UPDATED FINAL SOW - 36C242-24-AP-1610 - Chiller and Water Treatment.pdf

B.3 SCOPE OF WORK

B.3.1 SUMMARY

1. This firm fixed price requirement is for the provision of water treatment systems and support services to chemically treat boiler water, chilled water, and cooling towers for Legionella prevention and boiler systems to maintain water conditioning at the Buffalo VA Medical Center 3495 Bailey Avenue, Buffalo NY 14215 and Batavia VA Medical Center, 222 Richmond Avenue, Batavia, NY 14020 from 04/01/2024 through 03/31/2025 to include four (4) option years.

Support services under this service requirement shall include the installation, testing, commissioning, monitoring, chemicals, and maintenance of all water treatment systems listed in this purchase order.

2. The contractor shall provide all equipment, parts, materials, labor, supervision, test equipment, maintenance service, technical manuals, and transportation necessary to install, commission, test, monitor, and maintain all the water treatment equipment that is covered under this contract.

3. No Government equipment shall be provided under this contract EXCEPT the tap points, electrical/plumbing connections necessary to operate the water treatment systems.

4. Contractor shall maintain ownership and provide continued maintenance on all equipment that is installed to provide water treatment under this purchase order.

5. Veteran’s Health Administration (VHA) Policy 1061 Prevention of Healthcare Associated

Legionella Disease, VA Engineering Standard ES-2019-001 Cooling Tower Water Systems and section 7.2 off ASHRAE Standard 188-2015 Legionellosis: Risk Management for Building Water Systems. It establishes guidelines for the prevention and control of healthcare-associated Legionella disease in VHA buildings, the following design features shall be included; The efficacy of biocides on suppressing or killing waterborne pathogens is dependent on multiple factor such as water quality, organic and inorganic contaminants, pH levels, disinfectant concentrations, and contact time.

B.3.2 BUFFALO VAMC SYSTEMS

1. Building 1 Chilled Water System

a. Two (2) Trane 500-ton Temporary Air-cooled Chillers.

b. One (1) Closed loop chilled water system Approximately 26,600 gal.

c. Two (2) Condenser water loops.

2. Building 20 Chilled Water System

a. Two (2) Trane 335-ton centrifugal chillers.

b. Two (2) Evapco cooling towers Model #: LSTA10-121T.

c. One (1) Evapco cooling tower Model #: LSWA- 20AA2.

d. One (1) Closed loop chilled water system.

e. Two (2) Condenser water loops.

f. One (1) Remote sump

3. Building 1 New Chilled Water System

a. Three (3) York 1000-ton centrifugal chillers.

b. Three (3) Evapco cooling towers Model #: USS 220-3M18

c. One (1) Amiad Arkal Spin Klin 4” Galaxy Filter.

d. One (1) Closed loop chilled water system Approximately 40,000 gal.

4. Boiler Systems:

a. Three (3) Cleaver Brooks 385HP, 30,000lb/hr. 120 psig operating pressure water tube boilers.

b. One (1) Cleaver Brooks 17,250lb/hr 120 psig operating pressure fire tube boiler.

c. These systems have an approximate annual water usage of 1,600 kgal/year.

5. The Buffalo VAMC has made its best effort to provide a list of all equipment in this scope of work in the event the facility has missed a piece of equipment within these systems the vendor shall still provide services in accordance with this scope of work.

B.3.3 BATAVIA VAMC SYSTEMS

1. Building 1 West Chilled Water System

a. One (1) Carrier 32 ton scroll packaged chiller.

b. One (1) Daikin 45 ton scroll packaged chiller.

c. One (1) Closed Loop Chilled Water System.

d. One (1) Evapco LPT-316 Cooling Tower.

e. One (1) Evapco AT-14-66 Cooling Tower.

f. One (1) Condenser Water System.

2. Building 1 East Chilled Water System

a. One (1) Multistack 37 ton scroll packaged chiller.

b. One (1) Closed Loop Chilled Water System.

c. One (1) Evapco AT 14-2F4 Cooling Tower.

d. One (1) Condenser Water System.

3. Boiler Systems

a. Two (2) Cleaver Brooks 250HP, 5,500lb/hr. 60 psig operating pressure fire tube boilers.

b. Two (2) Cleaver Brooks 125HP, 1,400lb/hr. 60 psig operating pressure fire tube boiler.

c. These systems have an approximate annual water usage of 800 kgal/year.

4. The Batavia VAMC has made its best effort to provide a list of all equipment in this scope of work in the event the facility has missed a piece of equipment within these systems the vendor shall still provide services in accordance with this scope of work.

B.3.4 INSTALLATION

1. The vendor shall install all corresponding equipment that is required to maintain proper water parameters.

2. Although chemical injection tap-points are provided the vendor shall make all final plumbing connections onto the corresponding feed pipes.

3. Although electrical connection points are provided the vendor shall make all final electrical connections.

B.3.5 MAINTENANCE FOR WATER TREATMENT EQUIPMENT

1. All maintenance for every piece of equipment provided under this contract shall be included.

2. Maintenance to include preventative shall be done as per original equipment manufacturers specifications.

3. The application of chemical injection to any water system requires a rigorous maintenance and service protocol to ensure continuous operation and application of the chemicals. This requires a service and maintenance plan to verify System operation within specified control ranges required for applicable water applications and to document the Program.

4. The Service during the contract period shall include minor parts for preventive maintenance and consumables required for continuous system operation. A technician or a qualified service specialist shall provide service visits to perform required any required service with travel and sustenance expenses included.

5. Service visits shall be documented, and service reports shall be provided in hard copy or in PDF format equivalent by e-mail communication. Program maintenance logs or equivalent program documentation shall also be reviewed and verified.

6. Any replacement parts required during the contract period which are outside of the normal preventative maintenance contract shall be quoted to the COR by vendor. The quote may only be approved/funded by official written modification to the contract by the Contract Officer.

B.3.6 SERVICES SPECIFIC TO VA SYSTEMS IN SECTION B.3.2.1

1. Maintenance, Inspection, and Documentation

a. Check operation and condition of chemical injector pumps, tubing and controllers.

b. Inspect and adjust chemical metering pumps.

c. Inspect and clean sample lines.

d. Inspect and calibrate continuous water chemistry analysis equipment.

e. Inspect and clean chemical injection quills.

f. Inspect and clean secondary chemical containment.

g. Inspect and calibrate instrumentation.

2. Monthly Cooling Season Preventive Maintenance:

a. Inspect and clean sample lines.

b. Inspect and adjust chemical metering pumps.

c. Inspect and calibrate continuous water chemistry analysis equipment. Water chemistry must be manually tested to confirm and recalibrate the accuracy of the continuous monitoring systems.

d. Check, maintain, and repair chemical feed system, as needed.

e. Check chemical levels in the chilled water and condenser water loops. Make remediation’s if needed. Sampling to include PH, biocide level and water temperature at the time of testing.

f. Check chemical tank levels.

g. Testing: In addition to the continuous monitoring, the following testing must be performed and documented by a third party:

i. Test make-up water quality for water chemistry, with adjustments to the chemistry based on the results.

ii. Test system water to confirm desired chemistry and dose rates.

iii. Measure corrosion byproducts to ensure corrosion inhibitors are effective.

h. Check bacteria and fungi levels and make remediation’s if levels are high.

i. Provide detailed report of all monthly checks that includes:

i. Tank levels.

ii. Chilled water, condenser water chemical levels and remediation’s made.

iii. Bacteria and fungi levels and remediation’s made.

iv. Injection system repairs needed and made.

3. Biweekly Cooling Season Preventive Maintenance:

a. Check, maintain, and repair chemical feed system, as needed.

b. Check chemical tank levels.

c. Check chemical levels in the chilled water and condenser water loops. Make remediation’s if needed. Sampling to include PH, biocide level and water temperature at the time of testing.

d. Provide detailed report of all biweekly checks and testing results.

4. Semi-Annual Preventive Maintenance (Cooling Season Shutdown):

a. Apply a lay-up scale inhibitor to the condenser water systems.

b. Maintenance, Inspection, and Documentation

i. Check operation and condition of chemical injector pumps, tubing and controllers.

ii. Inspect chemical metering pumps.

iii. Inspect and clean sample lines.

iv. Inspect and calibrate continuous water chemistry analysis equipment.

v. Inspect and clean chemical injection quills.

vi. Inspect and clean secondary chemical containment.

vii. Inspect and calibrate instrumentation.

c. Provide detailed documentation including:

i. Disinfection and system cleaning date, deficiencies found, and repairs made or needed.

ii. Operation of chemical feed system, deficiencies found, and repairs made or needed.

5. The vendor shall provide all necessary testing materials so that the VA personnel can test the following items daily:

a. PH.

b. Conductivity.

c. Temperature.

d. Level of descaling compound.

e. Chemical indicators relating to main compound being used to control bacteria/fungi.

B.3.7 SERVICES SPECIFIC TO VA SYSTEMS IN SECTIONS; B.3.2.2, B.3.3.1, B.3.3.2

1. Semi-Annual Preventive Maintenance (Cooling Season Start-Up):

2. Cleaning of each Cooling Tower Sump and Fill. Disinfect, clean each cooling tower and condenser water loop, and re-disinfect. This work will be performed immediately prior to initial start-up following commissioning, or any shutdown period of greater than one (1) month, or at intervals not exceeding 6 months.

3. Inspect each Cooling Tower's Fill and Drift Eliminators for damage and biofilm.

4. Maintenance, Inspection, and Documentation

a. Check operation and condition of chemical injector pumps, tubing and controllers.

b. Inspect and adjust chemical metering pumps.

c. Inspect and clean sample lines.

d. Inspect and calibrate continuous water chemistry analysis equipment.

e. Inspect and clean chemical injection quills.

f. Inspect and clean secondary chemical containment.

g. Inspect and calibrate instrumentation.

5. Legionella sampling.

a. Sample within 7 days of startup.

b. Disinfect or re-mediate system if a positive sample of 10 colony forming units per milliliter (CFU/ml) is detected.

c. Sampling to include PH, biocide level, and water temperature at the time of testing.

6. Provide detailed documentation including:

a. Disinfection and system cleaning date, deficiencies found, and repairs made or needed.

b. Operation of chemical feed system, deficiencies found, and repairs made or needed.

c. Legionella report

d. Follow up report if a positive sample occurs with retest results.

e. Cooling Tower Certifications

7. Monthly Cooling Season Preventive Maintenance:

a. Inspect each Cooling Tower's sump, fill, and drift eliminators. Clean if required.

b. Inspect and clean sample lines.

c. Inspect and adjust chemical metering pumps.

d. Inspect and calibrate continuous water chemistry analysis equipment. Water chemistry must be manually tested to confirm and recalibrate the accuracy of the continuous monitoring systems.

e. Check, maintain, and repair chemical feed system, as needed.

f. Check chemical levels in the chilled water and condenser water loops. Make remediation’s if needed. Sampling to include PH, biocide level and water temperature at the time of testing.

g. Check chemical tank levels.

h. Perform Heterotrophic Plate Count (HPC) biological testing. Remove a water sample from each Cooling Tower system that is operational and send to an environmental-accredited laboratory for HPC testing. Remediate as needed based on test results.

i. Testing: In addition to the continuous monitoring, the following testing must be performed and documented by a third party:

i. Test make-up water quality for water chemistry, with adjustments to the chemistry based on the results.

ii. Test system water to confirm desired chemistry and dose rates.

iii. Measure corrosion byproducts to ensure corrosion inhibitors are effective.

j. Check bacteria and fungi levels and make remediation’s if levels are high.

k. Provide detailed report of all monthly checks that includes:

i. Tank levels.

ii. Chilled water, condenser water chemical levels and remediation’s made.

iii. Bacteria and fungi levels and remediation’s made.

iv. Injection system repairs needed and made.

8. Biweekly Cooling Season Preventive Maintenance:

a. Perform Heterotrophic Plate Count (HPC) biological testing. Remove a water sample from each Cooling Tower system that is operational and send to an environmental-accredited laboratory for HPC testing. Remediate as needed based on test results.

b. Check, maintain, and repair chemical feed system, as needed.

c. Check chemical tank levels.

d. Check chemical levels in the chilled water and condenser water loops. Make remediation’s if needed. Sampling to include PH, biocide level and water temperature at the time of testing.

e. Provide detailed report of all biweekly checks and testing results.

9. Semi-Annual Preventive Maintenance (Cooling Season Shutdown):

a. Cleaning of each Cooling Tower Sump and Fill. Disinfect, clean each cooling tower and condenser water loop, and re disinfect.

b. Apply a lay-up scale inhibitor to the condenser water systems.

c. Inspection of the Fill and Drift Eliminators for damage and biofilm

d. Maintenance, Inspection, and Documentation

i. Check operation and condition of chemical injector pumps, tubing and controllers.

ii. Inspect chemical metering pumps.

iii. Inspect and clean sample lines.

iv. Inspect and calibrate continuous water chemistry analysis equipment.

v. Inspect and clean chemical injection quills.

vi. Inspect and clean secondary chemical containment.

vii. Inspect and calibrate instrumentation.

e. Provide detailed documentation including:

i. Disinfection and system cleaning date, deficiencies found, and repairs made or needed.

ii. Operation of chemical feed system, deficiencies found, and repairs made or needed.

iii. Cooling Tower Certifications.

10. Within 90 Days of Each Legionella Sampling:

a. Conduct Legionella sampling and provide detailed report.

b. Perform immediate Remediation if sample is ≥10 CFU/ml.

c. Sampling to include PH, Biocide level, and water temperature at the time of testing.

d. Retest the Cooling Tower 3-7 days after completion of remediation.

11. Perform Additional Legionella Sampling/Testing:

a. Anytime there is a loss of Biocide.

b. After failure of continuous water chemistry analysis equipment.

c. If the system is non-operational for more than 5 days.

12. The vendor shall provide all necessary testing materials so that the VA personnel can test the following items daily:

a. PH.

b. Conductivity.

c. Temperature.

d. Level of descaling compound.

e. Chemical indicators relating to main compound being used to control bacteria/fungi.

13. Biological Testing Protocol and Interpretation of Results:

This section provides overarching requirements for testing cooling towers for bacteria and describes actions to be taken.

a. Legionella Validation Testing. Sampling of each cooling tower for Legionella by culture methodology must be performed within 7 days of startup and every 90 days during periods when the cooling tower is operational or operational-ready (i.e., cleaned, disinfected, full of water and ready for operation). For routine water testing, collection of swab samples is not required, although a VA medical facility may choose to collect swab samples in addition to water samples. Swab samples alone do not meet the requirement of this directive.

i. Sample Number and Locations. The number of water samples is dependent on the size and configuration of the cooling tower. At a minimum, samples must be collected from each basin/sump, and the supply to and return from the chiller(s). If the chillers are on a common header, only one sample is required.

NOTE: Depending on the time of the year and VA medical facility location, a VA medical facility may have some cooling towers that are operational and some that are not. These testing requirements only apply to those cooling towers that are operational or operational-ready.

ii. Additional Sample Information. At the time that cooling tower water samples are collected for Legionella detection, also collect the following information for each sample: pH, biocide level and temperature.

iii. Laboratory Requirements. Once collected, samples are to be processed for Legionella detection by a testing laboratory with proficiency in microbial testing of cooling tower water. NOTE: Refer to Appendix C, paragraph 2.b. for requirements for choosing a laboratory for Legionella testing.

iv. Testing Modality. All cooling tower water samples must be analyzed using a Legionella culture method. Use of additional Legionella detection methods (e.g., PCR) is a local decision; however, the use of PCR to screen for Legionella-negative samples (“PCR negative screen”) to then decide which samples must then be cultured is not permitted.

v. Interpretation of Legionella Culture Results from Water Testing and Mitigation Actions. Below are the minimum action levels and requirements in response to cooling tower Legionella culture results.

vi. (i) Sample is <10 colony forming units per milliliter (CFU/ml) - No action required, Maintain Cooling Tower Management Plan

vii. (ii) Sample is ≥10 CFU/ml to <1,000 CFU/ml - Review system operations including chemical treatment system. Perform immediate Remediation for cooling towers (see note below, paragraph 4.a.(5)(d)1.). Retest the cooling tower 3-7 days after completion of Remediation. If retest is ≥10 CFU/ml and <1000 CFU/ml, repeat Remediation for cooling tower (at increased concentrations) and retest at same interval until <10 CFU/ml is attained. If retest is ≥1,000 CFU/ml see paragraph 4.a.(5)(c). Review Cooling Tower Management Plan and update as necessary (e.g., using information from assessment of system operations, Legionella positivity results and response efforts).

viii. (iii) Sample is ≥1,000 CFU/ml - Review system operations including chemical treatment system. Perform immediate Disinfection for cooling tower (see note below, paragraph 4.a.(5)(d)2.). Retest the cooling tower 3-7 days after Disinfection. If retest is ≥10 CFU/ml and <1000 CFU/ml, conduct Remediation for cooling tower and retest at same interval until <10 CFU/ml is attained. If retest is ≥1000 CFU/ml: Immediately perform Disinfection for cooling tower at an increased concentration/duration AND retest and repeat actions until <10 CFU/ml is attained. Review Cooling Tower Management Plan and update as necessary (e.g., using information from assessment of system operations, Legionella positivity results and response efforts).

ix. (iv) Notes.

1. Remediation for cooling towers. Treat the cooling tower water system with either a different biocide or a similar biocide at an increased concentration than what is currently used. Treatment must be maintained for a minimum of 2 hours, or longer if required to ensure the chemical is circulated throughout the system fully.

2. Disinfection for cooling towers. Dose cooling tower water system with a minimum of 10 mg/L of free residual halogen and dispersant for at least eight hours. Then the system is drained and flushed with clean water and the wetted surfaces are cleaned (cooling tower sump, fill, drift eliminators, etc.). Following this, the system is refilled, dosed to 1 to 5 mg/L of free residual halogen, circulated for 30 minutes, and then drained. Finally, the system is refilled, routine treatment is re-established, and retesting is done for verification of treatment.

3. Please refer to the following pH ranges for the selected halogen. For chlorine treatment, the pH should be 7.0 – 7.6; and for bromine treatment, the pH should be 7.0 – 8.7. For higher pH values treatment times may need to be extended.

4. Stabilized halogen products should not be used for remediation or disinfection.

14. Remote system monitoring shall include the following:

a. Remote monitoring is to be setup on the condenser.

b. The vendor shall use a controller specifically designed for chemical dosing with chemical specific sensors incorporated into the system for 24/7 web-based data logging, monitoring, alarming and scheduled reporting for record keeping.

c. Continuous wireless data streaming and communication shall be used.

d. Vendor shall provide remote continuous data logging and 24/7/365 monitoring and reporting by a live dedicated personnel team.

e. Any alarms shall perpetuate a notification via email and phone call.

f. Failsafe operation on critical alarms.

g. Calibration and control logic shall be incorporated into the controller for optimum control of the system.

h. Monitoring system shall be able to effectively communicate with our building management system.

B.3.8 SERVICES SPECIFIC TO VA SYSTEMS IN SECTION; B.3.2.3

1. July 1st, 2024, two (2) out of the three (3) new cooling towers, and all three (3) chillers will be commissioned and require all start-up treatment services outlined in the following VHA Master Construction Specifications:

a. 23 08 00 Commissioning of HVAC Systems

b. 23 21 13 Hydronic Piping

c. 23 21 23 Hydronic Pumps

d. 23 25 00 HVAC Water Treatment

2. On March 1st, 2025, the third and final cooling tower will be commissioned and require the following start-up treatment services outlined in the follow VHA Master Construction Specifications:

a. 23 08 00 Commissioning of HVAC Systems

b. 23 21 13 Hydronic Piping

c. 23 21 23 Hydronic Pumps

d. 23 25 00 HVAC Water Treatment

3. After first two (2) new systems are commissioned all systems in section B.3.2.1 will be de-commissioned and will no longer require any services covered by this contract.

4. After all start-up procedures are completed regular water treatment services will commence as outlined in Section VI.

B.3.9 SERVICES SPECIFIC TO VA SYSTEMS IN SECTIONS; B.3.2.4 & B.3.3.3

1. Furnish and install all water treatment equipment required to maintain proper PH, hardness, conductivity, alkalinity, phosphate, sulfite, and amines for the feedwater to the Buffalo VAMC’s Boiler Plant specifications. These parameters change seasonally or for undetermined outlying factors and the vendor shall work closely with the Boiler Plant’s Operators and Supervisor to ensure correct levels are achieved.

2. Amines that are injected into the system shall be able to cover a full range of pressure from 0 –

120 PSIG.

3. This equipment is to include all chemical tanks, chemical injector pumps, chemical and conductivity monitors, injectors, check valves, isolation valves, and tubing or piping.

4. The vendor shall provide all required spill prevention/containment supplies for each system and on-site storage location to include SDS sheets.

5. Vendor shall test once monthly for the following items:

a. PH

b. Hardness

c. Phosphate

d. Conductivity

e. Alkalinity

f. Sulfite

g. Amines

6. Provide testing equipment so that Buffalo VAMC personnel can test the items in section E-1 daily.

B.3.10 HOURS OF COVERAGE

1. The facility is a health care facility providing critical care 24 hours a day; as such disruptions in operations are not feasible and will need to be coordinated closely with the COR. Work shall take place during normal duty hours: Monday-Friday, 7:30am-4:00pm. Requests to conduct work on weekends and outside of normal duty hours must be submitted in writing at least seven

(7) working days in advance of the anticipated work to the COR. If this new schedule is agreed upon, work can begin. The original written request will remain with all test documents along with any written agreements relative to the original requests.

2. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR.

Preventive maintenance or other services are not to be scheduled on these dates:

New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day.

3. If it becomes difficult for the Contractor to complete services because of patient care related activities or security issues, the Contractor shall not be obligated to complete testing in the area of concern at the time of their scheduled visit. They will be obligated to complete their work at the time of the next scheduled visit to the facility. The final authority relative to this decision will be the COR. Unless fully absolved by the VA, Contractor shall be responsible for completing all work.

B.3.11 CONTRACTOR QUALIFICATIONS

1. All services must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), ASHRAE, VHA Directive 1061 Veteran’s Health Administration (VHA) Policy 1061 Prevention of Healthcare Associated Legionella Disease, VA Engineering Standard ES-2019-001 Cooling Tower Water Systems, and OEM standards.

2. The vendor shall possess a Commercial Pesticide License to apply, and transport required pesticides in the state of New York.

3. All personnel handling chemicals required under this purchase order shall the proper training and certifications in accordance with Federal and New York State regulations for the chemicals being handled.

4. Transportation of all chemicals to the Buffalo VA Medical Center shall be done in vehicles meeting New York State Department of Transportation regulations for transporting said chemicals driven by individuals possessing proper certifications/licenses to transport said chemicals in the State of New York.

5. The vendor shall have experience treating HVAC systems at hospitals of similar size and complexity.

6. All vendor technicians/supervisors working on site shall be certified by the OEM of all installed equipment.

7. Vendor shall have the capability to provide a two (2) hour emergency call-in, while guaranteeing a four (4) hour absolute minimum response time to any such call.

B.3.12 GUIDING DOCUMENTS

1. The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of applicable documents, whether they are listed here or not.

a. VHA Master Construction Specifications:

i. 23 08 00 Commissioning of HVAC Systems

ii. 23 21 13 Hydronic Piping

iii. 23 21 23 Hydronic Pumps

iv. 23 25 00 HVAC Water Treatment

2. VHA DIRECTIVE 1061(2)

3. VHA Engineering Standard ES-2019-001

a. The above directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used. Copies of related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website:

i. http://www.cfm.va.gov/til/index.asp

4. ASHRAE 188-2018

5. NATIONAL FIRE PROTECTION ASSOCIATION (NFPA)

6. Should a conflict exist between VA requirements and nationally recognized codes and standards, the conflict must be brought to the attention of the VA. The resolution of conflict must be made by the VA Authority Having Jurisdiction (AHJ).

B.3.13 REPORTS

1. A complete written report (hard-copy or PDF) of the work performed during each visit shall be provided to the COR within five (5) business days of completion. All reference materials shall be included in the electronic version of the report, either through scanning or other means of electronic text import methods. Information outlined in the report shall include the following:

a. Company’s name, address, and telephone number

b. VA contract number, name of COR, and name of Contracting Officer

c. Date and time of work

d. Before and after photographs

e. Location, type, name, and nameplate information of equipment serviced or repaired.

f. Description of work items

g. Reference materials such as equipment manufacturer’s specifications, coordination study, etc.

h. Recommended preventative maintenance and/or corrective actions, if any.

B.3.14 IDENTIFICATION, PARKING, SMOKING, AND VAMC REGULATIONS/KEY CONTROL

1. All Contractor employees who have access to VA facilities are subject to the same level of investigation as VA employees. Security and badging process to be determined by COR.

Contractor employees shall wear visible identification at all times while on the premises of the

VAMC.

2. It is the responsibility of the vendor to park in the appropriate designated parking areas.

Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement of parking violations of the vendor under any conditions.

3. Smoking is prohibited on VAMC property to include inside privately owned vehicles (POV) parked on VAMC property. Smoking shall only be allowed off VAMC property.

http://www.cfm.va.gov/til/index.asp

4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

5. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

6. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of rekeying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

B.3.15 SAFETY

1. General Requirements

a. In the performance of this contract, the contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building.

b. The Contracting Officer or designee shall notify the Contractor of any safety issues and the action necessary to correct the issues. Such Notice, when served to the Contractor or their representative at the work site shall be deemed sufficient for the corrective actions to be taken.

c. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

d. No tools or equipment shall be left unattended.

e. All work areas must be clean at the close of the day and shall be left in the same condition as before work started.

B.3.16 RECORDS MANAGEMENT

1. 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.

2. 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.

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

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

5. 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.

6. 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 (email, fax, etc.) or state of completion (draft, final, etc.).

7. 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.

8. 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.

B.3.17 QUALITY ASSURANCE

1. The Government may inspect each task as completed.

2. The Contractor shall be notified within 3 duty days of unacceptable service.

3. The Contractor shall re-perform service within 15 duty days of notification of unacceptable service.

4. The COR or designee will verify that the equipment is working within manufacturer’s specifications after completion of service or repair.

B.3.18 RISK CONTROL

1. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during performance of this contract.

2. The Contractor shall be responsible for any injury to any Contractor Representative, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor’s fault or negligence.