Performance Work Statement-Final.pdf

36C24824Q0944

PERFORMANCE WORK STATEMENT

1. Overview: The VA Caribbean Healthcare System (VACHS) provides healthcare across the Commonwealth of Puerto Rico and the US Virgin Islands through various clinics and facilities. In Puerto Rico VACHS has its main facility in San Juan, Out-patient clinics in Ponce, Mayaguez, and Arecibo, Community Clinics in Guayama and Ceiba, and Rural Clinics in Utuado, Comerio, and Vieques. VACHS is a Federal Coordinating Center (FCC) and in the case of an emergency or a disaster VACHS is required to effectively deploy to the incident site with or without the Local and Federal emergency management agencies in accordance with the current VACHS Emergency Management Plan. If required, VACHS will need to activate the Continuation of Operations Plan (COOP) to relocate VACHS operations in an alternate remote site. Several pieces of equipment are required to be transported in the case of such an event. Furthermore, if a clinic is incapable of operating due to damages sustained during such event or emergency, VACHS must have the capability to deploy its existing Wester Shelter System and/or Deployed Logix (DLX) Drive Thru System. Additionally, the Office of Emergency Management possess equipment to be used in such an event, which is stored in a mobile trailer identified as the Hospital Emergency Response Team and FCC.

2. Description of Services: The Contractor shall perform inspections and maintenance services on the VACHS Western Shelter System and DLX Drive Thru System once a year.

3. Equipment to be Maintained:

Wester Shelter Unit Size Quantity Dimensions / Type Usable Area

Gate Keeper 20 ft 3 18 ft 7 in x 18 ft 7 in x 6 ft 1 in 286 ft² Gate Keeper 19 ft x 35 ft 6 18 ft 7 in x 33 ft 11 in x 6 ft 1 in 570 ft²

DLX Drive Thru System Size Quantity Usable Area

X-Series X-Hub 21 ft x 21 ft 4 441 ft² X-Series X-40 Side

Connect 24 ft 8 498 ft²

4. Locations: The Western Shelter Unit and DLX Drive Thru System are located in the following locations:

4.1. Western Shelter Unit: VA Carolina Warehouse, Ave. José Santana 10, Carolina PR

00979

4.2. DLX Drive Thru System: VA Old Carolina Warehouse, La Cerámica Industrial Park;

Lorencita St., Lote 1C Carolina, PR 00983

5. Period of Performance: This contract shall be for one (1) twelve-month base period starting on the date of award, and four (4) twelve-month option periods, to be exercised at the Government’s discretion.

6. Additional Requirements:

6.1. The Contractor shall perform the inspection, maintenance, and cleaning of all Western Shelter, Deployed Logix Systems, Hospital Emergency Response Team Trailer, and Federal Coordinating Center Trailer.

6.2. The Contractor shall disarm and store all Western Shelter and DLX components in accordance with the manufacturer’s recommendations, to avoid damages.

6.3. The Contractor shall also implement the necessary procedures for mold and mildew prevention and remediation on all components of the shelter systems during their inspection, maintenance, and cleaning.

6.4. The Contractor shall perform testing and maintenance on the shelters Heating, Ventilation, and Air Conditioning (HVAC) systems, to ensure they are fully operational. These systems are:

6.4.1. Trane / 4WHC3042A1000AA (4 ea.)

6.4.2. Trane / WCH042C100AA (3 ea.)

6.4.3. Air Temp / VP7RD-042KA (2 ea.)

6.4.4. York / HP060X1321A (2 ea.)

6.4.5. LG / AK-Q048GH50 (2 ea.)

6.4.6. 4WHC4042A1000BA (4 ea.) “DLX System”

6.4.7. Dometic Penguin II Low-Profile, 13.5 - 15K BTU (8 ea.)

6.5. HVAC preventive maintenance services shall consist of the replacement of the HVAC filters, evaporator and condenser coil cleaning, as well as cleaning the HVAC system (inside and outside). Parts identified by the Contractor that need replacement will be procured by the Government separately from this contract. Personnel providing service to HVAC units are required to possess the “Technician Type Universal Certification” and “the Board of Technical Refrigeration and Air Conditioning of Puerto Rico” as required by the local Department of State.

6.6. The Contractor shall store all Western Shelter and DLX system components inside metal bins or bags as recommended by the original equipment manufacturer. Metal bins and bags are already available as they are considered components for both systems.

6.7. The Contractor shall clean and wash all Western Shelter and DLX trailers inside and outside using a non-corrosive and biodegradable detergent to avoid any damages to any of the components of these systems, as well as the environment.

6.8. The Contractor shall also perform maintenance to the Western Shelters and DLX systems lighting systems, tires, trailer hitches, and axle lubrication. The specifications for these trailers are:

6.8.1. 36 ft Tandem Axle, goose neck (2 ea.)

6.8.2. 25 ft Tandem axle, regular hitch (6 ea.)

6.9. The Contractor shall ensure their drivers that perform trailer movements possess “heavy” driver’s licenses.

6.10. The Contractor shall also store all electrical components that are a part of these trailers and systems such as lamps, electrical panels, electric cables, etc.

6.11. The Contactor shall provide maintenance and cleaning services upon request by VACHS

Emergency Managers once a year.

6.12. The Contractor shall inspect the Wester Shelter and DLX System to identify any weaknesses, damages, and possible safety issues. These shall be on a report that the Contractor shall at the end of each provided service, within five (5) business days of the service being provided.

6.13. Services shall be provided at the Government’s facility. Contractor will assemble and disassembled each tent system per nomenclature, and once clean and dry these shall be folded and stored in accordance with the manufacturer’s specifications.

6.14. The Contractor shall be responsible of providing all personnel to complete any of the functions under the contract. Under manufacturer recommendations, at least eight (8) personnel should handle the movement per tent system.

6.15. The Contractor shall provide all personnel, tools, materials and/or vehicles to perform the services outlined in this PWS.

6.16. Western Shelter and DLX system maintenance shall be completed within two (2) weeks of the start of the services provision. If the trailers have been moved due to the response of an ongoing emergency, both parties (Contractor and Government) can negotiate to for additional days.

6.17. PM services shall also be performed on the DLX power generators. These are four (4) Shindaiwa (kwiet) power generators, model number DGK15F.

6.18. In order to minimize the impact to facility operations, while performing these maintenance services while at VA facilities, such services shall be provided on weekends.

7. Safety Requirements: The Contractor shall take all necessary safety precautions and measures to protect the lives and health of his employees, as well as the occupants of the facilities in which services are being performed. This includes the proper use of personal protection equipment (PPE).

8. Quality Assurance Service Plan: The Contractor shall establish a complete quality control program to ensure the requirements of the contract are provided with an acceptable level of quality.

9. Addition or Reduction of Services: During the life of this contract, there may be additional emergency trailers may be added or reduced from this facility. In such case(s), cleaning and maintenance services for these, as well as their components, may be added or deleted from this contract via supplemental agreement. In such cases, a quote may be requested by the CO, for the price amount of these additional services. Service frequencies may also increase or decrease, due to natural disasters, emergencies, emergency simulacrums, or community outreach events. If such situation arises, these service frequencies shall also be increased via supplemental agreement.

10. Performance Requirements Summary:

Performance

Objective (Task)

Performance

Standard

Acceptable Quality Level

(AQL)

Surveillance Method Remedies

Components are stored in accordance with manufacturer’s recommendations

PWS Section

6.2 95% Inspection prior to completion of services

Re-perform tasks within 10 working days at no additional costs to the Government

No presence of mold in systems components

PWS Section

6.3 100% Inspection upon next service

Re-perform tasks within 10 working days at no additional costs to the Government

Inspections reports are submitted on time after each performed service

PWS Section

6.12 90% Upon receipt Submit report within

3 additional days

PERFORMANCE WORK STATEMENT