Sow Boiler Controls 2023.docx

STATEMENT OF WORK

FULL MAINTENANCE ON BOILERS AND CONTROLS

Tennessee Valley Healthcare System Nashville and York Campus

PART I: GENERAL

A. Introduction

This requirement is to provide one (1) year of full maintenance (including Contractor supply of parts replacement and repair), preventative maintenance (PM) and repair service contract on the Boilers, boiler controls, boiler plant ancillary systems and controls in accordance with the references below at the Tennessee Valley Healthcare System (TVHS), for both the Alvin C. York campus, 3400 Lebanon Pike, Murfreesboro, TN 37129, and the Nashville campus, 1310 24th Avenue South, Nashville, TN 37212.

REFERENCES:

a. VHA Boiler Plant Safety Devices Testing Manual, Current Edition

b. VHA Boiler Plant Operations Directive (VHA DIRECTIVE 1810), most recent edition

c. NFPA 85, Boiler and Combustion Systems Hazard Code

d. Boiler Efficiency Manual Boiler Efficiency Institute® (Produced for the VA)

e. ASME Boiler and Pressure Vessel Code

f. Manufacturer’s literature – Cleaver-Brooks, Autoflame®, boiler safety and boiler plant safety devices (as available by the Government)

g. ASME Test Form for Abbreviated Efficiency Tests

B. Scope of Work

Offeror (a.k.a., Contractor) shall furnish all transportation, labor, parts and materials (for general maintenance), tools and equipment necessary to inspect, calibrate, adjust, repair and maintain in first class operating condition the boilers, boiler combustion controls, associated recording instrumentation (boiler computer system), burner management, flame failure controls, De-aerating Feed Tank (DA Tank), Feedwater controls, condensate return controls, Pressure Reducing Valves (PRV), and safety devices, on all the boilers listed below in the boiler plant and in the manner and frequency as stipulated in the VHA Boiler Safety Manual Current edition. See requirements (Section C) for list of equipment needed. Service visit shall include training for the annual boiler inspections outlined on Appendix A schedule and safety device training during the monthly device testing for boiler operators as required by VHA 1810. All work should be coordinated with the respective Utility Systems Supervisor at VA Medical Center (VAMC) Nashville and Murfreesboro campus and done with boiler operators for training purposes.

Safety Checks and fuel/air settings must be in accordance with excess air requirements as set by the manufacturer (Cleaver-Brooks) for the specific boiler type and by the VA VHA Boiler Plant Safety Devices Testing Manual, Current Edition and VHA Directive 1810, Described in Appendix A. Combustion calibration of oil and gas must be made from 0% to 100% in 5% increments. Check pilot light ignition on natural gas and propane. Test and calibrate boiler water level control system to include high and low water alarm systems. Complete all boiler safety checks in plant as listed in the safety manual, test conducted and at a time frequency described in the VHA Boiler Safety Manual Current edition per reference. Any device, system, or part failure should be reported immediately to the Utility Systems Operator Supervisor. It is expected that upon the completion of the required service, inspection, and repairs, all boilers shall be returned to a normal operating condition by the Contractor.

Site work shall commence with a meeting with the Contractor and the Utility Systems Supervisor for Nashville at (615-456-9925) and for Murfreesboro at (615-225-3982). The purpose of this meeting is to serve to address the following items as may be appropriate:

a. Review Boiler Plants safety regulations and lockout/tag out procedures.

b. Discuss the nature of the planned activities.

c. Coordinate activities with other outage events.

d. Must have service/repair to include eight hours per week per location.

This is a Full Maintenance Contract. The contractor is to provide manufacturer’s authorized/ certified service technicians, transportation, equipment, maintenance, and any and all repair parts, materials, tools (to include specialty tools), supervision, and administration to complete all required repairs, Preventative Maintenance (PM), calibration and replacement for the mechanical and/or electronic components needed to maintain Boilers at full and safe operations. As a provision of this Contract, the Contractor shall fully supply and continually maintain ALL parts on hand to repair, maintain, and to perform routine maintenance and PM to the boilers at no extra or additional cost to the Government. The total dollar amount for non-routine repair parts, which are above-and-beyond regular and routine maintenance parts (which are considered incidental to this project), is anticipated to not exceed $60,000 per TVHS sites (2) for this Period of Performance. The Contractor shall track these non-routine repair parts funds continually and it is the Government’s anticipation that these funds will be utilized as needed into twelve (12) monthly amounts of $5,000 per month per site (Total of $120,000 per year). In addition, a onetime payment is authorized up to $30,000 during the first six months of the Contract for the purpose of updating both campuses computers and software (licensed by Cleaver Brooks) for the operation of burner controls and Autoflame, contractor is responsible for the acquisition of the software, programming, and installation of new computers to fully operate boilers at both facilities.

Note: The Contractor shall track and report the expenditure of these non-routine repair funds; larger amounts needed for non-routine maintenance repair parts will be addressed on a case-by-case basis. Additionally, non-routine repair part funds not expended by the Contractor during the current month shall be credited and rolled forward to the next month’s efforts; and this balance shall be tracked by the Contractor (expenses and remaining balance) and reported to the Government monthly. Rolling funds balances can be expended, with the Government’s written concurrence, on subsequent repair activities. High-dollar non-routine repair parts needs (i.e., those in excess of $15,000 in any singular action), will be addressed by the Government on a case-by-case basis. The Government, at any time, reserves the right to deobligate non-standard repair parts funds from this Contract.

Routine maintenance: Includes all testing, adjustment, calibration, and work related to replace normal wear and tear parts showing deterioration such as gauges with broken glass, boiler seals and gaskets, lubricants, filters, switches, circuit brakers, sensors, thermostats (non-electric) Non-routine maintenance: extensive troubleshooting and replacement of panels, electronic parts, pumps, flow meters. These parts will be covered under the $5,000 monthly allowance per each facility.

C. Requirements

1. Service technicians must be available 24/7 and have the ability to be on-site, at either Murfeesboro or Nashville locations, in the event of an emergency. This two-hour window is critical to preventing a lapse in the capability of providing steam for sterilization and potentially impacting patient care.

2. All work must be performed by a certified and experienced (see Section C.c) service technician during normal working hours, 8:00 a.m. to 4:30 p.m. Central time, Monday through Friday including ALL Federal, State, and local holidays.

a. Murfreesboro Campus

There are three Cleaver Brooks high pressure gas and oil-fired fire tube boilers with Hawk 4000® controls, Model 4WI-200-600-200. The boilers are 600 HP and operate at approximately 100 psi, one Superior waste heat boiler, an assembly of the Co-generation plant, utilizing the engine exhaust and produces 3000 pounds of steam per hour at approximately 110psi. This Contract is responsible for the boiler portion of the “Co-Generation plant” and any interconnection safety controls and wiring connections of the boiler. The Engine and power generation portion of the Co-Generation plant is maintained under a separate service contract (by others).

(1) Three Cleaver Brooks fire tube boilers and associated safety devices

(2) Three Hawk 4000 Control Panels

(3) Three Operating Steam Pressure Limit

(4) Six Steam Pressure Limit switches, one recycle and one reset (Mercoid Switch)

(5) Nine Safety Relief Valve testing (3 on each boiler) (Kunkle 125, 130, 130 psi)

(6) Three Antunes Purge Air Flow Switches

(7) Three High furnace pressure switch

(8) Three Primary Low water – Cleaver Brooks

(9) Three Warrick dual probe for water level and high and low water alarms

(10) Three Fireeye self-check UV scanner flame scanner

(11) Three Combustion air pressure switch

(12) Three ignition timing and flame confirmation (IR Fire eye)

(13) Three System failure Response time

(14) Three Low Gas Pressure

(15) Three Low gas Pressure Antunes (16) Three High Gas Pressure Antunes

(17) Three Low Gas Pressure – Antunes

(18) Six Main gas valve – POC and leak test

(19) Six Main oil valve – POC and leak test

(20) Three Low atomizing air pressure switch Mercoid

(21) Three Low oil pressure switch Mercoid

(22) Three High oil pressure switch Mercoid

(23) Three Low oxygen sensors

(24) Master Lead/Lag Controller Cleaver Brooks

(25) De-Aerator Feed Tank Controls ADAC

(26) Combustion controls shall be adjusted to maintain proper fuel/air ratio for most efficient and safe operation throughout the firing range at a maximum of 5% intervals.

(27) Calibration of all transmitters and meters to ensure accurate reading.

(28) Testing of PRV’s, steam stations, and accumulation test per VA Safety Manual.

(29) Testing of all safety devices on DA Tank

(30) Calibration of gas sensors and alarms in boiler plant.

(31) Boiler computer monitoring network.

(32) Three high water alarm conductivity probes (Warrick)

(33) Calibrate all flow transmitters (Steam, Gas, Oil, Water)

(34) Any Boiler safety or Plant safety items in VHA Boiler Safety Manual not listed above.

b. Nashville Campus

There are Three Cleaver Brooks high pressure gas and oil-fired fire tube boilers with Auto-Flame controls, Model 4WI-200-600-200. The boilers are 600 HP and operate at approximately 100 psi.

(1) Three Cleaver Brooks fire tube boilers and associated safety devices

(2) Three Auto Flame Control Panels

(3) Three Operating Steam Pressure Limit

(4) Six Steam Pressure Limit switches, one recycle and one reset (Mercoid Switch)

(5) Nine Safety Relief Valve testing (3 on each boiler) (Kunkle 125, 130, 130 psi)

(6) Three Antunes Purge Air Flow Switches

(7) Three High furnace pressure switch

(8) Three Primary Low water – Cleaver Brooks

(9) Three Warrick dual probe for water level and high and low water alarms

(10) Three Fireeye self-check UV scanner flame scanner

(11) Three Combustion air pressure switch

(12) Three ignition timing and flame confirmation (IR Fire eye)

(13) Three System failure Response time

(14) Three Low Gas Pressure

(15) Three Low gas Pressure Antunes

(16) Three High Gas Pressure Antunes

(17) Three Low Gas Pressure – Antunes

(18) Six Main gas valve – POC and leak test

(19) Six Main oil valve – POC and leak test

(20) Three Low atomizing air pressure switch Mercoid

(21) Three Low oil pressure switch Mercoid

(22) Three High oil pressure switch Mercoid

(23) Three Low oxygen sensors

(24) Master Lead/Lag Controller Cleaver Brooks

(25) De-Aerator Feed Tank Controls ADAC

(26) Combustion controls will be adjusted to maintain the proper fuel/air ratio for the most efficient and safe operation throughout the firing range at a maximum of 5% intervals.

(27) Calibration of all transmitters and meters to ensure accurate reading.

(28) Testing of PRV’s, steam stations, and accumulation test per VA Safety Manual.

(29) Testing of all safety devices on DA Tank

(30) Calibration of gas sensors and alarms in boiler plant.

(31) Boiler computer monitoring network.

(32) Three high water alarm conductivity probes (Warrick)

(33) Calibrate all flow transmitters (Steam, Gas, Oil, Water)

(34) Any Boiler safety or Plant safety items in VHA Boiler Safety Manual not listed above..

c. General (this Section is applicable to both Murfreesboro and Nashville campuses)

· Boilers excess air and oxygen shall be maintained throughout the firing range on gas and oil in accordance with burner manufacturer’s burner recommendations (Cleaver-Brooks)

· Exhaust gas test is conducted using Yokogawa® EGA system or Equivalent. System should be checked for calibration and proper operation per manufacturer recommendations. Equipment calibration records shall be provided to the Government (see Section G.b).

· All Boilers must be tuned on gas and oil every Quarter; Preventive Maintenance includes the routine boiler inspections, gauge calibration, and opening the boilers and DA tanks for inspection. Each Boiler and DA tank are opened once per year. Specific dates for opening the Boiler and DA tank shall be coordinated with the Government to minimize impact to the Medical Center campuses normal day-to-day operations.

· Contractor must have full and complete test equipment and tools of the trade required for testing and calibrating Cleaver-Brooks boilers with Hawk 4000 and Autoflame controls including combustion software (latest version), laptop, connection cord to connect laptop to Hawk 4000 and Autoflame, Digital Manometer (calibrated annually, proof of calibration is required as part of deliverable report in Section G.b), nitrogen pressure tank and connection fittings/assembly to test boiler safeties as required in the VHA Boiler Safety Manual (most recent) Edition, digital device to calibrate flow transmitters (such as a Yokagowa), and test gas and device to test gas detection system for the boiler plant. Contractor to supply their own various handheld tools including electrical meters, jumpers, wrenches, screw drivers, etc., typical and standard for the execution of this work. The Contractor is required to provide all their own tools and equipment; none shall be provided by the VA. VA equipment may be used when training VA boiler operators if VA equipment differs in operation from vendor.

· COMPETENCY OF CONTRACT PERSONNEL (Qualifications): An experienced and certified industrial boiler service representative is required. Minimum 3 years of proof of experience and training of Contractor personnel must be provided to the Government for review and concurrence of adequacy. No welded repairs are permitted except by certified welders using code-approved procedures, welding certification must be provided, and hot work permit acquired for enclosed locations from VA Safety department prior to welding work repairs. Contractors should be trained in Hawk 4000 boiler control systems and the Auto Flame boiler control systems and have a minimum of three years of boiler calibration and safety checks on all standard type of boiler devices and switches, and testing in manner and frequency of VHA Boiler and Associated Plant Safety Device Testing Manual (Current Edition)

· Detailed maintenance plan for the equipment – weekly, monthly, quarterly, bi-annual and annual checks to be setup with the Utility Systems Supervisor.

D. Period of Performance

The Period of Performance (PoP) for this requirement is from October 01, 2023 through September 30, 2024.

E. Scheduling

Schedule: The Contractor shall schedule with the Contract’s Contracting Officer Representative (COR) and coordinate with both Campus’ Utility System Supervisor. The Contractor shall perform PM and normal maintenance during normal business hours, (unless other times are stipulated by the COR (typically the Utility Systems Supervisor).

*Special Considerations: Emergency call responses are a requirement of this Contract. Emergency calls on all down, damaged, or inoperable Boilers and Other Equipment for the Boiler plants equipment, as detailed in this Contract, can be executed at any time (24 hours per day, 7 days per week) with a maximum Contractor response time of two (2) hour emergency response time to arrive at the VA facility in need of troubleshooting, repairs, and/or maintenance.

F. Delivery

Work: All work must be performed by a certified and experienced service technician during normal working hours, 8:00 a.m. to 4:30 p.m. Central Time, Monday through Friday.

· Weekly services shall be coordinated with the appropriate facility COR and shall include a minimum of 8 working hours.

· Monthly visits will include safety device test, these visits will last until the tests (Monthly in appendix A) are completed (usually one or two days per facility) these visits are in addition to the weekly visit

· Each service visit during the months of October, January, April, and July shall consist of a minimum of five (5) days each for each campus

· Repairs not completed during the weekly visits that are deemed necessary for boiler plant operations will require the contractor to work additional time until the repairs are completed and to maintain minimum N+1 redundancy

Rescheduling Process: If selected offeror cannot meet this required schedule, a three-week written notice is required and shall include the proposed new dates for subject visit. This written notification shall be provided to the VA Contracting Officer and COR for agreement if conditions don’t permit a visit during the designated month.

a. During preventative maintenance (PM) inspections and emergency service calls the service technician will be accompanied by the respective campus Utility Systems Operator Supervisor or a designee thereof.

b. Service visit shall include training of Boiler Plant Operators on operation and testing of safety devices. Contractor should work closely with VA boiler operators during all phases of calibration and testing.

c. Upon completion of each and ANY repair, monthly PMs, quarterly PMs, semi and annual testing, the Contractor shall perform a functional test and provide work report (PDF format) for all work performed for each facility.

G. Progress and Compliance

a. After each scheduled PM or emergency maintenance call is complete, the qualified service technician shall leave a signed service ticket with the Utility Systems Operator Supervisor or his designee detailing work completed at each location, failure of any device, and recommended remedial action (to include parts replaced by Contractor).

b. Deliverables: The Contractor shall provide the CORs professional, accurate, complete and consistent reports in electronic PDF files. Reports shall include any pertinent information necessary to ensure the Boilers are performing at manufacturer’s design specifications. Reports are due to the CORs within ten (10) working days upon completion of all calibrations and PM’s.

c. Qualifications of Key Personnel: Contractor’s employees should be knowledgeable of and trained in methods and standards generally associated with this type of work (Section C.c COMPETENCY OF CONTRACT PERSONNEL ).

d. Quality Assurance: The COR is responsible for the inspection of the work called for in this job. The Government shall identify the COR assigned to this Contract by name, telephone number, and location. Quality Assurance inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any Quality Control responsibilities.

PART II: OTHER INFORMATION

A. General Information:

a. Security Requirements: Contractor shall identify which employees will be working under the awarded Contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees identified shall bring photo ID to obtain a VA Contractor identification badge and that badge shall be worn visibly by Contractor personnel above the belt always while on Medical Center property. Contractor's employees shall return all I.D. badges to designated personnel at time designated in the task order.

b. Smoking Policy: The Contractor shall not allow smoking at any TVHS property.

c. Site Cleanup: The Contractor shall always keep the work area, including storage areas, free from accumulations of waste materials.

d. Licensures and Permitting: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur because of the Contractor’s fault or negligence.

e. Parking/Traffic Regulations: The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are always to be observed by operators. Seat belt use is mandatory on the VA grounds. There are no reserved parking spots for Contractors or vendors at this VA hospital. At the Nashville Facility, the Contractor is responsible for making their own parking plans off VA site. They may park onsite only long enough to load and unload supplies.

f. Site Visit: The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall be specifically responsible for the coordination and proper relation of his work and ensure the safety of employees and workmen.

Appendix A:

Contractor Required Visit Inspections Frequency and Test Schedule and Operational Test

Every October is the month for yearly test and inspection, and April is the 6-month inspection

· Per VHA Directive 1810 (January 2023 or newer) and VHA Boiler and Associated Plant Safety Device Testing Manual (January 2023 or newer)

a. Key to Frequency Abbreviations

b. Frequency Chart

SAFETY DEVICE TESTING AND INSPECTION FREQUENCY REQUIREMENTS

Note: Boiler Efficiency Institute (BEI) testing sheets should be used for each test and include the make, model, setting, trip point, whether the test passed or failed, and if failed – recommended repair. Complete report should be given to the Utility System Supervisor prior to leaving the boiler plant on the 5th day of scheduled visit detailing all Contractor work including the testing of safety devices listed above, and also all combustion and emission data at 5% intervals.