36C25618Q0203-002.docx

New Orleans VA Building Automation Service PWS – New Orleans, 629-17-2-661-XXXX

Performance Work Statement

New Orleans VA Building Automation Systems Preventive Maintenance PWS New Orleans Replacement Facility Department of Veterans Affairs

March 7, 2017

Department of Veterans Affairs

I. GENERAL INFORMATION

The Southeast Louisiana Veterans Health Care System located at 2400 Canal Street, New Orleans, LA 70119 is seeking professional services and contractor cost proposals to perform Preventive Maintenance (PM) and Corrective Maintenance (CM) services of the new Medical Center’s Building Automation System (BAS).

II. PROJECT BACKGROUND

The VA Replacement Hospital is currently utilizing a phased Activation approach. As such, portions of the new campus are still under construction and have not been turned over to the Department of Veteran Affairs. Preventive Maintenance is required on accepted building services in order to prolong equipment life, meet Joint Commission Standards and VA Directives.

III. GENERAL REQUIREMENTS

A. SCOPE

1.0 The Contractor under this Performance Work Statement (PWS) will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this PWS. All personnel working in the vicinity shall wear appropriate personal protective equipment (PPE) and use safety protections while all work is performed. Any questions or injuries shall be brought to the attention of the Safety Officer and Contracting Officer’s Representative (COR). Safety Data Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval and file management.

1.1 The contractor will provide comprehensive Monthly, Quarterly, Semi-Annual and Annual Scheduled Maintenance and Testing per manufacturer’s specifications.

1.2 Any discrepancies found with the Building Automation System equipment/systems that are not covered under this PWS, contractor must provide the following:

1.2.1 Detailed report noting the discrepancy found.

1.2.2 Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

1.2.3 Price quote for repair labor.

1.3 At a minimum, the following work shall be done:

1.3.1 All recommended Preventive Maintenance as required by manufacturer’s specifications and schedule for monthly, quarterly, semi-annual, and annual PMs to maintain optimal performance of equipment.

1.4 The Contractor will be responsible for providing all background paperwork certifying part installation and/or repair, calibration, testing of the systems, and certifications of maintenance. Contractor shall also provide an extended warranty on all applicable parts and equipment for the systems. All preventative and corrective maintenance work shall be in strict adherence to the recommended manufacturer’s specifications and standard operating procedures for equipment maintenance.

1.5 All work shall be performed by personnel specifically qualified and trained to work on Commercial Climate Control Systems including AHUs and all other auxiliary and ancillary climate control components. The contractor shall be certified to program and make adjustments on Johnson Controls Metasys program. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (KO) prior to award of contract.

1.6 This maintenance contract shall be for one base year and four one-year option periods.

2.0 EXCLUDED WORK

B. PERFORMANCE

1.0 PERFORMANCE OBJECTIVES

1.1 The reliability of the equipment serviced by this Contract depends on a highly effective Preventive Maintenance Plan (PMP). The Contractor’s PMP Services shall be executed during scheduled intervals consistent with the operations of the Medical Center, manufacturer’s recommended specifications and the equipment’s seasonal service operational requirements. The PMP shall be submitted for review and approval within 5 days from award of this contract to the Contracting Officer and COR. The Contractor and their subcontractors performing the preventive maintenance or Supplemental Services as a minimum shall provide and maintain the following goals:

1.1.1 To obtain complete service-results oriented PMP that effectively communicates how the Contractor is providing an efficient service for the PM required by this PWS.

1.2.2 To establish and implement a PMP that results in continuous improvement in the equipment’s performance, and assesses for Reliability Centered Maintenance (RCM) or corrective action.

1.1.3. To review and document the operational status and functional performance via inspection of the equipment assuring the Contractors activities accurately acknowledges what changes there are, if any, in the status of the equipment and identifies any degradation or Predictive Maintenance needed.

1.1.4. To provide an accurate well defined schedule that is coordinated and does not interfere with operations at the Medical Center.

1.1.5 To anticipate predictive maintenance needs to prevent potential failures either before they occur or before they develop into major defects (imminent failures).

1.1.6 To respond to all supplemental services (SS) and to perform the necessary corrective repair or action effectively and efficiently.

1.1.7 To carefully follow all safety regulations, including safety precautions identified for operating and servicing the Building Automation System.

1.1.8 The Contractor will be responsible for all assigned and authorized supplemental services tasks.

The Contractor will be responsible for the proper and safe securing of the equipment being serviced at all times, including shut down and startup of the equipment with coordination and approval from the COR and Utility Systems Repairer Operator (USRO) Supervisor.

The Contractor shall record and document all of their work on work order tickets. The Contractor shall also provide specific reports and testing results when required. The Contractor shall respond to the Facilities Management Maintenance Control Work Order Desk for tracking PMP activities and Supplemental Services in Maximo.

The Contractor shall be responsible for housekeeping during the performance of all its work and from the services they have performed this includes removal of all debris, and cleaning of the equipment from grease and dirt.

The Contractor’s PMP shall provide as a minimum the following types of services to the AHUs, exhaust fans, fan coil units, computer room air conditioner (CRAC) units, variable air volume (VAV) boxes, thermostats, auxiliary, ancillary units, etc:

Control monitoring Control replacement Programming Scheduling Adjustments Installations Infrastructure (wiring, conduit, etc).

2.0 PERFORMANCE STANDARDS

2.1 Contractor shall provide service support five (5) days per week during the contract period 8:00 am to 4:30 pm Monday thru Friday including Federal Holidays. The Contractor shall provide qualified technicians employed directly by the contractor (i.e. Control System Engineer, Energy Engineer, etc.) to work with Key Facility Management Staff (FMS) (i.e. New Orleans Medical Center (MEDVAMC) Energy Engineer and MEDVAMC Building Maintenance staff) on BAS tune up, maintenance, calibration, updating, and developing energy conservation control measures and strategies within the BAS, associated equipment and related building service equipment (BSE) controlled by BAS .

2.2 Contractor shall provide tune-up, calibration and maintenance to include an analysis of the Chiller plant control system, HVAC Control system, as well as applicable building control technologies related to MEDVAMC BSE.

2.3 Contractor shall update and correct deficiencies within the existing BAS system and BSE, increase the energy efficiency of the facility through maintenance of the BAS and building management system (BMS) to provide options and alternatives that may improve the overall BMS (equipment calibration, system modifications, etc.) during the process.

2.4 Contractor shall work with the facility operators, technicians and energy engineer to develop strategies, schedules, setbacks, calibrations, and adjustments associated with the energy utility systems and will make ready for system transfer to the new upgrade.

2.5 Contractor shall provide operations and maintenance support to the Energy Control staff by responding to calls of a controls related nature and performing PM, testing, calibration and other work associated with operation of MEDVAMC BAS controls and related BSE. The Contractor shall provide newest available on the market parts that are discovered to be defective during the Contractor’s schedule service and maintenance program. Perform comprehensive reviews of the HVAC Direct Digital Controls (DDC) control system software to develop schedule and model files. Provide technical review sessions to MEDVAMC operational and engineering personnel on HVAC system programming as it pertains to MEDVAMC’s equipment and on-site customer support for HVAC and energy management system operation development and facility planning. Develop software graphics, reports and tools for use by MEDVAMC Operations to enhance troubleshooting and equipment optimization.

2.6 Contractor shall provide any required preventive and corrective maintenance to the energy management systems and components and related BSE controlled by BAS systems to include network switches, VPN routers, NEC’s NAE’s, gateways and interfaces, all routers, UPS’s, testing of control and controlled components, replacement of bad components up to the annual limit specified above including valves, dampers and their respective controllers. This shall include all systems both electric and pneumatic. Perform repairs to HVAC energy management systems (BAS)and components and related BSE. Utilize HVAC energy management DDC systems to evaluate equipment performance for operational issues. Provide HVAC energy management reports that are available within the Metasys systems. Make recommendations to VAMC on energy savings opportunities. Assist the VAMC on development and programming of HVAC and energy optimization strategies. Provide advanced technical support to HVAC and energy management DDC control system to include re-writing software programs and other hardware related issues with Metasys and standardize HVAC software programming and sequences throughout the VAMC Complex.

Shall provide advanced programming, testing and inspections of Metasys equipment (i.e. HVAC system programming modifications, tuning Proportional-Integral-Derivative PID loops, etc…) to include implementing a custom application in Metasys that allows linking to other programs (i.e. Link AutoCAD ACAD drawings for each HVAC system). Develop and initiate alternate energy conservation schemes (supply air reset, static set point reset, chilled water reset, optimized start/stop, etc.) Shall investigate Metasys systems and the applicability of each of these programs on a system-by-system basis.

2.7 The contractor shall provide after-hour support to the MEDVAMC outside of the designated normal working hours. The contractor shall respond to emergency call back services within one (1) hour. Designation of emergency shall be at the discretion of the MEDVAMC. The contractor shall allot for 144 call back or after hours work. The contractor shall bill only for the hours used. Any hours above and beyond or anticipated above and beyond this allotment requires contracting officer approval prior to the commencement of work.

2.8 The contractor shall assume responsibility for the replacement of all ancillary parts associated with conducing maintenance and repairs on these systems. For all part costs (no labor included) above $2500, they shall be covered under this contract. Installation of all replacement parts and repairs covered under this allotment shall be borne by the contractor. Total part allotment for each period of performance shall not exceed $50,000. Any actions that would result in exceeding this limit may not be taken without written approval from the contracting officer.

2.9 For any parts exceeding $2500 per part, the contractor shall submit a written proposal for the contracting officer indicating time and material for consideration. Work may not commence until written authorization has been received from the contracting officer.

3.0 PLACE AND HOURS OF PERFORMANCE

3.1 The work shall be performed at the New Orleans VA Medical Center site located at 2400 Canal St. New Orleans, Louisiana.

3.2 The contractor shall maintain work schedules as outlined by this performance work statement. The schedules shall take into consideration that the staff can effectively perform their services without adversely impacting patient care and the safe operation of the medical center. The Contractor shall deliver standard services between the hours of 8:00 am – 4:30 pm Monday through Friday.

3.3 No work shall be performed on Government holidays, except in the event of an emergency. 3.4 COR Authority - In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

4.0 PERIOD OF PERFORMANCE

4.1 The period of performance shall run from on or around August 31, 2018 through August 31, 2022 at intervals of one calendar year. Should these dates change, the Contracting Officer will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

5.0 PERSONNEL

5.1 KEY PERSONNEL

5.1.1 All services covered by this contract will be performed by fully qualified and trained refrigeration and HVAC mechanics. Supervisor shall possess the necessary skills and experience to perform the work as identified in the PWS for specialized preventive maintenance or supplement services Air Handling Units and associated and ancillary equipment.

5.1.2 The Contractor’s Staff will include, when required, technicians or subcontractors specifically qualified and trained to perform the tasks identified in the supplemental services. All Contractor personnel will also be capable of reviewing and analyzing the equipment’s logs and operating history. The Contractor will provide an onsite lead Supervisor person in their PM Staffing during the execution of all work or as directed by this PWS and monitored by the COR.

5.1.3 The Contractor shall provide a qualified and experienced Project Manager for this contract. The Contract Manager shall have full authority to act for the Contractor and serve at all times to carry out all the provisions of the contract. The Project Manager shall be in charge of and have overall responsibility for the work to be carried out under this contract.

5.1.4 The Contractor’s project manager’s work hours shall coincide with the Medical Center’s business hours which are defined as 7:30 AM – 4:00 PM, Monday through Friday, with the exceptions of all holidays observed by the Government. The Project Manager or approved responsible alternate authorized by the COR will be identified and available for receiving calls 24 hours a day, seven (7) days a week.

5.1.5 The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, Project Manager and an alternate or equally responsible Supervisor person who when approved by the COR shall assume the Project Manager’s duties when the primary project manager is absent. The key personnel list shall also identify the names of the certified refrigeration mechanics that will perform the Base Services of this PWS. A resume shall be included with all names on the Contractors Key Personnel List. The Contractor shall include with the Key Personnel List contact numbers and email addresses for all employees performing services under this contract.

5.1.6 When Staffing changes are made the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require 15 days’ notice to the COR.

5.1.7 The Government shall have the right in its sole discretion to approve or reject any Project Manager selected by the Contractor at any time.

5.2 ATTIRE

· Personnel Identification Verification (PIV) Badge issued by the Government.

· Photo Identification Badge issued by the employee’s respective employer.

5.3 CONDUCT

5.3.1 The Contractor’s employees at all times while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor’s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work.

5.3.2 The contractor and its personnel shall review and agree to comply with the Government’s Information Security System (ISS), and network policy.

5.3.3 This is a non-smoking facility. This includes e-cigarettes.

5.3.4 Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.0 SPECIAL INSTRUCTIONS

6.1. Follow site safety procedures and supervisor’s instructions.

6.2 Schedule outage with operating personnel. (Minimum 48 hours in advance of planned shutdown)

6.3 Use extreme caution when climbing roof access ladders, catwalks and scaffolds.

6.4 Perform applicable lockout/tag out steps of site safety procedures.

5.5 Record and report equipment damage or deficiencies.

6.6 Review and follow the manufacturer’s O&M instructions.

6.7 Follow safety and environmental procedures for the handling and disposing of refrigerants and compressor oil.

6.8 Don’t vent refrigerants. Refrigerants must be recovered.

6.9 Record quantities of refrigerants and compressor oil, added or removed.

6.10 Record results in the equipment history log.

6.11 Check manufacturer’s specifications for the maximum number of plugged tubes.

6.12 All maintenance, testing, and inspection is to be performed in accordance or adhere to and follow the latest editions of the following: The Joint Commission (TJC); VHA Directive 1028 Electrical Power Distribution Systems dated July 25, 2014, National Electrical Code (NFPA 70); Recommended Practice for Electrical Equipment Maintenance (NFPA 70B); Standard for Electrical Safety in the Workplace (NFPA 70E); NFPA 90A Standard for the Installation of Air-Conditioning and Ventilating systems (NFPA 90A); Health Care Facilities Code (NFPA 99); Life Safety Code (NFPA 101); Occupational Safety and Health Requirements (OSHA) Part 1910 Subpart J, The control of hazardous energy (lockout/tag out) (1910.147); American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE).

7.0 DELIVERABLES

7.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) - shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

7.2 FIVE (5) BUSINESS DAYS AFTER THE CONTRACT AWARD DATE

7.3 FIFTEEN (15) BUSINESS DAYS AFTER CONTRACT START DATE

7.3.4 SERVICE REPORTS – The Contractor shall complete service reports for every service call.

7.3.5 TESTING AND INSPECTION REPORTS - The Contractor shall, within fourteen (14) days after services are rendered, submit (1) original and two (2) copies, inspection and testing reports.

7.3.6 COMPANY/TECHNICIAN CERTIFICATION – The Contractor shall, after any work is completed on the system (submitted with service ticket, testing and inspection reports), and prior to contract award furnish to the Government all certifications.

7.3.7 RECORDS - Cumulative service records shall be kept for each piece of equipment by location. A separate record file shall be established and kept up to date for each system. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 15 calendar days prior to the start date of the contract.

7. 3.7.2 Records Content. At minimum, all shall contain the following:

IV. BASE SERVICES

1.0 PREVENTIVE MAINTENANCE BASE SERVICES

1.1 The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively perform and efficiently fulfill Base Services.

1.2 The Base Services part of the PWS requires the Contractor to deliver practices incorporating techniques based on PdM and RCM, manufacturer recommendations, best practice and the specific tasks as identified.

1.3 The Contractor shall be responsible for housekeeping during the performance of all its work and from the services they have performed including removal of all debris, and cleaning of the equipment from grease and dirt.

1.4 The Contractor shall provide a detailed cyclical PMP for the chillers, reciprocating units and ice harvesting units as identified in the Price Schedule. The Contractor’s PMP shall include all of the administrative requirements of this PWS and the services identified in Section III Introduction, and Section IV Base Services.

1.4.1The Contractor’s PMP service shall provide the equipment covered by this contract with compliance to manufacturer guidelines and recommendations, and any other applicable code, law or regulation in practice recognized as a current Industry standard.

1.4.2 The Contractor shall verify all units are in a safe and proper operational mode during execution of the PMP as part of the Base Services.

1.4.3 The COR in writing may direct the Contractor to reschedule and/or reduce any PM occurrence. The Contractor shall appropriately reduce their invoicing per the Price Schedule if PM tasking is not performed on any chiller, reciprocating unit or ice harvesting units.

2.0 PREVENTIVE MAINTENANCE PROGRAM (PMP)

2.1 The Contractor’s Preventive Maintenance Program (PMP) shall provide for 12 monthly inspections, which include a pre-startup and shutdown service during winterization. PMP work is performed between the hours of 7:30 AM and 4:00 PM, Monday through Friday; and is to be completed by 4:00 PM on any one unit being serviced unless permitted by the USRO Supervisor. PM activities shall not run onto another day for a single unit’s PM without coordination and permission from the USRO supervisor.

2.2 The monthly PMP shall record and verify any diagnostic description present to units in operation. The Contractor shall monitor and record the sequence of operation that each unit is in; and include identification of their operational characteristics shown on their control panels or by instruments for each unit.

2.3 The Contractor shall provide final hard copies and electronically prepared PM Service report forms to the USRO Supervisor, COR and Maintenance Control Clerk. The reporting format shall be developed by the Contractor and shall be approved by the COR as to the forms contents of the PMP task or SS. PM and SS forms or reports shall be submitted upon completion of the service to the COR or designee.

2.4 During each of the released yearly option periods, the Contractor shall submit a brief bi-monthly (six) executive summary listing dating all activities completed or released, i.e. PM’s and Call Orders to the USRO Supervisor and COR or Designee by email no later than five business days pass the calendar month established.

2.5 At the end of each contract service period (Option Year) the Contractor’s correspondence, execution plans, service reports, equipment inspections, forms, executive summary listings etc. shall be submitted on a Cd for the COR, Maintenance Control Clerk and USRO Supervisor.

6.6 The Contractor shall submit their PMP with an execution plan (schedule) to the COR and Contracting Officer (KO) for review on compliance to the PWS in 10 days after award of this contract. The PMP submission shall include as a minimum the following:

2.6.1 An example of the executive summary listing, reports and forms that the Contractor will utilize, and a brief narrative explaining how their implementation of the preventive maintenance program will be executed, which shall also include the execution plan.

2.6.2 Omissions or clarifications to the PMP and/or the execution plan shall be incorporated and resubmitted as a final report within five days from the conclusion of the meeting. The Contractor, if requested by the COR or USRO Supervisor, shall provide further explanation detailing specific procedural scope on the contents of its PMP

2.6.3 The execution plan shall also be reviewed for coordinated with the UB Supervisor for sequence, scope restrictions, or operational restraints.

2.7 Upon the approval of the execution plan, the Contractor shall submit an email of the final plan in Microsoft Word or Excel. The execution plan shall then be incorporated in to the work order system by Maintenance Control Clerk or designated Facilities Management (FM) staff.

2.8 The Contractor’s PMP shall also provide for an annual refrigerant and oil analysis report as Base Services. The refrigerant analysis shall check for acidity, oil content, and moisture contamination and the oil analysis will identify metals as a minimum.

2.9 The Contractor’s PMP shall provide monthly inspection and specific evaluation of each unit for their systems’ operation in coordination with the operational status of the AHUs in the Medical Center during the month. Functional service repair, calibration or tear down to any Purge System shall be Supplemental Service. Operational criteria of the Purge Systems to any chiller shall be reported in each monthly PM and specifically presented to the HVAC Supervisor, USRO Supervisor and COR identifying any abnormities or incorrect operation.

2.10 The Contractor’s PMP shall also clearly identify any difference in services to units under load versus being a unit in a standby mode.

3.0 PREVENTIVE MAINTENANCE REPORTING

3.1 Whenever work is not completed on schedule or was not permitted due to a deficiency or operational restraint on the part of the Government (Facilities Management), the Contractor will in coordination with the COR or designee (USRO or AC/HVAC Supervisor) submit a written notice for rescheduling the tasks to the COR for approval. The Contractor will execute the rescheduling and performance of the work task at no additional cost.

3.2 The Contractor shall maintain a CD file for archival retrieval of all contract documents for each contract period (Base & Option Years) and annually submit the record CD file of all these records to the COR.

3.3 When any deficiencies are found, the Contractor will immediately notify the COR or designee before proceeding to finish its PM site visit and document the observance on its daily work ticket

3.4 The Contractor shall upon arriving to the job site and prior to its departure from the job site; check-in with the COR, designee, or AC/HVAC Staff as directed, and/or the USRO on duty if necessary during a callback. The Contractor shall check-in and inform the USRO Staff, and/or the Work Order Desk after hours, as to the purpose of the visit and checkout will be with both.

3.5 The Contractor shall document each site service and furnish a copy of its work order form to the COR, USRO/AC HVAC supervisor and/or Staff as directed.

4.0 CORRECTIVE MAINTENANCE SERVICES

4.1 The identification of Corrective Maintenance (CM) services are part of the Base Services and can result from discovery in execution of the Contractor’s services and/or be reported by the USRO or AC/HVAC Supervisor through the COR. The repairs identified for CM from PM or the USRO or AC/HVAC Supervisor or COR shall be authorized by a Call Order that only the COR or Contracting Officer can release except for when an emergency occurs. A Call Order to the Contractor will be executed on a time and material basis under Supplemental Services.

4.2 The Contractor’s CM service shall be planned for execution and shall not interfere or prevent the PMP services from continuing as scheduled. The Contractor shall coordinate with the UB Supervisor for all access to the equipment before the start of any CM work.

4.3 If the Contractor’s PMP tasks reveal that an item is not operating correctly; not in compliance with the code; or presents a safety hazard to users, the Contractor shall notify the USRO Supervisor immediately and record their observance.

4.4 In the event of catastrophic equipment failure, accident, or injury the Contractor shall engage emergency shutdown controls or stop buttons controlling the equipment and immediately inform the USRO Supervisor.

5.0 MATERIALS AND PARTS

5.1 The Contractor shall be reimbursed for material and parts at the same rate as the Contractor with an added 10 percent markup.

5.2 Parts supplied directly by manufacturers or subcontractors shall be reimbursed at the Contractors cost with no additional markup. There shall be no mark up for shipping and handling costs.

5.3 Monthly invoices that include reimbursement for material and parts must include copies of the original invoice(s) as back-up documentation for all parts purchased for the month being invoiced. There will be no exceptions; parts without copies of original invoices will not be paid.

V. SUPPLEMENTAL SERVICES (SS)

1.0 DESCRIPTION OF SERVICES

1.1 SLVHCS may, during the course of this contract, request that the Contractor perform Supplemental Services which are outside the requirements of the Base Services section of this contract. The Contractor will be reimbursed for supplemental service tasks in accordance with the fully loaded labor or task rates specified in the Price Schedule. There will be no mark up for shipping and handling costs. Specialized services supported by the Contractor’s subcontractors shall require a proposal for processing the approvals of rates and cost not identified on the Price Schedule.

1.2 The Contractor will not invoice SS unless a signed Call Order by the COR has been received and until all the work described in the Call Order has been completed to the satisfaction of the COR or designee. The Government will incur no obligation for work that is not authorized in advanced with a signed Call Order.

1.3 The Contractor will provide all supervision, labor, materials, supplies, dispensable parts, tools, and equipment necessary to perform Supplemental Services. Additional work by the Contractor will be compensated at the rates listed in the Price Schedule. Examples of supplemental service are repairs, replacements and additional maintenance or CM on any of the equipment comprised in the AHU system being serviced.

1.4 Services may also be extended to include auxiliary equipment, as necessary, such as, the DDC, VAV, equipment insulation, fans, electronic sensors and controller modules, instruments, and electrical control devices, wire harnesses, fuses, vane controls, and any other ancillary components, such as, the receiver, filters, hot well, evaporator, refrigerant pumps, and housing assemblies.

1.5 SLVHCS shall incur no obligation for out of scope work, including Supplemental Services that has not been authorized in advance by a signed Call Order.

1.6 The following tasks are identified as specific Supplemental Services that the Contractor shall perform when authorized during the term of this Contract. These services shall require detailed cost proposals for processing of a Call Order; and all invoicing shall require submission of materials and labor tickets.

1.6.1 The Contractor shall provide vibration analyses report on fans or compressor motors for balance, bearing or rotor defects, proper alignment and/or gear defects (if applicable).

1.6.2 The Contractor shall provide services including a one year warranty on all work and an extended five-year warranty on major parts.

1.6.3 The Contractor will be capable of providing certified personnel and testing equipment meeting ASTM E243, SNT-TC 1A and ANST standards for conducting Eddy Current Testing on the condenser and evaporator tubes. The Contractor’s work shall include the possible plugging of tubes.

1.6.4 The Contractor shall be capable of providing diagnostics services on Johnson Controls, and control modules for operations or programming and AHUs by Trane , Temptrol and Daikins.

1.6.5 The Contractor shall execute refrigerant recovery and processing to EPA standards utilizing the HVAC mechanic.

2.0 SUPPLEMENTAL SERVICES CALL ORDER

2.1 Supplemental Services shall be requested and approved in advance by the COR using the “Contract Services Call Order” form shown in Appendix C. The Call Order will contain a detailed description of the services that are required from the Contractor. The Contractor shall provide the COR a detailed cost estimate including an itemized breakdown for all labor, parts and materials and shipping as well as a schedule with critical milestones for completing the work to be listed on the Call Order.

2.2 Labor rates included on the contract price schedule (Supplemental Services) for the contract will be used in preparing these estimates. Both the cost breakdown and schedule shall be made part of the Call Order. The Contractor shall not proceed with any work described in such Call Orders until authorized in writing by the COR.

VI. CONTRACTOR FURNISHED RESOURCES

1.0 GENERAL

The Contractor shall furnish all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to fulfill all the requirements and satisfactorily perform all services described in this PWS in a safe, orderly, timely, efficient and workmanlike manner. The contractor shall provide any additional resources necessary to fulfill the contract requirements at no additional cost to the Government.

2.0 SAFETY EQUIPMENT

2.1 The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees.

2.2 The Contractor shall not use propane-fueled portable equipment in the performance of the work required by this contract.

3.0 DIAGNOSTIC TOOLS

3.1 The Contractor shall provide and utilize on the job site any diagnostic equipment with all OEM software available to enable the Contractor to change parameters as well as diagnose/troubleshoot each component/software covered by this contract, as applicable.

3.2 The Contractor shall obtain, have on file, and make available to its personnel all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

4.0 COMMUNICATION EQUIPMENT

4.1 All Contractor employees assigned to Medical Center shall have, at all times while on the jobsite, portable communication devices with full service to allow immediate two-way communication between the Contractor and/or Government representatives.

5.0 SERVICE VEHICLES

5.1 The Contractor shall provide at a minimum one (1) service vehicle which is equipped, licensed, and insured. The service vehicle shall be on site anytime the Contractor’s employees are working at the Medical Center. The service vehicle is required to transport materials and supplies, contractor’s employees and tools to various equipment and storage locations at the Medical Center.

6.0 TRAVEL/ACCOMODATIONS - The contractor is responsible for providing transportation/travel/hotel/airfare accommodations all personnel for the duration of this contract unless stated otherwise elsewhere.

7.0 INVOICING

8.0 Subcontractor Work

8.1 No portion of the work shall be subcontracted without prior written consent of the Contracting Officer.

8.2 In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s).

8.3The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

9.0 Conflict of Interest

9.1 The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

VII. GOVERNMENT FURNISHED RESOURCES

1.0 PARKING

1.1 The Government will provide at no cost to the Contractor one (1) parking space for the on-site service vehicles at the UB when performing tasks defined in this PWS. The Contractor shall be responsible to the regulations of VHA for driving on Medical Center premises.

2.0 ON-SITE SPACE

2.1 To facilitate fulfilling the requirements of this PWS, the Government may provide the Contractor limited storage space, if available. If provide, Contractor will use the space provided to the Contractor to fulfill the requirements of this PWS. The Contractor shall keep such areas clean and orderly at all times.

3.0 OPERATIONS AND MAINTENANCE MANUALS

3.1 To facilitate fulfilling the requirements of this PWS, the government will make available for the Contractor’s use the Maintained Systems O&M manuals (if available). The Contractor will utilize these manuals only for work being performed at the job site and will be returned to Government in the condition which they were received.

4.0 UTILITIES

4.1 The Government will pay the cost of utilities (electric, water, etc.) used in the operations and maintenance of the Maintained Systems as reasonable. The Government will not compensate, or will back charge, the Contractor for unreasonable utility charges.

5.0 WASTE REMOVAL

5.1 The Government will provide for pick-up of office waste, generated in the maintenance of the Maintained Systems

5.2 HAZARD WASTE MATERIALS (e.g., batteries, chemicals, etc.), shall be the responsibility of the Contractor.

5.3 VOC REQUIREMENT - The Contractor shall use on the job site only chemicals and cleaning products that do not exceed the national Volatile Organic Chemical (VOC) limitations rule(s) published by the U.S. Environmental Protection Agency (EPA).

6.0 GOVERNMENT AUTHORITY CONTACT INFORMATION

6.1 The Government will provide phone numbers, email addresses, e-mail and mailing addresses for the KO, COR and other key personnel.

7.0 MATERIALS AND EQUIPMENT

7.1 The Government will provide any materials and equipment to the Contractor.

VIII. MISCELLANEOUS REQUIREMENTS

1.0 MEETINGS

1.1 Contract Award Meeting - The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting, post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. The following item shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived: Quality Assurance Surveillance Plan (QASP).

1.2 PERFORMANCE EVALUATION MEETINGS - The Contractor’s project managers or representative(s) shall attend one (1) two (2) hour meeting on a quarterly basis (+/- 10 Calendar days) with the USRO or AC/HAVAC Supervisor and/or the COR to discuss PMP tasks, tests, inspections, corrective measures, coordination, status, documentation and/or performance of the PWS.

1.3 The Contractor shall provide an administrative service for processing of documents, records, submissions, invoices and receipt of calls from the COR or emails from the COR.

2.0 COMMUNICATION AND COORDINATION

The Contractor for the duration of the contract shall maintain an effective Communication and Coordination Policy with COR, USRO and AC/HVAC Supervisors utilizing e-mail, telephones, faxes, cell phones, etc. to ensure FM staff is kept abreast of the current equipment’s preventive maintenance program and the equipment’s status during any planned outages or supplement service.

The Contractor shall obtain approval from the COR or designee when the removal of equipment from service is necessary and identify the reason for the unit to be out of service with an estimated duration.

The Contractor shall coordinate with the COR and FM Maintenance Control Clerk for the release of PMP work order tickets. The Contractor shall document their services status by providing documentation to facilitate closing out the work order ticket by Facilities Management in addition to other required communications and reporting activities required by this PWS.

3.0 QUALITY CONTROL PROGRAM

3.1 The Contractor shall implement an effective quality control program (QCP) as a means to monitor and measure work performance and to ensure that services are being provided in accordance with the contract documents.

3.2 The Contractors QC program will provide for two (2) quality control inspections on their PMP during each year’s service period.

3.3 The Contractor shall submit in a computerized electronic format a report of their QC inspection within five (5) days from their completion to the COR or designee.

3.4 At various times, either scheduled or unscheduled, the USRO Supervisor, or the COR may accompany the Contractor while corrective action, supplemental services or preventive maintenance functions are being performed.

3.5 At all times during the contract period the Contractor shall provide no less than the level of quality described in this PWS. There shall also be no interference with tasks and baseline responsibilities set forth in this PWS from the Contractor performing its quality control program.

3.6 The Contractor shall not remove damaged or failed parts from the facility, until approved by the COR or designee.

4.0 QUALITY ASSURANCE SURVEILLANCE PROGRAM

4.1 All services rendered under this contract are subject to FM inspections, both during and after completion of the work. The Medical Center’s QASP is NOT a substitute for adequate and consistent quality control by the Contractor.

4.2 FMS has the right, at all times, to inspect services performed, the Contractor’s workmanship, and materials furnished/utilized in the performance of such services to the extent practicable. FM shall perform inspections, as it deems necessary, throughout the term of the contract. However, the inspections and/or walk-through will be conducted in a manner that will not unduly interrupt or delay the Contractor’s work.

4.3 The Government has the right to arrange for a third party to conduct a condition assessment on the Contractors work and to analyze or identify measures of the preventive maintenance program.

4.4 If any of the services do not conform to contract requirements, FM may require the Contractor to perform the services again in conformity with contract…