Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

SCOPE OF WORK SERVICES: PREVENTATIVE MAINTENANCE TECNIPLAST AIR EXHAUST & LAMINAR FLOW EQUIPMENT VIVARIUM, BUILDING 710, VA PALO ALTO Contractor shall provide a service agreement for Annual Preventati... SCOPE OF WORK SERVICES: PREVENTATIVE MAINTENANCE TECNIPLAST AIR EXHAUST & LAMINAR FLOW EQUIPMENT VIVARIUM, BUILDING 710, VA PALO ALTO Contractor shall provide a service agreement for Annual Preventative Maintenance for Tecniplast equipment, as described below. Maintenance Services shall be provided for the Department of Veterans Affairs, Palo Alto Health Care System, in Palo Alto CA. Equipment is in the Vivarium, basement level, of Building 710. All services shall be provided in accordance with the specifications, terms and conditions contained herein. EQUIPMENT TO BE MAINTAINED Skyflow wall mounted air exhaust units for rodent cage racks Smartflow floor mounted air exhaust units for rodent cage racks Aria changing stations for rodent cages WORK STATEMENT The C&A requirements do not apply, and a Security Accreditation Package is not required. Contractor shall furnish the following: Provide Preventative Maintenance for the equipment shown in Section 1, once per year. Preventative Maintenance includes routine function and safety tests, confirmation of safe operation, verifying calibration, adjusting as needed. Replace filters on all equipment If other technical components are preventing proper calibration of instrument, vendor will cover replacement free of charge. Documentation following preventative maintenance. Emergency repairs are not included; may be obtained with additional charge. DEFINITIONS / ACRONYMS Vivarium Staff - Supervisor or designee. CO - Contracting Officer. COR - Contracting Officer's Representative. VAPAHCS VA Palo Alto Health Care System. PM - Preventive Maintenance. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s performance specifications. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VAPACHS employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. OEM - Original Equipment Manufacturer CONFORMANCE STANDARDS Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. PREVENTIVE MAINTENANCE (PM) Contractor shall perform Preventive Maintenance inspections as per contract for Base Year with 1 Option Year. The contractor shall furnish documentation, including all measurement and calibration data, to certify that the system is performing in accordance with the performance specifications. HOURS OF COVERAGE Normal hours of coverage are (Monday through Friday) from 8:00am to 5:00pm, excluding holidays. Work performed outside the normal hours of coverage at the request of COR will be billed at the government rate. A separate purchase order will be issued to cover the cost(s) associated with any call back service as described herein. PARTS The contractor shall furnish and replace parts at no cost. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be OEM or equivalent and fully compatible with existing equipment. The contract shall include all parts as well as consumable or expendable items required for the Preventative Maintenance. All parts shall be new, no used or refurbished parts are accepted. SERVICE MANUALS The VAPAHCS shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. DOCUMENTATION/REPORTS The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. Description of Problem Reported by COR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) Performed (including costs associated with after normal working hour services). This shall include Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS PROVIDED! REPORTING REQUIREMENTS The contractor shall report to COR or User to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Vivarium end-users (location to be specified at time of contract award) and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature." If the COR is unavailable, a signed accepted copy of the ESR will be sent to the COR within 5 business days of work completion. ADDITIONAL CHARGE There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COR, and/or Vivarium end-users, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT The contractor accepts responsibility for the equipment described in Section B, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT FSE must be Fully Qualified. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program given by the equipment manufacturer, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience providing scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B. All FSE working on the equipment should use OEM parts, be proficient in the device, attend clinical training, have access to Service Connect, at a minimum. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VAPAHCS. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAPACHS equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAPACHS equipment. TEST EQUIPMENT Prior to commencement of work on this contract, the contractor shall make available if requested copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAOPC. Test equipment calibration shall be traceable to a national standard. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS The contractor's FSE shall wear visible identification at all times while on the premises of the VAPAHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VAPAHCS will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAPAHCS. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. COMPLIANCE WITH FACILITY PERSONAL PROTECTIVE EQUIPMENT REQUIREMENTS This work is to take place in a scientific vivarium, which has specific requirements for personal protective equipment (PPE) to be worn by all personnel who enter the vivarium, including gown, hair net, gloves, booties, and face mask. These will be provided by the VAPAHCS. RECORDS MANAGEMENT LANGUAGE for CONTRACTS REQUIRED The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 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 by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.