SOO El Paso VAMC Central Utility Plant Service.docx

Department of Veterans Affairs El Paso VA Healthcare System

VISN 17

5001 N. Piedras, El Paso, TX 79930

STATEMENT OF OBJECTIVES

FOR

El Paso Veterans Affairs Health Care System Central Utility Plant Service

Statement of Objectives (SOO) Central Utility Plant Service El Paso VA Health Care System El Paso, Texas 04/24/2025

1. Program Objective

a. The objective of this service contract is to ensure the continuous, safe, and compliant operation, maintenance, inspection, and repair of all systems and equipment within the Central Utility Plant (CUP) at the VA Medical Center. The CUP is critical to the uninterrupted delivery of healthcare services and must meet or exceed the operational, safety, and documentation standards required by the Department of Veterans Affairs (VA), the Joint Commission, and applicable local and federal codes. This includes full compliance with VHA Boiler Plant Safety Device Testing, Boiler Inspection and Certification Programs, VA Electrical Compliance programs, and Joint Commission Environment of Care (EOC) standards. The contractor shall provide skilled personnel, including certified boiler operators and a plant manager, capable of maintaining all systems 24/7, responding to utility disruptions, and supporting regulatory audits and documentation requirements. The contractor shall provide qualified personnel and all labor, materials, tools, chemicals, software licenses, supervision, and services necessary to maintain full operational readiness of all systems associated with the CUP.

b. These services shall ensure the reliable and safe performance of all CUP infrastructure and systems, with strict adherence to all applicable VA requirements, including:

• VHA Directive 1028 – Inspection, Testing, and Maintenance of Electrical Power Systems

• VHA Directive 1810 – Boiler and Pressure Vessel Safety Program

• The Joint Commission’s Environment of Care and Life Safety Standards

• NFPA Codes, as adopted by VA policy

c. Services shall include any repairs needed to guarantee the safe operation and safeguard of the CUP, including the path of the Steam Supply pipes and condensate returns that run from this CUP, go through the now vacant William Beaumont Army Medical Center, and into the VA Medical Facility.

d. The Central Utility Plant is located at 7776 Aabel Street, El Paso Texas 79930. This CUP used to serve the Legacy William Beaumont Army Medical Center and is currently supplying High Pressure Steam to the VA.

2. Scope

a. The contract scope includes full-service operations, preventive maintenance, corrective maintenance, inspections, documentation, and emergency repair services for the following systems within the Central Utility Plant:

i. High Pressure Steam Boiler

1. Operate and maintain three (3) high-pressure steam boilers, including all associated components:

a. Feedwater systems, deaerators, condensate return, safety relief valves, flame safeguards, low-water cutoffs, controls, and instrumentation.

2. Perform all boiler and safety device testing required by VHA Directive 1810, including but not limited to:

a. Monthly flame safeguard testing

b. Quarterly low-water cutoff testing

c. Annual safety relief valve testing (where applicable or as directed)

d. Full internal and external inspections

3. Maintain daily operational logs, boiler water chemistry logs, and pressure/temperature records.

4. Maintain documentation to support VHA Boiler Compliance Surveys and VA internal audits.

5. Maintain current documentation of all operator training, licenses, and certifications.

ii. Boiler Water Chemical Treatment

1. Maintain a full-service water treatment program including:

a. Daily testing for pH, conductivity, sulfite, hardness, and phosphate (as applicable)

b. Weekly complete chemistry testing with trend analysis

c. Documentation of test results and corrective actions

d. Monthly chemical usage reports

2. Provide and store all necessary treatment chemicals and testing reagents in accordance with OSHA and VA safety requirements.

iii. Staffing Requirements

1. Provide 24/7/365 onsite CUP staffing with:

a. Two (2) Certified Boiler Operators physically present at all times

b. One (1) full-time Central Utility Plant Manager with supervisory responsibility and technical expertise. Can be one of the operators if qualifications are met.

2. Ensure all staff hold licenses and training as required under VHA Directive 1810 and local jurisdictional requirements.

3. Maintain training logs and personnel files for COR review.

iv. Electrical Systems (VHA Directive 1028)

1. Maintain, inspect, test, and repair the following systems in accordance with VHA Directive 1028, NFPA 70, NFPA 99, and NFPA 110:

a. Main electrical switchgear

b. Automatic transfer switches (ATS)

c. Distribution panels and feeders

d. Emergency and essential power systems (as they serve the CUP)

2. Perform and document:

a. Monthly visual inspections and thermal imaging of critical electrical connections

b. Annual cleaning, torque checks, and infrared scanning

c. Annual coordination and protective device testing

3. Provide the following as required per VHA 1028

a. Shock Hazard Analysis (every 5 years)

b. Arc Flash Hazard Analysis (every 5 years)

c. Generator assessment, testing, operation and repair. This includes any components associated to the generators, including but not limited to any existing paralleling systems.

4. Maintain testing and maintenance logs, including evidence of compliance with VHA 1028 requirements and schedules.

v. HVAC Systems

1. Operate, maintain, and repair all stand-alone air-cooled HVAC units and Exhaust Fans servicing the CUP.

2. Maintain proper temperature and humidity conditions to protect mechanical equipment and support safe working environments.

3. Perform quarterly preventive maintenance and inspections per manufacturer recommendations and VA standards.

4. Provide service logs and temperature/humidity monitoring records as requested.

vi. Fire Protection Systems

1. Inspect, test, and maintain fire detection, suppression, and alarm systems in the CUP per NFPA 25, 72, and VA Fire Protection Program guidelines.

2. Perform monthly, quarterly, semiannual, and annual fire system inspections as required.

3. Provide complete inspection reports and deficiency resolution documentation.

vii. Utility Systems Repairs

1. Immediately respond to and resolve any steam, water, gas, or condensate leaks.

2. Diagnose and repair plumbing and electrical issues affecting CUP infrastructure.

3. All emergency repairs shall be documented and reported to the COR within 24 hours.

viii. Emergency Operations and Service Restoration

1. Respond to all unplanned outages or utility failures affecting CUP equipment.

2. Restore systems promptly and safely.

3. Submit a written Incident Report to the COR within 24 hours including root cause, corrective action, and recovery timeline.

ix. Building Management System (BMS)

1. Maintain, repair, program, and operate the existing BMS for CUP-related systems.

2. Ensure all software licenses are current and valid.

3. Implement reprogramming for equipment changes, setpoint optimization, and alarm management.

4. Provide full backups, cybersecurity compliance, and VA OIT coordination for any networked systems.

5. Deliver quarterly reports on BMS activity, alarms, and system adjustments.

x. Regulatory compliance and Documentation

1. Maintain and provide all documentation required by the VA and the Joint Commission for compliance, including but not limited to:

a. Daily operator logs

b. Preventive and corrective maintenance records

c. Boiler safety testing and inspection documentation

d. Chemical treatment logs and reports

e. Electrical inspection and testing records

f. Training and certification records for all staff

g. Support VA inspections, audits, and surveys, including the VHA Boiler Compliance Survey and VA Electrical Compliance Program

xi. Repairs

1. Any repairs will be performed in an as-needed basis. Before any repairs are performed, the contractor shall submit a quote to the COR. The COR in turn shall request approval from the Contracting Officer or Contracting Specialist. Once approved by the CO/ CS, the COR shall provide approval of repair in writing to the Contractor. Once the work is completed, the Contractor shall submit an invoice in Tungsten for the previously agreed work and amount. Contractor shall submit proof of completed work to the COR. Repairs per Option year shall not Exceed $75,000.00. Additional funding will be subject to CO/ CS approval and Local and National availability.

3. DELIVERABLES (REQUIRED SERVICES)

4. PERIOD OF PERFORMANCE: The period of performance will be for One (1) Base Year plus Four (4) Option Years which are each twelve (12) months in length.

5. PLACE OF PERFORMANCE: Central Utility Plant (CUP), located at building 7776, with address 7776 Aabel St, El Paso, TX 79930. This Central Plant used to serve the Legacy William Beaumont Army Medical Center. It is now only supplying Steam to the VA.

6. SERVICE AGREEMENT

a. Service Agreement: Base Period

i. The Contractor shall provide all labor, materials, chemicals, equipment, software licenses, supervision, tools, and documentation required to operate, maintain, inspect, repair, and support compliance for the VA Medical Center’s Central Utility Plant, in accordance with:

• VHA Directive 1028 (Electrical Power System ITM)

• VHA Directive 1810 (Boiler and Pressure Vessel Program)

• Joint Commission Standards

• NFPA Codes adopted by the VA

• Any other applicable federal, state, or local codes/regulations

b. Service Agreement: Option Year 1:

i. The Contractor shall provide all labor, materials, chemicals, equipment, software licenses, supervision, tools, and documentation required to operate, maintain, inspect, repair, and support compliance for the VA Medical Center’s Central Utility Plant, in accordance with:

• VHA Directive 1028 (Electrical Power System ITM)

• VHA Directive 1810 (Boiler and Pressure Vessel Program)

• Joint Commission Standards

• NFPA Codes adopted by the VA

• Any other applicable federal, state, or local codes/regulations

c. Service Agreement: Option Year 2:

i. The Contractor shall provide all labor, materials, chemicals, equipment, software licenses, supervision, tools, and documentation required to operate, maintain, inspect, repair, and support compliance for the VA Medical Center’s Central Utility Plant, in accordance with:

• VHA Directive 1028 (Electrical Power System Inspection, Testing and Maintenance- ITM)

• VHA Directive 1810 (Boiler and Pressure Vessel Program)

• Joint Commission Standards

• NFPA Codes adopted by the VA

• Any other applicable federal, state, or local codes/regulations

d. Service Agreement: Option Year 3:

i. The Contractor shall provide all labor, materials, chemicals, equipment, software licenses, supervision, tools, and documentation required to operate, maintain, inspect, repair, and support compliance for the VA Medical Center’s Central Utility Plant, in accordance with:

• VHA Directive 1028 (Electrical Power System ITM)

• VHA Directive 1810 (Boiler and Pressure Vessel Program)

• Joint Commission Standards

• NFPA Codes adopted by the VA

• Any other applicable federal, state, or local codes/regulations

e. Service Agreement: Option Year 4:

i. The Contractor shall provide all labor, materials, chemicals, equipment, software licenses, supervision, tools, and documentation required to operate, maintain, inspect, repair, and support compliance for the VA Medical Center’s Central Utility Plant, in accordance with:

• VHA Directive 1028 (Electrical Power System ITM)

• VHA Directive 1810 (Boiler and Pressure Vessel Program)

• Joint Commission Standards

• NFPA Codes adopted by the VA

• Any other applicable federal, state, or local codes/regulations

7. CONTRACTOR REQUIRED SERVICES (Summary):

a. The contractor is responsible for providing the services, tasks, and deliverables described herein and summarized below during the performance periods indicated.

i. CUP Service Contract: Base Period (which includes Deliverables 1-17).

ii. CUP Service Contract: Option Year 1 (which includes Deliverables 1-14).

iii. CUP Service Contract: Option Year 2 (which includes Deliverables 1-14).

iv. CUP Service Contract: Option Year 3 (which includes Deliverables 1-15).

v. CUP Service Contract: Option Year 1 (which includes Deliverables 1-14).

8. Applicable Codes and Regulations

a. The contractor (and Subcontractors if any) must abide by all applicable regulations, publications, manuals, and local policies and procedures. Although some publication dates are given, the design shall be by current references and standards.

b. Boiler and Boiler Plant Operations

i. https://vaww.hefp.va.gov/sites/default/files/files/2023-01/1810%20D%202023-01-04.pdf

c. VHA Boiler and Associated Plant Safety Device Testing Manual 8th edition.

i. https://vaww.hefp.va.gov/resources/vha-boiler-and-associated-plant-safety-device-testing-manual-8th-edition

d. Boiler Compliance

i. Survey

1. https://vaww.hefp.va.gov/healthcare-engineering/boiler-compliance-survey-landing-page

ii. Inventory

e. Boiler Efficiency

i. https://vaww.hefp.va.gov/sites/default/files/files/2021-12/BoilerEfficiencyImprovementManual.pdf

f. VA Electrical Power Systems- Directives, Alerts, etc.

i. Electrical Power Systems (Facility) | Healthcare Environment and Facilities Programs (va.gov)

g. Physical Security and Resiliency

i. Physical Security and Resiliency | Healthcare Environment and Facilities Programs (va.gov)

h. Current state and national codes, regulations and specifications involving architectural, civil, structural, electrical, environmental, mechanical and any other disciplines associated with the required services.

i. Americans with Disabilities Act (ADA) through adoption of the ADA ABA Accessibility Guidelines, July 2004 with corrections, Aug 2005.

j. 29 CFR 1910, Occupational Health and Safety

k. ICC International Building Code

l. NFPA 70, National Electrical Code.

m. Review all pertinent VA design and standard details. The Contractor is responsible for incorporating all such standards in the service contract.

n. Library at web site/page: https://vaww.hefp.va.gov/healthcare-engineering/boiler-and-boiler-plant-operations

9. SECURITY REQUIREMENTS

a. All records (administrative and program specific) created during the period of the contract belong to EL Paso Veterans Affairs Health Care System (ELPVAHCS) and must be returned to EL Paso Veterans Affairs Health Care System (ELPVAHCS) at the end of the contract or destroyed in accordance with the VHA Record Control Schedule (RCS)10-1.

b. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

c. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

d. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

e. ELPVAHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of ELPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to ELPVAHCS records officer. The agency must report promptly to NARA in accordance with 36 CFR 1230.

f. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ELPVAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

g. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ELPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

h. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with ELPVAHCS policy.

i. The Contractor shall not create or maintain any records containing any non-public ELPVAHCS information that are not specifically tied to or authorized by the contract.

j. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

k. The ELPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

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