Draft SOW - HVAC GRD Cleaning Services.pdf

Statement of Work HVAC Cleaning Services – Grilles, Registers, and Diffusers

Wilmington VA Medical Center 1601 Kirkwood Highway, Wilmington, DE 19805

1. General: The Wilmington VA Medical Center requires semi-annual services for the cleaning of grilles, registers, and diffusers of the HVAC duct system in multiple locations of the medical center campus. The contractor shall provide all labor, equipment, materials, and supervision needed to perform the cleaning of all the supply, return, and exhaust grilles, registers, and diffusers of the HVAC systems throughout the medical center. The contractor shall also clean the supply vents of the fan coil units throughout the facility.

2. Place of Performance:

Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805

2.1. HVAC Grill, Register, and Diffuser (GRD) and fan coil unit cleaning is required throughout the Wilmington VA Medical Center campus in multiple buildings and rental trailers.

3. Scope of Services

3.1. The contractor shall use high efficiency vacuum with HEPA filtration with 99.97% collection efficiency at 0.3-micron particle size in accordance with the National Air Duct Cleaners Association (NADCA) Standard for assessment, Cleaning, and Restoration of HVAC systems.

3.2. There are approximately 2,714 Grills, Registers, and Diffusers (GRDs) as well as approximately 580 fan coil units throughout the facility buildings and rental trailers which require cleaning from a high efficiency vacuum with HEPA filtration.

3.2.1. All surfaces of GRDs will be cleaned. Any GRDs that are hinged or clipped will be opened and fully cleaned. Some disassembly may be required depending on the type of GRD.

3.2.1.1. The disassembly required will be on air filter grilles with removable faces, in those instances the faces should be removed by pulling the access tabs, then both sides should be cleaned before reinstallation

3.2.2. Only the air supply vents on the fan coil units must be vacuumed, no disassembly is required.

3.3. GRDs and fan coils are estimated to require cleaning semi-annually; cleaning frequency and scheduling will be coordinated with the Wilmington VA Program Manager and documented on resulting task orders.

3.4. Most GRD and fan coil cleaning services can only be performed from Monday- Thursday, from 4:00pm to 2:00am.

3.4.1. Some areas can only be accessed between 8:00am to 4:30pm, scheduling and access with be coordinated with the Program Manager.

3.5. VA Personnel (Program Manager or designee) will escort the contractor to each floor of each building; the contractor will complete the GRD and fan coil cleanings on each floor. Upon completion, the VA Personnel will verify completion before moving to the next floor or building until all services are completed.

4. Contractor Requirements:

4.1. The contractor must be in compliance with all Occupational Safety and Health Administration (OSHA), EPA, Federal, State, and all VA safety requirements.

Relevant volumes and references are included below:

4.1.1. Volume 29 of the code of Federal Regulations, Part 1910-Occupational Safety for General Industry.

4.1.2. Volume 29 of the Federal Regulations, Part 1926-Occupational Safety for the construction Industry.

4.1.3. Volume 40 of the code of Federal Regulations, Protection of the Environment.

4.1.4. Volume 49 of the code of Federal Regulations, Part 397-Transportation of Hazardous Materials.

4.1.5. Title 7 of Delaware Code-Conservation.

4.1.6. Title 16 of the Delaware Code-Health and Safety.

5. Site Specific Requirements

5.1. Uniforms: All contractor employees shall wear contractor provided uniforms, which include any protective clothing/equipment and are clearly distinguishable from other VAMC uniforms currently in use. Open toe shoes or sandals will not be worn. All personnel will display identification badges on their uniforms, which will show the employee’s last name and the contractor’s full name. The contractor’s employees must always wear visible identification (badges) while on the premises.

5.2. It is the contractor’s responsibility to park in the appropriate designated parking areas. The Department of Veterans Affairs is not responsible for any parking violations of the contractor on VA property. Public parking spaces are available on-site.

5.3. The contractor shall adhere to all VA Regulation requirements including the prohibition of smoking or possessing weapons on all Department of Veterans Affairs grounds to include leased properties.

5.4. The contractor is responsible for repairs or replacement of parts caused by damage due to negligence or otherwise during the GRD cleaning services.

Repairs or parts needed due to damage caused by the contractor will be repaired and/or replaced to the satisfaction of the VA at the contractor’s expense.

5.4.1. Any damage must be reported to the Program Manager immediately for appropriate action. The Program Manager will be notified before GRD cleaning if pre-existing damage is identified.