P09 SOW Heat Exchanger Repalacement updated.pdf

Amarillo Veterans Affairs Health Care System

Statement of Work Project # 504-26-002

Project Title Heat Exchanger Replacement

1. Scope

The Amarillo Veterans Affairs Health Care System (AVAHCS) building 28 currently operates four (4) heat exchangers; however, two units has exceeded their designated service life and require replacement. The facility requires the procurement and installation of two (2) new heat exchangers to ensure optimal operational efficiency and continued reliable heating water supply. Contractor shall replace the heat exchangers with the specifications listed below.

2. Description of work

a. Contractor shall provide all labor, tools, equipment, and transportation, necessary to replace the existing heat exchangers located at Building 28 basement.

i. Worksite Location: Amarillo Veterans Affairs (VA) Health Care Facility located in Amarillo, Texas 79106.

ii. After hours and weekend work may be coordinated with the COR.

b. Contractor shall replace 2 heat exchangers (heat exchangers #2 and #4) and communications control valves (compatible with current building management system: Tridium Niagara) located at Building 28 basement with the following specifications:

i. Complete Heat Exchanger Bell & Gossett Model SU165-2 or equal.

(These new systems shall meet or exceed the specifications of the units being replaced)

ii. Contractor shall be responsible for verifying all dimensions, sizes and specifications.

iii. Double wall steam to water heat exchanger with all copper, copper alloy, or stainless-steel wetted surfaces.

iv. Fully modulating electronic steam valve.

v. Full controls package

vi. Automatic self-descaling

vii. Automatic condensate subcooling

viii. 10-year warranty on Complete HX

ix. 20-year warranty on pressure vessel and integral demand anticipator

x. Factory start up included (m-f, 8-5)

3. Contractor requirements

a. Contractor shall have in depth knowledge of construction and installation of plumbing elements in the replacement of heat exchangers. Certified Master Plumber must be on site supervising all non-licensed laborers.

b. Contractor shall have knowledge of electrical connections needed for the replacement of heat exchangers.

c. Contractor shall have knowledge of AVAHCS Infection Control and Life Safety requirements.

d. Contractor shall provide own tools and equipment required to complete work.

Contractor shall complete all requirements to gain unescorted access including fingerprinting and a background investigation, and any other trainings deemed necessary for working in the VA.

4. Reporting The contractor shall report daily to AVAHCS Engineering (Building 34) before commencing work. After daily work is completed, the Vendor must again report in about the status of the project.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted.

5. Hours of Work Work shall be primarily performed Monday through Friday 0700-1600 (with a one-hour lunch) unless otherwise required by AVAHCS. No work shall take place on federally recognized holidays unless the COR provides written consent to the contractor. The facility observes the following federal holidays:

Holiday Name Day of the Week Date

New Year’s Day Thursday January 1, 2026 Martin Luther King, Jr. Day Monday January 19, 2026

Presidents’ Day Monday February 16, 2026 Memorial Day Monday May 25, 2026

Juneteenth Friday June 19, 2026

Independence Day Friday July 3, 2026

Labor Day Monday September 7, 2026

Columbus Day Monday October 12, 2026 Veterans Day Wednesday November 11, 2026

Thanksgiving Day Thursday November 26, 2026 Christmas Day Friday December 25, 2026

6. Security Requirements

a. 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 Contract Specialist and Contracting 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.

i. Based on the determinations of the independent risk analysis, the contractor shall be responsible for any data breaches.

7. License Requirements

The Contractor shall obtain all necessary licenses and/or permits required to perform the work.

In addition, the Contractor shall provide the COR with a copy of any licenses and/or permits obtained.

8. Special Contract Requirements:

a. Vendor must follow all Department of Veterans Affairs regulations when working on VA equipment.

b. Upon award of contract, Contractor must begin process to have a SAC Background Check performed to obtain a valid VA Contractor badge (if Contractor does not already have one).

c. Contractor staff must obtain TB skin tests or provide evidence of having had one within the year prior before work commences.

d. Contractor shall not have access to VA desktop computers nor will they have access to online resources belonging to the government while conducting services.

e. Contractor shall not have access to protected Patient Health Information (PHI), nor will they have the capability of accessing patient information during the services provided.

f. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives, and non-volatile memory units will remain in VA control and will not be removed from VA custody.

g. Contractor shall have previous experience working with Veterans Affairs.

h. Contractor shall have previous experience working with a hospital setting.

i. Contractor shall have knowledge of Audie L. Murphy Memorial VA Hospital’s

Infection Control and Life Safety requirements. Contractor Staff shall attend the Infection Control Safety course, which is given weekly by the Safety Service at ALM.

j. Contractor shall adhere to all pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

k. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

l. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

m. 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 by the Freedom of Information Act.

n. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

o. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

9. Information Protection, Privacy and Records Management Requirements

a. Information System Owner, Information Protection:

i. The contractor will have access to VA Desktop computers they will not have access to online resources belonging to the government.

b. Privacy Officer:

i. The Contractor will not have access to protected Patient Health Information

(PHI) nor will they have capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage device will remain in VA control and will not be removed from VA custody. All research data available for Contractor analysis is de-identified.

c. Records Manager:

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters

21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. 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 by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

x. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

10. Period of Performance:

a. Sixty (60) calendar days after issuance of notice to proceed.