36C25624R0106 - FINAL SOW VISN-16 Replace Cast Iron Fittings Valves Steam Distribution Systems Study - 11-27-23 - Copy.docx

VISN Wide Replace Cast Iron Fittings and Valves Steam Distribution Systems Study Scope of Work Planning UID VA-24-00011423 2237 # 492-24-2-473-0011 Final November 24, 2023

Background:

The VA has generally prohibited the use of Cast Iron fittings and pipe components (valves, steam traps, etc.) due to the risk of failure with shock loading. A recent accident involving the loss of human life has heightened the concern with the use of cast iron material on steam systems. Based on the brittle nature of cast iron and the accident at a VA Medical Center, VA and VHA leadership has made the decision to discontinue the use of any cast iron or malleable fittings and components in high and medium pressure steam systems, whether existing or new.

Scope Summary:

Contractor shall provide all parts, services, labor, supervision, and specialty services to conduct a full campus wide interior and exterior steam distribution survey within all VISN 16 sites as described below in “Locations” to identify the locations of all cast iron, ductile, or malleable fittings, valve housings, piping, and components in high pressure and medium pressure steam systems. This requirement covers systems operating at a pressure of 15 psig or greater and hot water distribution systems for hot water or other liquids at a temperature of greater than 257 degrees Fahrenheit. This requirement only covers above ground piping.

Contractor shall first trace out existing steam lines at each facility. Contractor shall inventory all existing cast iron, ductile, or malleable fittings, valve housings, piping, and components in high pressure and medium pressure steam systems and distribution systems for hot water or other liquids at a temperature of greater than 257 degrees Fahrenheit. Contractor shall identify the fitting or component type, material, location, and type of distribution system (medium, high pressure, hot water/liquid). Contractor shall physically verify all locations and not rely on as-built drawings. If facility has current as-built steam distribution drawings, contractor shall mark on the as-built drawings the location of each fitting as well as provide a table format of information. If the facility does not currently have as-built steam distribution drawings, contractor shall utilize architectural floorplans to identify approximate locations as well as provide a table format of the required information and provide as-built drawings.

Contractor shall also identify asbestos containing materials (ACM) during this initial assessment. Contractor shall provide an Asbestos Abatement Plan based on the findings. The Abatement Plan must comply with all VA requirements related to Environmental Control, Infection Control, Life Safety, Waste Management and other Master Specification General Conditions (Division 01) found in VA’s Technical Information Library (TIL) at the following link:

https://www.cfm.va.gov/til/

Contractor shall retain an experienced metallurgist to help identify if a piping element or component is either steel or cast iron. The metallurgist shall apply only nondestructive testing (NDT) methods where applicable. A segment resulting to be inconclusive by either visual inspection or NDT shall be replaced in its entirety as deemed appropriate to ensure there is no cast iron material left. Contractor shall also develop and complete a risk assessment and interim safety measures specific to each facility. This should consider the condition of the fittings and systems, use and the risk of failure of fittings and should identify those areas most at risk so that the facility can prioritize replacement.

All work will be documented in a final technical report to be submitted electronically to the VA Contracting Officer’s Representative (COR). Contractor shall provide a cost estimate for full replacement of all identified non-compliant fittings and piping. Estimate shall be broken down at the building level and shall also provide an estimate for full campus replacement. The contractor shall perform all inspections without disrupting, removing, or demolishing any VA property. Any removal required to carry out the inspection shall be replaced at no additional cost to the Government and must be timely coordinated (at least 14 calendar days in advance) and be approved by the Government’s authorized representative. Where insulation is required to be removed, the Contractor shall coordinate with the VA Facilities' Engineering staff and obtain approval for removal. The inspection team shall retain a specialized subcontractor to reinsulate all portions that may be removed by the inspection to validate the type of material.

Contractor shall review start up procedures at each facility and make recommendations for changes to the procedures to mitigate risk of deleterious effects of water hammer and shock loading on the piping system. Contractor shall provide a full written start up procedure based on discussions with local staff, review of existing standard operating procedures, and recommendations from the contractor subject matter experts. For bidding purposes, provide cost breakdown for each independent site.

Locations:

a) Alexandria VA Medical Center, 2495 Shreveport Highway, Pineville, LA 71360-4044 (Base)

b) Fayetteville VA Medical Center, 1100 North College Avenue, Fayetteville, AR 72703-1944 (Base)

c) John L. McClellan Memorial Veterans’ Hospital, 4300 West Seventh Street, Little Rock, AR 72205-5446 (Base)

d) Eugene J. Towbin Healthcare Center, 2200 Fort Roots Drive, North Little Rock, AR 72114-1707 (Base)

e) Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, TX 77030-4211 (Option 1)

f) New Orleans VA Medical Center, 2400 Canal Street, New Orleans, LA 70119-6535 (Option 1)

g) Overton Brooks Veterans’ Administration Medical Center, 510 East Stoner Avenue, Shreveport, LA 71101-4243 (Option 1)

Deliverables:

A draft of all deliverables for each site shall be submitted to the VA COR within 21 calendar days of completion of the site visit at that site. Each site shall be treated independently (for example, there are two sites in Little Rock, AR and will result in two deliverables). VA will review within 14 calendar days and provide comments for changes and clarifications. Contractor shall provide final report, incorporating all VA comments, within 14 calendar days of receipt of VA comments.

1. Signed and sealed detailed report including, at a minimum:

a. Table of all identified existing cast iron, ductile, or malleable fittings, valve housings, piping, and components. Within table, include the following:

i. Location

ii. Component type

iii. Piping or component size

iv. Material

v. Type of distribution system

vi. Color picture of component

vii. Recommended replacement component and material.

b. Red-lined as-built steam/hot liquid greater than 257 F degrees distribution system drawings (if available) showing locations of fittings and piping. If not available, provide marked up architectural floorplans showing approximate locations of fittings and piping.

c. Edited master specifications found in VA’s Technical Information Library (TIL).

d. Specific details and drawings for the required replacement of the steam system component including the transition from one material to another.

e. Seismic requirements and details for bracing following the International Building Code (IBC) latest edition provisions and Seismic Design Handbook H-18-8 for non-structural components (where applicable).

f. Add any necessary pipe hangers/support details where required by the replacement of identified cast iron fittings and piping.

g. All drawings are to be submitted electronically in CAD format as well as hardcopies (1 full size drawing and 1 half size drawing) for each location.

h. Identify any asbestos associated with steam piping and include on as-built drawings.

2. Risk assessment and interim safety measures pending replacements of all cast iron or malleable fittings with forged or cast steel fittings.

3. Review and recommendations for detailed start-up procedures on bringing a steam system or part of a steam system, back into service after shutdowns. Contractor shall include recommendations for any additional shut off valves needed to meet VA’s requirement of dual shutoffs.

4. Cost estimate for replacement of all identified existing cast iron, ductile, or malleable fittings, valve housings, piping and components with cast steel or forged steel fittings and piping.

5. Credentials and experience of evaluators.

Coordination:

Contractor shall provide a proposed schedule within 21 days of contract award. The schedule shall include all major milestones and at a minimum shall include the proposed dates for each facility site visit, site specific kick off meeting date, number of teams on each site, and deliverable submission dates. Contractor shall provide monthly schedule updates and must notify the Contracting Officer of any schedule delays.

Contractor shall have an overall kick off meeting with the VA COR and other identified parties at contract award.

Contractor shall have a site-specific kick off meeting with each site 14 days prior to expected start date of site visit.

Contractor shall have an out-brief meeting with each site 14 days prior to the expected contract completion date.

Contractor shall hold progress meetings. Frequency shall be determined by the station.

Meetings shall include review of existing drawings and inspection materials, orientation of the facility, and safety and infection control requirements. All coordination for this contract shall be done in advance with the VA COR. High risk patient care areas will require off-tour evaluation including the operating rooms, dialysis, procedure rooms, radiology, nuclear medicine, or other areas identified by the VA COR. VA will provide an escort for all teams that are conducting the evaluation.

The contractor shall perform all tasks during normal operating hours as determined by each station but typically weekdays between 8am to 5pm unless, otherwise instructed by the facility through the VA COR. Shall a utility shutdown be required; it must be coordinated at least 30 days in advance with facility engineering personnel to avoid any interruptions to the normal operations of the facility. If a steam distribution system shutdown is required for any reason, the Contractor shall always use due diligence to avoid any sudden shocks to the steam distribution system, such as water hammer or energizing a cold steam system without a proper warm-up sequence.

Credentials and Qualifications:

The selected contractor must be a licensed professional engineer that has the required experience and expertise working with high pressure steam piping and related components.

All evaluators shall provide documentation of experience and/or certification of previous similar contracts.

Contractor shall provide evidence of past experience within VA healthcare facilities and be familiar with healthcare requirements, equipment, and VHA Directives and Design requirements for steam distribution systems.

Period of Performance:

All requirements within this scope of work shall be completed within 360 calendar days of award.

Site Security:

The contractor will not have access to sensitive information, software, programs, computers, laptops, or cell phones during this service. Any pictures taken will remain the property of VA.

Safety:

All work shall be accomplished in accordance with federal, state, local and VA regulations and requirements with special adherence to the latest OSHA and VA established safety practices and guidelines.

Miscellaneous Requirements:

Any damage to existing VA property shall be repaired to match at least the existing conditions at no cost to the Government. Contractor shall be responsible for the disposal of all waste and materials and follow local laws, regulations and procedures for removal of all trash and debris from the site and dispose of properly. Timely coordination will be required for access to each facility during the survey and/or repairs. Contractor shall refer to VHA Operational Alert and Guidance Document dated December 14, 2022, for additional requirements.

VA Information Custodial Language:

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

Security Incident Investigation:

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

The C&A requirements do not apply. A Security Accreditation Package is not required.

Liquidated Damages for Data Breach:

All Department Information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

Security Controls Compliance Testing:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

Training:

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.