36C24125Q0433_1.docx

SUBJECT*

VACHS West Haven and Newington Annual Boiler Inspection

GENERAL INFORMATION

VA Connecticut

950 Campbell Avenue West Haven CT 06516

POINT OF CONTACT*

Contract Specialist Shawn Lawrence Shawn.Lawrence@va.gov

PLACE OF PERFORMANCE

950 Campbell Ave

West Haven CT

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

Solicitation # 36C24125Q0433; VACHS West Haven and Newington Annual Boiler Inspection Q&A

1. Can you please provide a complete equipment list of boilers and DA & Condensate tanks at each site?

a. Equipment list has been incorporated into the SOW.

2. Can you please provide more information on section 6.4:

a. ( h) Test functionality of Un-interruptible power supply (UPS) system supporting the boiler plant. – the revised SOW removes this requirement along with g and i.

b. (i) Test and inspect emission control system (ie. Selective Catalytic Reducers (SCRs), etc.) – the revised SOW removes this requirement.

Please schedule pre-bid walk through’s for both West Haven and Newington for the Boiler Inspection Services:

Bidders shall perform a pre-bid walkthrough at 8:30 a.m. on June 18, 2025 at VA Medical Center West Haven located at 950 Campbell Avenue, West Haven, CT 06516. Meet at Building 15 and obtain a temporary day badge and complete a sign-in sheet.

Bidders shall perform a pre-bid walkthrough at 1:00 p.m. on June 18, 2025 at VA Medical Center Newington located at 555 Willard Avenue, Newington, CT 06111. Meet at Building 3, 3rd floor and obtain a temporary day badge and complete a sign-in sheet.

Amendment to a Previous Combined Solicitation Amendment to a Previous Combined Solicitation

Page 1 of

Amendment to a Previous Combined Solicitation

DEPARTMENT OF VETERAN AFFAIRS

SCOPE OF WORK

West Haven and Newington Medical Campuses Annual Boiler Inspection

Table of Contents

Background:

1.1. The VA Connecticut Healthcare System (VACHS) has high pressure steam boilers in both West Haven and Newington Medical Campuses. These boilers require comprehensive inspection on an annual basis as required by Veterans Health administration (VHA) Directive 1810(1), Appendix B section 3. Annual inspection is required to ensure these critical infrastructure systems are adequate for continuous operation and to identify and address any deficiencies otherwise.

Justification:

1.2. Boiler plant service is critical for both West Haven and Newington Medical Campuses to operate and maintain healthcare services year-round. In compliance with VHA Directive 1810(1) annual boiler inspection is required.

Location of Services:

1.3. VA Medical Center West Haven

950 Campbell Avenue West Haven, CT 06516

1.4. VA Medical Center Newington

555 Willard Ave Newington, CT 06111 Period of Performance:

1.5. The period of performance for this work is 30 calendar days starting from the date of the notice to proceed.

1.6. Base contract period shall be 07/01/2025 – 06/30/2026. The contract will also contain the provision for (4) annual option years:

Option Year 1: 07/01/2026 – 06/30/2027 Option Year 2: 07/01/2027 – 06/30/2028 Option Year 3: 07/01/2028 – 06/30/2029 Option Year 4: 07/01/2029 – 06/30/2030 References:

1.7. The following VA standards are reference documents that pertain to the scope of work contained herein and shall be adhered to.

1.8. VHA Directive 1810(1), Dated Jan. 4, 2023, Boiler and Boiler Plant Operations.

1.9. VHA Boiler and Associated Plant Safety Device Testing Manual Eighth Edition, Dated Feb. 2024.

1.10. Reference documents are available via the VA Technical Information Library using the following link: https://www.cfm.va.gov/TIL/spec.asp. Alternatively, the COR or FMS designee may provide these documents upon request.

Scope of Work:

1.11. The contractor shall provide all labor, materials, tools, consumables, testing equipment, along with applicable state license(s) and permits to perform annual inspection of high-pressure steam boilers as required by VHA Directive, Reference (a).

1.12. The contractor shall participate in an initial boiler plant safety meeting to review safety and lock out/tag out (LOTO) procedures, discuss the nature of the planned inspection activities, and coordinate inspection activities with boiler plant operations management at the respective facility.

1.13. The contractor shall make necessary surface preparations as required to support inspection and testing of the equipment. This includes preparations such as surface cleaning or temporarily removing covers, shielding or panels. Any preparation that is non-superficial or may permanently deform or alter the equipment (such as grinding, boring, clamping, etc.) shall be coordinated with the COR and boiler plant operations management prior to initiating the work.

1.14. The following inspections and tests are required to fulfil annual high pressure steam boiler requirements per VHA Directive, Reference (a). The contractor shall complete the following inspections and testing at a minimum. Any deviation otherwise shall be communicated with the COR and boiler plant operations management in writing and indicated on the final inspection report provided for this service. The following shall be performed on each boiler:

a. Inspect the furnaces and other internal surfaces, closures, and accessories.

b. Inspect the exterior of units, casing, supports, closures, accessories, valves, and controls.

c. Check all boilers for fouling and combustion gas flow.

d. Conduct tube leak check on all boiler types.

e. Visually inspect the deaerator.

f. Visually inspect condensate tank interior.

1.15. All waste material (includes packaging, consumables) and debris generated by this work shall be removed off the respective VA campus by the contractor and shall be disposed of in accordance with applicable State and Federal regulations.

1.16. At the conclusion of the inspection, the contractor shall meet with the VA to review findings, discuss results, corrective action recommendations, and outline final reporting expectations.

West Haven Boiler Plant Equipment List

Newington Boiler Plant Equipment List

Definitions/Acronyms:

1.17. CO – Contracting Officer.

1.18. COR – Contracting Officer’s Representative.

1.19. FST – Field Service Technician. A person who is authorized by the contractor to service the equipment and has qualifications to merit the performance of this work.

1.20. FSR – Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

1.21. Acceptance Signature – Signature of VA FMS employee who indicates FST demonstrated service conclusion/status and user has accepted work as complete/pending as stated in the FSR.

1.22. Authorization Signature – COR’s signature; indicates COR accepts work status as stated in FSR.

1.23. OSHA – Occupational Safety and Health Administration.

1.24. FMS – Facilities Management Service.

Qualifications:

1.25. Per Reference (a), the qualified testing contractor shall be an individual/company that has performed testing in compliance with VHA Boiler and Associated Plant Safety Device Testing Manual in at least three other VA medical facilities.

1.26. Inspections shall be supervised on-site by a “Qualified Professional Inspector”, defined as anyone having the following or a combination of the following:

a. A boiler inspector who has a valid commission from the National Board of Boiler and Pressure Vessel Inspectors.

b. A boiler inspector who has qualified by passing a written examination under the laws, rules, and regulations of a jurisdiction of a state.

c. A boiler inspector who is regularly employed as a boiler inspector by a jurisdiction that has adopted and administers one or more sections of the ASME Boiler and Pressure Vessel Code as a legal requirement and has a representative serving as a member of the ASME (American Society of Mechanical Engineers) Conference Committee.

d. A boiler inspector who is regularly employed by an insurance company that has been licensed or registered by the appropriate authority of a state of the United States to write boiler and pressure vessel insurance.

1.27. Proof of qualifications shall be provided with the bid and as part of the final report.

1.28. “Fully qualified” is based upon training and experience in the field. For training, the FST(s) has successfully completed a formalized training program for the equipment identified in this solicitation.

1.29. The contractor must provide, upon request, evidence of appropriate training of any FST(s) providing services under terms of the contract. The CO and/or COR 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.

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

Documentation/Reports:

1.31. The contractor shall provide the following reports and documentation.

a. Inspection personnel certification as applicable to the work being performed.

b. Calibration certificate or equivalent for essential test equipment

c. Material certificates for consumables.

d. Detailed non-destructive testing results as applicable.

e. A preliminary inspection report documenting a summary of on-site inspection observations.

f. Provide findings with corrective actions or recommendations with estimated cost(s).

g. Final evaluation report, issued within thirty (30) calendar days from completion of on-site inspection and testing.

Reporting Requirements:

1.32. Provide a complete written report fully describing all inspections and tests performed, findings, and corrective action recommendations. The condition of all items inspected shall be stated whether acceptable, deficient, “not acceptable for continued service” or requiring repair.

1.33. All deficiencies shall be fully described along with recommendations for methods of correction. Utilize National Board Forms NB-6 and NB-7, or other similar forms acceptable to the COR or FMS designee.

1.34. Provide sketches and/or photographs as necessary and as requested by the COR or FMS designee to show areas identified as deficient, “not acceptable for continued service” or requiring repair.

1.35. Include test data and calculations as applicable. Show locations and extent of all non-conformances identified by non-destructive testing by providing sketches and/or photographs of the areas of interest.

1.36. All safety-related deficiencies shall be immediately reported to the COR and boiler plant operations management during the inspection visit.

1.37. Provide recommendations on need for re-inspections after correction of deficiencies. Include cost of re-inspections if needed.

Services Beyond the Contract Scope:

1.38. The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in the scheduled equipment which the contractor considers they are not responsible for under the terms of the contract.

1.39. The contactor shall provide the COR with a written estimate of the cost to inspect or test parts or equipment that are beyond this contract scope.

1.40. Any additional charges claimed will be approved by the CO and COR before service is completed.

Test Equipment:

1.41. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due.

1.42. Test equipment out of calibration shall not be used.

Hours of Coverage:

1.43. Unless otherwise authorized by the COR and coordinated with FMS or boiler plant operations management, all efforts for this work will be scheduled during normal working hours (7:00 AM to 5:00 PM (CST) Monday through Friday).

1.44. Scheduling for work outside of normal hours shall be coordinated with boiler plant operations management as needed.

1.45. Federal holidays observed by VA Connecticut Healthcare System are:

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day New Year’s Day Martin Luther King Day President's Day Memorial Day Independence Day and any other day specifically designated by the President of the United States.

Identification, Parking, Smoking, and VA Regulations:

1.46. Contractor’s FST(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name.

1.47. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

1.48. Smoking is prohibited inside all VA buildings.

1.49. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

1.50. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

Safety

1.51. The contractor shall take all safety precautions necessary to perform inspection and testing as required herein and ensure activities do not endanger the contractor’s authorized personnel, VA personnel or patients during work.

1.52. The contractor shall ensure all energy sources are isolated prior to performing inspection and testing. Coordinate with FMS personnel as needed to isolate and/or lock out tag out applicable sources.

1.53. The contractor shall comply with the following:

a. Confined Space permit(s) as required.

b. Lock Out – Tag Out procedures as required.

c. Personal Protective Equipment as required for field service work.

Records Management:

1.54. The following standard terms and conditions relate to records generated in executing the contract and should be included in a typical procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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