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Preventive maintenance shall be conducted on the following at the designated timeframe:
Monthly: Service and Perform preventive maintenance one grease interceptor located in GE 261 for Canteen Service
Semiannual:
Scupper/Sanitary Drain outside CNRC Garage
All Sanitary Sewers that connect to Main Kitchen areas and wings A, B, C, D, and E (Site Plans will be provided)
Yearly:
Patio and Storm Drains
All Storm Sewers that contact to building on campus and wings A, B, C, D, and E for building one (1) (Site Plans will be provided)
Approximately 32 Catch Basins located on various locations on facility grounds
Storm Inlet Drains located on various locations on facility grounds
Three Sand filters Research/Admin Building/Welcome Center
2. Definitions/Acronyms:

CO Contracting Officer
PM Preventive Maintenance
COTR Contracting Officer s Technical Representative
FSE Field Service Engineer. A fully qualified person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises as defined in the terms of this contract.
ESR Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performed under the terms and conditions of this contract.
Acceptance Signature VA employee who is one of the equipment users or, if not available, one who witnessed that service was performed.
Authorization Signature COTR s signature, indicates COTR accepts work status as stated ESR.

3. Conformance Standards:

Contractor shall ensure that the equipment functions in conformance with the following latest published standards/codes/specifications/regulations to include, but not limited to the American Hospital Association (AHA), Washington DC VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal State, and location regulations mandated.

4. Normal Working Hours:

Normal VAMC working hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. excluding federal holidays.

5. Federal Holidays observed by the VAMC are:

New Year Day Memorial Day Thanksgiving Day
Labor Day Independence Day Christmas Day
Martin Luther King Day Columbus Day
Presidents Day Veterans Day

This also includes any other day specifically declared by the President of the United States to be a national holiday. All service/repairs shall be performed during normal hours of coverage with prior approval of the COTR. At the request of the FSE the COTR may approve service outside normal hours of coverage at no additional cost to the government.

6. Preventive Maintenance:

The Contractor shall perform PM Service, as scheduled; PM services include:

Cleaning to be performed on a semiannual and yearly basis for the purpose of removing grease build-up and preventive unsanitary conditions
Performing remedial maintenance/repairs on non-emergent nature
Provide emergency maintenance and repairs as needed.
Returning the system to the operating condition defined in the Conformance Standards
Within thirty (30) days after award, the contractor shall provide the COTR with a copy of preventive maintenance procedures that the contractor shall follow, including the manufacturer specifications and any other additional procedures followed by the contractor. COR: Upon arrival to perform service, and at time of departure from facility grounds on a daily basis until all work is complete, Contractor shall report to the Plumbing Shop Foreman, Bldg. 6, Room BH-110, Ext. 5-7908.

Storm Sewers

Scope: Provide all materials, equipment, supervision, and labor to vacuum and power jet storm sewer sites on an annual basis. Areas included will be all parking lots and roadways including all catch basins and manholes.

Frequency: Annually in November/December. Invoices billed at the end of service.

Hours of Work: Work to be performed during the hours of 7:00 AM to 3:30 PM, Monday thru Friday. Work to be performed annually in late November to early December when all leaves are down. Work will be scheduled in advance through the COR. COR to determine if/when ground conditions are able to support service equipment.

PM Procedures:

Working from a site map of facility, provided by the COR, the Contractor will start from the furthest point at the facility Storm Sewer (unless directed differently) and work towards the main deposit storm sewer area leading off of the facility grounds.

Remove grating or cover to gain access to storm sewer. Vacuum all heavy debris from access point. Power-jet lines to ensure free flow to next access point. Replace cover.

Contractor will review progress and each day finding with Plumbing Shop Foreman or Plumbing Shop Leader.

Debris collected at the end of each day can be deposited at an area designated by Chief, Operations Section, as coordinated by the Plumbing Shop Foreman in advance of scheduled service date.

Contractor will get water for the power jetting truck from designated areas set by the Plumbing Shop COR.

Sanitary Sewers

Scope: Provide all materials, equipment, supervision, and labor to jet and/or snake sewer main discharges on wings B, C, D and E inside and outside and Laterals and Stacks (on a as needed basis) in all buildings. (Bldg. 1, 4 6, 14, 16)
Hours of Work: Work to be performed during the hours of 7:00 AM to 3:30 PM, Monday thru Friday. Unless contacted outside of normal business hours.

PM Procedures:

Working from a site map of facility, provided by the COR, the Contractor will start from the furthest point at the facility Sanitary Sewer (unless directed differently) and work towards the main deposit sanitary sewer areas leading off of the facility grounds.

Reports: Contractor will provide a copy of service report to the COR. Report will include a list of all areas completed, any identified problems and/or deficiencies found and an number of debris removed in cubic yards for the purpose of meeting District of Columbia Water and Sewer Authority requirements for storm water management. Service reports must be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR.

Repair Procedures: Laterals and Stacks in any/all buildings on an emergency basis on-call/as-needed not to exceed 24 incidents per year.


Providing Documentation of Services Performed:
a. After award, the Contractor shall provide the COTR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications and any additional procedures followed by the Contractor.
b. The day of the PM Service must be scheduled by the FSE and the COTR at least a week in advance and during normal working hours. All exceptions to the preventive maintenance schedule shall be arranged and approved in advance with the COTR.
8. Check-in Procedures:
a. The Contractor shall be required to report to the COTR during normal working hours, prior to, and after any work is performed, every day that is required to complete the job. This check-in is mandatory. At this time the FSE will be issued a contractor s identification badge which will be displayed at all times while on VAMC property and surrendered upon completion of the job. Also, at this time FSE will be required to enter the following information into the log: name of FSE, name of Contractor, current date, time in, location of service/equipment being serviced, and time out.
b. When service is completed, the FSE shall document services rendered on a properly completed ESR. The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an acceptance signature and to the COTR for an authorization signature . If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work is reviewed (if requested or noted on the ESR).
c. When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress in the form of an ESR and verbal description must be provided to the COTR before 4:00 p.m.

9. Documentation/Reports:
a. Documentation in the form of ESRs must be furnished to the COTR for all scheduled and unscheduled maintenance performed by the Contractor. Failure to comply may result in delayed payment.
b. The documentation shall include detailed descriptions of scheduled maintenance and emergency repairs, procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment. Such conformation standard documentation shall meet the guidelines as set forth in Section 3. The ESR shall consist of a separate report for each equipment item covered under the specific contract. Each ESR must, at a minimum, document the following data legibly and in complete detail:
1) Name of Contractor
2) Name of FSE who performed services
3) Contractor service ESR number/log number
4) Date, time (starting and ending), equipment downtime and hours on-site for service call
5) VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract)
6) Description of problem reported by COTR/user (if applicable)
7) Identification of equipment to be serviced: device name/description, device location (if applicable), manufacturer s name, model number, serial number, inventory/barcode, and any other identification numbers
8) Itemized description of service performed, and parts replaced
9) Results of performance inspection
10) Total cost to be billed if part(s) are not covered or service rendered after normal hours of coverage
11) Signatures:
i. FSE performing services as described.
ii. Acceptance signatures as defined in Section 2.
iii. Authorization signature by COTR. If the COTR is unavailable a signed, authorized, copy of the ESR will be sent to the Contractor after the work can be reviewed, if requested by the FSE and noted on the ESR.
c. Any additional charges claimed by the FSE/Contractor must be approved by the COTR before the service is completed. A purchase order number must then be provided to the FSE/Contractor by the COTR.

10. Reporting Required Services Beyond the Contract Scope:

The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COTR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs.
11. Additional Charges:

There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of an additional FSE and/or delivery of parts.

12. Initial Contractor Inspection and Submittals:
a. Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a thirty (30) day period after award of the contract, the Contractor shall reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO shall be notified in writing as to the specific items(s) of equipment deemed to be in poor operating condition.
b. The Contractor shall have fully qualified FSE performing all service on the equipment under contract. Within a thirty-day period after the award of the contract, the Contractor shall submit a list of the fully qualified FSEs who shall perform the contracted service at this VAMC for the equipment schedule. The list for each FSE performing work at this VAMC will include: their name, geographic location, length and type of experience and their formal training.

13. Competency of Personnel Servicing Equipment:
a. Each respondent must have an established business, with an office and full-time staff. Generally, the Contractor shall have five (5) years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two (2) fully qualified FSEs who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC.
b. Fully Qualified is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the schedule of equipment. For field experience, the FSE(s) shall have a minimum of five (5) years of experience (except for equipment on the market less than two (2) years) performing preventive maintenance and equipment repairs on the equipment.
c. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and COTR specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the VAMC equipment.
d. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.

Contractor Personnel Security Requirements:

All contractor employees who require access to perform services at the Department of Veterans Affairs Medical Center, 50 Irving Street, NW, Washington, DC, shall be the subject of finger printing by the VA Police Service. This requirement is applicable to all subcontractor personnel requiring the same access. Finger printing will be conducted on the 1st day of the personnel coming on site. Depending on the results of the fingerprinting, a background investigation may be necessary.

Contractor Responsibilities:
The contractor shall prescreen all personnel requiring access to the VA Medical Center.
After contract award and prior to contract performance, the contractor shall submit a letter to the CO providing the following information:
i. List of names of contractor personnel
Social Security Number of contractor personnel
Home address of contractor personnel
Contractor will provide the same list (see i. above) for all subcontractors.
Contractor is responsible to update lists as changes in personnel occur.
The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration to work under the contract.
6) Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.
Government Responsibilities: The VA Police Service will fingerprint contractor employees at the Medical Center and issue an ID Badge.

Conduct of Contractor Personnel:
Contractor personnel will be required to observe all facility safety and traffic regulations that apply to all facility employees. Parking and traffic rules will be always observed. Trucks or other construction equipment will not be permitted on the lawns or off the surfaced roadways without permission of the COTR. This permission will be granted depending upon soil conditions during the period of work.
b. Alcoholic beverages on the job will not be tolerated.
c. There shall be no loud, profane or abusive language used on the job.
d. Contractor employees shall wear clothing/uniforms bearing a company logo and name that make them easily discernable as contract employees.

This contract will be awarded as a base with four (4) option years for renewal
Chief of Maintenance and Operations Lonnell Roberts

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