice to Proceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PIPO Phase In/Phase Out PACS Physical Access Control System PO Purchase Order issued by the CO/COR POC Point of Contact PM Program Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SaaS Software as a Service SDS Safety Data Sheet provided by Contractor SMS Security Management System SSA Site Support Agreement TE Technical Exhibit VAAR Veteran s Administration Acquisition Regulation VA United States Department of Veterans Affairs VAPS VA Police System VISTA Veteran s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veteran s Administration Ambulatory Care Clinic VAMC Veteran s Administration Medical Center VHA V Veteran s Health Administration VHA PM Veteran s Health Administration Procurement Manual GOVERNMENT FURNISHED ITEMS AND SERVICES: SERVICES: Not applicable. FACILITIES: VAMC will provide adequate space and access at its premises for the installation, operation, maintenance, inspection, replacement and disconnection of service-related equipment. UTILITIES: VAMC will furnish the following utilities at existing outlets, as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). EQUIPMENT: Not applicable. MATERIALS: Not applicable. CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS: CONTRACTOR REQUIREMENTS: Contractor is currently engaged in maintenance, repair, inspection, and testing of uninterruptable power supplies. Contractor shall have a minimum of five (5) years within the last seven (7) years of successful experience maintaining identical or similar to the equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact. The Contractor shall provide a Contract Manager who shall be responsible for the performance of all work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) working days of changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday. Contractor shall provide qualified mechanics/technicians with appropriate relatable training, experience and certifications. Mechanics/technicians must have at least five (5) years experience in the industry. Apprentices shall be actively pursuing certified mechanic/technician status and accompanied at all times by a journeyman technician. Certificates shall be submitted to the CO/COR. The selection, assignment, and management of Contractor s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC facility or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor shall ensure that his personnel always present a professional appearance and that their conduct shall not reflect discredit upon this installation or the Department of Veterans Affairs. Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. Contractor's employees shall observe and comply with all local and VA Medical Center, regulations, and procedures concerning fire, safety, environmental protection, sanitation, security, tobacco usage, gratuities, and possession of firearms or other lethal or illegal weapons or substances. Contractor shall be responsible for removing and ensuring proper disposal of all hazardous or universal waste generated under requirements of this contract in accordance with the Resource Conservation and Recovery Act and all associated state and local regulations Onsite parking is prohibited. Contractor shall secure offsite parking of all vehicles while performing any onsite service at the contractor s expense. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, management, incidental engineering services, overtime pay, weekend and holiday pay, travel expenses and transportation, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract. The contractor shall provide all equipment and supplies as specified in this PWS. All installed equipment and/or supplies shall become property of Cincinnati VAMC upon installation. The contractor shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems. The contractor shall provide all materials, lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all other supplies necessary to perform all services required in this contract. In addition, the contractor shall ensure that lubricants utilized are only those products recommended by the manufacturer of the equipment or equal. The contractor shall provide all tools, equipment, specialty items and other items necessary to perform all tasks required under this contract. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR. Contractor shall immediately notify the CO/COR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment. All supplies, parts and materials shall be of the original manufactures design and specification, or equal thereto. REQUIREMENTS Specific Tasks: GENEERAL (APPLICABLE TO ALL CONTRACT LINE ITEMS): The contractor shall perform maintenance, inspection, testing, and technical support service for one (1) Schneider Galaxy VM uninterruptible power supply systems. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR. Contractor shall immediately notify the Engineering COTR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment. Contractor shall provide advanced notification to the CO/COR no less than 10 business days prior to scheduled maintenance and service activity. Service must not interfere with needs or demands of the hospital. The V.A. reserves the right to defer proposed service dates based upon the needs of the agency. Task 1 SEMI-ANNUAL PREVENTATIVE MAINTENANCE SERVICE FOR ONE (1) UNINTERRUPTIBLE POWER SUPPLY SYSTEM (CLINs-0001, 1001, 2001, 3001 and 4001): Contractor shall provide semi-annual maintenance on 1 - Schneider Galaxy VM Uninterruptible Power Supply, power distribution unit and associated battery cabinets in accordance with manufacturers recommendations. The contractor shall: Perform visual Inspection of UPS, PDU, Batteries and Cabinets Validate UPS firmware is up to date and apply recommended updates Verify and implement all manufacturers required field advisories and modifications Review and record event logs and alarm history Inspect and clean all cooling fans and air pathways Test system bypass functionality and confirm redundancy settings Inspect all power and control wire termination points and system components. Loose connections shall be re-tightened to manufacturers torque specifications. Any corrosion shall be removed and treated to prevent future recurrence. Perform functional verification to include: Check event and alarm logs Verify input, output and bypass voltage and current values are within design parameters. Perform system transfer test to and from static bypass Verification of battery condition and operation Verification of parallel operation performance Verify and implement all required field advisories and field modifications. Check all circuit board revisions and update as required. Inspect capacitors and other internal components for swelling or leakage Measure and Record: Input voltage, frequency, current Output voltage, frequency, current and power factor System battery float voltage and current Battery cell float voltage (all cells) AC ripple voltage and current Battery cell temperatures and impedance (all cells) Battery connection resistances in micro-ohms (when applicable) Semi-annual testing and maintenance shall be performed in February and August of each contract year. Contractor to provide service report for inspection/testing results for each semi-annual preventive maintenance. Task 2 Provide 24-Hour Technical Support (CLINs-0002, 1002, 2002, 3002 and 4002): Contractor to provide 24-hour technical support for all equipment covered under this contract. Deliverables: All written deliverables shall be phrased in layman s language. Statistical and other technical terminology shall not be used without providing a glossary of terms. Service and maintenance reports shall be submitted to the V.A. within 10 business days of completing any service. Reports will identify all items inspected, services performed, test results, readings obtained, number of items inspected, and deficiencies identified. The report shall assess the general condition of all serviced equipment detailing all recommended repairs and defective components. No invoice shall be certified for payment until the Facility COR has provided written acceptance to the contractor and the contracting officer. Task One (1) Deliverable: Semi-Annual Preventative Maintenance Service Reports SAFETY and Infection Control Injury and Accident Reports. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving any generator or its maintenance. Written reports for all incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident. Safety. Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. In performance of this Contract, the Contractor shall follow VAMC safety policy and standards for safe work practices and take such safety precautions as the VAMC Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC tobacco policy, which designates all VA property as a NO-Tobacco area. Patient, employee, visitor, and Contractor personnel safety shall be maintained at all times. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility in performance of the Contract, and will not use, in the facility, such materials which have not been so approved in advance with the VAMC. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain current copies of all SDS to assure compliance with all laws and requirements regarding the Right to Know law. Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and the proper use of PPE shall be provided by employer, and documentation maintained by the Contractor. The Contractor shall obtain a Hot Work Permit from the Safety staff or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the VAMC Safety Officer the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards. Contractor shall ensure all safety guards, equipment panels, doors, covers, devices, etc. are installed prior to placing equipment into normal operation. Any lost, damaged or missing guards, panels, doors, covers, devices, and mounting hardware are to be supplied or replaced by the contractor to ensure the safety of personnel. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility. Infectious Control To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infectious Control Program to ensure that patient health is not compromised. The Contractor shall maintain equipment rooms and equipment room access to these standards and comply with all other reasonable requests of the CO/COR related to Infectious Control measures. Equipment, including control cabinets shall be wiped down with appropriate cleaning supplies to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair. Upon completion of daily work, contractor shall sweep all floors, remove all trash, rubbish, and waste materials. CO/COR shall inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust, dirt or debris on any surface required to be kept clean under this Contract. Debris, rubbish, and recyclable material resulti...