This is a service / maintenance or supply contract in Palo Alto, California. Contact the soliciting agency for additional information.

Performance Work Statement (PWS) Emergency Power Supply System Maintenance and Testing Veteran s Affairs Palo Alto Health Care System GENERAL GENERAL INTENTION AND REQUIREMENTS This Performance Work Statement (PWS) is to obtain maintenance, repair, inspection, and testing on the emergency power supply system diesel generators, transfer switches, battery systems, and load banks at the Veterans Affairs Palo Alto Health Care System (VAPAHCS), referred to as the Government. The Contractor shall provide all tools, equipment, labor, supervision, transportation, project management, and materials to perform the maintenance, repair, inspection, and testing required to maintain operation of the emergency power supply system. Modifications to perform deviations require written consent of the Government s Contracting Officers Representative (COR) or COR designee. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences. Work for this Contract is required at three separate VAPAHCS locations: Palo Alto Division, Menlo Park Division, and Livermore Division. Palo Alto VA Medical Center 3801 Miranda Ave. Palo Alto, CA 9430 Livermore VA Medical Center 4951 Arroyo Rd. Livermore, CA 94550 Menlo Park VA Medical Center 795 Willow Rd. Menlo Park, CA 94025 For this contract, the standard operating hours or duty hours are the hours between 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays, or 40 working hours per week. The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, and supplies for all equipment and systems specified in this PWS. Specified exclusions or referenced biddable repair work are referenced within this PWS under sections 2.1 through 2.3. CODES AND STANDARDS Publications listed below form a part of this Contract. Contractor shall meet the requirements of current code editions published, all manufacturer guidelines, Veteran s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply. ANSI/NETA-MTS Standard for Maintenance Testing Specifications for Electrical Power Distribution Equipment and System NFPA 70, National Electrical Code NFPA 70B, Recommended Practice for Electrical Equipment Maintenance NFPA 70E, Standard for Electrical Safety for the Workplace NFPA 99, Standard for Health Care Facilities NFPA 101, Standard for Life Safety Code NFPA 110, Standards for Emergency and Standby Power System OSHA Standard 29 CFR 1910, Subparts I & S Manufacturer s recommendations Instruction Manuals The authority having jurisdiction VA Palo Alto Health Care System, Utility Shutdown Procedures 138-10-14 VA Palo Alto Health Care System, Working on electrical distribution system 138-10-19 VA Palo Alto Health Care System, Lockout & Tag out 138-09-28 VHA Directive 1028 Facility Electrical Power Systems The Joint Commission EC.02.05.07 DEFINITIONS Contractor - A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime. Contracting Officer (CO) - 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 Representative (COR) - 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 as meeting minutes or reports. 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. Physical Security -Actions that prevent the loss or damage of Government property. Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. Quality Assurance Surveillance Program (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. Workday - The number of hours per day the Contractor provides services. Work Week - Monday through Friday, unless specified otherwise. ACRONYMS ANSI American National Standard Institute API American Petroleum Institute AST Aboveground Storage Tank CFR Code of Federal Register CO Contracting Officer COR Contracting Officer Representative DVA Department of Veterans Affairs EPA Environmental Protection Agency CBOC Community Base Outpatient Clinic M&R Maintenance and Repair NFPA National Fire Protection Agency OSHA Occupational Health and Safety Administration PEI Petroleum Equipment Institute POL Petroleum Oil and Lubricants PWS Performance Work Statement QAP Quality Assurance Program QCP Quality Control Program SPCC Spill Prevention Control and Countermeasures STI Steel Tank Institute TE Technical Exhibit USEPA United States Environmental Protection Agency UST Underground Storage Tank VAPAHCS Veterans Affairs Palo Alto Health Care System EXCLUSIONS Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer s warranty, without prior approval of the COR. Installation of new attachments recommended or required by inspectors, insurance agencies or VA/Government Authorities. The CO/COR must approve, in advance, all repairs not covered under this Contract. The Contractor shall prepare an estimate of parts, labor, transportation, and shipping costs for review prior to performing the repairs. If approved, CO shall issue a Modification (MOD) in advance of undertaking such work. No invoice will be paid without prior approval and specific MOD issued in advance of work. There shall be no borrowing of parts (i.e., removing components from one diesel generator, whether in it is in service or not, to correct a deficiency on another generator) except in an emergency (i.e., patient care is at risk) or with written consent from the COR. GOVERNMENT FURNISHED PROPERTY, MATERIALS, AND SERVICES The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at his/her own expense. The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract. The Government will not provide any materials to the Contractor. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government 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. Oil removed from Hydraulic units shall be collected, placed in California Department of Toxic Substances Control used oil management compliant containers, and turned over to the Government for disposal. Used or emptied oil containers maybe removed by the contractor only if they are California Department of Toxic Substances Control compliant containers, and only with COR inspection and approval. CONTRACTOR REQUIREMENTS Contractor shall have a valid contractor s license and certificates for each of equipment. Contractor shall have completed the Occupational Safety & Health Administration approved 30-hour constructions safety training, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S Electrical, and NFPA 70E Standard for Electrical Safety Workplace. Training certifications shall be submitted to the VA Contracting Officer prior to work. If no training certifications are available, the contractor s employer shall certify that the service technician has met this requirement in writing and submit it to the VA Contracting Officer prior to work. Contractor shall have technical training, track records and working experience in the maintenance, repair, inspection, and testing of emergency power supply systems in healthcare, industrial, educational, and commercial facilities for a minimum of five (5) continuous years. Contractor shall provide at least three (3) past performances relating to the scope of work on approved VA individual past performance form. Contractor shall provide training certificates from the manufacturer or an accredited qualified training institute for technicians performing the preventative and corrective maintenance on transfer switches or diesel generators. Contractor shall provide samples of service reports for transfer switches, diesel generators, battery systems, and load banks as per NFPA 70, 70B, 110, or NETA-MTS standards as applicable. Contractor shall provide Method of Procedures on all maintenance, repair, inspection, and testing for transfer switches, diesel generators, battery systems, and load banks. Contractor shall provide Past Performance as specified in Section 3.0 of this PWS. Contractor shall have Operating/Maintenance manuals and specifications of the transfer switches, diesel generators, battery systems, and load banks to be maintained, repaired, and tested. These documents may be obtained from the COR or the equipment manufacturers. It is the Contractor s responsibility to obtain Operation/Maintenance manuals if not available from the COR. Contractor shall have qualified electrical personnel that are California journeymen, or other state equivalent, have completed the Occupational Safety & Health Administration approved 30-hour construction safety training. Apprentice and electrical assistant shall have a valid apprenticeship certificate from the Division of Industrial Relation or equivalent. Copies of these documents and proof of work experience shall be submitted with Technical Information Package. The government reserves the right to request and inspect qualifications at any time during the contract including, but not limited to those in the Technical Information Package. Contractor shall be qualified per most current NETA-MTS for ATS: Zenith, Onan, and ASCO switches. Copies of these documents and certifications shall be submitted with their Technical Information Package. Contractor shall possess all required certificates and licenses to Caterpillar, Detroit, and Cummins engines and Engine Manufacture certification or equivalent training for other engines. Contractor shall submit copies of licenses and certificates in their technical package. BACKGROUND CHECKS AND IDENTIFICATION BADGES Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes full name, driver s license number and/or social security number, date of birth, and completion of a background check questionnaire. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract. Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules 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 VAPAHCS issued ID badge. When an employee leaves the Contractor s employment, or the Contract is terminated, the employee s badge shall be returned to COR within 3 working days. EMERGENCY TELEPHONE NUMBERS The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR. MAINTENANCE SERVICES EXISTING DEFICIENCIES The Contractor and the Government shall conduct a thorough inspection of the emergency power supply system inventory (as detailed in Equipment List) and develop a list of existing deficiencies in which impedes normal operation and report required corrective actions and proposed cost. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order. If a deficiency is not identified in the inspection and 45-days have passed since award of the Contract, the deficiency shall be covered under this Contract. Once the deficiencies identified in section 2.0, Existing Deficiencies, Section A have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract. MAINTENANCE SERVICE PROVISIONS The Contractor shall provide maintenance, repair, inspection, and testing on the emergency power supply system diesel generators, transfer switches, battery systems, and load banks. (See attached Equipment List) for the period required under the contract. The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to maintain, repair, inspect, and test the emergency power supply system. Contractor shall maintain a complete set of current and legible schematic wiring diagrams in each electrical room associated with the emergency power supply system. If any of the required schematic wiring diagrams are not available at the time of Contract award it shall be the responsibility of the Government (VAPAHCS Engineering) to provide and available reference material available at no cost to the Contractor. Wiring diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made to controls shall be dated and recorded on the government wiring diagrams. The wiring diagrams will remain property of the Government. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR. Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. Parts not available from the manufacturer due to obsolescence remain the Contractor s responsibility to replace from another source. Contractor shall provide lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and other supplies necessary to perform services required in this Contract. Lubricants shall be only those products recommended by the equipment manufacturer or equal. SCOPE OF WORK DIESEL GENERATORS TEMPORARY GENERATOR - Contractor shall not interrupt any electrical services or disconnect any generators without the consent of the COR or designated electrical supervisor. Contractor shall provide and install temporary generator prior to inhibiting existing generator from normal operation. The Government reserves the right to remove the contractor if this is violated. Generator Shall Match Existing - Contractor s temporary generator shall match existing voltage and be equal to or greater in KW than the generator being serviced. In the event the existing generator does not meet code requirements after maintenance/ testing contractor shall be responsible for providing a temporary generator until which time all repairs are made to the existing generator and generator passes all code requirements. Maintain the Replacement - Contractor shall maintain the replacement as per this PWS. Examples include but are not limited to inspection, maintenance, and testing of existing generator. Written Run Log - Contractor shall provide written run log to the COR of temporary generator voltage, brake horsepower, kw, engine hours at start and stop times for each location to maintain compliance with the Bay Area Air Quality Board Management standards. The VA shall provide a log template for service records as needed. Maintain Temporary Generator - Contractor shall be responsible to maintain temporary generator including fuel costs in a state of readiness by following healthcare memorandum 138-15-04 for weekly, monthly load testing. Contractor shall provide written run log to COR within three working days. Examples include but are not limited to inspection, maintenance, and testing of the temporary generator. Extensive Repairs Contractor shall immediately report extensive repairs to the COR to facilitate a means of funding prior to commencing work. Prolonged Down Time - Immediately upon learning that the temporary generator will be used beyond the NFPA, and manufacturers PMs recommend time, the contractor will notify the COR. The contractor will need to provide the reason and justification for delay along with when the VA Generator will be brought back online. Responsibility for the Temporary Generator - Contractor will be responsible for the temporary generator during the performance of their work on a facility generator. The temporary generator would be hooked up and maintained by that vendor until the facility generator is returned to the VA in a complete and useable state. OIL SAMPLING/TESTING A fuel quality test shall be performed using appropriate ASTM standards or the manufacturer s recommendations. ANNUAL MAINTENANCE - Contractor shall follow NFPA 110 and perform annual maintenance as described in EPSS (Emergency Power Supply System) Maintenance Schedule in NFPA 110, Annex A, A.8.3.1(a), see reference list above, Manufactures Recommendations, and PWS. Inspect for general condition of EPSS - any unusual condition of vibration, leakage, noise, temperature, or deterioration. Lubricants, Fluids, and Filters - Contractor shall replace all lubricants/ fluids to include but, not limited to: oil, oil filters, governor oil, fuel filters, coolant, and coolant filters. Grease component as per manufacture recommendation. Inspect, change, and clean crankcase breather. Contractor shall provide documentation of recycling of waste materials. Fuel System - Check and test tank vents and overflow piping for obstructions. Inspect piping. Inspect and check engine fuel system for proper operation. Jacketed water heater - Check water pump for leaks. Inspect, clean, check for proper operation, and replace if required duct work, louvers, louver motors, clean vacuum boxes, panels, cabinets, and controls. Replace any/ all leaking coolant gaskets. Check for correct thermostat operation, replace/ adjust as necessary. Exhaust System - Inspect, check, repair leakage, drain condensate trap, and flexible exhaust section. Test for and remediate excessive backpressure on all generators to include diesel particulate filters (DPF). Inspect and check exhaust system hangers and support. Inspect and check insulation. Electrical System - Torque control and power wiring connections. Inspect and check for wire chafing where subject to movement. Check operation of safeties and alarms per manufactures recommendation for proper operation and calibration. Prime Mover - Perform a general inspection Service and replace air cleaner and governor oil Inspect and service the ignition system per each machine OEM recommendations. Test injector pump and injectors for flow rate pressure and/or spray pattern as per manufacture recommendations. Test valve clearance and torque head-bolts as per manufacture recommendations Calibration - Contractor shall perform all calibrations to generators and load banks to all system as per manufacture s recommendations. Generator - Inspect, check, and replace brushes as needed per manufacture recommendations. Check and clean rotor and stator, check and clean commutator and slip rings as per manufacture recommendations. Check and replace bearings and grease. Fluid Top Off - Contractor shall top off any fluids for the duration of contract period at no additional cost to the government. Contractor shall top off fluids within 2-day request. Lock Out/ Tag Out Procedure - Contractor shall follow lock out / tag out procedure as per policy Memorandum No. 138- 14- 28 Lock-Out &Tag-out. See Attachment B. Lock-Out, Tag Out, HCS Memo No 138-18-28 Shutdowns - Contractor shall submit request for approval 30 days in advance prior to any shutdowns required for the completion of this contract. Shutdowns are a request and can be denied or reschedule at no cost to the government. Contract shall reschedule work at the request of the VA, CO, or COR at no cost to the government. Contractor shall bring back utilities and generators at any stage of work. See Attachment-Utility Shutdown Procedures 138-16-14 LOAD BANKING Testing - Contractor shall conduct load bank as outlined in this document. Contractor shall contact COR and request to restore system to automatic operation condition. COR or VA designee shall be physically present when engine is put back in automatic operation. Contractor shall perform a functional test with the COR or VA designee present to verify. Load Bank Test - Contractor shall perform load bank test on every generator after annual maintenance. Load bank test shall consist of not less than 60 percent of the nameplate KW rating for 30 continuous minutes and at not less than 80 percent of nameplate KW rating for 4 continuous hours for a total test duration of not less than 4.5 continuous hours. This requirement is more stringent than the code but is required by the PWS and shall be enforced. Engines will be gradually ramped down after completion of test and provide cool down period of not less than 15 minutes. Contractor shall provide the signed original and an electronic copy of load bank testing log to COR within three days of testing results for each generator. If the generator stops at any time during the load bank test it becomes invalid. A new load bank test shall be conducted from the start. Contractor shall perform load bank test with COR or VA designee physically present to verify test. Load Bank Test Log - Contractor shall provide Load Bank test log. Contractor shall record test at 15- minute intervals. Technician performing load bank shall print name and sign log. Log shall have at a minimum: Date, start, and end times Building and/or area servicing Engine Make, Model, Serial Number Generator Make, Model, Serial Number Rated KW, KVA Voltage and Amperage Power Factor Unit Number Bay Area Air Quality Management Equipment No. Time (hours) every 15 minutes, Total KW, Phase Voltage, Hz, PF, water temperature, oil pressure, fuel press, battery volts, ambient temperature, unit hour meter at unit s control panel BATTERIES Defective batteries shall be replaced immediately upon discovery. TRANSFER SWITCHES ANNUAL MAINTENANCE Checking of Connections A thermographic or temperature scan should be done prior to this visit, while the ATS is under normal (peak) load. This thermographic scan should be repeated during the EPSS load test. Results shall be provided to the COR so that suspect conditions can be addressed during this activity. With power connected to the normal source, measure and record millivolt drop levels across each pole. With power connected to the emergency source, measure and record millivolt drop levels across each pole. For Automatic Transfer Switches equipped with a bypass isolation feature, operate the bypass to the connected source and repeat steps (a), (b), and (c). Verify that levels drop to approximately 50% of initial levels and be uniform relative to initial readings. With power secured and both the emergency and normal sources properly locked out and tagged out, measure the micro-ohm resistance levels across the following connection points: Emergency source cabling lug to bus Normal source cabling lug to bus Load cabling lug to bus Neutral cabling lug to bus Load connected to normal across each pole Load connected to emergency across each pole *If the ATS is equipped with an isolation bypass and the bypass remains energized, perform these tests on the isolated transfer switch only. Inspection or testing for evidence of overheating and excessive contact erosion With power from both sources secured and properly locked out and tagged out, remove all protective pole covers and arc chutes. Carefully inspect main contacts and other current carrying parts for signs of corrosion or overheating. Carefully inspect insulating materials or standoff insulators for signs of contamination. Inspect control connection, plugs, and harnesses for signs of corrosion, heat, contamination, and so forth. Using a vacuum, remove all dust and debris from the ATS cabinet, transfer switch mechanism, bus, and so forth. Inspect cabinets for proper sealing. Enclosures installed outside shall be inspected for proper seal and appropriate gasketing. Ensure that enclosure door securing devices are intact and properly secured. Replace and secure all protective pole covers and chutes. Remove lockout devices and resupply normal power. If the ATS is of the bypass isolation type, reconnect the transfer switch mechanism. Observe proper manufacturer s procedures Verify control and feature setpoints and operation Measure and record the following data and setpoints: Normal source voltage phase to phase, phase to ground, and phase to neutral Engine start time (from crank start to source available light or relay pickup) Emergency source voltage phase to phase, phase to ground, and phase to neutral Load current each phase Momentary override normal deviation where provided Replacement of contacts when required Verifying that the system controls will operate as intended* First-priority loads shall be switched to the emergency bus upon sensing the availability of emergency power on the bus Each time an additional engine generator set is connected to the bus, a remaining load shall be connected in order of priority until all emergency loads are connected to the bus. The system shall be designed so that, upon failure of one or more engine generator sets, the load is automatically reduced, starting with the load of least priority, and proceeding in ascending priority, so that the last load affected is the highest priority load. PROGRAMMING AND COMPONENT FUNCTIONALITY Automatic transfer switches shall be capable of all of the following: Electrical operation and mechanical holding Transfer and retransfer of the load automatically Visual annunciation when not-in-automatic Nonautomatic Transfer Switches shall be mechanically held and shall be operated by direct manual or electrical remote manual control. Automatic transfer switches shall be programmed as follows: Time delay on start: 1 second minimum Time delay on transfer to emergency: no minimum required Time delay on restoration to normal: 5 minutes minimum Time delay on shutdown : 5 minutes minimum All test switches, pilot lights, user interface modules, circuit boards, circuit breakers, contacts, and other components required to maintain transfer switches shall be readily available for timely repairs. *For Paralleled Generator Sets EPPS Circuit Breakers Contractor shall perform circuit breaker testing under simulated overload conditions for rated in excess of 600 volts. BEST BATTERY SYSTEM - Contractor shall perform preventative maintenance on best battery systems. Check and test all breakers and fuses. Provide maintenance as per manufacture s recommendations. Check and test all batteries. Provide report on batteries condition and amp draw test. Best battery system is installed at building 103 and 603. Contractor shall provide the signed original and an electronic copy to the COR within three days of testing results. LOAD BANK Contractor shall perform preventative maintenance on stationary load bank at building 603 as per manufacturer recommendations. Check all breakers and fuses for proper operation. Generate a report of all items checked and tested. Provide an electronic copy to the COR. MAINTENANCE, REPAIR, AND CALLBACK TICKET PROCEDURES Contractor shall have maintenance tickets signed by the COR or COR designee. Contractor shall instruct employees to comply with the following procedures: Upon arrival at the facility, Contractor shall check in with the CO/COR or COR designee so Engineering Service will be aware of Contractor s presence at the facility. Receive access keys that will be issued for the duration of the workday. Return the keys to the COR prior to leaving VAPAHCS. Contractor shall have a service ticket on each service call signed by the COR or COR designee. Service tickets shall identify the respective piece of equipment, description of problem, description of corrective measures taken, date and time the emergency power supply system was returned to regular service. ADDITIONAL SERVICES Additional services are defined as any work, requested, and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or COR as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency), although typically a 48-hour notice will be given. Labor Costs - The Contractor shall price labor hours within the price quoted in CLIN 1 in Section B, SUPPLIES OR SERVICES AND PRICES. The Contractor s expenses for overhead, General and Administrative (G&A), and profit are already included in this CLIN. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied. Materials and Parts - The Government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement. If the Contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor s sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower. All orders for maintenance repair/replacement work must be placed or confirmed by issuance of a SF30. The SF30 will describe the work to be performed, the time for completion, and the total price for the work. In emergency situations oral orders are permitted, which will be confirmed within 5 working days by issuance of a SF30. Orders of $2,500.00 or less may be processed using the Governmentwide commercial purchase card, which is the preferred method to purchase and to pay for micro purchases. The Government reserves the right to perform the work using whatever resources are available. INFECTIOUS CONTROL - CLEANING AND PAINTING To carry out its mission as a health care facility, the Government maintains the highest level of cleanliness as a part of its Infectious Control Program to ensure patient health is not compromised. The Contractor shall maintain the diesel generator rooms, electrical panel rooms, and transfer switch equipment rooms to these standards and comply with other reasonable requests of the CO/COR related to Infectious Control measures. The floors in diesel generator rooms, electrical panel rooms, and transfer switch equipment rooms shall be swept, mopped, and vacuumed using a HEPA vacuum cleaner as often as necessary to prevent accumulation of trash, dirt, oil, and grease. Walls, ledges, handrails, storage cabinets, fences, and other surfaces shall be kept clean using a HEPA vacuum cleaner and damp cloths. Cleaning shall be performed as often as needed to remove dust and dirt from surfaces. Elevator equipment, including control cabinets, motors, door operating mechanisms, and cartops shall be wiped down with damp cloths and vacuumed with a HEPA vacuum as 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. Machinery exterior and any other parts of the equipment subject to rust shall be properly painted. Any surfaces, particularly floors, steps and handrails that have a dull or worn appearance after cleaning shall be painted so cleaning efforts are evident. CO/COR shall periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and State and local regulations. SPARE PARTS Adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services. Parts and materials shall be of the original manufacturer s design or equal. All lubricants shall be the same as or equal to those recommended by the manufacturer. If it becomes evident during a warranty period that a component(s) is not functioning properly in accordance with manufacturers or Contract requirements, or if in the opinion of COR, excessive maintenance and attention must be employed to keep the component(s) operational, then the component(s) shall be removed and a new component(s) meeting all requirements shall be installed. SAFETY, INSPECTION AND TESTING INJURY AND ACCIDENT REPORTS Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving the emergency power supply system or its maintenance. Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident. SAFETY Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government. During contract performance, the Contractor shall follow Government s safety policy and standards for safe work practices and take such safety precautions as the VAPAHCS 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 VAPAHCS smoking policy. Patient, employee, visitor, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. Contractor is responsible to identify, provide and maintain personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing 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 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 Government (VAPAHCS 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 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 Government s 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. The Contractor bears all costs of stop-work time and correcting safety hazards. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service. PAYMENT PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT Payment for work covered under this Contract shall be billed monthly. Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee. The Contractors failure to schedule and perform a PM within the specified time interval shall be considered non- compliance with terms of contract, and Government will take corrective action as defined the Federal Acquisition Regulations (FAR). Payment withholding will be in compliance with the FAR. Criticality of VTE in a medical facility requires that continued Contractor failure to perform will necessitate holding Contractor in default and the Government obtaining suitable service via separate means. PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.