36C24420Q0099-001.docx

VA Erie Medical Center Erie, PA 16504

SERVICE CONTRACT SCOPE OF WORK

1.0 BACKGROUND The Erie Veterans Affairs Medical Center (FACILITY) has a closed loop dry cooler, air to air heat exchanger and a chiller that are at end of useful life and are failing. Due to the nature of the services provided at the FACILITY, there is a need to rent stand-by equipment in case the existing units completely fail prior to the new systems being designed and constructed.

2.0 DEFINITIONS

2.1 BUILDING 1 – the main building of the Erie VA Medical Center.

2.2 COMMISSIONING – the process of ensuring that all systems and components of a building are designed, installed, tested, operated, and maintained according to the operational requirements of the owner and tenants.

2.3 CCR – Construction Control Representative

2.4 CO – Contracting Officer.

2.5 COR – Contracting Officer’s Representative.

2.6 FACILITY – Erie VA Medical Center which is located at 315 East 38th Street Erie, PA 16504.

2.7 OI&T – Office of Information & Technology.

2.9 IT LOOP – Existing 3” 2-pipe hydronic loop that provides heating and cooling water to the Air Handling Units that serve OIT’s data center and offices as well as several ancillary areas of the basement in Building 1.

2.10 SPS – Sterile Processing Services.

2.11 SPS / PHARMACY LOOP – Existing 3” 2-pipe hydronic loop that provides heating and cooling water to the Air Handling Units that serve the SPS and Pharmacy Departments located on the 1st Floor in Building 1.

2.12 VA – Veteran’s Administration.

2.13 Vendor – The Contractor as well as all their subcontractors and suppliers.

3.0 GENERAL

3.1 The Vendor will provide Temporary Rental Equipment for the "Cooling Tower for IT & Packaged Chiller for SPS/ Pharmacy” Project at the Veterans Affairs Medical Center (VAMC), Erie Pennsylvania.

3.2 The proposed project consists of all the necessary work to provide temporary chilled water to the IT and SPS/ Pharmacy Hydronic Loop on the entire VA Medical Center Campus located at 314 East 38th Street in Erie, Pennsylvania and ongoing preventative maintenance and upkeep on rented equipment.

3.3 Project Components for evaluation include, but are not limited to, the following:

3.3.1 100-Ton closed circuit Cooling Tower or 100-Ton Packaged Cooler for the IT Loop.

3.3.2 120-ton Packaged Chiller for the SPS/ Pharmacy Loop.

3.3.3 Flexible supply & return piping requred to connect the units to the Facility infrastructure. See attachments for approximate location of units in relation to the existing isolation tees for each cooling loop.

3.3.4 Supply and install power supply conductors required to connect the equipment to the Facility’s infrastructure. See attachments for approximate location of units in relation to the existing service disconnects.

3.3.4.1 The IT Loop has an existing 480V 3-P service disconnect that will be re-used attachments.

3.3.4.2 The Government will install a new 480V-3P 400-Amp service disconnect for the SPS/ Pharmacy equipment prior to the Vendor arriving on site.

3.3.5 The vendor will provide all necessary Freight, Hoisting Equipment & Manpower required to unload equipment and place the units into operation including prepared dunnage/ pads. Vendor will coordinate requirements fo specific equipment to allow the Facility sufficient time to prepare the sites prior to delivery of equipment.

3.3.6 The vendor will provide all start-up, Commissioning and Maintenance of Rental equipment including, but not limited to: glycol mixture, testing & balancing, monthly preventative maintenance as well as service and corrective maintenance.

3.3.7 The vendor will provide all necessary Freight, Hoisting Equipment & Manpower required to un-install equipment and load it onto Vendor-provided trailers for removal of equipment from site. Vendor will coordinate with the Facility the final removal of the dunnage as well as disconnection of equipment from Facility utilities.

3.3.8 Repair, re-grade & re-seed the equipment locations after units have been removed.

3.4 The Vendor will design and coordinate all necessary project systems and connections, including but not limited to: structural, mechanical, plumbing, electrical, building automation, etc., so that the end-result is a fully functional project. The Vendor will provide a complete and fully coordinated Work Plan to the Government POC (7) calendar-days prior to starting any work on site, that confirms the coordination between trades. The vendor will also coordinate the actual physical space available in the Project area to ensure the equipment they are supply will fit. The Area of Proposed Disturbance will be provided within the Work Plan.

3.5 The Vendor will be responsible to review and document all existing conditions in the Project area and other areas that directly affect the Project. This will include all existing utilities, systems and structures. Drawings showing architectural and other features of the affected building, are available in files at the Engineering Service, VA Medical Center. These drawings are not expected to be accurate in all respects, and the Vendor is to verify all features affecting the project by field investigation. All existing conditions, shown on drawings furnished by the Erie VAMC, will be verified by the Vendor.

3.6 As part of their responsibilities, the Vendor will provide comprehensive existing conditions and demolition drawings, showing all non-structural walls to be demolished, items or fixtures to be removed, utility systems to be removed, existing chases to remain if applicable, components to remain, and any other related work required to allow for the new Project to be built as designed. Special considerations should be taken, to assure that no abandoned utilities will remain in the Project area.

4.0 SYSTEM REQUIREMENTS for the rental equipment. The vendor will provide and maintain equipment that conforms to the following system requirements:

4.1 The IT Loop:

4.1.1.A The vendor will provide a minimum 100-Ton (nominal cooling capacity) induced draft, closed-circuit, evaporative Cooling Tower or engineered equivalent (e.g. a water to water heat exchanger in conjunction with an open-circuit cooling tower to simulate a closed loop evaporative cooler to be approved by VA) with a distribution pump package delivering approximately 160 gpm of chilled water. Based on entering water temperature of 105°F and a maximum leaving water temperature of 96°F with the pump package delivering a flow of 160 gpm at 170-feet of hydraulic head with the current installation of two (2) dry coolers and associated pump package. The Vendor will provide a cooling tower equipped for dry operation, an integral sump heater and heat trace for all connective piping to accommodate severe winter weather operating conditions.

4.1.1.B The Vendor may offer a nominal 100T packaged air-cooled chiller with pump package capable of delivering enough coolant at 170ft of hydraulic head as stated in 4.1.1.A. The unit must be able to accommodate severe winter operating conditions for Erie, PA.

4.1.2 480V Power not to exceed 30A. Connect to existing service disconnect located on the south wall of the existing Facility for cooling tower and pump(s) provided.

4.1.3 Include all necessary regulatory testing and chemical treatment needed for legionella prevention. The vendor will provide maintenance and chemical treatment to control the cooling tower’s: pH, scale, corrosion and microbial fouling.

4.1.3.1 The vendor is responsible for monthly Legionella testing and all prevention measures for the tower. The vendor is responsible to maintain and service the cooling tower in accordance with ASHRAE 188 and all other federal and state codes for safe cooling tower operation.

4.1.3.2 The vendor will conduct monthly tests on the tower for legionella growth and tower chemistry by an EPA approved testing firm. The results of each monthly test will be provided to the VA within 5 business days of receipt by the vendor.

4.1.3.3 In the event Legionella is detected, the vendor is responsible to take remediative action by conducting emergency disinfection using EPA registered and approved biocide in the concentration and durations prescribed in ASHRAE 188.

4.1.4 Controls will include pressure, temperature and flow switches capable of shutting down the unit if an un-safe condition exists. Maintenance includes all components on the entire tower including but not limited to ongoing water treatment and monthly basin cleaning and maintenance of the drift eliminators.

4.1.4.1 The vendor will document all work completed on the tower. The vendor will keep and maintain a log of all maintenance, treatment, and remediative measures take on the tower.

4.1.4.2 The vendor will store the log on site with the VA’s local FMS engineering staff.

4.1.4.3 The vendor will communicate in advance (10 business days maximum) in writing to the COR and the VA any scheduled work on the tower including but not limited to: shut downs, problems or other issues affecting the operation and safety of the rented cooling tower.

4.1.5 Operating conditions will be 24 hrs/ day 7 days/ week; ambient conditions are between 0 and 100°F as defined for Erie, Pennsylvania by ASHRAE for peak summer conditions. The Vendor will insure that operation of the unit is modified to allow for seasonal variations in climatic conditions at no additional cost to the VA.

4.1.6 The Vendor will provide a protective barrier to prevent pedestrian or vehicular traffic from damaging equipment.

4.1.7 The vendor will connect temporary systems to existing electrical disconnects furnished by the VA following NEC guidelines.

4.1.8 The Vendor will use tradesmen with verified journeyman credentials and approved by the VA for all set up and tear down work including but not limited to piping and electrical connections. The vendor will provide all necessary materials and labor to level the unit for proper operation.

4.2 The SPS / Pharmacy Packaged Chiller:

4.2.1 The vendor will provide a 120-ton to 150-ton (nominal cooling capacity) packaged air-cooled chiller with a pump package capable of delivering 108 gpm of chilled water. Current system has a maximum entering water temperature of 56°F, leaving water temperature of 49°F, pressure of 25psi, each pump delivering 54 gpm at 5-feet of hydraulic head.

4.2.2 480V-3P Power not to exceed 400-Amp. Connect to New service disconnect installed by Facility prior to equipment arriving on site.

4.2.3 Chiller controller will be programmable and enough to maintain a desirable set point without constant Operator interaction. The controller would be compatible with JCI Metasys Building Automation System in at least a monitoring capacity.

4.2.4 Controls will include pressure, temperature and flow switches capable of shutting down the unit if an un-safe condition exists.

4.2.5 Operating conditions will be 24 hrs/day, 7 days/ week; ambient conditions are between 0 and 100°F as defined for Erie, Pennsylvania by ASHRAE for peak summer conditions. The Vendor will ensure that operation of the unit is modified to allow for seasonal variations in climatic conditions.

4.2.6 Provide a protective barrier to prevent pedestrian or vehicular traffic from damaging equipment.

4.2.6.1 The vendor is responsible for all maintenance on the chiller. Maintenance includes all components including but not limited to ongoing cleaning and servicing in accord with the manufacturer’s requirements.

4.2.6.2 The vendor will document all work, service and testing completed on the chiller. The vendor will keep and maintain a written log of all maintenance, treatment, and remediative measures taken on the chiller. All vendor representatives visiting the site will update the log upon completion work or inspection.

4.2.6.3 The vendor will store the log on site with the VA’s local FMS engineering staff.

4.2.6.4 The vendor will be communicated in advance (10 business days minimum) in writing to the COR and the VA any scheduled work on the chiller including but not limited to: shut downs, problems or other issues affecting the operation and safety of the rented cooling tower.

4.3 The vendor will connect temporary systems to existing electrical disconnects furnished by the VA following NEC guidelines.

4.4 The Vendor will use tradesmen with verified journeyman credentials and approved by the VA See Section 10.0 for qualification requirements. The vendor will provide all necessary materials and labor to level the unit for proper operation.

5.0 INSTALLATION

5.1 The VA COR / CCR will arrange Vendor discussion with the VA Medical Center personnel concerning requirements. The Vendor will participate, when required, with VA Medical Center personnel, Contracting Service personnel and other Services in review of project scope, design review comments, etc.

5.2 Installation of equipment will be completed between the hours of 1am and 8pm Monday thru Friday exclusive of Federal Holidays unless agreed upon by the VA.

5.3 All disposal costs and fees for debris removal will be the Vendor’s responsibility.

5.4 The Vendor will be responsible for the cleanliness of the Facility both interior and exterior of the areas in which they are working.

5.5 The Vendor will take precautions to protect the Parking Lot and will be responsible for damages caused to the existing surfaces.

6.0 START-UP & MAINTENANCE REQUIREMENTS

6.1 The Vendor will provide 4-hour response time in the event of emergency repair, health risk or unit failure.

6.2 The Vendor will provide, prior to start-up, a program to limit the exposure of others to Legionella including chemical treatment and testing of the cooling tower pan and water systems per OEM operational recommendations.

6.2.1 This will include a scheduled plan of equipment monitoring, water testing on a weekly basis for the first month after start-up and monthly afterwards. All testing, and treatment of the water tower will be in accordance with the standards of ASHRAE 188 and 12-2000. All results of tests will be furnished to the VA within 5 business days of receipt to the vendor from the EPA compliant testing service.

6.2.1.1 For the cooling tower startup the following steps will be followed and documented by the vendor. Documents will be provided to the VA:

6.2.1.2 Clean all debris (e.g., leaves and dirt) from the cooling tower.

6.2.1.3 Fill the system with water. While operating the condensing water pump(s)—and prior to operating the cooling tower fans— bring the system under good biological control either by (a) maintaining the maximum recommended residual for the biocide used prior to shutdown for a sufficient period of time, or (b) adding sodium hypochlorite to achieve 4-5 ppm free chlorine residual at a pH of 7.0 to 7.6, held for six hours.

6.2.1.4 After step the previous step has been successfully completed, the fan can be turned on and the system can be put in service.

6.2.2 The vendor will provide all test equipment, chemicals and laboratory analysis at no additional cost to the VA.

6.3 The Vendor will provide monthly preventative maintenance, service and inspection on the rental equipment.

6.4 The Vendor will provide corrective maintenance and emergency service as required on the rental equipment by the equipment manufacturer and in accord with operational safety and health standards for hospital mechanical cooling systems.

6.5 The Vendor will instruct Mechanical and Electrical shop personnel on the operations of the Chiller Package and provide Technical support Contact 24-hours per day for the duration of the rental period.

7.0 Project Schedule to be as follows:

7.1 Project Schedule is 400 days to complete

7.1.1 Proposed Service Schedule:

7.1.2 Vendor will note that the above schedule is for guidance only.

7.1.3 Rental period of performance will begin upon delivery and the cooling system being fully operational.

8.0 Regulations:

8.1 The Vendor will be responsible for complying with all environmental protection regulations promulgated by US Environmental Protection Agency (EPA) and Commonwealth of Pennsylvania Department of Environmental Protection (DEP) and AHSRAE.

8.1.1 Any hazardous materials used by the Vendor in performing this contract will be properly packaged and stored in a sealed container to avoid spills and will be promptly removed off post upon completion of the contract.

8.1.2 All spills of hazardous materials will be reported immediately to the Facility POC and Contracting Officer and will be cleaned up immediately by the Vendor at his own expense in accordance with EPA and DEP regulations.

8.1.3 The Vendor is required to know EPA regulations 40 CFR 761 concerning use of Polychlorinated Biphenyls (PCB) contaminated equipment (i.e. hydraulic lift with hydraulic fluid, transformers, capacitors, etc.) and the potential consequence involved, should a release of PCB into the environment occur.

8.1.4 The Government will have the right to sample and test any equipment which spills hydraulic or cooling fluid within the government property. If the fluid is determined to contain PCB’s, the contaminated area will be excavated, refilled, repaired and restored to the original conditions by the Contractor (40 CFR 761.10 (d)).

8.1.5 Clean up wastes will be disposed of by the Vendor as hazardous wastes in accordance with state and local regulations.

8.1.6 Hazardous wastes are as defined in EPA regulations 40 CFR 261.

8.1.6.1 The Vendor will be the official waste generator for any hazardous waste generated through performance of this contract unless specified otherwise in this contract.

8.1.6.2 The Vendor will not store any hazardous waste in this government property without obtaining prior permission and related instructions from the Contacting Officer.

8.1.6.3 Hazardous wastes will be moved off post and disposed as they are generated or whenever requested by the Facility POC and/or Contracting Officer. In no case will the wastes remain on the government property after completion of this work.

8.1.6.4 It will be Vendor’s responsibility to comply with EPA 40 CFR 260265 and DER Code 25 CH 75 regulations concerning hazardous waste generation, storage, treatment and disposal.

8.2 The Vendor will post signs to indicate conditions and restriction in and around the work site. Signs will be posted and visible from all approaches to the work site.

8.3 Vendor’s onsite foreman will have a minimum of 30-hour OSHA certification.

8.4 Vendor will be responsible for following National Fire Protection Agency (NFPA) 101 life safety.

8.5 The Vendor will be solely responsible for safety during the performance of all Work.

8.6 The Vendor will perform all work in accordance with the latest OSHA and NEC regulations.

8.6.1 The Vendor will coordinate his work with local fire, police and emergency rescue units. 5.7 The Vendor will be responsible for any damage to public or private property resulting from his/her activities and will repair or otherwise make whole such damage at no cost to Owner.

8.7 The Vendor will provide a safety plan before beginning work.

8.8 The Vendor will be solely responsible for providing any traffic control that is needed.

9.0 PRIVACY TRAINING:

9.1 VA Privacy and Information Security Awareness and Rules of Behavior Course (text version) must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.

9.2 The contractor will provide to the VA COR a copy of the completed training certificate(s).

9.3 Certification and accreditation requirements do not apply, and a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6.

9.4 The contractor will provide to the VA COR a copy of the completed training certificate(s).

9.5 The generalized privacy training “VA Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information” must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.

9.5.1 The contractor will provide to the VA COR a copy of the completed training certificate(s).

10.0 Contractor Qualifications;

10.1 The contractor shall use tradesmen with verified journeyman credentials.

10.2 The contractor’s onsite foreman shall have a minimum of 30-hour OSHA certification.

11.0 SOW Attachments

11.1 Attachment A Dry Cooler Close

11.2 Attachment B EE-200 Panel Location

11.3 Attachment C – Partial basement panel locations

11.4 Attachment D Site Base

11.5 Attachment E SPS Temporary Chiller Overview

VA Privacy Training No PHI or Access final 4 7 14.doc

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use or have access to any VA computer system such as Time and Attendance, PAID, CPRS, VistA Web, VA sensitive information or protected health information (PHI), whether paper or electronic. You will find this training outlines your roles and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to protected health information or access to a VA computer system where there is protected health information such as CPRS, VistA Web, you must take “Privacy and HIPAA Focused Training” (TMS 10203). “VA Privacy and Information Security Awareness and Rules of Behavior” (TMS 10176) is always required in order to use or gain access to a VA computer systems or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

For example:

· You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taken place appropriately.

· You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility.

· Hearing a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment.

Safeguards You Must Follow To Secure VA Sensitive Information:

· Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

· Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

· Don’t take pictures using a personal camera without the permission from the Medical Center Director.

· Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

· Do not share VA access cards, keys, or codes to enter the facility.

· Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), any VA keys or keypad lock codes to your supervisor or VA police.

· Do not use a VA computer using another VA employee’s access and password.

· Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility.

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS

Employee (Print Name)

Date

Employee Signature

Print Name of Contract Agency, if contractor

Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER

FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM

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