J036--EMS Equipment Service Contract Loch Raven VAMC Base plus 4 Option Years 512-24-2-641-0030

EMS Equipment Annual Service Contract Scope of Work Baltimore VAMC and Loch Raven VAMC General: VISN 5 The VA Maryland Health Care System is dedicated to improving the lives of Veterans and their families every day. Our health care teams are deeply experienced and guided by the needs of Veterans, their families, and caregivers. Equipment managed by Emergency management service (EMS) require consistent repair and maintenance as it pertains to there on going life. This contract is targeted to institute preventive maintenance and repair actions. Currently the departments experience repairs with long lead times, higher than industry standard repair costs and uneconomical replacement fees. This service contract will allow for preventive maintenance and maintenance actions to allow for better cost-effective practices that keep equipment operational, reduces cost, minimize equipment down time and decreasing impact to patients and patient care. About the sites: The Loch Raven VA Community Living & Rehabilitation Center Provides rehabilitation and recreation therapy for our recovering veterans. The main building also provides hospice, nursing home care and care for patients with Alzheimer s. The surrounding campus provides services including mental health care, audiology, care for Veterans who are blind or have low vision, and more. A.) Scope of Work This service contract is required for preventative maintenance and service repair maintenance of all Emergency management service equipment Located at Loch Raven VA Medical Center. The Contractor shall provide all personnel, management, labor, and transportation for planned service preventive maintenance and repair at the Loch Raven VA Medical Center at 3900 Loch Raven Boulevard, Baltimore, MD 21218. Contract performance period will be the period of January 3, 2024 through January 2, 2025 with 4 option years. B.) Equipment EQUIPMENT MANUFACTURER MODEL QUANTITY EIL Page Reference VACUUM, UPRIGHT NILFISK, ADVANCED SPECTRUM 15D 14 EACH PG 11, 12, 13, 14, 15, 16 BURNISHER BU800, WALK BEHIND ADVANCED BU800 1 EA UNK BURNISHER B10 , FLOOR RIDE ON TENNANT B10-690D 1 EA PG 16 BURNISHER, ADVOLUTION 20XP NILFISK, ADVANCED 20XP 4 EACH PG 18, 20 CHARIOTTE T350, RIDE ON TENNANT N/A 1 EA N/A SCRUBBER, , WALK BEHIND ADVANCED MACHINE MICROMATIC 14E - 1 EA PG 18 SCRUBBER, WALK BEHIND ADVANCED MACHINE SC351 1 EA PG 17 SCRUBBER, RIDING ADVENGER ADVANCED MACHINE 2805D 1 EA PG 19 SCRUBBER T7, FLOOR TENNANT T7-690-D 1 EA PG 17 SCRUBBER, ECO FLEX SC3000 NILFISK ADVANCED A255 1 EA PG 18 SPRITE NILFISK, ADVANCED 56381746 3 EA PG 13, 14, 16 WET/ DRY VACUUM ADVANCED FLOOR CO VL500 2 EA PG 14 MATADOR ADVANCED MACHINE 56172600 2 EA PG 16, 17 PACESETTER 20HD NILFISK, ADVANCED 01410A 4 EA PG 17, 18, 19 - (4) ADVOLUTION 2710 NILFISK, ADVANCED 56422185 1 EA PG 19 RESTROOM CLEANER, UNI 15GAL TENNENT ASC-15, 15 GA 2 EA PG 7, 11 (NEW EQUIP) C.) Quality Control COR will meet with Service Contractor quarterly to go over open invoices or preventative maintenance cycles for new equipment. COR will also require in writing detailed list of any ongoing or past maintenance actions in spreadsheet form. The spreadsheet will have completed PM actions on all equipment listed as well as maintenance actions and cost associated with repair. This is to assist the government with ongoing inventory demands. This data will be used to provide the government cost analysis data for future replacement and should be accurate. D.) Preventative Maintenance Inspections Inspections shall be in accordance with design standards, control specifications and industry standards. Inspections will be conducted physically onsite with corresponding POC s. If equipment is required to be transported or worked at off-site transportation will be at the cost of the contractor. Space will be allocated for the contractor to work on equipment indoors where available. Initial inspection: A thorough inspection and comprehensive Lookover is required post award. The Contracting officer and contracting officer representative shall establish the date. This shall include site visits, review of all pertinent data and paperwork and interviews with key personnel in charge of equipment. Contractor shall review all equipment manufacture data for relevant preventive maintenance actions. Data can be gathered online or through onsite O&M manuals if available. Contractor shall review all preventative maintenance procedures with COR annual to verify all equipment is captured or any new requirements the agency may require. Weekly Inspections: If required Equipment needing weekly inspections shall be monitored and documented. Contractor will make weekly service reports for discrepancies. Bi-weekly Inspections: If required Equipment needing bi-weekly inspections shall be monitored and documented. Contractor will make bi-weekly service reports for discrepancies. Quarterly inspections: If required Equipment needing quarterly inspections shall be monitored and documented. Contractor will make quarterly service reports for discrepancies. Ongoing inspections shall follow seasonal changes in building operation. Some equipment may be used more than others depending upon the season. (Spring, Summer, Fall, Winter). Equipment PM schedules should reflect low use times for major and minor preventive maintenance actions to reduce downtime of equipment. Calibration of equipment to be verified by COR. Calibration to include scrubber sensors, standard sensors, float switches, electronic components requiring calibration, etc. Records will be kept for review on quarterly basis to compare against repeat callbacks to ensure quality workmanship. All unnecessary call backs will be at the cost of the contractor. COR and contracting officer will review for quality assurance. Annual inspections End of year review will be conducted in the last quarter of the contract. If required Equipment needing Annual inspections shall be monitored and documented. Ongoing inspections shall follow seasonal changes in building operation. Some equipment may be used more than others depending upon the season. (Spring, Summer, Fall, Winter). Equipment PM schedules should reflect low use times for major and minor preventive maintenance actions to reduce downtime of equipment. Calibration of equipment to be verified by COR. Calibration to include scrubber sensors, standard sensors, float switches, electronic components requiring calibration, etc. Records will be kept for review on quarterly basis to compare against repeat callbacks to ensure quality workmanship. All unnecessary call backs will be at the cost of the contractor. COR and contracting officer will review for quality assurance. The Technical Oversight Contractor shall field verify 75% of documented equipment s operation and serviceability through the BAS preventative maintenance schedule. The Technical Oversight Contractor shall verify 100% of all programing operations are serviceable by end of year. Annual documents of prior year deficiencies shall be kept on file or electronically for 3 years by RCBAS contractor. Documents shall be made available upon request by RCBAS. Verify Training records of Veterans administrative staff Document and brief COR on any new or ongoing software updates for BAS programs and documentation. F) Additional Repairs Preventative maintenance will inevitably find repair actions needed on equipment. Repair actions are to be documented and sent to the COR for review. During review approved task orders will be issued against the contract repair order funding. E.) New Equipment New equipment will periodically be introduced to the veterans administration through the EMS service. When new equipment is brought to station during the life of the contract the current contractor will submit a detailed quotation for preventive maintenance cycles will be reviewed by COR and approved in writing by the Contracting officer before review. Reporting for Duty: As most functions are administrative, onsite requirements are not always required. However, when onsite visits are mandated contractor staff shall report for duty to 10 north Green Street Baltimore Maryland, 6th floor engineering suite or Loch Raven Facilities and Engineering Department building located at 3900 Loch raven boulevard, building #4, Room 133 prior to performing any work unless otherwise directed by the COR. The contractors shall review the required tasks and scheduling with the Facilities and Engineering supervisors prior to the start of each workday. The workday hours shall be coordinated with the COR but will generally be 8-hour days depending on the nature of the work required. Invoicing: Contractor to submit invoicing within monthly intervals. Invoicing is to be line itemed and as detailed as possible. Labor hours are to be clearly marked. Items that are not included in afore mentioned services agreement are not to be invoiced. Invoicing will be reviewed by the Contracting Officer Representative (COR) for authenticity. Items not to be billed to this contract will be equipment damage, storage fees, fuel fees, rental costs, unverified hours, travel cost, additional fees, taxes, etc. Invoices will be rejected and be required to be resubmitted if errors are detected. Ordering Activities and Officers: The Contractor and/or its staff shall not accept any instructions issued by any other person(s) other than the Contracting Officer, the COR, or his/her delegated representative acting within the limits of his/her authority. Purchase of materials will be documented and coordinated through the COR. Safety and Security Precautions: The Contractor shall comply with all applicable Federal, State and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees. Contractor shall provide his/her employees with the necessary safety equipment required for performance of the contract. The contractor shall take precautions regarding fire and safety policies/procedures within VAMC and their associated Clinics. Contractor shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property. No flammable liquids shall be stored in non-designated areas or used in the medical center without communication and written approval from the Contracting Officer Representative (COR). The Contractor and/or its staff shall immediately notify the COR of any existing or potentially unsafe conditions, i.e., frayed electrical cord, dripping, or seeping of fluids. The Contractor shall receive from the COR a permit for all cutting, welding, soldering, or Hot Work of any kind. All permits shall be prominently displayed during all activities. All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads. HAZARDOUS MATERIAL REPORTING: The Contractor shall maintain hazardous material inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project s completion. The amounts used shall be maintained for the project duration. Hazardous Materials Inventories, Material Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval and copies furnished to the Contracting Officers Technical Representative. In the event of a spill, Contractor shall immediately notify the Contracting Officer s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup and / or damage resulting of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761. Smoking Policy: Smoking is not permitted within the VAMC facilities. Smoking is prohibited on the campus ground or military base. Contractors found smoking in/on campus, in their vehicles will be removed from campus and contractors supervision notified. Changes: Only those services specified herein are authorized. Services that are not included in the contract shall NOT be provided unless authorized via a modification issued by the Contracting Officer. Badges and Parking: Contractor personnel are required to wear identification (I. D.) badges issued by the VA Security Office during the entire time they are on the grounds of the VAMC or one of its clinics. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the VAMC Security Office. The Government shall not validate or reimburse for parking violations under any circumstance. At the Loch Raven Campus, contractors will park along the designated contractors parking area The Alameda or in front of building #4 maintenance offices. Contractors may temporarily park vehicles closer to buildings for drop off purposes that do not exceed 30 minutes per day unless otherwise discussed with the COR. National Holidays: Listed below are the eleven national holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 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 Also included would be any day specifically declared by the President of the United States of America as a National holiday.