36C25620Q0506-002.docx

STATEMENT OF WORK

(Preventative Maintenance on A/C units)

04/10/2020

1. DESCRIPTION OF SERVICES:

a. Vendor shall provide all labor, equipment, transportation and supervision necessary to provide supplies and services to replace approximately 25 windows a/c unit filters and 755 filter elements in fan coil units per schedule. Algae tablets (VA supplied) will be added twice a year, and each unit shall be vacuumed/cleaned inside with each filter change. Fan coil unit's motor shall be oiled twice a year.

b. The contractor shall provide for all window units and fan coils, filter media to be polyester,7/8" thick, webbed (uniform containing no holes or lumps), performance tested by American Society of Heating Refrigerating and Air-Conditioning Engineers (ASHRAE) standard average efficiency 32%, average dust holding capacity 97 GM/Sq Ft UL class 2 listed. Media cut to fit existing metal frames.

c. The contractor shall provide for approximately 375 fan coils, Clarcor Products Purolator Model P312 filters (or equivalent), constructed of 100% polyester fiber media contained in a one-piece pinch frame made of heavy-duty kraft board. The frame to be sealed with adhesive to the media under heat and pressure to form a bond, 1" thick, performance tested by American Society of Heating Refrigerating and Air-Conditioning Engineers (ASHRAE) Standard 52.2-2012, Underwriters Laboratories Classification (UL) Standard 900 for flammability, operating temperatures up to 200 degrees Fahrenheit, average arrestance 75-80%. See attachment ‘FCU Air Filter Sizes’ for various sizes required. There are 32 units which are designated clean rooms that require "MERV 11" filter media (VA Supplied).

d. The contractor shall remove the old filter material from fan coils, and window a/c units as carefully as possible, so as not to spread the dust clinging to the filter element. All removal of the filter elements will be done in the hall, not in the room, except for window a/c units. Old filter media shall be removed daily from station and disposed of by contractor. This shall be accomplished once every two months (six times a year) beginning in October. Half the filters in the units will be changed in one month, and the remaining the next month. Window a/c unit filters and the fan coil filters listed in paragraph 2(e) and 2(f) shall be changed monthly.

e. The government shall provide the oil, and algaecide tablets for placement. These tablets shall be placed in drain pans, or auxiliary drain pans away from drain holes, so as not to cause blockage of the drains. This will be accomplished twice a year (October and April). Material Safety Data Sheet for Algae tablets is kept in the HVAC shop, and can be inspected upon request. Also, upon request, a copy may be provided to the contractor by the HVAC shop.

f. The contractor shall clean and remove all fingerprints and/or smudges from units as work on each unit is completed. All dust shall be vacuumed from return grill face. Contractor shall report maintenance problems to COR. If room is locked, room number shall be noted and the contractor shall inform the COR. The COR or a government HVAC mechanic shall accompany the contractor back to these rooms.

2. REQUIRED MAINTENANCE SCHEDULE:

a. By October 5th of each contract year, contractor shall submit a schedule for approval to the Contracting Officer (CO) and Contracting Officer Representative (COR), listing proposed dates for required services to be performed. Once schedule is approved, any deviation must be approved by the CO/COR prior to work beginning.

b. October and April each contract year - Add Algaecide Tablets (provided by VA).

c. January and July each contract year - filter change all fan coil units, vacuum inside, and wipe off smudges/fingerprints.

d. Contractor shall replace filter elements in the fan coil units Bi-Monthly beginning in October (i.e., December, February, etc.,) and so on for a total of six times each contract year.

(1). The (32) units requiring “Merv 11 filters” are located in the flowing buildings: 9E28C; 8W31;7W31; 7N11; 7E18; 7E20B; 7E20B1; 6W31; 6E21A; 6E15; 5W31; 5E27; 5E28; 5E23; 4N17, 4W41; 4E23A; 4E18; 4E15; 3W17; 1N10; 1E4 (2NITS); BE29; BE28 (2 filters) and BE30.

(2) Replace Building 6 central unit filters at two month intervals.

f. Contractor shall replace filter elements Monthly in the following locations:

(1). 25 windows A/C units located in Buildings 2; 3; 4; 33; 36;

(2). 15 mini splits: BN9, BE46, Buildings 6, 55, and 57.

(3). Building 42: Five (5) each ceiling filter grills, and two (2) each air curtains Emergency Room door, and handicap door. Roof top AC units located in Buildings 12 (3 Units),14 (2 Units), and 42 (2 Units).

(4). Building 1, fan coil units each as follows: BW5 Linen Room - (3 each); Lobby A/H — (3 each); Canteen, 2W31, 2W39, and 2W21 -(12 each), A/H Canteen - (1 each); Canteen Retail 2W41, 14 each; Retail Store 8 each; 6W8 thru 6W37 - (22 each); 7W8 thru 7W37 - (25 each); 8W8 thru 8W37 - (19 each); 9E1 thru 9E30 - (48 each); 9N7 - (5 each), BS3 (1 each), BS4 (1 each), BS23 (1 each), 1S23 (1 each), Starbuck Lobby (2 each); Starbuck (1 each); 4N1 CAT Scan Mechanical Room (1 each); 7W25 Ceiling Cassette, East Elevator Lobby Return Air Grill (1 each), Front Lobby Return air Grill (1 each).

3. Contractor Responsibility

a. It is the responsibility of the contractor to become fully informed as to the nature and extent of the work required and its relation to any other work in the area including the operation of the medical center.

b. Contractor shall attend a meeting after award with the Chief, Engineering Service or his designee prior to the beginning of any work. The required meeting shall be coordinated by the Contracting Officer and shall be scheduled and conducted within 10 calendar days after Notice to Proceed. This meeting is to inform the contractor of the nature, extent and intent of this contract and for the contractor to present the following documentation:

c. Material Safety Data Sheet (MSDS) for any products the contractor may use in the -performance of this contract.

d. List of personnel, name only, including the job site supervisor

e. Contractor shall be responsible for any damages caused by his/her employees and shall repair or replace all damaged systems/equipment immediately at no additional cost to the VA. Any damage done during the filter change process shall be immediately reported to the COR.

f. The contractor shall be responsible for placing barricades in appropriate location to protect the well-being and safety of patients, visitors and staff. These barricades shall be removed by the contractor when work is completed.

g. The contractor shall be responsible for keeping the work site clean, neat and orderly, ensuring that there are no unnecessary cables, hoses, ladders, or other equipment left in an appropriate location that could interfere with the operation of the medical center or be a cause of risk or hazard to patients, visitors or staff. All equipment shall be removed from any work site that is located within a pedestrian area daily at the end of the workday. Doorways, hallways and aisles shall be kept clear at all times. At no-time shall equipment be left unattended, including breaks and lunch.

h. Vendor shall report, to the COR daily or assigned representative on the progress of the project, along with any deficiencies noted.

i. Any damage detected during the filter change process that was not caused by the vendor shall be reported to the COR on a daily basis.

4. Performance Monitoring

a. Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract.

b. Direct Observation-(Can be performed periodically or through 100% surveillance.)

c. Periodic Inspection (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

d. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

e. UNACCEPTABLE PERFORMANCE -When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

-When the COR determines that a formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

-The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

-Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

The contractor shall furnish and install new filters on all specified units IAW the Statement of Work Statement.

5. GOVERNMENT FURNISHED SUPPLIES: Motor oil for Fan Coils, Merv 11 filters and Algae tablets for drain/auxiliary drain pans.

6. FEDERAL HOLIDAYS: The following are Federal Holidays: New Year’s Day, Martin Luther King Jr. Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

7. TERM OF CONTRACT: The contract period will be for a base period with four (4) one (1) year option periods if exercised. Vendor will provide a plan for emergency calls to be handled, including service representative name and phone numbers.

Attachment: FCU Air Filter Sizes

Quantities are approximate:

Qty. Size 168 9.5x16x1 24 9.5x19x1 24 9.5x20x1 84 9.5x22x1 12 9.5x24x1 12 9.5x26x1 48 9.5x31x1 12 9.5x36x1