J--GLA GYM EQUIPMENT MAINTENANCE

PERFORMANCE WORK STATEMENT BACKGROUND The Department of Veterans Affairs Greater Los Angeles Healthcare System (VAGLAHS) has a requirement for employee gym equipment preventative maintenance contract to support good efficient safe operation of equipment used by VAGLAHS employees. A preventative maintenance contract will include services for the West Los Angeles VA Medical Center located at 11301 Wilshire Blvd. Los Angeles, CA 90073 and the VA Los Angeles Ambulatory Care Center located at 351 E. Temple St. Los Angeles, CA 90012. GENERAL REQUIREMENTS The vendor will be required to perform regularly scheduled maintenance inspections (hereafter referred to as PM s) twice per year for each site which will include inspecting, lubricating, cleaning, and making ordinary adjustments to various Life Fitness strength and cardio exercise equipment. Upon the VA s request, the vendor will also provide unlimited intervening maintenance and/or repairs to include parts and labor. QUALIFICATIONS Contractor personnel performing maintenance and repair services shall be fully trained, competent, and professional technicians. For the purposes of this contract, fully trained is defined as factory-trained (or equivalent) to perform maintenance on Life Fitness strength and cardio exercise equipment. NON-ACCEPTANCE OF CONTRACT PROVIDERS. The Contractor shall ensure that all contract providers have met the qualifying criteria. Ultimately, the decision to accept or reject Contractor personnel rests with the VA. Non-acceptance of contract Providers does not relieve the Contractor from satisfying and fulfilling the contract requirements. STANDARD OF CONDUCT. The Government reserves the right to refuse acceptance of contract Providers whose personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, dereliction or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by patients or staff members to designated Government Representatives. Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations. Complaints concerning contract personnel s conduct with Government employees or patients will be dealt with by the Contractor and the COR. The Contracting Officer is the final authority on validating complaints. In the event that contract personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer. The refusal of acceptance of contract Providers services does not relieve the Contractor from satisfying and fulfilling the contract requirements. CONFLICT OF INTEREST The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs, unless such person seeks and receives approval in accordance with the Department of Veterans Affairs regulations. Nor shall the Contractor employ any person who, as a member, would create a conflict of interest or the appearance of a conflict of interest, particularly with regard to influencing the contract agreement negotiations or terms of the contract. In any such case, Department of Veterans Affairs (VA) must review the matter and give its approval in accordance with agency ethics rules. CONTRACTOR LIAISON The Contractor shall designate one (1) employee who shall be responsible for the performance of the work under the resulting contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of the contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. Contractor Liaison: _____________________ Phone: ____________ Fax: ___________ QUALITY ASSURANCE AND PERFORMANCE MONITORING Contract Providers will be held to the same standard as VA personnel through quality assurance and performance monitoring to ensure compliance under the resulting purchase agreement. The COR will utilize the Contractor Performance Assessment Reporting System (CPARS) to assist in performance monitoring and be responsible for verifying compliance with the terms and conditions of the contract. The COR will forward the summary evaluation of the Contractor performance to the Contracting Officer once performance ends. EVIDENCE OF INSURANCE COVERAGE Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required (General and Professional Liability as well as Workers Compensation) has been obtained and such policy shall state, This policy may not be changed or cancelled without written notice to the VA Contracting Officer, VA Network Contracting Office 22, 10444 Corporate Dr., Ste. K, Redlands, CA 92374. Said policy must bear an appropriate loss payable clause to the United States as its interest may appear. Such evidence of insurance will not be waived. NATIONAL HOLIDAYS Listed below are the ten (10) national holidays. New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When one of the holidays falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a national holiday. BILLING FOR SERVICES. The Contractor is responsible for submitting billing for services. INVOICE AND PAYMENT Payment is to be made in arrears. Contractor shall submit invoices to: http://www.ob10.com. Invoices submitted for payment shall be reviewed for accuracy and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected invoice must then be submitted by the Contractor within three (3) business days to the Government. The invoice MUST be include the following information: (1) Name and address of Contractor (2) Invoice number and date (3) Contract No. & Obligation No (4) Contractor s tax ID number (5) Date services were provided (6) Description of services provided (7) Unit price billed for each line item contained in the contract (8) Total extended amount due for billing (9) Description of services Payment for services rendered by the Contractor shall be made upon receipt of a proper invoice. When inadequate invoices are received (those lacking any of the essential items listed above), the vendor will be notified in writing within 7 calendar days of receipt of such bills that these bills cannot be processed for payment until a proper invoice is submitted (Prompt Payment Act Public Law 97-177). The itemized invoice shall be verified for certification of the services rendered. The COR shall certify the Contractor s invoice for payment of services rendered. SAFETY AND FIRE PREVENTION All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the VAGLAHS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. FIRE ALARM TRIP CHARGES A minimum fee of $2,500.00 will be assessed against any outstanding invoices or collected from the Contractor when Contractor or sub-Contractor personnel trip a fire alarm due to negligence, fault, or failure to properly coordinate response to the false alarm, disruption of Medical Center operations, false alarm response, and any fines imposed, by the Fire Department, and any other costs incurred by the Medical Center as a result of the false alarm. The amount of the penalty will be adjusted if local and/or administrative costs change. IDENTIFICATION BADGES All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on the VA Healthcare System grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented. PARKING POLICY It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstances SMOKING POLICY Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas. CONTRACT ADMINISTRATION The Contractor shall communicate and coordinate with the Contracting Officer and/or the COR on all matters pertaining to administration of the resulting purchase agreement. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of the resulting purchase agreement.