36C24819Q0805-00004001.pdf

STATEMENT OF WORK

CLEANING OF DUCTS FOR HEATING, VENTILATION AND AIR CONDITIONING

SYSTEM SERVICE CONTRACT

I. INTRODUCTION:

A. The VA Caribbean Healthcare System (VACHS), 10 Casia St, San Juan, PR 00921, has a requirement for cleaning of ducts for the Heating, Ventilation, and Air Conditioning (HVAC) system. The HVAC ducts to be cleaned will be for the following buildings: Community Living

Center (CLC), Out Patient Addition (OPA), Surgical Intensive Care Unit (SICU), South Bed Tower

(SBT) and for the Main Building 3rd, 2nd, 1st, and basement floors. This SERVICE CONTRACT is to provide all materials, labor, supervision, tools, supplies, transportation, and equipment necessary to perform a full preventive maintenance service, required repairs to the existing equipment and cleaning of ducts. Included are all inspections, adjustments, tests, and repairs to keep the equipment covered under this contract in continuous and reliable use at its established capacity and efficiency.

Equipment shall be maintained in accordance with terms and conditions stated herein.

Building

Approximate Sq.

Feet

Community Living Center (CLC) 63,900

Outpatient Clinic (OPA) & Surgical Intensive Care

Unit (SICU)

76,755

South Bed Tower (SBT) Floors 1-3 72,015

South Bed Tower (SBT) Floors 4-6 72,015

Main Building Floors – Basement & 1-3 90,950

B. The contract period for all contracts awarded under this solicitation will be one (1) base year and four (4) option years. All, mentioned, buildings will be scheduled to be cleaned during each period (1) year period of the contract.

C. A Contracting Officer Technical Representative (COTR) has been designated in the solicitation schedule for the facility. The COTR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the

COTR’s specific responsibilities will be provided to the contractor and COTR at the time of contract award by the Contracting Officer. Within 15 days after notification of contract award, the contractor shall meet with the COTR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are included in the solicitation schedule. The facility COTR shall forward a written copy of the mutual agreement signed by both parties to the Contracting Officer for incorporation into the contract by written modification within

30 days after contract award. If agreement cannot be reached between the contractor and COTR regarding any issue, the matter shall be referred to the Contracting Officer for resolution.

1. The Contractor will provide all labor, associated materials, personnel protective equipment, and any necessary equipment required for the cleaning of all HVAC ducts at the VACHS facilities.

2. The Contractor personnel shall have all the required training and certifications to perform duties as delineated in this contract. All certifications, memberships and training requirements shall be provided upon request to VACHS personnel. The Contractor shall have membership/certification of: (1) National Air Duct Cleaners Association (NADCA), and (2)

American Society of Heating Refrigerating, and Air-Conditioning Engineers (ASHRAE).

D. Other buildings may be added to this contract if needed.

II. PERIOD OF PERFORMANCE:

A. The period of performance for this service contract is one (1) base year from August

01, 2019, plus four (4) option years.

III. QUALIFICATIONS OF THE HVAC SYSTEM CLEANING CONTRACTOR:

A. Experience: The HVAC system cleaning contractor shall submit records of experience in the field of HVAC system cleaning as requested by VA Caribbean Healthcare System

(VACHS). Bids shall only be considered from firms which are regularly engaged in HVAC system maintenance with an emphasis on HVAC system cleaning and decontamination.

B. Equipment, Materials and Labor: The HVAC system cleaning contractor shall possess and furnish all necessary equipment, materials and labor to adequately perform the specified services.

1. The contractor shall assure that its employees have received safety equipment training, medical surveillance programs, individual health protection measures, and manufacturer’s product and material safety data sheets (MSDS) as required for the work by the U.S. Occupational

Safety and Health Administration, and as described by this specification.

2. The contractor shall maintain a copy of all current MSDS documentation and safety certifications at the site at all times, as well as comply with all other site documentation requirements of applicable OSHA programs and this specification.

3. Contractor shall submit to VACHS all MSDSs for all chemical products proposed to be used in the cleaning process.

C. Licensing: Contractor shall comply with all Federal, state and local rules, regulations, and licensing requirements.

D. Standards:

1. NADCA Standards: The HVAC system cleaning contractor shall perform the services specified here in accordance with the current published standards of the National Air Duct

Cleaners Association (NADCA).

2. All terms in this specification shall have their meaning defined as stated in the

NADCA Standards.

3. NADCA Standards must be followed with no modifications or deviations being allowed.

E. Documents:

1. Mechanical Drawings: VACHS shall provide the HVAC system cleaning contractor with one copy of the following documents:

a. Project drawings and specifications.

b. Approved construction revisions pertaining to the HVAC system.

c. Any existing indoor air quality (IAQ) assessments or environmental reports prepared for the facility.

IV. SCOPE OF WORK:

A. Scope of Work: This section defines the minimum requirements necessary to render

HVAC components clean, and to verify the cleanliness through inspection and/or testing in accordance with items specified herein and applicable NADCA Standards.

The Contractor shall be responsible for the removal of visible surface contaminants and deposits from within the HVAC system in strict accordance with these specifications.

The HVAC system includes any interior surface of the Community Living Center’s (1st and 2nd floor), Out Patient Addition (OPA), Surgical Intensive Care Unit (SICU), South Bed Tower

(SBT), and Main Building (Basement, 1st, 2nd, and 3rd floors) air distribution system for conditioned spaces and/or occupied zones. This includes the entire heating, air-conditioning and ventilation systems from the points where the air enters the system to the points where the air is discharged from the system. The return air grilles, return air ducts to the air handling units (AHU) 1 and 2, the interior surfaces of the AHUs 1 and 2, mixing boxes, coil compartments, condensate drain pans, humidifiers and dehumidifiers, supply air ducts, fans, fan housings, fan blades, air wash systems, spray eliminators, turning vanes, filters, filter housings, reheat coils, supply diffusers and exhaust system are all considered part of the HVAC system. The HVAC system may also include other components such as dedicated exhaust and ventilation components and make-up air systems.

B. HVAC System Component Inspections and Site Preparations.

1. HVAC System Component Inspections:

a. Prior to the commencement of any cleaning work, the HVAC system cleaning contractor shall perform a visual inspection of the HVAC system to determine appropriate methods, tools, and equipment required to satisfactorily complete this project. The cleanliness inspection should include air handling units and representative areas of the HVAC system components and ductwork. In HVAC systems that include multiple air handling units, a representative sample of the units should be inspected. The cleanliness inspection shall be conducted without negatively impacting the indoor environment through excessive disruption of settled dust, microbial amplification or other debris. In cases where contamination is suspected, and/or in sensitive environments where even small amounts of contaminant may be of concern, environmental engineering control measures should be implemented.

(i) Damaged system components found during the inspection shall be documented and brought to the attention of VACHS.

2. Site Evaluation and Preparations:

a. Contractor shall conduct a site evaluation, and establish a specific, coordinated plan which details how each area of the building will be protected during the various phases of the project.

3. Inspector Qualifications:

a. Qualified personnel should perform the HVAC cleanliness inspection to determine the need for cleaning. At minimum, such personnel should have an understanding of

HVAC system design, and experience in utilizing accepted indoor environmental sampling practices, current industry HVAC cleaning procedures, and applicable industry standards.

C. General HVAC System Cleaning Requirements

1. Containment:

a. Debris removed during cleaning shall be collected and precautions must be taken to ensure that Debris is not otherwise dispersed outside the HVAC system during the cleaning process.

D. Particulate Collection:

1. When the Particulate Collection Equipment is exhausting inside the building, HEPA filtration with 99.97% collection efficiency for 0.3-micron size (or greater) particles shall be used. When the Particulate Collection Equipment is exhausting outside the building, Mechanical

Cleaning operations shall be undertaken only with Particulate Collection Equipment in place, including adequate filtration to contain Debris removed from the HVAC system. When the

Particulate Collection Equipment is exhausting outside the building, precautions shall be taken to locate the equipment down wind and away from all air intakes and other points of entry into the building.

E. Controlling Odors:

1. Measures shall be employed to control odors and/or mist vapors during the

F. Component Cleaning:

a. Cleaning methods shall be employed such that all HVAC system components must be Visibly Clean as defined in applicable standards (see NADCA Standards). Upon completion, all components must be returned to those settings recorded just prior to cleaning operations.

G. Air-Volume Control Devices:

1. Dampers and any air-directional mechanical devices inside the HVAC system must have their position marked prior to cleaning and, upon completion, must be restored to their marked position.

H. Service Openings:

1. The contractor shall utilize service openings, as required for proper cleaning, at various points of the HVAC system for physical and mechanical entry, and inspection.

a. Contractor shall utilize the existing service openings already installed in the HVAC system where possible.

b. Other openings shall be created where needed and they must be created so they can be sealed in accordance with industry codes and standards.

c. Closures must not significantly hinder, restrict, or alter the airflow within the system.

d. Closures must be properly insulated to prevent heat loss/gain or condensation on surfaces within the system.

e. Openings must not compromise the structural integrity of the system.

f. Construction techniques used in the creation of openings should conform to requirements of applicable building and fire codes, and applicable NFPA, SMACNA and

NADCA Standards.

g. Cutting service openings into flexible duct is not permitted. Flexible duct shall be disconnected at the ends as needed for proper cleaning and inspection.

h. Rigid fiber glass duct systems shall be resealed in accordance with

NAIMA recommended practices. Only closure techniques that comply with UL Standard 181 or UL

Standard 181a are suitable for fiber glass duct system closures.

i. All service openings capable of being re-opened for future inspection or remediation shall be clearly marked and shall have their location reported to VACHS in project report documents.

I. Ceiling sections (tile): The contractor may remove and reinstall ceiling sections to gain access to HVAC systems during the cleaning process.

J. Air distribution devices (registers, grilles & diffusers): The contractor shall clean all air distribution devices.

K. Air handling units, terminal units (VAV, Dual duct boxes, etc.), blowers and exhaust fans: The contractor shall insure that supply, return, and exhaust fans and blowers are thoroughly cleaned. Areas to be cleaned include blowers, fan housings, plenums (except ceiling supply and return plenums), scrolls, blades, or vanes, shafts, baffles, dampers and drive assemblies. All visible surface contamination deposits shall be removed in accordance with NADCA Standards. Contractor shall:

1. Clean all air handling units (AHU) internal surfaces, components and condensate collectors and drains.

2. Assure that a suitable operative drainage system is in place prior to beginning wash down procedures.

3. Clean all coils and related components, including evaporator fins.

L. Duct Systems. Contractor shall:

1. Create service openings in the system as necessary in order to accommodate cleaning of otherwise inaccessible areas.

2. Mechanically clean all duct systems to remove all visible contaminants, such that the systems are capable of passing Cleaning Verification Tests (see NADCA Standards).

M. Health and Safety

1. Safety Standards: Cleaning contractors shall comply with applicable federal, state, and local requirements for protecting the safety of the contractor’s employees, building occupants, and the environment. In particular, all applicable standards of the Occupational Safety and

Health Administration (OSHA) shall be followed when working in accordance with this specification.

2. Occupant Safety: No processes or materials shall be employed in such a manner that they will introduce additional hazards into occupied spaces.

3. Disposal of Debris: All Debris removed from the HVAC System shall be disposed of in accordance with applicable federal, state and local requirements.

N. Mechanical Cleaning Methodology

1. Source Removal Cleaning Methods: The HVAC system shall be cleaned using Source Removal mechanical cleaning methods designed to extract contaminants from within the HVAC system and safely remove contaminants from the facility. It is the contractor’s responsibility to select Source Removal methods that will render the HVAC system Visibly Clean and capable of passing cleaning verification methods (See applicable NADCA Standards) and other specified tests, in accordance with all general requirements. No cleaning method, or combination of methods, shall be used which could potentially damage components of the HVAC system or negatively alter the integrity of the system.

a. All methods used shall incorporate the use of vacuum collection devices that are operated continuously during cleaning. A vacuum device shall be connected to the downstream end of the section being cleaned through a predetermined opening. The vacuum collection device must be of sufficient power to render all areas being cleaned under negative pressure, such that containment of debris and the protection of the indoor environment are assured.

b. All vacuum devices exhausting air inside the building shall be equipped with HEPA filters (minimum efficiency), including hand-held vacuums and wet-vacuums.

c. All vacuum devices exhausting air outside the facility shall be equipped with Particulate Collection including adequate filtration to contain Debris removed from the HVAC system. Such devices shall exhaust in a manner that will not allow contaminants to re-enter the facility. Release of debris outdoors must not violate any outdoor environmental standards, codes or regulations.

d. All methods require mechanical agitation devices to dislodge debris adhered to interior HVAC system surfaces, such that debris may be safely conveyed to vacuum collection devices. Acceptable methods will include those, which will not potentially damage the integrity of the ductwork, nor damage porous surface materials such as liners inside the ductwork or system components.

O. Cleaning of coils

1. Any cleaning method may be used which will render the Coil Visibly

Clean and capable of passing Coil Cleaning Verification (see applicable NADCA Standards). Coil drain pans shall be subject to Non-Porous Surfaces Cleaning Verification. The drain for the condensate drain pan shall be operational. Cleaning methods shall not cause any appreciable damage to, displacement of, inhibit heat transfer, or erosion of the coil surface or fins, and shall conform to coil manufacturer recommendations when available. Coils shall be thoroughly rinsed with clean water to remove any latent residues.

P. Antimicrobial Agents and Coatings

1. Antimicrobial agents shall only be applied if active fungal growth is reasonably suspected, or where unacceptable levels of fungal contamination have been verified through testing.

2. Application of any antimicrobial agents used to control the growth of fungal or bacteriological contaminants shall be performed after the removal of surface deposits and debris.

3. When used, antimicrobial treatments and coatings shall be applied in strict accordance with the manufacturer’s written recommendations and EPA registration listing.

4. Antimicrobial coatings shall be applied according to the manufacturer’s written instructions. Coatings shall be sprayed directly onto interior ductwork surfaces, rather than

“fogged” downstream onto surfaces.

Q. Cleanliness Verification

1. General: Verification of HVAC System cleanliness will be determined after mechanical cleaning and before the application of any treatment or introduction of any treatment-related substance to the HVAC system, including biocidal agents and coatings.

2. Visual Inspection: The HVAC system shall be inspected visually to ensure that no visible contaminants are present. The visual inspection will be documented with photos of all HVAC components.

a. If no contaminants are evident through visual inspection, the

HVAC system shall be considered clean.

b. If visible contaminants are evident through visual inspection, those portions of the system where contaminants are visible shall be re-cleaned and subjected to re-inspection for cleanliness.

3. Verification of Coil Cleaning

a. Cleaning must restore the coil pressure drop to within 10 percent of the pressure drop measured when the coil was first installed. If the original pressure drop is not known, the coil will be considered clean only if the coil is free of foreign matter and chemical residue, based on a thorough visual inspection (see NADCA Standards).

R. Pre-existing System Damage

1. Contractor is not responsible for problems resulting from prior inappropriate or careless cleaning techniques of others.

S. Post-project Report

1. At the end of the project, the Contractor shall provide a report to

VACHS indicating the following:

a. Success of the cleaning project, as verified through visual inspection and/or gravimetric analysis.

b. Areas of the system found to be damaged and/or in need of repair.

c. A complete report including photos, before and after, the ductwork cleaning will be submitted.

T. Applicable Standards and Publications: The following current standards and publications of the issues currently in effect form a part of this specification to the extent indicated by any reference there to:

1. National Air Duct Cleaners Association (NADCA): “Assessment, Cleaning & Restoration of HVAC Systems (ACR 2005),” 2004.

2. National Air Duct Cleaners Association (NADCA): “Understanding

Microbial Contamination in HVAC Systems,” 1996.

3. National Air Duct Cleaners Association (NADCA): “Introduction to

HVAC System Cleaning Services,” 2004.

4. National Air Duct Cleaners Association (NADCA): Standard 05

“Requirements for the Installation of Service Openings in HVAC Systems,” 2004.

5. Underwriters’ Laboratories (UL): UL Standard 181.

6. American Society of Heating, Refrigerating and Air Conditioning

Engineers (ASHRAE): Standard 62-89, "Ventilation for Acceptable Indoor Air Quality".

7. Environmental Protection Agency (EPA): "Building Air Quality,"

December 1991.

8. Sheet Metal and Air Conditioning Contractors' National Association

(SMACNA): “HVAC Duct Construction Standards - Metal and Flexible,” 1985.

9. North American Insulation Manufacturers Association (NAIMA):

"Cleaning Fibrous Glass Insulated Air Duct Systems," 1993.

The contractor shall furnish qualified technician(s) on the job site for performance of required service. Contractor shall be responsible for regular, systematic execution of the work items included in this contract. The contractor agrees to regularly and systematically perform required maintenance of the equipment and provide callback service as conditions warrant, repair or replace all portions of the equipment included under this contract.

Equipment shall be maintained in first-class condition to meet the initial performance ability. The equipment manufacturer’s recommended maintenance requirements shall be accomplished under the scope of this contract. The equipment manufacturer’s maintenance requirements are considered the minimum for all equipment. If specific equipment covered by this contract requires additional maintenance for safe and reliable operation the contractor shall perform the required maintenance.

V. HVAC DUCT CLEANING PROGRAM:

5.1 The HVAC Duct Cleaning shall be conducted as follows:

a) During cleaning, the entire HVAC system shall be placed under continuous negative pressure

(with a vacuum) to prevent the spread of contaminants.

b) Continuous negative pressure will allow the very fine particles to be removed from the system as they become airborne, ensuring that these particles are not released into the living space when the system is turned on after cleaning.

c) This negative pressure will also serve to extract the loosened contaminants, which are collected and removed from the Hospital.

VI. GENERAL

A. Personnel trained and experienced in providing service/maintenance on the equipment identified above shall perform all work.

B. The contractor shall assure that its employees have received safety equipment training, medical surveillance programs, individual health protection measures, and manufacturer's product and material safety data sheets (MSDS) as required for the work by the U.S. Occupational

Safety and Health Administration. Contractor should comply with applicable national safety codes and standards.

C. Debris, garbage and/or equipment removed as part of this contract shall be collected and precautions must be taken to ensure that is not otherwise dispersed outside the area during the

D. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken.

The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed enough for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

E. Contractor shall supply all labor, test instruments and tools required to perform all maintenance work. Contractor shall have the service manuals available to perform each maintenance service. Contractor shall submit a listing of parts that are not covered in this type of contract with their offer. Contractor shall submit detail actual cost for parts considered not being part of the regular maintenance contract.

VI. SPECIAL PROVISION:

A. Qualification of the HVAC System Cleaning Contractor

1. Membership: The HVAC system cleaning contractor shall be a certified member of The National Air Duct Cleaners Association (NADCA).

2. Certification: The HVAC system cleaning contractor shall have a minimum of one (1) Air System Cleaning Specialists (ASCS) certified by NADCA on a full-time basis and one

Mechanical Engineer to oversee the project and sign off reports.

3. Full time, on site Supervisor Qualifications: A person certified as an ASCS by

NADCA, shall be responsible for the total work herein specified.

4. Experience: The HVAC system cleaning contractor (shall submit records of experience in the field of HVAC system cleaning as requested by

VACHS will only consider bids from firms, which are regularly engaged in HVAC system maintenance with an emphasis on HVAC system cleaning and decontamination.

5. Equipment, Material and Labor: The HVAC system cleaning contractor shall possess and furnish all necessary equipment, materials and labor to adequately perform the specified services. Sub-contracting is not permitted.

6. The Contractor shall assure that its employees have received safety equipment training, ladders and scaffolds training, confined space training and power elevated work platform training, material handling/back care site safety, safety precautions, personal protective equipment, and manufacturers product and material safety data sheets (MSDS) as required for the work.

7. The Contractor shall maintain a copy of all current MSDS documentation and safety certifications at the site at all times, as well as comply with all other site documentation requirements.

B. Standards.

1. NADCA Standards: The HVAC system cleaning contractor shall perform the services specified here in accordance with the current published standards of the National Air Duct

Cleaners Association (NADCA).

a. All terms in this specification shall have their meaning defined as stated in the NADCA Standards.

b. NADCA Standards must be followed with no modifications or deviations being allowed.

1.03

C. Documents.

1. Mechanical Drawings: The VACHS shall provide the HVAC system cleaning Contractor with one copy of the following documents:

a. Project drawings and specifications.

b. Approved construction revisions pertaining to the HVAC system.

c. Any existing indoor air quality (IAQ) assessments or environmental reports prepared for the facility.