36C24820Q0495-001.pdf

36C24820Q0495

STATEMENT OF WORK (SOW)

I. INTRODUCTION:

A. The VA Caribbean Healthcare System (VACHS), 10 Casia St, San Juan, PR 00921, has a requirement for maintenance and repair service for its twelve (12) Cooling Towers Systems. This service contract is to provide all materials, labor, supervision, tools, supplies, transportation, and equipment necessary to perform full preventive maintenance service and required repairs to VACHS

Cooling Towers. Included are all inspections, adjustments, tests, and repairs to keep the equipment covered under this contract in continuous and reliable use at its designed capacity and efficiency.

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

B. Contractor shall provide twenty-four (24) hours a day emergency contact name(s) and telephone number(s). On-site technical assistance response time shall be within twenty-four hours

(24) of telephone notification.

C. The Contractor shall provide all labor, associated materials, personnel protective equipment, and any and all necessary equipment required for the maintenance and repairs of the Cooling Towers at the VACHS facilities.

II. PERIOD OF PERFORMANCE:

A. The period of performance for this service contract will be a base period from Award Date to

September 30, 2020, and four option periods of 12-months each. Such option periods will be from

October of one year, to September of the following year (e.g. October 1, 2020 – September 30, 2021).

III. QUALIFICATIONS:

A. The Contractor personnel must have five (5) years of experience in the maintenance of

Cooling Towers.

B. The contractor’s employee(s) responsible for dismantling, repairing, relocating, modifying, maintaining, aligning, adjusting, lubricating, welding, rigging, and conducting the preventive maintenance and repair service for the identified pieces of equipment in this contract must possess a technical degree as an Industrial Mechanic. See section IV, paragraph E for the identification of such pieces.

C. The contractor employee(s) responsible for the electrical installation, maintenance, troubleshooting and repair of all electrical or electronic components for the identified pieces of equipment in this contract must possess a technical degree and shall be certified to practice the trade by federal or local jurisdiction.

D. The contractor’s employees must be trained and certified by the manufacturer of each Cooling

Tower present in this facility. These are: Tower Tech Cooling Towers, Baltimore Air-Coil Company, and SPX Cooling Technologies.

E. The contractor personnel must possess the 30 Hrs. Occupational Safety and Health

Administration (OSHA) training course in Construction Safety & Health.

F. The contractor must provide a mechanical engineer to oversee all maintenance and repair work performed for the identified pieces of equipment, device, parts, and/or ancillaries.

IV. SPECIFIED TASKS AND ASSOCIATED DELIVERABLES:

A. The contractor shall furnish qualified technician(s) (as defined on the previous section) on the job site while in performance of Maintenance and Service of Cooling Towers. Contractor shall be responsible for regular, systematic execution of the work items listed in Section IV as per manufacturers recommendations and other specifications provided in this SOW. The contractor shall regularly and systematically perform required maintenance of the equipment and provide callback service as conditions warrant, and shall repair or replace all portions of the equipment included under this contract.

B. The contractor shall not perform any schedule maintenance or repair that requires the unit to be off-line or shutdown unless the Contracting Officer’s Representative (COR), in coordination with the VACHS Operations Control Center (OCC) personnel, ensure all power sources to the unit, such as valves and electrical main power, are disconnected.

C. The contractor shall not manipulate any valve, control, automatic device, lock-out control or heat load transfer system unless it has been secured by OCC personnel.

D. Equipment specified in the following paragraph shall be maintained in first-class condition to meet the Cooling Tower’s initial performance ability. The equipment manufacturer's recommended maintenance and repair requirements along with other specifications delineated shall be accomplished under the scope of this contract. The contractor is responsible for the unit’s conditions at the beginning of this service contract. The equipment manufacturer's maintenance requirements are considered the minimum acceptable for all equipment included in this contract. If specific equipment covered by this contract requires additional maintenance for its safe and reliable operation, the contractor shall perform such maintenance, following the COR’s approval. Any Electrical work or maintenance shall be done by a licensed electrician.

E. The contractor is responsible, under this maintenance and repair contract, for the replacement of any damaged parts such as: electrical motors, water diffusers, valves, level control, variable frequency drives, belts, gear case, dampening device, unit structural components, fan assembly, pump strainer, enclosure, piping, hangers, catwalk, filtration system, lightning arrester and any other mechanical or electrical device, up to the main electrical power disconnect, that is part of the cooling tower system and up stream the piping system ending at the pump strainer. All system components must always be maintained operational and clean, free of dust, grease, stains or anything else that may affect the operation and appearance of the unit or the unit’s components.

F. The contractor shall notify the COR for any maintenance issues that may be caused or related to water treatment, the concentration of chemicals Cooling Tower water, or water treatment parameters in order for the COR to coordinate their correction.

G. Cooling towers are monitored on a regular basis by the VACHS Environmental Regulatory

Section (ERS) for the control of Legionella growth. If a chemical remediation procedure is requested by ERS, the contractor must coordinate with the COR for chemical remediation. However, the contractor will not be performing such chemical remediation. If a mechanical remediation is requested by ERS, the contractor must perform a mechanical cleaning within the time frame established by

ERS.

V. SCHEDULE MAINTENANCE PROGRAM:

A. A scheduled maintenance program will be provided, kept, and used by the Contractor to maintain the Cooling Towers at optimum operating efficiency. The scheduled maintenance program shall be previously approved by the Contracting Officer (CO) and COR. The acceptance will be based on each Cooling Towers manufacturer’s recommendation, and the guidelines provided below. The stricter of the two (2) shall determine the preventive maintenance schedule. Service technicians shall ensure optimum performance with zero failure rate. Contractor shall provide in writing the preventive maintenance protocol (policies and procedures), including the methods and frequency of testing and verifications of performance for the equipment.

B. Each preventive maintenance service will be scheduled and completed in a computer-prepared service report, detailing exactly what was performed and to which equipment was done, what special tools, instrumentation, and diagnostic programs was used to maintain the system at optimum efficiency levels. On a monthly basis, a Summary Report shall be prepared by the

Contractor, and will be provided to the COR no later than 5 business day of the following month. The template for the report needs to be approved by the CO/COR prior to the beginning of this contract’s performance.

C. Fill media must be mechanically cleaned twice a year. The contractor shall dispose of all the scaling removed from the media outside the VACHS facility, in accordance with federal and state regulations. Mechanical cleaning products can be discarded trough the sanitary piping or drainage, by separating the solid material. Material that may clog or affect the sanitary piping system shall not be discarded through the VACHS facility’s sanitary pipe system. The contractor is responsible for discharges affecting the VACHS facility’s sanitary piping system. The contractor will not discard, directly or indirectly, any material as a result from the maintenance and repair of any cooling tower trough the VACHS facility’s storm-water drain system. Fill media that must be cleaned outside unit’s enclosure must be removed from the VACHS facility premises prior to being cleaned. The Contractor is responsible for any illegal discharge through the VACHS facility’s storm-water drain system that may reach any natural water body. After completion of each mechanical cleaning, the Contractor must clean the pump strainer associated with the unit that was serviced. Before unit start-up, the

Contractor must coordinate with the COR, in order for the COR to coordinate the desired chemical concentration levels in the unit’s basin.

D. Filtration system must be serviced every month. Filter media must be replaced on a monthly basis.

E. Water level must be verified daily. The Contractor is responsible for the proper water level in each unit as per the manufacturer specifications.

F. The Contractor shall perform all inspections, preventive maintenance (PM) and repair services in accordance with the equipment manufacturer's specifications. The contractor shall utilize and provide procedures and checklists with worksheet originals indicating work performance and actual values obtained at the completion of the PM. Contractor shall submit their checklist of PM to the COR for approval, prior to performing any type of work.

G. The scheduled work to be performed for PM of the cooling towers shall include, but is not limited to, the following items:

(1) Removal and washing/cleaning of drift eliminators, and reinstallation.

(2) Removal and washing/cleaning of fill media, and reinstallation.

(3) Resealing of water distribution piping inside tower, as needed.

(4) Inspection/Cleaning of rotary spray nozzle.

(5) Removal and reinstallation of fan guard assembly for inspection/washing and cleaning.

(6) Removal and reinstallation of fan assembly as needed to access water collection system.

(7) Washing/cleaning of collection system.

(8) Washing the collection system vanes.

(9) Resealing of water collection system.

(10) Removal of inspection port cover and inspection of interior of perimeter basin wall, and replacing cover as needed.

(11) Power washing fan plenum exterior walls.

(12) Power washing fan assemblies and fan shrouds.

(13) Reinstalling water collection system dampers.

(14) Resealing interior wall seams and joints, as needed.

(15) Reinstalling fan assemblies and fan guards.

(16) Readjusting make-up water valves to recommended operating level.

(17) Inspect/adjust fan motor-drive assembly.

(18) Inspect fan shaft bearings (pillow blocks) and lubricate, as required.

(19) Inspect reducing gear (OPA).

(20) Inspect, adjust, paint or repair any guard rail, catwalks, ladders, piping, lightning arrester and cooling tower structural support.

H. Repair services will be conducted, as required to the Cooling Tower motor, and motor-variable frequency drive, bearings, couplers, pillow blocks, reducing gear, belts, pulleys, fan assembly, shrouds, safety guards, guard rails, nozzles, make-up valves, level sensors, catch basin seals, motorized valves, dampening devices or structural vibration isolators, piping, hangers, water diffusers, catwalks, guard rails, lightning arrester, and ladders. The successful offeror will be expected while in the performance of the contract to replace major unrepairable items as mentioned above.

I. Water chemical treatment is not included in this maintenance and repair contract.

VI. Cooling Towers:

Brand Year Installed Model Location

Tower Tech 2010 TTXL-081975 Main Chiller Plant

Tower Tech 2010 TTXL-081975 Main Chiller Plant

Tower Tech 2010 TTXL-081975 Main Chiller Plant

Tower Tech 2010 TTXL-081975 Main Chiller Plant

Tower Tech 2010 TTXL-081975 Main Chiller Plant

Baltimore Air Coil Company 2009 3676C South Bed Tower

Baltimore Air Coil Company 2009 3676C South Bed Tower

Marley Cooling Tower 2013 NC 8407SAN Out Patient Addition (OPA)

Marley Cooling Tower 2013 NC 8407SAN Out Patient Addition (OPA)

Marley Cooling Tower 2013 NC 8407SAN Out Patient Addition (OPA)

Marley Cooling Tower 2013 NC 8407SAN Out Patient Addition (OPA)

Tower Tech 2018 YYXR-i31975 Chiller #3

VII. VA INFORMATION CUSTODIAL LANGUAGE:

A. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

B. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

C. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

D. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

VIII. SECURITY INCIDENT INVESTIGATION:

A. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

B. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

C. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

D. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

IX. LIQUIDATED DAMAGES FOR DATA BREACH:

A. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

B. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

X. SECURITY CONTROLS COMPLIANCE TESTING:

A. On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

XI. TRAINING:

A. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security

Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

B. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

C. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

D. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

XII. FACILITY IDENTIFICATION:

A. The Contractor shall submit to the Contracting Officer (CO) the following documentation: Current/

Update "Certificate of Good Conduct" from the Police Department and two pictured identification cards in addition to have a favorable SAC adjudication and have an initiated National Agency check with

Written Inquiries (NACI).

B. NIST FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors. This standard is applicable to identification issued by Federal departments and agencies to Federal employees and contractors (including contractor employees) for gaining physical access to Federally controlled facilities and logical access to Federally controlled information systems except for "national security systems" as defined by 44 U.S.C. 3542(b)(2).

C. A required Background Investigation is mandatory for all contractors, contractors' employees who do not have a successfully adjudicated investigation on record or are undergoing a badge reissuance. All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. This requirement is applicable to all subcontractor personnel requiring the same access.

D. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.

E. All VA contractors, contractors' employees, and affiliates requiring long-term or short-term access to VA facilities or information systems in order to perform a VA authorized activity must be issued a PIV, non-PIV, and or a Flash badge.

F. Contractor must return the badge when access to VA facilities or information systems is no longer required or a change in affiliation occurs. Also, the contractor must notify her/his assigned sponsor and the badging office when the PIV or Non-PIV card is lost.

G. Contractor shall submit, for all contract employees, including any subcontract employees the following:

(1) Within five (5) business day of receiving the Notice of Award, a Complete Background

Investigation Request shall be initiated through the COR. to the VHA Service Center (VSC)

Personnel Security Office via password protected or encrypted e-mail to VSCSecurity@va.gov or fax to (216) 4478020 Note: Due to the personal information contained in the Background

Investigation Request Worksheet, the information must be sent in a secure manner. Please do not email a document containing social security number.

(2) Complete Special Agreement Check (Fingerprinting) and submit VHA Special Agreement

Check (SAC) Memorandum.

H. Once an automated initial e-mail from VA SIC is received, with a website link that provides further instructions; if a contract employee has a previously completed Background Investigation (BI) he/she may be eligible for reciprocity.

I. Upon receipt of the automated initial e-mail, if contract employees haven't previously completed a

BI; each contract employee must complete and submit BI documents within five (5) business days.

J. If contract employees have previously completed a BI and are eligible for reciprocation, reciprocity will be verified by the VA SIC. If it can be reciprocated an e-mail notification will be sent to the contractor

POC.

K. Upon receipt of BI documents, the VA SIC reviews them for accuracy. If the package is correct and complete, the package is forwarded to OPM and the Contractor POC receives an automated e-mail indicating that the BI has been initiated.

L. If the VA SIC notifies the Contractor that a BI has been initiated: Then, while the BI process is being completed, the VSC Personnel Security Office reviews the results of the Special Agreement

Check (fingerprints) and makes and adjudication recommendation to the Contracting Officer, who will inform the contractor POC of the outcome.

M. If the contract employees receive a favorable adjudication: Then, each contract employee shall complete and submit the VHA Service Center Contractor PIV Sponsorship Form and make an appointment to obtain a PIV card. This shall be completed within five (5) business days of reciprocation or receiving notice of initiated BI and favorable SAC Adjudication.

mailto:VSCSecurity@va.gov

N. The Contract employee shall complete required security training as designated in the solicitation, sign the Contractor Rules of Behavior and submit completed training certificates and signed Rules of

Behavior to the Contracting Officer and the COR.

XIII. GENERAL SYSTEM PRECAUTIONS AND SECURITY REQUIREMENTS:

A. Containment: During work, precautions must be taken to ensure the patient and employees safety.

B. Measures shall be taken to control odors and/or mist vapors during the process.

C. All vendor/contract personnel must show identification at the Security Guard Booths located at each Gate of the Facility entrance, and must carry such identification card throughout the entire period while providing the service.

XIV. ADDITIONAL:

A. The contractor shall ensure that its employees have received safety equipment training, medical surveillance programs, individual’s health protection measures, and required for the work by the U.S. Occupational Safety and Health Administration. Contractor should comply with applicable safety codes and standards.

B. Debris, garbage and/or equipment removed as part of this contract shall be collected and precautions must be taken to ensure that it is not otherwise dispersed outside the area during the cleaning process. Such debris, garbage, and/or equipment shall be disposed off-site, in accordance with state and federal regulations.

C. All maintenance (predictive, preventive, repair service and emergency repair service) shall include replacement of parts deemed necessary by the Contractor or COR at no additional cost to the Government.

D. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

E. Due to all the Major constructions the contractor will have to park the vehicles outside of the VACHs premises. This shall be at no additional cost to the Government.

F. Upon contract award, the contractor accepts "as is" all equipment specified in the contract.

G. The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is in uniform no later than the time specified by the COTR, or otherwise no later than IO working days from the date an employee first enters on duty. The uniform shall have the Contractor's name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

H. Holidays. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law

94-97 the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal official holidays" as follow:

(1) New Year's Day January 1.

(2) Martin Luther King Third Monday of January.

(3) President's Day Third Monday in February.

(4) Memorial Day Last Monday of May.

(5) Independence Day July 4.

(6) Labor Day First Monday of September.

(7) Columbus Day Second Monday of October.

(8) Veteran's Day November 11.

(9) Thanksgiving Day Fourth Thursday in November.

(10) Christmas Day December 25

XV. HEALTH AND SAFETY:

A. The contractor shall comply with all applicable federal, state and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

B. Occupants Safety: No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space.

C. The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.

D. In performance of this contract, the Contractor shall follow VACHS safety policy and standard for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VACHS smoking policy, which establishes that VACHS is a smoke-free facility. No smoking is allowed anywhere in the premises.

E. Patient, employee, visitors, and contractor personnel safety shall always be maintained. The contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards.

F. The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been approved in advance with ERS. The Contractor shall maintain a copy of all MSDS of all products used.

For the application of any new products, the Contractor shall submit another approval request to ERS prior to the use of such.

G. The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e.

lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor.

H. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.

I. If the Government notifies the Contractor of any non-compliance with the pervious provisions; the contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected.

If, in the opinion of the Safety Officer or designee the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.

J. The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:

(1) Safety program/procedures are required to be followed by the contractor's personnel in the performance of their duties and when such procedures are required.

(2) Listing of personal protective equipment(s) required to be utilized by the contractor's personnel in the performance of their duties. Also, when equipment will be required.

(3) Material Safety Data Sheet (MSDS) for any chemical(s) utilized by the contractor in the performance of this contract.

K. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with the Scope of Work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

XVI. INJURY OR ACCIDENT:

A. As defined by OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements any incident of a major malfunction, accident or injury, shall be notified to the CO and COR as soon as possible, and a written report shall be submitted by the Contractor to the CO, COR, and VACHS Safety Officer within three (3) working days following the incident. The report shall state the cause, what, where and when and why the incident happened and the repairs and tests that were or are to be made to correct the cause of the incident. Refer to VACHS Safety Management Plan (Center Memorandum No. 00-19-81) for completed details.

XVII. QUALITY CONTROL PROGRAM:

A. The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, within five (5) working days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the COR, for approval. The program shall include, but not be limited to, the following:

(1) An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection.

(2) The checklist shall include every area of the Contractor's operation as well as every task required to be performed.

(3) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.

(4) A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request, at any time during the term of the contract.

XVIII. EMERGENCY TELEPHONE NUMBERS:

A. The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, prior to the contract start date.

B. The contractor must provide 24/7 emergency contact names(s) and telephone numbers(s) for call back. Upon arrival, contractor’s personnel must report to the Operations Control Center within two hours of contact.

XIX. PERFORMANCE REQUIREMENTS SUMMARY:

Performance

Objective (Task)

Performance

Standard

Monitoring

Method

Acceptable Quality

Level (AQL)

Incentive

(Positive/Negativ e)

Perform schedule maintenance of the facility cooling tower units and ancillary components.

PWS Section V

(Scope of Work), Sub-sections A-G

Periodic surveillance inspections.

Monthly maintenance service report.

All scheduled maintenance must be completed by the end of each period of performance. No deviations accepted during the respective period.

Immediate corrective action taken at no additional cost to the Government.

Conduct repair work on a timely basis to prevent system downtime.

PWS Section IV

Periodic surveillance inspections.

Service report.

Two deviations accepted during the period of performance.

Immediate corrective action taken at no additional cost to the Government.

Emergency call back.

PWS Section IV, Sub-section A

Operations Control

Center 24/7 surveillance.

Service report.

Two deviations accepted during the period of performance.

Immediate corrective action taken at no additional cost to the Government.