J036--598-20-4-8317-0069 CAVHS LAUNDRY MAINTENANCE & SERVICES BLDG 159

LAUNDRY EQUIPMENT MAINTENANCE PROGRAM PERFORMANCE WORK STATEMENT A. GENERAL: A.1 Title of Project: Maintenance and Service Contract for the Laundry facility (building 159) located at the Central Arkansas Veterans Healthcare System (CAVHS), 2200 Fort Roots Drive North Little Rock, Arkansas 72114. A.2 Scope of Work: The contractor in question shall furnish all qualified/certified personnel, tools, materials (materials will be defined more specifically below), necessary equipment and services to include lodging, travel and meals necessary to perform the following scope of work. The scope of work for this contract will be to perform preventative maintenance (PM), any necessary manufacture testing requirements, routine inspections and any unscheduled maintenance on all CAVHS laundry equipment located in building 159. This will include calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting as necessary to ensure continual operation. This will include emergency call back on weekends and holidays deemed necessary by the Contract Officer Representative (COR). This contract is mainly a service contract and consists of a parts/manufacture technical assistance rider added to this contract. The parts rider will be utilized when parts are required/needed to repair the laundry equipment as needed and/or manufacture technical assistance is required in unique circumstances. Definitions: The following terms have the following meanings in this scope of work (SOW): VA Administrative Hours: 7:30 AM to 4:00 PM, Monday through Friday, excluding federal holidays Non-Administrative Hours: 4:01 PM to 7:29 AM, 24 hours on weekends and federal holidays Government: The United States of America Veterans Affairs (VA): Government s federal agency for which the Government contracts for the services specified herein. VA and Government will be used interchangeably throughout this SOW and contract. Where the term VA is used, it shall mean the same as Government . COR: Contracting Officer s Representative PMRS: Preventive Maintenance (PM) and Repair Services (RS) Original manufacture Equipment: OEM Materials: the term materials will refer to consumable items. Examples will include but not limited to lubricants (oils, grease), filters, hardware (nuts, bolts, washers), zip ties, etc. Parts: the term parts will refer to items that are not considered consumables and that are items of the equipment to ensure continual operations. Government personnel observed Holidays: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays: New Year's Day Martin Luther King's Birthday President's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation A.3 Background: The (ESTIMATED) period of service for this requirement will be from date of award (Base Year), with four possible option years (should the government decide to exercise those option years). 1. The contractor shall provide total Managed Maintenance Program that will include: All technical services, routine required maintenance and repairs on Government Owned Laundry Equipment located in the processing department, soil departments and mechanical room equipment located at the VA North Little Rock laundry facility (building 159), 2200 Fort Roots Drive, North Little Rock, Arkansas 72114. 2. The contractor shall furnish their own tools to perform all maintenance and PMs required per the manufactures manual for equipment specified in section E of this Statement of Work. Contractor will be provided copies of the equipment manual s that identified the required PM services by specific timeframes. 3. The contractor s technicians shall be trained and certified in repairs and servicing the specific brand as identified in the Government Owned Laundry Equipment list. The contractor in question shall provide a letter of recommendation from each of the respective manufacture brand-named pieces of equipment to be maintained. The Letter of Recommendation shall be from a Technical Supervisor to ensure the validity of the contractor s ability to perform the work required. The contractor shall not assign uncertified technicians to perform any service of which the technician is not certified in. The contractor will provide TRAINING/ CERTFICATIONS and recommendation letters as part of the bid/proposal. Onsite technicians shall demonstrate a verifiable proficiency in laundry equipment repairs that cover a variety of repairs and PMs for: Laundry equipment covering mechanical, electrical, laundry equipment plumbing, pneumatic and technical software troubleshooting; technicians must have startup and shutdown experience for laundry equipment to include the following; minor PM requirements for belts, sensors, troubleshooting of equipment and the ability to write-up work request identifying service work. . Contractor must maintain a staff capable of supporting ALL equipment identified Must identify subcontracting efforts Contractor must possess the ability to obtain software, tools, and parts directly from the manufacture of each piece of equipment. Due to the critical nature of the final product the laundry provides to the Veterans, all parts must be OEM to ensure the equipment is maintained in the best possible condition. d. Materials: the term materials will refer to consumable items. Examples will include but not limited to lubricants (oils, grease), filters, hardware (nuts, bolts, washers), zip ties, etc. e. Parts: Contractor will provide a requisition of any required replacement parts including, but not limited to belts, motors, bearings, seals, slings, trolleys, repair parts and electrical components (relays, circuit boards, etc.) to include sensors and software updates. SPECIAL NOTE: the replacement cost/installation of pads for the two ironers is not part of this contract. They will be purchased and coordinated for installation of the laundry plant manager. 4. Work Excluded: Parts/Manufacture Technical Assistance Rider: To assist in the budgeting aspect for the government, this contract is requesting to incorporate a parts/manufacture technical assistance rider. The suggested amount for the rider would be $125,000.00 (per year) to be used only if parts are required outside the items listed in the materials definition or the need of manufacture technical assistance. The amount of the $125,000.00 will only be applicable and payable in the below two scenarios. Parts: Parts for the equipment under this rider would include but not limited to belts, motors, bearings, seals, slings, trolleys, repair parts and electrical components (relays, circuit boards, etc.) to include sensors and software updates. When parts are required, the contractor would request these parts through the COR. This additional cost associated with this type of situation would be invoiced through the rider add-on. SPECIAL NOTE: the replacement cost/installation of pads for the two ironers is not part of this contract. They will be purchased and coordinated for installation of the laundry plant manager. Manufacture Technical Assistance: Based on my market research for this contract, it seems from time to time there will be situations that a more technical experienced technician from the specific manufacture will be required to be on site. This would be for such instances like software/in-depth computer related issues/major component failure. In this situation the contractor would request through the COR to have that specific manufacture technical representative to be dispatched out to the site. This additional cost associated with this type of situation would be invoiced through the rider add-on. This contract shall include a $125,000.00 per year parts and labor rider to cover parts required and additional manufacture technical assistance (to be determined by the Contracting Officer Representative [COR] or Contracting Officer [CO]). Not to Exceed (NTE) $125,000 per year. All parts and/or request for manufacture technical assistance must be pre-approved by the COR or the CO. THIS PARTS RIDER IS NOT AN AWARD. Rider funding not used during the applicable period of performance will be retained by the Government as this cost is NOT owed to the contractor if not used. When used, the contractor shall obtain approval from the COR or CO prior to use and invoice against this line item only. This contract will NOT be used to replace equipment, or to purchase new equipment. If a piece of equipment must be replaced or new equipment purchased, it will require a new contract. This contract will not be used to repair/add/install any plumbing or electrical issues that are considered part of the building. This maintenance contract only covers inspection and repair of equipment. WORK HOURS: HOSPITAL HOURS: The Contractor shall schedule and arrange work 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 the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. Normal work hours are from 7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday, Excluding Federal Holidays. Technicians shall be onsite during the normal working hours of 0730-1600. Hours beyond and before 7:30am to 4:00pm (8:00am to 4:30pm also acceptable), shall be required only during emergency calls and approved by the COR. The contractor in question will check-in with the laundry supervision upon arrival to the facility and before leaving at the end of the day. This will assist in any and all communications pertaining to the laundry equipment in question. Type of Contract: Firm Fixed Price: Overtime Requirement: Due to the importance of the laundry facilities end results, the equipment to be maintained under this contract must be in optimal working condition to the utmost ability of the contractor during normal working hours. If a situation arises that requires after hour work to meet the optimal working condition of the equipment, overtime rates will be authorized at the following hourly rate. Overtime rates will be allowed for work outside normal working hours to include weekends and holidays. All overtime request must be pre-approved by the COR or the CO. Overtime Laundry Mechanic. Not to Exceed (NTE) 8 (eight) Hrs. Rate for Informational Purposes Only $000.00 per hour Monday thru Friday 7:30am 4:00pm (excluding holidays). Overtime Laundry Assistant/Helper. Not to Exceed (NTE) 8 (eight) Hrs. Rate for Informational Purposes Only $000.00 per hour Monday thru Friday 7:30am 4:00pm (excluding holidays). Overtime Laundry Mechanic. Not to Exceed (NTE) 8 (eight) Hrs. Rate for Informational Purposes Only $000.00 per hour weekends and holidays. Overtime Laundry Assistant/Helper. Not to Exceed (NTE) 8 (eight) Hrs. Rate for Informational Purposes Only $000.00 per hour weekends and holidays. C. MANAGED MAINTENANCE PROGRAM SPECIFICATION: Contractor shall develop a Computerized Maintenance Management Software (CMMS) supporting all hardware and software concerns. This system shall be maintained by the contractor. Contractor will track all repairs, part orders and recommended repairs in the CMMS. All data input shall be performed by the contractor. Contractor will provide VA Laundry Management, Engineering Management and COR a weekly and monthly report detailing all maintenance activity conducted at the VA Laundry. Contractor will meet in person with the Laundry Manger to review all reports and provide recommended repairs and identify any suggested upgrades and safety specifications. Copies of the reports will be provided to Laundry/Engineering management for PM history and documentation record keeping. VA Laundry supervision shall provide email notification for any equipment failures that occur. It will be the responsibility of VA Laundry to designate the priority of laundry equipment repair. Contractor shall inform the Laundry Plant Manager who will input a repair work order that will be printed at the VA Laundry Textile Care Processing Facility. All work orders shall remain open until the work is completed. The work order shall describe the failure of the device, corrective action performed, requirement of replacement part (if required), duration of non-operation, duration to perform the corrective measures, and other specific comments. All work orders requiring regular routine maintenance according to Manufacturer s Specifications shall be completed. Contractor shall provide the completed work orders to the Manager of the VA Laundry Textile Care Processing Facility for approval and certification that the work was performed. The reports will be provided to the VA on a weekly and monthly basis, or as requested. Weekly, the Factory Trained Technician shall meet with the VA Laundry Manager to review service-related issues, outstanding work orders, and preventative maintenance programs shall be discussed to assure that compliance has occurred. The VA Laundry Manager will keep the COR abreast to any areas of concerns based on the contractor s performance. If the need arises, the VA Laundry manager can request to review and discuss recommended improvements, overall review of all work performed and to address all service-related concerns or issues. Contractor will implement a Quality Control Program to be conducted by the Contractor Administrator. This program will include an evaluation of work being performed by Contractor Technicians, plant walk-throughs to identify potential safety, security and housekeeping issues. Contractor employees shall have safety training, either on-the-job or classroom type training, in the electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S Electrical, and the NFPA 70E Standard for Electrical Safety in the Workplace. The CO or COR may request training certificates to validate training completion. If no training certificates are available the Contractor shall certify, in writing, that contract employees have met the requirements upon request by the CO or COR. Lock out Tag out program is required on all laundry equipment replacement parts shall be ordered from Manufacturer s replacement parts manual by equipment specific operations manual. Contractors shall be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E. Contract employees shall be required to provide the COR with Material Safety Data Sheets (MSDS) prior to bringing any chemicals to the facility for use. The MSDS shall be reviewed and approved by the COR prior to the chemicals being used. 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 always. 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. Department of Veterans Affairs requires all Contractor employees to have a CAVHS issued Identification Badge and wear it always while at the CAVHS facilities. This ID badge shall be issued by the CAVHS security office under its rule for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a CAVHS issued ID badge. When an employee leaves the Contractor s service or the Contract is terminated, the employee s badge shall be returned to the CAVHS immediately. Contractor will provide proof Certificate of Insurance . General Conditions: Contractor shall perform all preventative maintenance (PM) checks and services according to OEM (Original Equipment Manufacturer) recommendations. Refurbished parts or gray market parts will not be accepted. Standard service requests made, beyond the preventative maintenance services provided above will be responded to via phone, email or in person, within 2 business hours of the request with a timeline for the repair. Every effort is made to reduce downtime and ensure the facility continues to operate at peak performance. Emergency service requests, beyond the preventative maintenance services provided will require a 1-hour response by phone, email or in person and a qualified technician directly engaged onsite. Service work requested, either Standard or Emergency will be started within one business day, of the request from the COR (contracting officer representative) and guaranteed up time shall be within 2 business days, unless a part is not on hand or must be ordered, in that situation, contractor will give notification to the COR of ETA of part and estimated up time in writing/e-mail. Contractor shall only respond to requests for service from VA Medical Center COR or the Contracting Officer. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The schedule of preventative maintenance (PM) checks and services shall be conducted at a minimum of 13 days per month, and more if necessary, in order to perform ALL OEM recommended preventative maintenance for the listed equipment. Vendors must submit a Checklist detailing items that will be addressed and covered in the contract for each piece of Laundry Equipment during each Site Visit / Preventive Maintenance Service. The Checklist must include all parts and labor that will be covered in the contract. Checklists must be provided with Contractors bid submission. These Checklists shall mirror the Preventive Maintenance Schedules in the Maintenance Manuals for each piece of Laundry Equipment. These Checklists must be used during the Site Visits / Preventive Maintenance Service and signed by the Technician indicating that all applicable services were completed for each Piece of Laundry Equipment. Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms of liability and follow all federal, state, local, and VA Regulations related to this requirement. Supervision/Communication. At all times during the performance, the contractor s superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The contractor shall have at least 3 years experience in preventative maintenance of laundry equipment in VA Medical Center facilities. Contractor s employees shall be knowledgeable of original equipment manufacturers standards associated with conducting Preventative Maintenance on Industrial Laundry Equipment and more specifically, the types of equipment listed in Section E of this Statement of Work. Contractor s shall provide correspondence from ALL original equipment manufacturers indicating that the vendors technicians have been properly trained and are qualified to service the equipment detailed in Section 3.0 Schedule A. Training certifications particular to the equipment listed shall be provided with contractors bid submission. Evidence must be provided of training being current on each piece of equipment by evidence of the correspondence being dated within the calendar year of the bid submission. In addition, the contractor must be specifically certified AND qualified to perform all maintenance repairs and provide preventative maintenance services associated with the Cera-Pure System Wastewater Recycling System. The contractor shall provide the following additional service in addition to regular maintenance and repair: Provide continuous remote access and electronic remote monitoring of the ceramic filter system for daily performance evaluation and troubleshooting using the contractor s remote server, regularly review recent data for trend analysis, adjust operating setpoints as required, report abnormal conditions to management/local engineering support personnel and maintenance of internet connection from Cera-Pure system to source of government furnished internet connection/modem located in data closet. The government will be responsible for maintenance of the building internet connection to the internet modem and from this point the contractor will be responsible for all maintenance as it specifically relates to the Cera-Pure System. Inspect the ceramic filter systems (including wastewater transfer and pre-filtering) on a not less than quarterly basis for conformance with design performance specifications, service as necessary. Maintain the system to produce high quality reuse water for the plant, work with the plant s chemical vendor to ensure compliance with any state/local/industry water requirements. Calibrate sensors as required per its routine maintenance schedule. Lubricate all pumps and bearings per its routine maintenance schedule, service valves per their routine maintenance schedule. Capable of performing emergent repairs to the system to prevent downtime. Conduct non-routine chemical cleaning of ceramic filter system as required. Generate and supply log sheets for recording all data required. Record all required parameters on the logs (described above), review recent data for trend analysis, adjust operating set points as required. Recommend a list of replacement filters, media, and spare parts that would ensure timely repair to the system in the event of a component failure. Inventory replacement filters and other spare parts to ensure timely replacement of any required media. Generate a quarterly report detailing the systems performance, including a copy of the logs as applicable, make recommendations regarding the performance of the system and any deficiencies. 8. Scheduling Arrangements: Except by special alternative arrangement, scheduled PM will be performed only during VAMC s normal working hours (7:30 a.m. to 4:00 p.m. Monday through Friday excluding federal holidays). Downtime of laundry machines for PM/Services must be scheduled through the Laundry Plant Supervision/COR at least 2 days in advance. When downtime for service/repairs is needed, notify Laundry Plant Supervision/COR the same day as soon as possible upon observation. 9. Documentation: Contractor shall provide the VAMC/COR with individual service reports within five business days of maintenance (e-mailed to the COR for verification), which describes the maintenance and/or repair services performed on the equipment. The report must also include any needed repairs and recommended parts for future visits to keep machines in good running condition. No additional work will be conducted outside of the scope of work of the contract without prior approval from the Contract Officer (CO). 10. Calibration of Contractor s equipment: Contractor shall provide proof of certification yearly attesting that all gauging and measurement equipment used has been currently calibrated according to the manufacturer s specifications. Provide the COR documentation of proof of yearly calibration. Equipment Listing See Appendix A ADDITIONAL MANAGED MAINTENANCE CONTRACT SERVICE REQUIREMENTS / DEMONSTRATE All programs offered will assist the VA in reducing the operating costs of the laundry. Contractor coordination of all maintenance work and PMs with existing VA Engineer maintenance personnel. The long-term effect of maintaining equipment to Factory Specifications and reducing down-time will increase production and employee moral. Contractor requisitions parts from Authorized Factory Distributor for equipment specified in Statement of Work. Contractor must possess knowledge of VA specifications of equipment installation and equipment requirements and safety specification CONTRACT AWARD MEETING The contractor shall not commence performance of the tasks identified in this SOW until the Contracting Officer (CO) has conducted a post-award conference or has advised the contractor that a post-award conference has been waived. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. TASK ONE: Certified Technicians DELIVERABLE ONE: Certificates for certified training CHANGES TO THE STATEMENT OF WORK The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer s Representative (COR) on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof. J. GOVERNMENT RESPONSIBILITIES 1. The government shall provide the contractor access to the appropriate area/areas where the system will be installed. 2. 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 for 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. Proper Invoicing and Billing: Invoices submitted for payment of goods and/or services provided under this contract must be submitted within thirty (30) calendar days after the date in which service was performed and contain, as a minimum, the following information: Name and address of the business concern. Invoice date. Obligation number (must have Obligation number to ensure prompt payment on all invoices and shipments) and Contract number. L. RECORDS & PRIVACY Information Systems Officer, Information Protection: The contractor will/will not have access to VA Desktop computers and they will/nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. Privacy Officer: The contractor will/will not have access to protected Patient Health Information (PHI) and they will/nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. Records Manager: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Off...