J030--Generator and Fuel Maintenance

The Cincinnati Veterans Administration Medical Center (VAMC), Cincinnati, OH, has a requirement to obtain on-site maintenance, inspection, testing, major service, and load bank testing for six (6) emergency power generators and fuel quality testing and maintenance for seven (7) underground fuel storage tanks and six (6) day tanks located at the Cincinnati Veterans Affairs Medical Center (VA) and the Fort Thomas Domiciliary (located in Fort Thomas KY) by means of a firm fixed price/indefinite quantity Contract with a base year and four (4) one-year option periods to be exercised at the discretion of the Government. The intention of this Sources Sought is to obtain information only. Please do not send a proposal. Requested information: To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (ronald.heidemann@va.gov) the following, via email: Firm s Name and Socio-Economic Status. GENERAL REQUIREMENTS Contractor shall provide all management, supervision, personnel, labor, parts, supplies, materials, tools, equipment, incidental engineering services, overtime pay, weekend and holiday premium pay, travel expenses, and transportation necessary to perform all maintenance, inspection, testing, and other services required to maintain emergency generators and associated fuel storage systems in a safe and working condition as originally specified by the equipment manufacturer. Maintenance and services shall be provided for each emergency generator in accordance with manufacturer s recommendations. Services shall be executed to interfere as little as possible with normal functioning of the Medical Center as a whole. Testing and maintenance shall be performed in mid-August of each contract year. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor s quality control program shall include the following: Defined roles and responsibilities for quality control personnel. Regularly scheduled audits and inspections. Procedures for the identification and correction of deficiencies. Continuous feedback and improvement mechanisms. Detailed documentation and record-keeping processes. Timely reporting of quality control activities and findings to the Contracting Officer. Training programs for staff on quality control standards and practices. Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s): The performance standards will be applied based on the specific criteria outlined in the contract, focusing on key performance indicators (KPIs) relevant to the services provided. The frequency of surveillance will be determined by the criticality of the service areas and may include daily, weekly, monthly, or quarterly evaluations, depending on the nature of the work and associated risks. The minimum acceptable defect rate(s) will be established in consultation with relevant stakeholders and will be specific to each service area, ensuring that the contractor maintains a high level of performance and consistent quality. The Quality Assurance Surveillance Plan will also include detailed procedures for the documentation and reporting of surveillance activities, ensuring transparency and accountability. Any discrepancies or deficiencies identified during the surveillance will be promptly communicated to the contractor for immediate corrective action. The Government will maintain comprehensive records of all surveillance activities, findings, and any corrective actions taken, and will use this information to continuously assess and improve the effectiveness of the quality assurance process. Federally Recognized Holidays: The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. Hours of Operation: The business hours of operation for Cincinnati VA Medical Center (VAMC) in Ohio and Fort Thomas Domiciliary in Kentucky is Monday through Friday from 7:00 AM to 3:30 PM EST, except on Federally recognized holidays. Place of Performance: The contractor shall furnish services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following locations: Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213 Cincinnati VA Medical Center - Ft. Thomas 1000 South Ft. Thomas Ave. Ft. Thomas Ky. 41075-2305 Type of Contract: The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 12 (Acquisition of Commercial Products and Commercial Services). Security Requirements and Background Checks: All contractor and subcontractor employees must comply with Federal, State, Local, and Department of Veterans Affairs security requirements and background checks to perform services in support of VA medical facilities in the states of Ohio and Kentucky. Services must be performed in accordance with contract terms at the contractor s facility unless otherwise required (e.g., meetings, site visits), which must be coordinated with the Government Program Manager. Personnel requiring access to any VAMC property must consent to background checks or will be denied facility access. Required information for background checks includes: full name, driver s license number and/or social security number, date of birth, and a completed background check questionnaire. AMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required. Employment Eligibility and Credentialing Requirements: Contractors shall ensure their employees and those of their Subcontractors possess proper credentials allowing them to work in the United States. No compensation will be provided for delays or expenses related to compliance with this requirement. Contractors are not excused from proceeding with the Contract due to credentialing issues. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. GOVERNMENT PROGRAM MANAGER (GOVERNMENT PM): The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract. KEY PERSONNEL: The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. CONTRACTOR TRAVEL: Not Applicable OTHER DIRECT COSTS: Not Applicable DATA RIGHTS: Not Applicable ORGANIZATIONAL CONFLICT OF INTEREST: Not Applicable PHASE-IN / PHASE-OUT PERIOD: Not Applicable DEFINITIONS AND ACRONYMS 2.1. DEFINITIONS: COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for VAMC nursing homes. CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein. CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed. PATIENT BUSINESS SERVICES. An administrative department which processes patients medical records, appointments, etc. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. PROGRAM MANAGER (PM) - GOVERNMENT: An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements. QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance. QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government. SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment. 2.2. ACRONYMS: AQL Access Control List CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 LEADS Law Enforcement Agency Data System NEC National Electric Code NFPA National Fire Protection Association NHCU Nursing Home Care Unit NTE Not to Exceed NTP Notice to Proceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PIPO Phase In/Phase Out PACS Physical Access Control System PO Purchase Order issued by the CO/COR POC Point of Contact PM Program Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SaaS Software as a Service SDS Safety Data Sheet provided by Contractor SMS Security Management System SSA Site Support Agreement TE Technical Exhibit VAAR Veteran s Administration Acquisition Regulation VA United States Department of Veterans Affairs VAPS VA Police System VISTA Veteran s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veteran s Administration Ambulatory Care Clinic VAMC Veteran s Administration Medical Center VHA V eteran s Health Administration VHA PM Veteran s Health Administration Procurement Manual GOVERNMENT FURNISHED ITEMS AND SERVICES: SERVICES: Not applicable. FACILITIES: The VA will provide access to all equipment and areas as needed for servicing, maintenance, and inspection of all serviced equipment on VA premises. The VA will not provide office space, storage, or operational facilities to the Contractor. The Contractor is responsible for securing and maintaining any required office and storage space at their own expense. UTILITIES: The VA will furnish the following services at existing outlets, for use in those facilities provided by the VA/VAMC and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. EQUIPMENT: Not applicable. MATERIALS: Not applicable. CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS: CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The contractor shall provide all equipment (including diagnostic and repair tools), supplies, specialty items, and materials (such as lubricants, cleaning supplies, low VOC paints) necessary to perform all services as defined in this PWS. All supplies and replacement parts needed for preventive maintenance activities (e.g. filters, fluids, belts, hoses, batteries) must be provided. The contractor must ensure that all lubricants, cleaners, and chemicals utilized meet or exceed original manufacturer recommendations. The contractor shall provide all personnel, supervision, management, incidental engineering services, overtime pay, weekend and holiday pay, travel expenses and transportation, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR. Contractor shall immediately notify the CO/COR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment. CONTRACTOR REQUIREMENTS: Contractor Experience and References Requirements: Contractor is currently engaged in maintenance, repair, inspection, and testing of emergency power generation equipment. Contractor shall have a minimum of five (5) years within the last seven (7) years of successful experience maintaining emergency power generation equipment identical or similar to the equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact. Contract Manager Availability and Authority: The Contractor shall provide a Contract Manager who shall be responsible for the performance of all work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) working days of changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within twenty-four (24) hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday. Technician Qualifications: All mechanics/technicians must possess OEM training and certifications for the specific manufacturer and model of emergency generator or fuel system serviced under this contract. Documentation of certifications shall be submitted to the CO/COR within 30 days of award and updated annually. Employee Appearance/Conduct: Contractor shall ensure that personnel always present a professional appearance and that their conduct shall not reflect discredit upon this installation or the Department of Veterans Affairs. Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. Contractor's employees shall observe and comply with all local and VA Medical Center, regulations, and procedures concerning fire, safety, environmental protection, sanitation, security, tobacco usage, gratuities, and possession of firearms or other lethal or illegal weapons or substances. Waste Disposal: Contractor shall be responsible for removing and ensuring proper disposal of all hazardous or universal waste generated under requirements of this contract in accordance with the Resource Conservation and Recovery Act and all associated state and local regulations. Used waste oil shall be managed and disposed of in accordance with EPA regulations (40 CFR Part 279) and applicable state/local rules (Ohio OAC 3745-279 and Kentucky 401 KAR 44). The contractor shall: Ensure compliance with EPA regulations (40 CFR Part 279) and applicable state/local rules (Ohio OAC 3745-279 and Kentucky 401 KAR 44). Implement proper storage and handling procedures, ensuring that used waste oil is not mixed with hazardous waste and that all containers are appropriately labeled as "Used Oil." Utilize only registered transporters and approved disposal facilities for the transportation and disposal of used oil. Maintain manifests and disposal records for a minimum of three (3) years, ensuring accurate and complete documentation of all waste management activities. Certify that used waste oil is tested for halogens and disposed of through an approved method, providing documentation of such testing and disposal methodologies. Adhere to spill prevention measures and comply with any state-specific reporting requirements related to used oil storage, handling, and disposal. The contractor shall be responsible for ensuring that all activities related to the management and disposal of waste oil adhere to these requirements, thereby ensuring regulatory compliance and environmental protection. Parking: Onsite parking is prohibited. Contractor shall secure offsite parking of all vehicles while performing any onsite service at the contractor s expense. Contractor shall be permitted limited short term parking for loading/unloading of vehicles at approved locations. Job Service Reports: Service personnel shall report to the CO/COR or authorized representative upon arrival at the facility and again upon completion of any required work. Service/work tickets shall be created for each task performed under this performance work statement. Service/work tickets shall identify equipment serviced, date and time of service, and all work performed. A copy of the work ticket containing a complete description of all work performed shall be given to the CO/COR or authorized representative. SAFETY and Infection Control INJURY and ACCIDENT REPORTS: Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease. Written reports for all incidents shall be provided within two (2) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause having occurred under work covered by this contract. General Safety: The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. In performance of this Contract, the Contractor shall follow VAMC safety policy and standards for safe work practices and take such safety precautions as the VAMC Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC tobacco policy, which designates all VA property as a NO-Tobacco area. The Contractor is responsible for the supervision and management of all their employees while on government property and shall ensure compliance with the scope of work and all requirements referenced in this contract. The provisions outlined in the scope of work do not relieve the Contractor of this responsibility. The Contractor shall ensure the safety and health of all patients, employees, visitors, and Contractor personnel at all times, and shall comply with all applicable OSHA safety and health standards. The selection, assignment, and management of Contractor employees are solely the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, general well-being, or operation of the VAMC facility or personnel. The Contractor is fully responsible for the performance and conduct of all employees at all times and shall not permit any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility in performance of the Contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain copies of all SDS sheets to assure compliance with all laws and requirements regarding the Right to Know law. Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and the proper use of PPE shall be provided by employer, and documentation maintained by the Contractor. The Contractor shall obtain a Hot Work Permit from the Safety staff or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the VAMC Safety Officer the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards. Contractor shall ensure all safety guards, equipment panels, doors, covers, devices, etc. are installed prior to placing equipment into normal operation. Any lost, damaged or missing guards, panels, doors, covers, devices are to be supplied or replaced by the contractor to ensure the safety of personnel. Infectious Control: To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infectious Control Program to ensure that patient health is not compromised. The Contractor shall maintain all equipment covered under the scope of work to these standards and comply with all other reasonable requests of the CO/COR related to Infectious Control measures. Generator equipment, including control cabinets shall be wiped down with appropriate cleaning supplies to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair. Upon completion of daily work, contractor shall sweep all floors, remove all trash, rubbish, and waste materials. CO/COR shall inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust, dirt or debris on any surface required to be kept clean under this Contract. SPARE/REPLACEMENT PARTS The Contractor shall be responsible for supplying all parts, materials, and consumables required to perform all scheduled preventive maintenance and testing described in this contract. This includes, but is not limited to: OEM or approved equivalent filters, fluids, hoses, belts, batteries, cleaning supplies, and any other parts routinely replaced or consumed during preventive maintenance activities. All preventive maintenance parts and materials shall be of the original manufacturer s design and specification, or equal thereto. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit written permission from the Contracting Officer. There shall be no borrowing of parts except in an emergency or with written consent from the VA. REQUIREMENTS Specific Tasks: 5.1. GENERAL (APPLICABLE TO ALL CONTRACT LINE ITEMS): The contractor shall perform major preventive maintenance service, load bank testing, battery replacements and major cooling service for emergency generator systems identified in Appendix A of this PWS. Contractor shall perform fuel quality analysis testing and maintenance for fuel storage tanks identified in Appendix B of this PWS. Contractor shall verify proper equipment operation both prior to and immediately following performance of any maintenance or testing activities. Annual load bank testing shall be performed upon completion of all preventive maintenance activities. Base year testing, service and maintenance s...