36C25619Q1398 36C25619Q1398_1.docx

FedBizOpps Combined Synopsis/Solicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE

(MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 J 629-19-690-0895 Pool Maintenance (VA-19-00078694) 70112 36C25619Q1398 09-06-2019 N 561790 Department of Veterans Affairs Southeast Louisiana Veterans HCS 1555 Poydras Street New Orleans LA 70112 Michelle D Bocage Contracting Supervisor 504-412-3700 ext 8007 michelle.bocage@va.gov michelle.bocage@va.gov

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Contracting Office Address 1515 Poydras Street Suite 1100 New Orleans, LA 70112 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561790, with a small business size standard of $8 million.

The combined synopsis solicitation is 100% Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside. Note, Interested SDVOSB Offerors must be listed and registered in Vetbiz.gov to be considered for Award.

The Southeast Louisiana Veterans Healthcare System is seeking to purchase Pool Maintenance Services utilizing a Firm-Fixed Price Contract.

The Southeast Louisiana Veterans Healthcare System is seeking to purchase Pool Maintenance Services utilizing a Firm-Fixed Price Contract.

All interested companies shall provide a quotation for the following:

Services General Information Project Title New Orleans VA Exercise and Hydrotherapy Pool Maintenance– New Orleans Replacement Facility Option Renewal Project Background The Southeast Louisiana Veterans Health Care System Replacement facility shall require outside cleaning and maintenance services for exercise and hydrotherapy pools located at the facility. The facility does not currently house this expertise and the service must be contracted out. Location of work is:

2400 Canal St., New Orleans, LA.

Building M: Transitional Living (also known as Building 6) Pool Room (exercise pool) Hydrotherapy Pool Pool Equipment Room Dehumidification Equipment Room Scope of Work Contractor shall provide all personnel, labor, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform pool maintenance for the New Orleans Department of Veterans Affairs Replacement Facility in New Orleans, LA (Address 2400 Canal St.). The Contractor shall perform to the standards in the contract as well as all Environment Protection Agency (EPA), State of Lousiana Center for Environmental Health, National Swimming Pool Foundation (NSPF) Pool and Spa Standards, National Sanitation Foundation Pool and Spa standards (NSF), Model Aquatic Health Code (MAH) by the Centers for Disease Control (CDC), The Joint Commission (TJC), applicable environmental laws, local, state and Federal laws and regulations.

The Government shall provide access to the site as necessary for service calls and routine maintenance. This includes but is not limited to: the opening of any machine rooms or mechanical spaces which house pool equipment, systems etc; general pool access.

The anticipated contract Period of Performance is estimated to be from September 27, 2019 through September 26, 2024, with provisions for up to four (4) 1-year option exercise that would extend the contract through September 26, 2024. The exercising of options shall be at the sole discretion of the Department of Veterans Affairs, Southeast Louisiana Healthcare System (SLVHCS).

Performance Objectives Contracted pool maintenance provider shall perform all inspections, testing, repairs, preventive maintenance, and custodial services of the facility’s pool systems in order to keep said systems in compliance with the most current edition of the National Fire Protection Association (NFPA) Life Safety Code, National Electric Code (NEC), American Society of Mechnical Engineers (ASME), American National Standard Institute (ANSI), MAH, NSPF, TJC, and other Federal Regulations pertaining to water systems in medical and Federal facilities.

Deliverables Schedule

Period of Performance The period of performance for this option period shall run from September 27, 2019 through September 26, 2024 (inclusive). 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.

Key Personnel The Contractor shall submit a list of the points of contact for VA’s account pertaining to maintenance, testing, and service calls. Submission shall include the person’s name, phone number, email and address for correspondence. For all work completed, the Contractor shall submit proof of pool maintenance certification, Association of Pool and Spa Professionals and Certified Pool Operator (CPO) from NSPF or Certified Aquatic Operator from the National Park and Recreation Association (NPRA) for the technician completing the work.

Type of Contract This contract shall be a Firm Fixed Price Contract.

Place of Performance The work shall initially be performed at the New Orleans VA Medical Center Transitional Living Building (Building M) located at 2400 Canal St. New Orleans, Louisiana.

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. 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.

Hours of Work Hours of service shall be from 6:00 am to 6:00 pm, Monday through Friday unless otherwise stated.

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) General Requirements All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

The Contractors shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to perform the maintenance, repair, component replacement, cleaning and servcing as required to maintain two pool systems, both in maintenance and custodial services. Work includes the performance of service work, preventative maintenance of equipment and other services as described herein. Contract shall contain one (1) base year, four (4) option years.

Work Excluded. The subparagraphs below further clarify the scope of work under this contract:

Improvements. Installation of new or improved equipment of modifications to existing equipment as directed or required by authorities cognizant of this contract, is not included in this contract. Improvements also cover work not necessary as part of maintenance and repair.

Warranted Equipment. Equipment, components, and parts, other than that installed under the contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in materials or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COR.

Life Guard. The Contractor shall not, in any way, work as a life guard for this facility. Services are restricted solely to maintenance, cleaning, repair and service.

Hydro Worx 2000 System. The Contractor shall not be responsible for performing maintenance on any control components of the HydroWorx 2000 system associated with the hydrotherapy pool currently scheduled for maintenance. This shall include: control panel, heater, jets, DVR, camera system, treadmill, patient lift, pool motor for wall/floor adjustment, computer, TV monitor or software.

Licensing and Supervision. The Contractor or technician who works on the pool system noted in this contract shall be an Aquatic Facility Operator as designated by the National Park and Recreation Association (NPRA) and shall have successfully completed the 18 hour course designed to provide information and training for both supervisory and operations personnel responsible for operating clean, safe and efficient facilities in public, hotel, condo, semi-public and municipal pool or water park facilities. All technicians who work on the maintenance of these systems shall be a certified pool and spa operator as determined by the NSPF. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO and COR prior to award of the contract.

DEFINTIONS- TECHNICAL. As used throughout this contract, the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.

Where “as shown”, “as indicated”, “as detailed”’ or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

Where “as directed”, “as required”, “as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

Aggressive Water. Water with corrosive properties due to low pH, calcium hardness, and/or total alkalinity. If the pH is lower than the standard stated used, then that is too agressive.

ANSI. The abbreviation of the American National Standard Institute.

Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition.

Bio-Based Product. Means a product determined by the Secretary of Agriculture to be a commercial or industrial product (other than food or feed) that is composed, in whole or in significant part, of biological products or renewable domestic agricultural materials (including plant, animal, and marine materials) or forestry materials OR an intermediate feedstock.

Calcium Hardness. The calcium portion of the total hardness. The level of calcium determines whether water is overly “soft” (too little) or “hard” (too much). Excessively high hardness levels (over 600 ppm) may cause cloudy water and scale. Excessively low levels (under 150 ppm) may harm the pool.

Carbon Dioxide (CO2) Gas. This gas is used to lower the pH level in water.

Check. Examine, inspect, test, or verify by trail.

Clarity. The degree of transparency of pool water. Determined by use of a turbidity meter.

Combined Chlorine. The chemical species that forms when chlorine chemically bonds to nitrogen-containing compounds like urine, perspiration, dead algae, etc. Combined chlorine can cause eye and skin irritation and has a strong chlorine-like order Component Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

Contractor. The term contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative. A foreman or superintendent assigned in accordance with the “CONTRACTOR EMPLOYERS”.

Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

Dilution or Water replacement. Replacing all or some of the water is primarily because over time, salt from perspiration and other non-organic contaminants--the Total Dissolved Solids (TDS) will increase to levels causing cloudiness or other problems. Although organics are destroyed the sanitizer system, TDS levels continue to increase over time. The Contractor shall ensure that TDS should not exceed 1500 ppm (mg/L) higher.

Disinfection. The process of destroying micro-organisms that might cause disease.

Down Time. Non-operational time. Exercise pool and hydrotherapy pool operational hours are estimated at 250 hours per month. Monthly operational hours are subject to change. Downtime that is a result of equipment failure will not be included in performance threshold calculations; or exclusively related to a failure of the Contractor to properly operate the system. Because it is a contractor related failure, the Contractor’s response time will be included in the overall downtime calculation. Downtime shall only be counted in the within the known designated operational hours. The Contractor shall not exceed more than 12 hours of down time per pool per month. This number is not an aggregate, i.e. having the pool experience 10 down time hours in one month does not mean that the pool can then be down for 14 hours the next month; there is no roll over when it comes to down time.

Emergency Work/ Emergency Service Call. Work requiring immediate action to correct or prevent loss or damage to Government property, or to eliminate hazards to personnel or equipment.

Free Chlorine Residual. The portion of total chlorine that is not combined chlorine and is available as disinfectant. The portion of total chlorine that reacts with Diethyl-p-phenylenediamine (DPD).

Frequency of Service.

Annual (A) – Services performed once during each 12-month period of the contract.

Semi-annual (SA) – Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Quarterly (Q)- Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

Monthly (M) – Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

Semimonthly (SM)- Services performed 12 times during each 12-month period of the contract at intervals of 14 to 16 calendar days.

Weekly (W) - Services performed 51 to 52 times during each 12-month period of the contract at intervals of 6 to 8 calendar days.

Daily (D) - Services performed 260 to 262 times during each 12-month period of the contract at intervals of every business day.

Inspect. To examine thoroughly, to view closely in critical appraisal.

Maintain. To keep in a state of repair and efficiency, to preserve from failure or decline.

Maintenance. Work which is required to repair or maintain equipment systems in a safe, operational condition, or to restore these systems to initial or usable condition by overcoming the effects of wear and tear, disaster, damage, or deterioration. New construction or alteration is not included.

Oxidation. The process of changing the chemical structure of water contaminants by increasing the number of oxygen atoms or reducing the number of electrons in the contaminant.

Oxidation Reduction Potential (a.k.a. ORP). A method of measuring the potential, which often relates to the concentration of an oxidizer in the water. ORP probes send signals to electrical controllers that can open valves on chemical feeders to dissolve and release disinfectants into the water.

pH. The negative logarithm of the hydrogen-ion concentration of a water solution. A measure of the degree of acidity or alkalinity of a solution. A pH below 7.0 is considered acid. A pH above 7.0 is considered alkaline.

Provided. Shall be understood to mean provided in place, which is, furnished and installed, ready for use.

Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased supplies and services received.

Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

Regular Working Hours. The Government's regular (normal) working hours are from 6:00 am to 6:00 pm local time, Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the COR.

Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively utilized for its designated purposed. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

Replace. To remove damaged, defective, or deteriorated materials or parts and install new or used materials or parts as approved.

Required. Demanded as necessary or essential to the satisfactory operation of the equipment or system.

Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work require. Response times are designated in the appropriate technical clauses in the Section.

Sanitary Water Condition. Achieved by proper use of a disinfectant and is free of almost all pathogens as specified in chapter 5 of the National Swimming Pool Foundation Pool and Spa Operator Handbook.

Routine Maintenance. Maintenance scheduled in advance during normal duty hours to ensure systems remain operational. Maintenance is preventative in nature and not the response to a system failure.

Routine Service Call. In the case of a malfunction of a chlorination system during normal duty hours the Contractor will be required to respond within two (2) hours to troubleshoot and correct the malfunction.

Scale. Calcium carbonate deposits that can be found deposited in the filter, heater, or on the pool tile or wall. Generally caused by high calcium hardness, total alkalinity, temperature, and/or pH.

Shock Treatment. The addition of an immediately available oxidizing disinfectant, routinely or as an intervention. A shock chemical must be effective against a wide variety of pathogens and nuisance microorganisms with a reasonable CT factor. The CT factor is the product of the residual disinfectant concentration [C] in mg/L and time [T] in minutes that the disinfectant is in contact with the water. In addition, a shock chemical should be capable of destroying organic contaminants and nitrogen compounds with a reasonable reaction time.

Routine shock involves raising free-chlorine levels to a minimum of 10 mg/L for one to four hours weekly for pools.

Intervention shock, for a water quality problem (e.g., accidental fecal release, algae, clarity, eye irritation), involves raising the free-chlorine residual to 20 mg/L for an eight-hour period when bathers are not present.

Super chlorination. The practice of adding large quantities of a chlorinating chemical to kill algae and microorganisms, eliminate slime, destroy odors, or improve the ability to maintain a disinfectant residual.

Total Alkalinity. A measure of the ability of the water to maintain a desirable pH when acid is added to the water. This value is usually expressed as the equivalent amount of calcium carbonate in either mg/L or ppm.

Total Dissolved Solids. The amount of residue that would remain if all the water evaporated or was removed. Expressed as the mass of solid per the total initial volume of water (ppm or mg/L). Typically measure by electrical conductance.

Turbidity. A measure of the amount of solid particles that are suspended in water and that caused light rays shining through the water to scatter and appear cloudy. In pool/spa water testing a standard reagent is added to a known sample of water. The reagent reacts with the unknown concentration of the sample causing the sample to turn cloudy in proportion to the concentration. The cloudiness or turbidity is then measured by use of a calibrated cell. Clarity and turbidity have a reverse relationship: the more turbidity, the less clarity.

DUTIES AND RESPONSIBILITIES.

The contractor shall be responsible for the full maintenance, repair and custodial service of the both the exercise pool and hydrotherapy pool. These indoor pools contain multiple systems such as chlorination/sanitation, filtration, temperature control, and biomedical equipment such as underwater treadmill, patient lifts, underwater camera equipment, digital video recorder (DVR) and controls system. The Contractor shall be fully responsible for ensuring the proper function and full operation of all systems within the area noted. Services shall also include preserving the environment of care and completing tasks such as: pool and deck cleanings, replacement of underwater mixtures and lamps, treatment of all pool areas to inhibit biological growth and slipping hazards.

Contractor responsibilities and expectations with respect to maintenance and cleaning (entire area) shall include but is not limited to:

Pool Water:

Maintain adequate water levels for both pools. Per CDC guidelines, a volume of water totaling at least four gallons per bather per day shall be either discharged from or treated with an alternate system. The volume of water to be discharged may also include back wash water.

Test the pool water for the chlorine and alkaline residuals during each visit and treat as necessary with the required chemicals.

Record all chlorine and pH tests in a physical logbook and add/adjust chemical accordingly to ensure that all chemicals are in a safe and acceptable range.

Check water clarity and adjust chemical or clean as required to maintain clear water at acceptable chemical levels.

Check water temperature, record in the logbook. Adjust as needed.

Clean pump’s filters and sand filters. Report deficiencies to COR immediately. Replace filters as necessary. All filters and filter media shall be listed and labels to NSF/ANSI 50 by an ANSI certified organization.

Skim the water surface to remove floating matter each visit.

Conduct monthly water analysis, including the following tests: calcium hardness, cyanuric acid (if applicable), TDS, phosphates, and metals.

No more than 15 percent of the samples collected and tested (consecutively) shall contain more than 200 bacteria per ml.

At no time shall the water test positive for coliaerogenes group in 5 ml. or greater of water.

Complete backwashing at least 26 times a year (every two weeks).

Perform Shock Treatment as necessary in order to preserve Sanitary Water Conditions.

Maintain a written record of every water service visit, both for maintenance and service calls. All testing and inspection reports are due within seven (7) calendar days of completed service. The Contractor shall notify the COR informally of any deficient results with a follow up report to follow.

All reports shall be submitted formally to the COR electronically, noting the items tested, the results, the tester and inspector (signed and printed name), data of the testing or inspection, and recommendations.

General Maintenance/Inspection:

Check pumps and report deficiencies to the COR immediately. Fix all deficiencies. Should an item need to be replaced, verify with COR the appropriate replacement prior to purchasing and installing. All replacements shall match or be proven equivalent to the time in which it is replacing. All work, purchases, etc. associated with this repair shall be at no cost to the Government.

Maintain all pool decks. They shall be clear of standing water and deck drains shall be cleaned and maintained daily. The deck is a HydroWorx product (RecDeck).

Scrub the deck to remove any nonpermanent stains, spills, spots, etc. with a germicidal detergent solution. Rinse thoroughly with clear water. After cleaning, the surface shall not be slippery and shall have a uniform appearance free of stains, spills, spots, etc.

Germicidal cleaner must be an approved hydrogen peroxide-based disinfectant that meets or exceeds Federal Environmentally-Friendly Purchasing and Product Design. The product will not cause any surface deterioration when used properly and will not cause color to bleach or bleed. All containers will be labeled in accordance with OSHA, NFPA, and VA directives with the hazardous agent noted and necessary precautions indicated.

Use a product that prevents the growth of biofilm, algae, white water mold, slime, etc.

Clean deep gutters, bathhouse and assist in cleaning surrounding pool area. Remove and dispose of all refuse and debris.

Vacuum pool three times a week, with at least one day between vacuuming or as necessary. Pool vacuuming may only occur when the pool is closed. This action is not permitted while the pool is occupied. The VA has been provided a pool vacuum under the construction contract. The Contractor is permitted to use this equipment and shall be responsible for all cleaning, repairs, maintenance, service and replacement parts associated with this equipment. Should the equipment fail or become unrepairable, the Contractor shall provide, at no cost to the VA, a replacement part or system at equal or better value.

Using a “pool vac”, vacuum the entire bottom systematically to remove all dirt, hair, jewelry, etc. from the pool bottom. Upon completion, clean the vacuums trap and turn in all items of value that may have been found to VA Police. After cleaning, the pool bottom shall be free of all debris.

Scrub pool bowl three times a week, no closer than every other day unless necessary, and remove debris that develops from scrubbing. At no point shall the pool bowl show evidence of algae, biofilm, scale, etc.

Maintain the filter room or mechanical pit in a clean condition. No trash, empty containers, empty boxes, chemical cartridges, etc. are permitted in the room. All trash generated by maintenance shall be properly disposed in a trash container.

Remove and clean the pump strainer once every other day (three days a week). Replace as needed.

Clean skimmer baskets no fewer than three days a week (no fewer than one (1) day between each cleaning).

Chemically clean the pool filters quarterly (every three months). The Contractor shall supply all chemical necessary to clean and/or replace the pool filters.

Check pool lights (surrounding and underwater) and area lights at every visit. Report deficiencies such as cracked lens, burned out lamps, etc. to COR immediately. The Contractor shall replace both lenses and lamps at no cost to the Government. All lenses shall be physically intact and closed. At no time shall the pool be open if there is evidence of cracked or damaged lenses. The Contractor shall first notify the COR of the incident and commence with repairs immediately.

Check pool area air quality and environment (humidity, insects, mold, rodents, etc.). Enter any findings in logbook and report findings to COR immediately. Provide action item for each deficiency and follow up with close out actions. The Contractor is not responsible for the balancing or reconfiguration of air flow in this area. The Contractor, however, shall adjust temperatures accordingly in collaboration with VA Engineering staff in order to maintain the necessary operating temperatures within the area.

Clean all drains no fewer than once a week and as needed. Check all drains to ensure that there are no loose, broken or missing covers or grating. The Contractor shall replace these items as necessary at no cost to the Government.

Check for any cracking (pool shell, equipment, ledges, etc) once every other day (three days a week). Report deficiencies to the COR immediately. Fix all deficiencies. Should an item need to be replaced, verify with COR the appropriate replacement prior to purchasing and installing. All replacements shall match or be proven equivalent to the time in which it is replacing. All work, purchases, etc. associated with this repair shall be at no cost to the Government.

Check all hand rails, steps, or other assistive items installed in place at the pools once every other day (three days a week). Fix all deficiencies. Should an item need to be replaced, verify with COR the appropriate replacement prior to purchasing and installing. All replacements shall match or be proven equivalent to the time in which it is replacing. All work, purchases, etc. associated with this repair shall be at no cost to the Government.

Maintain a written record of the service visit.

Operational checks The Contractor shall perform operational checks to ensure the pump and pool circulation is performing adequately, all valves are in good working order, the pool drain line is functioning properly, and all modes of the sand filter, ozone sanitation system and chemical controller are functioning properly.

Should an item need to be replaced and/or repaired, verify with COR the appropriate replacement prior to purchasing and installing. All replacements shall match or be proven equivalent to the time in which it is replacing. All work, purchases, etc. associated with this repair shall be at no cost to the Government.

The Contractor shall ensure that all components for filtration and recirculation, including the maintenance pumps for the HydroWorx 2000 system, are continuously operating. Check all systems to ensure system is meeting necessary flow rates. Turnover rate is 24 hours per day. Checks shall occur three times a week at a minimum and whenever service is requested.

All reports shall be submitted formally to the COR electronically, noting the items tested, the results, the tester and inspector (signed and printed name), data of the testing or inspection, and recommendations Chemicals.

Chlorine, pH, total alkalinity and calcium hardness must be kept at acceptable levels.

Store all chemicals in a well-ventilated, cool, dry location away from mechanical equipment and volatile materials such as paint, gasoline, kerosene and oil.

Granular chlorine and various types of chlorine tablets should be tightly sealed and properly stored away from possible water or moisture contamination.

Bromine sticks should be tightly sealed and stored in the same manner as chlorine.

Chemicals that regulate pH (such as dry acid, soda ash, and muriatic acid) should also be properly sealed and stored away from chlorine compounds.

Ensure that all contractors, contractor representatives and technicians are properly trained in the safe handling, use, and storage of all swimming pool chemicals according to the manufacturer’s instructions. The Contractor shall ensure that the appropriate personal safety equipment is used when handling these chemicals and follow the chemical label directions. Method of storage and chemical handling shall be outlined in the Contractor’s Safety Plan and Preventative Maintenance Plan submitted as part of this contract.

Apply chemicals directly to the pool water and avoid mixing of chemicals.

Never pour water onto pool chemicals.

Dispose of waste chemicals and empty chemical containers in a safe manner. Follow all safety, health, and environmental codes, laws, and regulations regarding the safe use and disposal of chemicals.

Pool chemistry shall be within the following limits: Check complete pool chemistry.

Bacteriological: HCP not to exceed 200 CFU per 1.0 ml

PH: 7.2-7.8

Free available chlorine: 2-3.5 ppm (mg/L) If chlorine is used alone, the water shall contain at least 0.4 parts per million (ppm) residual chlorine or 0.7 ppm residual chlorine when chlorine with ammonia is used, as determined by the free chlorine residual DPD test.[footnoteRef:1] [1: ]

Max chlorine > 4 ppm. Balance pool chemistry as needed. Check on all skimmers and filtration equipment. Record all chemical levels and filter adjustments.

The Contractor shall provide a chemical inventory listing with quantities with units of measure, chemical name, common name, and hazard rating every month. Initial inventory is due within 20 calendar days of contract award. All inventories shall be maintained at the chemical storage.

Preventative Maintenance Plan A written, comprehensive maintenance plan shall be developed by the Contractor and delivered the VA for review and approval. He shall submit one (1) physical copy and one (1) electronic copy to the CO or COR for review and approval prior to implementation. Preventative maintenance plan must be submitted for initial review no later than the 20th calendar day after award.

Preventative Maintenance Plan shall consist of all standard actions to be taken by the Contractor while under this contract in order to maintain pool and pool system operations. It shall clearly define and outline procedures to be completed as part of the Preventative Maintenance Inspection Service (PMIS). It shall include, but is not limited to:

Actions to be taken Recording means Quality control Frequency of maintenance Log Equipment inventory taken every month Equipment name and model number Manufacturer and contact information Service/replacement date and details Reports for PMIS are due within 10 calendar days of the service.

All equipment that is present that makes up the pool systems as well as the overall environment in which the pool resides falls under the purview of the Contractor. The Contractor shall provide all maintenance, repairs, service, replacement, cleaning and waste removal for these systems. This includes but is not limited to: pump maintenance; filtration system maintenance and calibration; chemical maintenance; chemical administration; lamp and lens repair and replacement; drain, strainer, overflow cleaning; pool deck cleaning; pool envelope cleaning; handrail and assistive device maintenance, repair and replacement; electrical troubleshooting of systems listed; mechanical room upkeep, etc.

Building purge plan for chemical emergencies or other indicators or poor air quality shall be developed by the Contractor and submitted to the VA for approval prior to implementation. This is a portion of the Safety plan that will be required as well as part of the maintenance conducted at this facility. It is due within 14 calendar days of award. Purge plan shall include at a minimum one annual testing of this procedure.

Purge plan shall never be executed without the explicit approval of the COR, VA Safety or the CO.

Logs All logs shall record: the technician of record (name printed and signature), date of log, log entry summary, course of action, readings or values recorded along with appropriate unit of measure, designation given to all deficiencies. The log shall either be all electronic or all physically written. It shall be a concise, all in one document.

Safety Data Sheets and Material Handling Procedures The Contractor shall provide Safety Data Sheets (SDS) for all materials to be used in the execution of the contract work that contain hazardous constituents. The SDS shall meet all requirements of 29 CFR 1910.1200 and shall be submitted to the COR prior to bringing these materials to the work site (within 14 calendar days of award).

The storage of these materials at the work site shall be strictly limited to that quantity needed for the execution of the contract work.

The Contractor shall ensure that storage of the material complies with all applicable federal, state, and local laws and regulations. Acceptable storage areas shall be coordinated with the COR prior to the Contractor bringing any materials containing hazardous materials to the work site.

The Contractor shall ensure that adequate protective measures are taken to minimize VA Staff, patients and Contractor personnel exposure to harmful substances. If protective measures are required, the Contractor shall include them in a Safety Plan, which shall be reviewed by the COR prior to the start of any contract work involving use of the harmful substance.

The Contractor shall be responsible for the disposal of all excess Contractor supplied materials. Disposal shall be in accordance with all applicable federal, state, and local laws and regulations.

A hard copy of all SDS shall be kept at the service site. The SDS shall be bound and clearly identified as such. The SDS log shall always be updated.

Environmental Compliance The Contractor shall submit a list of all hazardous materials with Safety Data Sheets (SDS) to the COR for approval by Green Environmental Manager (GEM) and COR prior to work commencement of this contract.

All products, to the greatest extend possible, should meet United States Environmental Protection Agency Safer Choice Products Program.

The Contractor shall adhere to Executive Order 13423 – Strengthening Federal Environment, Energy, and Transportation Management, Section 6002 of Resource Conservation and Recovery Act of 1976, National Sanitation Foundation Pool and Spa standards, National Swimming Pool Foundation Pool and Spa Operator handbook, Model Aquatic Health Code by the Centers for Disease Control (CDC), Louisiana Division of Administration Title 51: Public Health – Sanitary Code. All maintenance and processes for the operation of the pool and it’s immediately surrounding areas shall adhere to CDC guidelines of the Model Aquatic Health Code, first edition, at a minimum.

The Contractor is responsible to comply with all applicable Federal and State environmental regulations. The Contractor shall submit to the COR the following:

Bill of Lading for all disposed materials for every instance.

Hazardous Waste Manifests for all hazardous waste. The Contractor shall keep a continuous record of these manifests and shall produce them as needed to the VA.

Safety Requirements All tools, materials, and equipment shall be provided by the Contractor and must meet all local applicable safety requirements.

All work shall be performed in accordance with local safety standards and recognized safe practices.

The Contractor shall not in any way serve as a life guard under this contract. Services are restricted solely to maintenance, repair and custodial. All contract personnel must provide evidence of being swimming capable.

RESPONSE TIME

The Contractor will respond to emergencies (i.e. chemical imbalance, no filtration, biological material in the pool) within one (1) hour of notification.

Emergency responses are not included as part of the maintenance requirements but are covered in full under this contract.

Routine service calls shall be acknowledged within one (1) hour and a technician deployment within two (2) hours of acknowledgement to troubleshoot and correct the malfunction.

Liabilities The Contractor will maintain liability property damage insurance policy.

The Department of Veterans Affairs will not be liable for loss, injury, and or damage sustained as a result of the use or service of the pool or facilities caused by negligence of the Contractor and contracting staff.

The Contractor is also liable for damage that results from defective workmanship, maintenance or service on the part of the Contractor and their employees.

GOVERNMENT FURNISHED ITEMS. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

Government Furnished Equipment. The Contractor shall furnish all tools, equipment, supplies, inventory, and travel required for the performance of this contract. The Government will not provide tools or equipment to the Contractor except those noted herein.

Government Furnished Material. The Government will not provide any materials to the Contractor except those noted herein.

Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR.

Utilities specified above will be furnished at no cost to the Contractor.

CONTRACTOR FUNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all The Contractor agrees to furnish all chemicals, labor, personal safety equipment, cleaning supplies/products and equipment, materials, installation, insurance, permits, tools, and other facilities of every kind and description required for the maintenance of the swimming pool and swimming pool water. The Contractor shall provide new parts and components when providing maintenance and repairs services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications and used in accordance with original design and manufacturer's intent. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. It the original manufacturer has update the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. When disputes arise concerning material, equipment, and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government's requirements are satisfied.

WORK OUTSIDE REGULAR HOURS. Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit application to the COR for approval.

PREVENTATIVE MAINTENANCE INSPECTION AND SERVICE. The Contractor shall perform Preventative Maintenance Inspection and Service (PMIS) work on all equipment systems covered under this contract. Work shall consist of maintaining these systems in a safe, reliable, and satisfactory operating condition. All work shall comply with manfacturer’s recommendations, CDC MHA, State of Louisiana, except as modified herein. The Contractor shall provide all necessary services, parts and materials, cleaning, and complete all repair requirements identified during the performance of a PMIS as part of PMIS. Excessive or repeated system breakdowns or deficiencies may be considered by the Government as an indication of unsatisfactory performance of PMIS by the Contractor.

Scope. PMIS work includes periodic Contractor operation, inspection, checks, adjustments, and maintenance of pools systems necessary to ensure that each system complied with applicable VA, local, ASME, CDC, Louisiana Center for Environmental Helath, ANSI and manufacturers' standards of safety, reliability and satisfactory operating condition. The intent of PMIS is to provide routine maintenance services that permit the early detection and correction of items that, if deficient or defective, would: (a) interfere with the normal effective operation pool filtration, sanitation and plumbing systems; (b) endanger life and/or property; or (c) involve high costs or long lead time for repair. PMIS work shall include, but not necessarily be limited to: chemical testing and administration; water leveling and turnover; overall cleanling of pool shell, pool and surrounding areas; adjustments to bring system operation within the manufacturers' specifications; repairs including defective part and component replacements; equipment space housekeeping; equipment cleaning; changing burned-out pool lamps; other services as required to maintain all systems at a safe and acceptable operating, usable condition.

Frequency. Shall meet all applicable codes as stated here or referenced. If the Contractor decides that additional visits are necessary to ensure maintenance and safety, he/she shall provide the necessary work and materials at no additional cost to the Government.

Contractor PMIS Schedule Submissions. The Contractor shall submit a detailed PMIS schedule to the COR for approval at least fifteen (15) calendar days prior to the start date of the contract. The Contractor shall schedule and perform PMIS on regular Government working days between the hours of 6:00 am and 6:00 pm, unless the total completion time of the PM will exceed four (4) hours or the completion of PMIS is dependent on pool closure of two (2) hours or longer.

PMIS Exceptions Should the anticipated PM task or routine exceed four (4) hours, the Contractor shall be responsible for conducting the task outside of the hours stated here at no cost to the Government.

Any tasks that, if completed while the pool is occupied, pose any potential or apparent risk to bathers/users, shall be completed outside the noted working days. This is anticipated not to exceed 208 hours or four hours per week (aggregated) per year.

Once the Contractor's PMIS schedule is approved by the COR, PMIS shall be performed by the Contractor without further authorization by the COR. The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Government verification of the work. If the Contractor finds it necessary to reschedule PMIS, a written request shall be made to the COR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without the prior written approval of the COR.

Check in Requirements. The Contractor shall check in at a site designated by the COR or designated VA Engineering staff prior to the commencement of work and at the completion of work each days that PMIS is to be performed, indicate the work, sites of work, and order of work that is scheduling to be performed that day.

PMIS Records and Reports.

See “General Maintenance/Inspection” Section for additional PMIS record keeping and work completion reporting requirements.

Service Call Reception. Authorized Government representatives will advise the Contractor by phone or email of all service call requests, received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below. The Contractor shall have adequate procedures for receiving and responding to service calls 24 hours a day, 7 days a week, including weekends and holidays. A single local or toll-free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) seconds by an individual fully familiar with the Contract's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed.

Service Call Classifications.