SOW - VACHS Newington Backflow Preventer Service.pdf

VA Connecticut Healthcare System Newington Backflow Preventer Inspection and Repair

STATEMENT OF WORK

Annual Testing, Maintenance and Repair of Backflow Preventers

VA CONNECTICUT HEALTHCARE SYSTEM (VACHS)

VA MEDICAL CENTER NEWINGTON

555 WILLARD AVENUE

NEWINGTON, CT 06111

Maintenance, Repair, and Rebuilding of Equipment – Plumbing Fixture Fitting and Trim Manufacturing.

BACKGROUND

VA Connecticut Healthcare Systems, Newington Campus, requires an annual cross connection survey and testing of all backflow preventer devices listed by building and room number in Table 1. VACHS is currently seeking services for all labor, materials, transportation, parts, and the expertise necessary to provide annual testing, maintenance, and repair or replacement of backflow prevention devices failing state of Connecticut mandated testing requirements.

JUSTIFICATION

Veterans’ Health Administration (VHA) seeks to continue to improve operational capabilities by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans.

LOCATION OF SERVICES

VA Medical Center Newington 555 Willard Avenue Newington, CT 06111

PERIOD OF PERFORMANCE

Base contract period shall be 07/26/2024 – 07/25/2025. The contract will also contain the provision for 4 option years.

QUALIFICATIONS

To be considered eligible for competition, potential bidders shall have a field service representative located within 75 miles of the Newington Campus of the VA Connecticut Healthcare System.

Contractor shall have prior knowledge of the Newington campus and the backflow preventers.

Contractors shall possess Connecticut state issued certification/licensure to test and repair cross connections and backflow prevention devices.

Contractors shall have the appropriate equipment and personnel resources available to meet the requirements of this SOW.

SCOPE OF WORK

The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to provide the testing and certification of the back flow preventer devices and cross connections described in Table 1. The contractor shall maintain an accurate log file/inventory of all cross connections and backflow preventer devices. If a backflow preventer device fails test, the contractor shall also assume responsibility to identify the requirements for repair, complete the required repairs, and provide proof of the device having passed the CT state testing requirements post repair. All failed devices shall be rectified within a period not to exceed 14 calendar days after the initial failure is reported.

1. The service provider will be coordinating, scheduling, and reporting all work-related activities and will provide necessary information as required by the COR/VA FMS Representative. The responsibilities shall include:

a. Complete testing of backflow preventer devices listed in Table 1.

b. Directly supervise all testing and any subsequent repair work.

c. Repair or replace backflow prevention devices that have failed testing requirements within 14 days of a failed test.

d. The tester will prepare a paper copy of the test report to be left with the VA FMS representative as well as provide a copy to the state of Connecticut as required by applicable codes. Each report shall at a minimum include, the device serial number, tester’s name, signature, test date, and test results.

e. Results of failed tests shall be reported immediately by email, and by phone or in person. Notify the VA FMS representative through email of any defective device(s), and the requirements for repair as set forth in the CT DPH Regulations.

f. Contractor shall adhere to all applicable VA, state, and federal safety policies.

g. Schedule and coordinate areas to be tested with the COR or VA FMS representative and provide a minimum three (3) week notice.

2. Lockout/Tagout Backflow preventer devices IAW applicable contractor and VA policies.

a. Acknowledgement of VA LOTO requirements (Attachment C) and contractor LOTO policy.

3. Entry into confined spaces shall be in accordance with applicable contractor and VA policies.

a. Contractor shall furnish PPE for entry into confined spaces and shall provide rescue teams associated with work requirements per contractor and VA policies and procedures.

4. Replacement parts should be consistent with existing equipment and OEM requirements and specifications.

Repairs are to be made with OEM spec, and/or American made products.

5. Annual inspection of backflow preventer devices shall be in conformance with the following standards/codes/specifications/regulations to include but not limited to:

a. American Backflow Prevention Association (ABPA);

b. American Society of Safety Engineers (ASSE);

c. VA directives and policies

d. National Fire Protection Association (NFPA) 13 and 25

e. American Society for Testing and Materials (ASTM)

f. Local, municipal, state, and federal regulations pertaining to preservation and maintenance of public water supplies and potable and non-potable water sources.

VACHS Newington Backflow Prevention Devices Bldg. # Room / Location Make Model # Serial # Size (in.)

1 205 Ceiling Chilled Water Back Up Watts 009 01751 1.25

1N 207 Ceiling Chilled Water Back Up Watts 009 02279 1.25

1N 209 Ceiling H/Water Watts 009 12697 0.5 1N 209 Ceiling C/Water Watts 009 12682 0.5 1N 206 Ceiling Watts 009 12729 0.5 1N 206 Ceiling Watts 009 12674 0.5 1 Main Domestic Feed Watts 909 179385 4 1 Main Domestic By-Pass Watts 909 178907 4 1 Mech Rm Watts 009 09549 0.5 1 Basement Mech Rm Watts 909 20637 1 1 Basement Mech Rm Watts 909 346009 1 3 Water Service Chem Injector Watts 009 306836 2 3 Boiler Rm E/Wall Watts 909 164098 2 3 Boiler Rm E/Wall By-Pass Watts 909 164099 2 3 Boiler Rm Make Up To Boiler Watts 009 210646 0.5 3 113 Watts 909 179386 4 3 Boiler Rm Chemical Feed Watts 009 05115 1

3 113 By-pass Watts 909 466408 2 3 Boiler Rm Chemical Feed Conbraco 4020399T L0994 0.5 3 Water Service Rm Watts 009 306835 2

2C Mech Under Stairwell Dental Tank Watts 009 12683 0.5

2C 2123 Pharmacy Ceiling H/Water Watts 009 139409 0.75

2C 2123 Pharmacy Ceiling C/Water Watts 009 106781 0.75

2C Air Handler Room Glycol Make Up Watts 009 95658 0.75

2C 1153 Under Fridge Hatch Watts 009 03285 3 2C 1113 In Ceiling Watts 909 345992 1 2C 1100 In Ceiling Watts 009 45299 0.5 2C 2102A Ceiling Watts 009 12704 0.5 2C 2102A Ceiling Watts 009 12711 0.5

2E Fire Closet Feed To Liebert/Date Rm Ceiling Watts 009 233563 0.5

2E SPD Rm 157 C/Water Supply Watts 009 93653 2 2E SPD Rm 157 H/Water Supply Watts 009 06126 0.5

2E SPD Rm 157 C/Water Sterilizer Watts 909 431484 1

2E SPD Rm 157 H/Water Sterilizer Watts 909 20636 1

2E Mechanical Rm B133 Watts 909 250534 6 2E Mechanical Rm B133 Watts 909 250839 6

2E B124 Ceiling C/Water D.I System Watts 009 32290 1

2E B124 Ceiling C/Water D.I System Watts 009 32309 1

2E Mechanical Rm Upper Level Behind Chem Tank Watts 009 33448 1

2E B159R Water Feed RO water Watts 909 056199 0.75

2W Mechanical Water Rm Chiller/Heat Exchanger Make up

Watts 009 81068 2

2W Mech Water Rm Watts 009 81074 2 2W Mechanical Water Rm Watts 009 93658 2 4 Mech Rm Watts 009 149376 1.5 6 Basement Dom Wilkins 975Xl 2358098 1.25 6 Domestic Main Wilkins 950Xl 1597850 1.25 65 Main Water Rm Wilkins 375 L93326 3 65 Main Water Rm Wilkins 375 A465015 2 65 Main Water Rm Wilkins 375 L93192 3 Fire Pump Devices 1 Fire Pump RM Febco 826YD 0618 6 3 113 Watts 909 0805 6 4 Mech Rm Febco 825Y A0611 4 5 Fire Main Rm Watts 909 0809 4 8 Basement Wilkins 950Xl 1495144 1 8 Basement Wilkins 975Xl 506472 1 11 Fire Pump RM Febco 826YD 0765 6 12 Fire Pump RM Febco 826YD A0553 4 32 Fireline Febco 826YD A0612 4

45 Clean linen Rm Febco 826YD A0608 4 65 Fireline Ames Colt-300 PF-0349 8 65 Fireline By-Pass Ames 2000BM3 38795 0.75

Indicates backflow preventer device is located in a confined space.

Table 1: VACHS Newington Backflow Prevention Devices

SUBMITTALS/DELIVERABLES

1. The Service provider shall furnish Certificates of Calibration for all instruments used in conducting testing including, function, minimum range, minimum accuracy, minimum resolution, manufacturer, model, serial number, frequency of calibration, and date of last calibration.

a. Contractors shall provide documentation detailing a valid calibration and the instrumentation shall meet the accuracy/calibration requirements established by the state of Connecticut. The contractor shall also provide calibration history of the instrument(s) to be used for test.

2. The contractor shall submit any waste manifest documents as applicable with final reports.

3. Submit names and qualifications of specialists a minimum of ten (10) business days prior to starting annual testing in writing to the COR, PM, and the VA Contracting Officer. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

4. Prior to the start of work, the specifications shall require the contractor to develop and submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to:

a. Job Hazard Analysis (JHA) / Activity Hazard Analysis (AHA)

b. Acknowledgement of VA LOTO requirements (Attachment C) and contractor LOTO policy.

c. A work plan detailing the devices identified for test and the dates and times planned for testing.

d. A safety plan for devices requiring entry into confined spaces.

5. Work hours for service and corrective maintenance shall be as follows:

a. Normal routine service shall occur during normal business hours.

• 7:30 a.m. to 4:00 p.m., Monday through Friday.

• Inspections shall not interfere with patient care. In special instances where work interferes with patient care the contractor shall coordinate with the VA representative to schedule accordingly.

b. Annual inspections, repairs and preventative maintenance work shall be completed no less than one calendar month before the end of each annual contract period.

c. Contractor shall cover all costs for preventative maintenance services for labor and materials (e.g. calibrations of gauges, valves, equipment settings, transmitters and controls including shipping, handling, and freight.)

d. All labor, materials, parts, and supplies for corrective & emergency maintenance shall be included as part of the bid. Contractor shall submit all proposals within two (2) working days of field assessment for determination of issue(s) and acceptance of corrective action plan.

e. Authorization to procure and complete corrective/emergency maintenance work shall be per written direction of the VA Contracting Officer or per Purchase Order Number issuance upon approval and funding of cost for correction and upon which the contractor shall provide all labor, parts, and or materials necessary for correction/emergency maintenance work.

SPECIAL INSTRUCTIONS

1. Contractor shall include an additional line item for $5000 annually to apply to incidentals for repair.

Addressing repairs that result in spending in excess of the initial $5000 will be at the discretion of the Contracting Officer (CO).

2. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

3. Contractor Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the contractor shall sign-in at Building 3, 3rd Floor, FMS office and/or receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System.

The contractor shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR.

a. The Contracting Officer (CO), Contracting Officer’s Representative (COR), and/or Project Manager (PM) specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

4. Work hours for service and corrective maintenance shall be as follows:

a. Normal routine service shall occur during normal business hours.

• 7:30 a.m. to 4:00 p.m., Monday through Friday.

b. Annual inspections, repairs and preventative maintenance work shall be completed no less than one calendar month before the end of each annual contract period.

c. Contractor shall cover all costs for preventative maintenance services for labor and materials

(e.g. calibrations of gauges, valves, equipment settings, transmitters and controls including shipping, handling, and freight.).

d. All labor, materials, parts, and supplies for corrective & emergency maintenance shall be included as part of the bid. Contractor shall submit all proposals within two (2) working days of field assessment for determination of issue(s) and acceptance of corrective action plan.

e. Authorization to procure and complete corrective/emergency maintenance work shall be per written direction of the VA Contracting Officer or per Purchase Order Number issuance upon approval and funding of cost for correction) and upon which the contractor shall provide all labor, parts, and or materials necessary for correction/emergency maintenance work.

5. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report indicating the device serial number, tester’s name, signature, test date, and test results.

6. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

7. No photography of VA premises is allowed without written permission of the contracting officer.

Patients and staff are not to be photographed at any time.

8. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer.

9. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives.

10. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021.

11. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

12. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

13. Billing: Provide COR and/or PM with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

TERMS AND CONDITIONS

1. User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.

2. All work is subject to inspection, review and approval by the Plumbing Supervisor, Utility System

Supervisor, Chief M&O, Chief Engineer, and/or their designees.