J079-- HOUSEKEEPING EQUIPMENT MAINTENANCE CONTRACT IN ACCORDANCE WITH THE PERFORMANCE WORK STATEMENT SDVOSB SET-ASIDE

1 Performance Work Statement (PWS) EMS Housekeeping Equipment Preventive Maintenance Services and Repair Palo Alto VA Medical Center 3801 Miranda Avenue, Palo Alto, CA 94304 INTRODUCTION: The Palo Alto VA Medical Center is located in Palo Alto, CA. The main campus provides primary care and specialty health services, including addiction and substance abuse treatment, mental health care, post-traumatic stress disorder (PTSD) treatment, suicide prevention, surgery, and more. VA Palo Alto operates close to 800 beds, including 3 nursing homes and a 100-bed homeless domiciliary, all to serve more than 67,000 enrolled Veterans. OBJECTIVE: The Palo Alto VA Medical Center, Environmental Management Services (EMS) division is seeking a contractor that can provide the following services for the facility: Housekeeping Equipment Preventive Maintenance Services and Repair. The equipment that will require preventive maintenance services and repair is All EMS Floor Housekeeping Equipment. This is a new requirement for the facility. Services of this specific nature and scope (as described herein) have not been performed through execution of a current and/or prior contract with an incumbent contractor. GENERAL: This requirement is for a non-personnel services contract to support the following effort: Continuous operation of housekeeping equipment in support of facility operations at Palo Alto VA Medical Center. Such an effort will be supported through preventive maintenance services and corrective maintenance & repairs performed on the equipment of All EMS Floor Housekeeping. No additional items or equipment shall be added unless prior approval is obtained from the contracting officer and/or the contract is officially modified. SCOPE: The contractor shall provide all management, supervision, labor, personnel, administrative, support, materials, tools, parts, supplies, lubricants, equipment, transportation, other items, and nonpersonal services necessary to perform the work and execute the services as described and as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract. The Government shall not exercise any supervision or control over the contract service providers or contract representatives performing the work or services herein. Such contract service providers or representatives shall be accountable solely to the Contractor who, in turn is responsible to the Government. DESCRIPTION OF SERVICES: The required services that are needed (for the equipment/items stated herein) consist of the following: Preventive Maintenance Services and Corrective Maintenance & Repair (Scheduled or Unscheduled) to include the required Deliverables that are contained within this Performance Work Statement. Preventive Maintenance -work that is performed regularly (on a scheduled basis) in order to minimize the chance that a certain piece of equipment will fail. Preventative maintenance is performed while the equipment is still in working condition. Preventive maintenance refers to regular, routine maintenance to help keep equipment up and running, preventing any unplanned downtime and expensive costs from unanticipated equipment failure. It requires careful planning and scheduling of maintenance on equipment before there is an actual problem as well as keeping accurate records of past inspections and servicing reports. Preventive maintenance involves the systematic inspection of equipment where potential problems are detected and corrected in order to prevent equipment failure before it happens. In practice, a preventive maintenance schedule may include (but is not limited to) cleaning, lubrication, oil changes, adjustments, inspections, replacing parts and/or other manufacturer recommended actions that are regularly scheduled and anticipated based on the age, lifespan, and/or usage of the equipment. The exact preventive maintenance required will vary based on the operation and type of equipment in accordance with the equipment s projected lifespan to include manufacturer guidelines. Corrective Maintenance & Repair -is a maintenance and/or repair task or other corrective practice performed to identify, isolate, and rectify a fault so that the failed equipment, machine, or system can be restored to a full operational condition within the tolerances or limits established for in-service operations. Corrective maintenance & repair focuses on diagnosing, testing, fixing, and/or performing needed repairs on equipment or assets that are broken, inoperable, and/or are otherwise not performing at a full capacity or at a full performance level. Corrective maintenance & repair is done on a scheduled or unscheduled basis depending on the criticality of the equipment. Items that need corrective maintenance & repair are usually identified when executing a preventive maintenance program (PMP) and/or from an unusual circumstance adversely affecting the normal system or equipment s operation. PERIOD OF PERFORMANCE: A firm, fixed price contract is contemplated for this requirement. The expected period of performance is a base year and four option years (which may or may not be exercised based on the needs of and at the discretion of the government). WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, all work, services, and deliverables completion will be performed only during the facility s normal business hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Downtime of equipment in order to perform required services must be scheduled through the Contracting Officer Representative (COR) and/or other authorized facility representative/designee at least 2 days in advance. When downtime is needed for a particular piece (or pieces) of equipment the contractor shall notify the COR and/or other authorized facility representative/designee the same day (as soon as possible) upon observation. The Federal Holidays which are observed by the federal government are annotated below. -New Year s Day -Martin Luther King s Birthday -President s Day -Memorial Day -Juneteenth -Independence Day -Labor Day -Columbus Day -Veterans Day -Thanksgiving Day -Christmas Day -Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). **An alternate schedule may be utilized if there is mutual agreement between the government and the contractor regarding utilization of this alternate schedule if created and implemented. PERSONNEL PERFORMING SERVICES - REQUIRED CORE COMPETENCIES Personnel performing services during the performance periods of the contract shall be knowledgeable of the original equipment manufacturer standards associated with conducting Preventative Maintenance Services and Corrective Maintenance & Repairs for All EMS Floor Housekeeping equipment. Personnel performing services must have experience in conducting preventative maintenance services and corrective maintenance & repairs for the same and/or similar equipment as stated herein. The government cannot anticipate an exact number of staff that are needed to successfully complete the tasks/requirements in this Performance Work Statement. However, for the performance period of the contract (to include the option year periods if exercised) the contractor shall provide the minimum staffing levels necessary to complete all work, perform all services, and to successfully execute all tasks and deliverables. It is the responsibility of the contractor to provide an adequate level of qualified staff to meet (or exceed) contractual requirements. Use of Subcontractors: The government does not encourage or discourage the use of subcontractors by prime contractors (and affirms a neutral position on this matter for this requirement only). The government is only concerned with the successful completion of the tasks/deliverables/requirements that are covered under the contract when awarded. However, prime contractors and subcontractors are expected to adhere to the guidelines and limitations regarding subcontracting as stipulated in the solicitation for this requirement. Personnel who are performing services can be prime contractors and/or subcontractors just as long as the required participation and work effort is being followed by both parties which includes these personnel possessing the necessary qualifications and/or core competencies required to complete required work and to execute necessary services. SCOPE OF SERVICES-PREVENTIVE MAINTENANCE, CORRECTIVE MAINTENANCE & REPAIR, REPLACEMENT PARTS & ACCESSORIES, CALL BACK VISITS, SCHEDULE & FREQUENCY OF SERVICES, DOCUMENTATION & REPORTING, CHECK IN & OUT PROCEDURES, AND QUALITY ASSURANCE/QUALITY CONTROL PROGRAM Required Deliverables DELIVERABLE #1: PREVENTIVE MAINTENANCE SERVICES: Contractor shall perform all required preventative maintenance services according to the standards, guidelines, and based on the recommendations from the Original Equipment Manufacturer (OEM) for all items and equipment of EMS floor housekeeping. All maintenance shall be performed in accordance with the manufacturer s recommended intervals and shall be completed when needed. Contractor shall perform preventative maintenance to ensure the EMS floor housekeeping equipment performs in accordance with the manufacturer s recommendations as published in the manufacturer s maintenance and/or operating manuals for the equipment being maintained. The contractor is responsible for ensuring that all equipment stated herein is maintained in such condition that it may be operated in accordance with its intended design and functional capacity. It is the government s expectation that personnel performing services be the subject matter expert (SME) regarding the Preventive Maintenance Services that are required. The government shall not provide technical guidance, expertise, direction, assistance, recommendations, and/or service/owner s manuals for the preventive maintenance services that are needed on the housekeeping equipment referenced herein. DELIVERABLE #2: CORRECTIVE MAINTENANCE & REPAIR: When required contractor shall provide corrective maintenance & repair for equipment that is or becomes broken, inoperable, needs repair, and/or is otherwise not operating at full capacity/full functionality. Corrective maintenance & repair includes all parts, accessories, labor, and the overall effort needed by the contractor to repair, fix, and/or to otherwise upgrade the equipment to an operable, fully functional status. It is not known and can t be accurately predicted when (or how much) equipment will break and/or will require repair during the duration of the contract period(s). It is noted that corrective maintenance & repair may be needed even if adequate and complete preventive maintenance services are being performed on the equipment. (Sometimes equipment breaks even if used properly and maintained adequately). It is the government s expectation that personnel performing services be the subject matter expert (SME) regarding any and all Corrective Maintenance & Repairs that are required. The government shall not provide technical guidance, expertise, direction, assistance, recommendations, and/or service/owner s manuals for the corrective maintenance & repair efforts that may be needed on the equipment. Prior to executing corrective maintenance & repair for any particular piece of equipment the contractor shall provide an estimate of the expected repair cost to the government before beginning such work. Government approval of the corrective maintenance & repairs that are planned are required so that the government can assess whether or not to proceed with such maintenance and repairs. In some cases, corrective maintenance & repair costs are not logical if replacement costs and/or the purchase of new equipment is expected to be significantly lower and/or more financially feasible. Beyond Economic Repair (BER): A piece of equipment is considered beyond economic repair when it is more cost effective to replace the equipment than it would be to repair the equipment. The BER point is reached when the estimated repair cost significantly exceeds a certain percentage of its replacement value. The industry standard (or benchmark) for BER is 70%. For example-If a broken piece of equipment is currently valued at $100.00 and repair costs are estimated to be $80.00 then the BER point would be reached and the equipment would need to be replaced in lieu of being repaired. Prior to any repairs being executed on any piece of equipment a BER analysis shall be performed and/or discussed between the contractor and the facility to ascertain whether or not these repairs shall be executed based on the BER standard (70%) for these repairs. DELIVERABLE #3: REPLACEMENT PARTS & ACCESSORIES ONLY (ALL SERVICES) LABOR AND/OR NON-PARTS COSTS ARE NOT INCLUDED IN THRESHOLD DESCRIBED BELOW An annual amount of $25,000.00 has been allotted for replacement parts and accessories that will be needed during the execution of preventive maintenance services and approved corrective maintenance & repairs on all EMS floor housekeeping equipment. During each annual performance period the contractor shall be responsible for providing any necessary parts and/or accessories that will be needed up to but not exceeding this $25,000.00 annual threshold. Needed replacement parts and/or accessories that exceed this $25,000.00 annual threshold shall become the government s responsibility. The following conditions apply: Prior Approval: Corrective maintenance & repairs must be approved by the government before being initiated by the contractor. See Deliverable #2. Excess/Unused Allocations (For Parts & Accessories Only): The $25,000.00 annual threshold and estimate for parts shall not be construed as an automatic payment and/or a flat fee paid by the government to the contractor. If the annual expenditures for needed replacement parts and/or accessories do not reach and/or are lower than $25,000.00 then any and all excess monies (designated for this purpose) shall be returned to the appropriate government fiscal control point at the end of the performance period. The contractor shall only be reimbursed for parts and accessories that were needed to complete actual preventive maintenance services and/or approved corrective maintenance & repair work for the housekeeping equipment referenced herein. Reporting: Contractor shall maintain a service log of parts and accessories that had to be acquired to perform necessary work and/or to execute required services. See Deliverable 5. Parts & Accessories Only: The $25,000.00 annual threshold applies to parts and accessories only. Labor, personnel, and/or other non-parts/non-accessories costs are not included in this threshold. Government Provided Parts: The government has a limited inventory of small parts and accessories on hand for preventive maintenance services only for the equipment referenced herein. Items include but are not limited to (vacuum cleaner bags, brushes for floor scrubbers etc.). If available such items will be furnished to the contractor if needed. However, if not available the $25,000.00 annual threshold for parts and accessories will apply and it shall be the contractor s responsibility to obtain such parts and accessories which are needed for services to be completed. The government shall not purchase parts and accessories for the contractor unless the annual cost exceeds $25,000.00. DELIVERABLE #4: SCHEDULE AND FREQUENCY OF SERVICES (PREVENTIVE MAINTENANCE AND CORRECTIVE MAINTENANCE & REPAIRS) Preventive maintenance services and corrective maintenance & repairs shall be conducted during the following intervals monthly Preventive Maintenance-one (1) day each month during the first week of the month for a minimum of eight (8) hours during business hours. Corrective Maintenance & Repairs-one (1) day each month during the third week of the month for a minimum of eight (8) hours during business hours. Quarterly Contractor Performance and Quality Control Meeting: On a quarterly basis (every four months) an appropriate amount of time shall be set aside by the government and the contractor to conduct a Quarterly Contractor Performance and Quality Control Meeting. If the government determines that this meeting is not required or is not preferred than this meeting will not be conducted. Please refer to Deliverable #8. **The exact day each month that services will be performed shall be mutually established between the government and the contractor to include the date for the Quarterly Contractor Performance and Quality Control Meeting if held. Eight (8) hours per month has been allotted for Preventive Maintenance and eight (8) hours per month has been allotted for Corrective Maintenance and Repairs for a total of sixteen (16) hours monthly. This schedule may be adjusted if there is mutual agreement between the government and the contractor however, the following conditions shall apply. Contractor is on site for a minimum of two (days) each month to perform services. When on site, Contractor s total work/service effort shall be no less than (and no more than) sixteen (16) hours per month. **Depending on the state of the equipment more or less time may be needed for Preventive Maintenance or more or less time may be needed for Corrective Maintenance & Repairs. Therefore, scheduling flexibly is permitted under this contract within the thresholds described above. DELIVERABLE #5: DOCUMENTATION AND REQUIRED REPORTING (FOR SERVICES RENDERED) Preventative Maintenance Plan a Preventive Maintenance and Services Plan is needed which will define the type of work to be performed, the extent of work to be performed, and the frequency/duration of this work. As part of this plan, contractors must submit a Preventive Maintenance Checklist detailing items that will be addressed and covered on the dates that services are rendered. No specific format is specified however, the contractor is required to provide a plan that mirrors the OEM required and/or recommended preventive maintenance services that are required on each piece of EMS floor housekeeping equipment. Lifespan, Life Expectancy, or BER Report -Expected lifespans of equipment need to be taken into account before maintaining and/or repairing such equipment. The overall lifespan of a particular piece of equipment may vary depending on frequency, duration, and extent of use. Before maintenance and/or repairs are conducted an assessment needs to be made regarding the advantage or disadvantage of performing such maintenance or repairs versus replacing such equipment. At the start of the performance period of the contract it is expected that the contractor will incorporate a lifespan or life expectancy report as part of their overall preventive maintenance plan. Annex 3: Typical Equipment Lifetimes is a supplemental document and is a recommended (but not required) reference for this purpose. Service Log: Contractor shall maintain a service log for all equipment and shall provide the government individual service reports within ten (10) business days after maintenance, service, and/or other work has been performed. These reports must describe the maintenance, repair, work, personnel/company involved, and/or services that were performed on each individual piece of equipment. If no preventive maintenance service and/or corrective maintenance & repair was required on a particular piece of equipment, then such a status shall be annotated on the report. This report must also include any needed repairs, other work/service, and recommended parts for future visits so that the government is informed. This service log shall include any and all parts (and accessories) that were purchased by the contractor to perform preventive maintenance and/or corrective maintenance & repairs on the equipment which includes a cost break down for these parts (and accessories). See Deliverable #3. DELIVERABLE #6: CHECK IN AND CHECK OUT PROCEDURES Prior to commencement of and immediately after each service visit, the contractor and/or contractor s authorized repair technician and/or other contractor representative must check in and out with the appropriate facility representative. Specific check in and check out procedures (to include the assignment of a facility representative(s)) will be determined after contract award and prior to start of performance. DELIVERABLE #7: CONTRACTOR QUALITY ASSURANCE & QUALITY CONTROL PROGRAM (QCP) The Contractor shall establish and maintain a complete Quality Control Program to assure the requirements of this contract are being provided as specified. No specific format is specified for the Contractor s QCP however the contractor s QCP should contain the following elements at a minimum. Personnel performing services Internal procedures the contractor will be utilizing to ensure that services, work, and other tasks will be completed as needed and/or when scheduled during the performance periods of the contract by trained, competent, qualified, and experienced personnel. Quarterly Contractor Performance and Quality Control Meeting: The government and the contractor will conduct a quarterly meeting to discuss and/or to assess contractor performance and quality assurance. This meeting can be conducted on site or virtually (telephone, Skype, and/or via email correspondence). The date and time of this meeting shall be mutually established between the Contracting Officer Representative (COR) (or other authorized designee) and the Contractor. If the government determines that this quarterly meeting (on- site or virtual) is not needed, then the government reserves the right (and may elect) to not conduct this quarterly meeting. **Most likely this meeting will not be needed if the contractor is meeting and/or is exceeding contractual requirements.