The Department of Veterans Affairs Network Contracting Office 2 is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Commercial Kitchen and Refrigeration Equipment Preventative Maintenance at the New York Harbor Healthcare System Manhattan Campus, 423 E 23rd St, New Tork, NY 10010. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811412. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. SITE-SPECIFIC PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS NY HARBOR HEALTHCARE SYSTEM MARGARET COCHRAN CORBIN VA MEDICAL CENTER 1. SCOPE OF WORK. The contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and other items and services necessary to perform monthly preventative maintenance and repair tasks for the equipment described in the solicitation. Below is the site-specific information for the Margaret Cochran Corbin VA Medical Center of the NY Harbor Healthcare System, Department of Veterans Affairs, located at 423 East 23rd Street, New York, NY 10010. The C&A requirements do not apply, and a Security Accreditation Package is not required. FACILITIES. The equipment to be maintained is identified in Attachment A, Equipment Inventory. All billable corrective maintenance and repair work performed for the equipment listed in Attachment A; Equipment Inventory, shall be performed when authorized by the Contracting Officer (CO) or Contracting Officer Representative (COR) and in accordance with Government-approved technical instructions and facility priorities. Facility has a right to modify the equipment inventory as needed. Contractors will be informed of the changes in writing in equipment inventory within 30 days of changes. Response and Completion Times will be required in this Chart: Classification Normal Duty Hours Other than Normal Duty Hours Response time Completion Response Time Completion Emergency 4 hours Continuous Until Safe/ Complete 6 hours Continuous Until Safe/ Complete Urgent Next business day Downgrade to Routine Two business day Downgrade to Routine 1.1.1. Normal duty hours (Mon-Fri, 7 a.m.-5:30 p.m.), Overtime rate (Saturday and after hours for emergency service only), (Sunday and Holidays excepted). 1.2 PERSONNEL QUALIFICATIONS. Contractor s employees must have a prior technical expertise on repair and maintenance of walk-in coolers and freezers, reach-in refrigerators and freezers, commercial cooking equipment, commercial dishwasher, and cold and Hot serving lines. Personnel operating motor vehicles will have a valid state driver s license and abide by all NY Harbor Healthcare System traffic laws, i.e., hands-free cell phone use while driving, and parking requirements. Contractor s employees shall be licensed for their respective trades in accordance with city, county, state, or federal requirements. * Note: All HVAC trades personnel shall have universal EPA certification. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications shall be submitted to the on-site COR annually or as requested. Associated training, licensing and certifications expenses shall be borne by the Contractor. 1.2.1 Minimum Staffing: The Contractor will maintain minimum staffing requirements on a 24/7 basis to respond to emergencies in accordance with the response times identified in Response Chart on page 1. The Contractor is encouraged to perform maintenance that fully affects the normal operations of the healthcare facility during off peak hours possibly to reduce meal services interruption. . 1.3. SYSTEM DESCRIPTIONS: 1.3.1 Margaret Cochran Corbin VA Medical Center Equipment. The contractor is responsible for ensuring that all Manhattan VA Medical Center Food and Nutrition Services equipment, which is used to refrigerate, freeze, cook, and clean, all the dietetic and nutrition needs of the Manhattan VA Medical Center daily, are fully operational. This contract covers all refrigeration and ancillary refrigeration equipment, other food warming equipment, cold serving lines, conveyor belt, and commercial cooking equipment. and commercial dish washer needed to maintain at manufacturers specified temperature and performance on a 24/7 basis. 1.4 SCHEDULED MAINTENANCE. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled monthly maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all cleaning supplies only. Labor cost for monthly scheduled preventative maintenance will be covered under the fixed price of PM services. Contractor requires to commit minimum of 16 hours for monthly performing preventative maintenance services on refrigeration equipment, and 8 hours monthly on commercial cooking equipment, meal assembly equipment, conveyor belt, toaster oven, and commercial dish washer. The contractor will clean either indoor or outdoor condenser coils as needed (not chemical). Water cooled condenser may be chemically cleaned upon approval of COR. Provide full reports, in clearly legible form, etc. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief/Supervisors of Manhattan VA Medical Center. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period, are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The contractor shall provide written information to the Chief/Site manager of Manhattan VA Medical Center, operations outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A, Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. 1.5 UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). If VA staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repairs that exceed scheduled maintenance limits. This will be performed through contract modification and needs to be identified as such, that services can only be rendered after a modification is sent to the contractor through a modification to the contract. There should be two clins: labor rate, and parts. Both will not be funded until it is needed. They will not be funded ahead of time. 1.5.1 Parts & Materials: The Contractor shall obtain all parts, materials, labor and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract. 1.5.1.1 Acquisition of Materials, Parts, and Supplies. Materials, parts, and supplies will be provided at a listed price by the Contractor. Any parts order price over $500 including refrigerant refill over 10 lbs. shall require prior approval from onsite COR. If a lack of competition exists, a justification will be provided to the on-site COR. Discounts and rebates on items will be given to the Government. All purchase documents will be made available for review and audit by the on-site COR. All shipping charges will be the responsibility of the contractor for all parts installed in equipment. 1.5.1.2 Sign in/out regulation. Contractors must sign in and out upon arrival and departure in designated logbook and area. Upon completion of any task, full report or work ticket must be written on a legible form and provide it to on-site COR (Site Manager/Chief) or designated supervisory staff (Executive Chef or Food Service Supervisors). The report or work ticket must be approved by on-site COR or designated supervisory staff after the completion of any PM or emergency repair services. 1.5.2 For individual unscheduled maintenance/repair actions, the work will be performed in accordance with Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs. Labor obtained via sub-contract can be included in the cost determination; however, the contractor must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in-house. 1.5.3 Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater shall be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retain the right to specify the kind and quality of all materials, parts, and supplies. 1.5.4 Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies, and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long-distance telephone service expenses shall be borne by the Contractor. 1.5.5 Warranty Enforcement. The on-site COR shall be responsible for tracking the contractor s compliance with manufacturer s warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order. 1.5.5.1. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the Response and Completion Table in page 1 above, for all new cooking and refrigeration equipment under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system: 1.5.6 Exclusions and Initial Inspection Period: After contract is awarded, the contractors shall perform a complete initial inspection of all commercial kitchen and refrigeration equipment for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor should provide a detailed written report, with photographs (electronic) of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/replace the items identified, they are to be identified for exclusion under the task order proposal period. Contractors shall not include any items that would be replaced, repaired, or adjusted during performance of normal preventive maintenance. 1.5.7 Equipment Repair/Replacement: The Contractor shall assume responsibility for all Service repairs to the equipment, whether the repair is conducted by the General Maintenance Contractor or a hired sub-contractor. Deficiencies found after the initial Contractor s Real Property Installed Equipment (RPIE) survey/inspection will not be considered preexisting and the repair shall be the responsibility of the Contractor. Decisions on what will be repaired or replaced are not up to the Contractor. 1.5.8 Existing Deficiencies: Nothing in this section pertaining to existing deficiencies shall be construed by diminishing the obligations imposed by this agreement upon the contractor, to operate and maintain any deficient item to the extent possible. The Contractor shall be responsible for maintaining proper operation of all RPIE whether identified or not on the initial Contractor RPIE survey/inspection. The Contractor will not be held responsible to replace RPIE/infrastructure installed as part of a new construction or renovation conducted outside of this facility maintenance contract that has deficiencies because of Architectural and Engineering Design Deficiencies. However, the Contractor shall be responsible to properly maintain (PM and CM) all RPIE as identified under the Service Contract. 1.5.9 Removal from Coverage: COR shall notify the contractor to remove the old and outdated equipment from the coverage list as equipment was removed from the facility. This change can only be made after the year has expired and at next task order renewal period. The facility must take appropriate action to replace the equipment to have coverage on that specific equipment item. In the event the facility cannot or does not replace identified equipment, coverage for that equipment will cease and the task order price will be reduced accordingly. C.2.2 SUPERVISION BY CONTRACTOR C.2.2.1 The Contractor shall assign a Project manager, who is solely responsible to supervise the operation of the repairs of Food Service equipment. The Contractor's Project Manager (CPM) shall meet the following requirements: C.2.2.2 Certified to have project management experience in Health Care industry. C.2.2.3 CPM shall have at least three (3) years of specialized experience in the operation of engineering project management. C.2.2.5 The contractor shall provide the CO and COR the name, address, and telephone number where the Contractor's alternate for the CPM (when the CPM is not available), can be reached during normal business hours, 8:00 am - 4:30 p.m., Monday through Friday. The CPM and alternate shall also provide emergency phone numbers to be used during non-duty hours in the case of emergency situations. C.2.2.6 The Contractor shall be responsible for the effective implementation of the Quality Control Program and shall be responsive to the requirements of the Government's Surveillance Plan conducted by the Quality Assurance Evaluator (QAE/COR). C.2.2.8 The CPM or alternate shall respond in person, or by telephone, or email within the reporting days of notification by the COR, during normal business hours Monday through Friday, for matters concerning complaints, equipment outages or repairs which are affecting the meal services of St. Albans Community Living Center. C.2.3 PERSONNEL QUALIFICATION AND REQUIREMENTS FOR CONTRACT SERVICE C.2.3.1 Training: C.2.3.1.1 No contractor personnel shall be assigned to work under the contract until initial orientation and training, as specified herein, the government's procedures manual or special instruction from the COR, is completed. Refresher training shall be accomplished every twelve (12) months on all training topics. Documentation verifying the contents of the retraining shall be transmitted to the COR within five (5) days of such training, including a list of personnel who received this training. C.2.3.1.2 Contractor shall provide initial intensive training covering the topics below within one (1) week of new employee starting employment. Proof of initial employee training shall be provided to the COR for review within seven (7) days of the training being completed. Proof of training shall include a statement of training provided to employees and be certified by signature of the CPM. Initial training shall include but not be limited to the following topics: a. Infection Control orientation, relating duty functions to how infections can be prevented, reduced, or contained through proper environmental sanitation methods and to the technical provisions of this specification. b. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the contractor Rules of Behavior, relating to access to VA information and information systems. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training. Successfully complete the appropriate VA privacy training and annually complete required privacy training. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access. The Contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. c. Proper use and handling of supplies and equipment. Care and maintenance of Contractor's property. e. Familiarization with local Medical Center fire prevention, Disaster Plan and Safety procedures. f. Familiarization with applicable Medical Center policies and regulations and their effect on sanitation services. g. Familiarization with equipment operational manuals. h. Individual duties and responsibilities. I. Role of Contractor personnel in the Medical Center and their impact on patient care, Patient Rights and Patient Safety. j. Techniques or methods for measuring the quality of work performance. k. Basic orientation to the Medical Center function, mission, goals. l. Familiarization with Safety Data Sheets (SDS) m. Most up to date publications of the VA policies listed below found on the VA Publication website http://www.va.gov/vapubs/: Automated Information Systems Security Bloodborne Pathogens Exposure Control Emergency Operations Plan Hand washing Policy Hazard Communication Hearing Conservation Program Interim Life Safety Measures Personal Protective Equipment and Clothing Regulated Medical Waste Program Station wide Mandatory Training C.2.3.2. Uniforms and Personnel Identification (applicable) to personnel on VA premises C.2.3.2.1 All Contractor personnel (except CPM) assigned to the performance of this contract are to wear a Contractor-provided, standard, distinctive, QAE/COR approved uniform that clearly and prominently displays the contractor s name. All uniforms are to be worn as designed by the manufacturer. Uniforms are to be cleaned and maintained in good repair at Contractor's expense. C.2.3.2.2 ID BADGES: ID badges shall be issued in a joint effort between VA Police and the contractor. VA Police will make and issue the contract employee ID badges. C.2.3.2.3 In special sanitation and/or isolation situations, Contractor personnel shall be required to wear special protective clothing and shoe covers supplied by the Contractor. Such items are to remain the property of the Contractor and are not to be removed from the premises of the Contractor. All other safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor's own expense. C.2.3.3 Personal Hygiene - Contractor personnel shall be clean and neat in appearance. C.2.3.4 Exposure to hazardous working conditions Contractor personnel are required to perform work under potentially hazardous conditions. Contractor personnel should inform contract personnel of potentially hazardous situations and should train contract personnel in techniques required to recognize and deal with potentially hazardous situations in a manner which will minimize personnel risk. Contractor personnel shall adhere to standard techniques for personal protection. C.2.3.5 Physical Examination C.2.3.5.1 Contractor's personnel who acquire a communicable illness must not perform service under the contract and must be free of illness before returning to work. C.2.3.5.2 The Contractor shall be responsible for all physical examinations. C.2.3.5.3 Contractor shall be responsible for compliance with all appropriate OSHA, TJC, and VA regulatory bodies and shall maintain the required records. C.2.4 QUALITY CONTROL AND QUALITY ASSURANCE FOR CONTRACT SERVICE C.2.4.1 Quality Control: The Contractor shall have a Quality Control Program to assure that the requirements of the contract are provided as specified. One copy of the Contractor's Quality Control Program shall be available for review by the Quality Assurance Manager. Subsequent changes to the approved Quality Control Program shall be reviewed and approved by the QAE/COR. The program shall include the following: a. An inspection system covering the performance indicators given in Surveillance Plan. b. A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. c. A file will be maintained by the contractor of all inspections conducted by the Contractor and the corrective action taken. All corrective action will be completed in conjunction with the Contractor and the COR. This documentation shall be made available to the QAE/COR and CO during the term of the contract, and for one year after the expiration of the contract. C.2.4.2 Quality Assurance: The COR will monitor the Contractor's performance under this contract using the Quality Assurance procedures in the QAE/COR's Surveillance Plan. The Government reserves the right to update or modify the QA procedures to meet the changing needs of Government Regulations as issued and approved by Congress. C.2.6 PERFORMANCE EVALUATION MEETING: C.2.6.1 The CPM and QAE/COR will meet monthly with the LOC to review performance evaluation process within the Commissary. C.2.6.2 The issuance of a Contract Discrepancy Report shall be cause for the scheduling of an additional meeting(s) among the CPM, CO, and QAE/COR. A mutual effort shall be made to resolve all problems identified. The QAE/COR will prepare written minutes to be signed by the CPM, CO and QAE/COR. C.2.7 CORRESPONDENCE: All correspondence relative to this contract shall bear the VA Contract Number, contract title, and name of the VA Medical Center to which the correspondence pertains, and shall be addressed to the CO. C.2.8 BUILDING SECURITY: C.2.8.1 Access to the Manhattan VA shall be provided to the CPM by prior arrangement with the site manager or the Chief of NFS. Keys provided to the CPM shall not be duplicated. The Contractor and Operation Manager shall periodically perform an inventory of all keys assigned to the CPM quarterly. If a key is lost by CPM, the Operations Manager shall determine whether both lock and key shall be replaced. It is the VA s responsibility to ensure the Commissary is secure at the end of each workday excluding days or hours when the contractor is in operation and no VA staff available where the Contractor will secure the Commissary. If problems arise the VA Police Service shall be notified immediately. C.2.8.2 Contractor's personnel shall not lend keys or open locked rooms or areas to permit entrance by people other than Contractor personnel performing assigned duties. Any room unlocked to perform duties under this contract shall be re-locked by Contractor personnel upon completion of duties. There may be certain areas identified by the QAE/COR in which Contractor's personnel must immediately notify the QAE/COR or Police & Security if a door is found unlocked. The COR shall be notified immediately regarding any difficulties encountered in keeping areas locked. C.2.8.3 The Contractor shall comply with the security clearance or access controls as specified in the Medical Center Policies and Memorandums listed in Section C.6. The contractor shall collect ID badges upon separation of the employee. C.2.8.4 It is the responsibility of the Contractor to ensure that all extraneous articles found in the Commissary and Food and Nutrition areas under the jurisdiction of the Contractor are turned in as specified by the COR within 72 hours after receipt (i.e., patient/ employee personal items.) C.2.8.5 Threats: The contractor shall immediately report all threats made by contractor employees, against the contractor or government personnel or property, to Police and Security, the COR and/or the Contracting Officer. C.2.9 SAFETY AND FIRE PROTECTION: C.2.9.1 In the performance of this contract the Contractor's personnel shall observe all Medical Center security, fire and safety regulations while on VA premises. All government areas under jurisdiction of the Contractor shall be subject to periodic inspection by the Facility Safety and/or Infection Control Officer. The Contractor shall comply with applicable Federal, State, and Local safety and fire regulations and codes always. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. C.2.9.2 Contractor's personnel shall follow applicable facility policies concerning fire/disaster programs. If applicable, the Contractor's personnel shall interrupt their work to allow passage of Medical Center patients, personnel, and equipment, or carts. C.2.10 DAMAGE AND EQUIPMENT LOSS: C.2.10.1 All tasks accomplished by Contractor's personnel shall be performed to preclude damage or disfigurement of Government-owned furnishings, fixtures, equipment and architectural or building structures. The Contractor shall provide a written report of any damage or disfigurement to these items within 24 hours. This report shall be given to the QAE/COR. C.2.10.2 Contractor shall comply with Medical Center policies relative to personal property (equipment) control and use. C.2.10.3 Contractor shall participate in all complete or partial equipment inventories scheduled at the discretion of the Government. C.2.10.4 When the Contractor has caused damage or loss of Government property, performance is determined to be unsatisfactory, and the QAE/COR will issue a Contract Discrepancy Report (CDR). The Contractor shall reply to the QAE/COR in writing within 10 workdays stating the reason for the unsatisfactory condition. The statement shall also include corrective measures which have been taken and preventive procedures initiated to prevent future damage or loss. C.2.10.5 Any loss or damage of Government property caused by the Contractor during the Contractor's performance of work under the contract shall be repaired or replaced at the Contractor's expense. The Government will submit a bill of collection for reimbursement under such circumstances. C.2.11 EQUIPMENT CONTROL: C.2.11.1 Contractor shall participate in two complete inventories per year. A complete inventory consists of assisting each site by counting and keeping separate each piece of equipment under contract. Additional inventories may be scheduled by the COR if needed. C.2.11.2 Articles other than covered equipment lost or damaged while under the control of the Contractor shall be replaced by the Contractor. The Contractor shall notify the COR immediately of any lost or damaged items. The Contractor shall replace the lost or damaged items within 30 calendar days or less of giving notification to the COR. C.2.12 INTERFERENCE WITH NORMAL FUNCTION: C.2.12.1 Contractor's employees shall be required to interrupt their work at any time so as not to interfere with the normal functioning of the VA facilities, including utility services, fire protection systems, and passage of patients, personnel, equipment, and carts and patient care procedures. C.2.13 HOURS OF OPERATION: C.2.13.1 The Department of Veterans Affairs Manhattan VA Medical Center normal business hours are 5:00 a.m. to 7:30 p.m., daily including Federal holidays. The federal holidays are as follows: January 1 (New Year Day), 3rd Monday in January (Martin Luther King's Birthday), 3rd Monday in February (President s Day), last Monday in May (Memorial Day), June 19th (Juneteenth), July 4th, 1st Monday in September (Labor Day), 2nd Monday in October (Italian Heritage Day/Indigenous People s Day), November 11 (Veterans Day), 4th Thursday in November (Thanksgiving Day), and December 25 (Christmas). This list shall include any other day specifically declared a federal holiday by the President of the United States. C.2.13.2 The contractor s regular operating schedule shall be established between 8:00 a.m. and 4:30 p.m., Monday through Friday. Some contract duties require work to be performed at anything other than the contractor s regular operating schedule (i.e., emergencies). C.2.13.3 Any activity performed on Government premises by the Contractor during other than the contractor s regular operating schedule shall be approved in advance, either verbally or in writing, by the COR. C.2.14 DELIVERY REQUIREMENTS: C.2.14.1 Equipment removed from the site for repair will require a receipt signed by the QA Manager or Site Manager with the serial number, model number and manufacturer s nomenclature. C.2.15 SMOKING POLICY: The contractor s personnel shall adhere, always, to each VA Medical Center s Smoking Policy. The contractor shall ensure that ALL cigarette butts are discarded in proper receptacles. The contractor should ensure daily that all smoking materials are disposed of properly. Receptacles are provided in the smoking shelter, and at select entrances to the building. Cigarettes shall not be discarded and left on the ground. This is a requirement to meet the standards established by TJC and shall be observed diligently. C.2.16 TRASH AND OTHER WASTE PRODUCTS: The contractor employees shall dispose of ALL trash, recyclable and other waste products in appropriate trash/recyclable receptacles provided. The contractor shall enforce this requirement diligently. C.2.17 EMPLOYEE CONDUCT: Contractor employees shall always respect the property of others. For example, contractor employees shall refrain from placing beverage containers or other items on vehicles belonging to others, moving or utilizing government property for purposes other than the intended use of the item. C.2.18 EMPLOYEE PARKING: Contractor employees shall utilize the east parking lot adjacent to the Commissary entrance on the west side of the building, known as the out-patient lot. Parking arrangements may change from time to time depending on security status of the property. The contractor shall accommodate all security parking issues as they are released by VA Police through the Contracting Officer. C.2.19 BREAK AREAS: Break areas shall be established and approved by the contracting officer. These areas shall be utilized by all contractor employees. C.2.20 CHEMICALS: Contractor shall provide all chemical lubricants to meet the manufacturer s recommendations for routine service. C.2.21 Contractor shall be responsible for ensuring vendor provides product identification to meet OSHA, VA, and Green Environmental Management Systems (GEMS) C.2.22 Contractor shall be required to clean up any spills resulting from delivery and transfer of connections. All cleanup work shall be performed in accordance with the applicable federal, state and local regulations of the Spill Prevention, Control and Countermeasures (SPCC) and Pollution Incident Prevention Plan (PIPP), Part 5 - Spillage of Oil and Polluting Materials and requirements of the Pollution Incident and Prevention Plan (PIPP) (MDEQ R324.2006) Spills larger than one gallon must be reported immediately to the VA Fire Department and the COR. SECTION C.3 GOVERNMENT RESPONSIBILITIES C.3.1 PREMISES: The government will provide the St. Albans facility and equipment needed to repair. C.3.2 FOOD SERVICE EQUIPMENT: The Government will furnish all food service mechanical equipment to be repaired by the contractor. C.3.3 FOOD SERVICE EQUIPMENT MAINTENANCE: The Government shall make available all the equipment on the contract needed to be maintained. C.3.4 UTILITIES: The Government will provide all utilities. Energy conservation shall always be practiced by Contractor. C.3.5 SECURITY OF BUILDING: The government will be responsible for secure building daily, during normal operating hours (5:00am-8pm). C.3.6 QAE/COR RESPONSIBILITIES: The Quality Assurance Evaluator/Contracting Officer s Technical Representative (QAE/COR) is responsible for providing technical assistance to the Contracting Officer (CO) in administration of the contract. This responsibility involves Quality Assurance inspection, surveillance reporting and monthly certification of the Contractor's performance. The CO will furnish the name of the QAE/COR prior to the start date of the contract. The Contractor shall be advised of the extent of the authority of the QAE/COR. The QAE/COR shall have access to plant facilities, without necessity of prior notification of contractor. C.3.7 Responsibility of each Medical Center: The Government will establish procedures to keep allowing contractors representative access to the equipment under contract. C.3.8 Warehouse/Receiving: The Government will assist with any pallet needing to be placed on the rack over four feet high. The Government will also receive all shipments at the loading dock and place in a holding area for the contractors use temporally prior to being placed in service. SECTION C.4 CONTRACTOR RESPONSIBILITIES C.4.1 General: Except for those supplies or services specifically stated to be Government furnished in Section C.3, above the Contractor shall furnish all services and supplies necessary to provide complete repair services. Decisions on what to repair will not be in the Contractors discretion, COR or Chief of Operations will decide what equipment will be repaired under this contract. C.4.2 GENERAL MAINTENANCE AND HOUSEKEEPING: The Contractor shall maintain the government building space in accordance with the same maintenance and housekeeping standards as required by TJC and OSHA standards. C.4.3 MATERIALS: The Contractor shall furnish all materials, to accomplish complete repair, maintained service. C.4.4 All materials shall be cleaned and sanitized prior to introduction or re-entry into the medical facility kitchens... C.4.5 The Government assumes no liability for loss of or damage to Contractor-owned supplies held upon Government premises. C.4.6 SAFETY DATA SHEET (SDS): Technical literature and descriptive brochures on all materials proposed for use by the Contractor shall be submitted to the QAE/COR and CO (two (2) copies) for approval prior to contract start and whenever a change is requested. C.4.7 A copy of safety data sheet for all chemicals furnished and used by the Contractor will be furnished to the QAE/COR. C.4.8 REPORTS AND DATA: C.4.8.1 The Contractor shall provide to the QAE/COR the following reports by the due dates identified below for each report. C.4.8.2 Damage to Government property by contractor personnel: within seven (7) working days after damages occur. C.4.8.3 Monthly training and initial orientation: within seven (7) working days. C.4.8.4 Copy of quarterly quality control inspection report: within five (5) working days after such inspection. C.4.8.15 Quality Control Reports: within seven (7) working days. C.4.8.16 Equipment Breakdown Report: Weekly review session. SECTION C.5 SPECIFIC TASKS C.5.1 GENERAL: The Contractor shall provide all labor, materials, vehicles, and supervision to perform all tasks necessary to repair equipment at the St. Albans Community Living Center. C.5.2 STANDARDS: All tasks shall be accomplished to meet the standards of the original equipment when new. C.5.3 TASKS: C.5.3.1 Contractor shall be given access to the equipment on the contract lists for the Visn3 Commissary. SECTION C.6 APPLICABLE REGULATIONS, MANUALS, SPECIFICATIONS & TECHNICAL EXHIBITS C.6.1 these documents are mandatory. At the start of the contract the Government shall provide one (1) copy of all New York Harbor Center policies and memorandums applicable to the Commissary and Food and Nutrition operations and Contractor employee orientation/training. Medical Center policies and memorandums shall always be adhered to. Documents applicable to this Performance Work Statement are listed below: Automated Information Systems Security Bloodborne Pathogens Exposure Control Confined Space Entry and Permits Hand Washing Policy Hazard Communication Personal Protective Equipment and Clothing Station wide Mandatory Training Task and Frequency Chart Pre-Award Data Sheet Contract Discrepancy Report (CDR) Emergency Operations Plan Any other documents found to be pertinent to Food Service operations will be supplied to Contractor. Full compliance with these documents shall be expected immediately upon receipt by Contractor unless immediate compliance shall change the terms and conditions of this contract. In that event, compliance shall be the effective date agreed upon in negotiation among Contractor, QAE/COR, and CO. Consistent with the requirements of section 3(e) of Executive Order 13423, the Contractor shall establish a program to promote cost-effective waste reduction in all operations and facilities covered by this contract. SECTION C.7 PERIOD OF PERFORMANCE The period of performance is from the date of contract award. The contract is for 1 year with 4 option years. Renewal and early termination of the contract may be considered at the Government s discretion.
