36C26118Q0510-003.docx

B.2 Draft STATEMENT OF WORK Ventilation System Verification Testing and Balancing Service Contract May 9, 2018

1. Basic Scope

1.1 Contractor shall furnish all equipment, labor, materials, apparatus, tools, parts, transportation, supervision, permits, disposal, reporting and expertise necessary to provide:

A. Testing/inspection report of the Supply Fans and Exhaust Fans listed in table 3.5.1 B. Preventive Maintenance report of belts for belt-driven exhaust fans listed in table 4.5.1 C. Quarterly Ventilation Testing and Balancing to the rooms listed below in table 5.4.1 up to 227. There may be an additional 10 rooms that can be added to this requirement.

1.2 All services will be provided at San Francisco VA Medical Center, 4150 Clement Street, San Francisco, CA 94121 and 1700 Owens Street, San Francisco, CA.

1.3 All reports, workbooks, spreadsheets, no matter what format used, are the property of the VA and must be sent unlocked and sortable. Any formulas, data, functions and calculation that are part of the reports, workbooks, spread sheets must be included and are the property of the VA. All final quarterly reports are provided in both electronic (Microsoft Excel and Adobe Acrobat pdf) and hard copy format.

2. Definitions/Acronyms

A. Operations Facilities Manager – Engineering Supervisor or designee

B. CO - Contracting Officer

C. COR - Contracting Officer Representative

D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

E. Balancing – Adjustments to supply or exhaust dampers, either electronically or manually, to bring a specific room into “balance”, to provide the required supply, exhaust, air changes necessary for each room and function

F. Acceptance Signature - VA employee who is authorized to sign-off on the quarterly final reports which indicate that the maintenance or report has been concluded or is still pending completion

G. Authorization Signature - COR signature; indicates COR accepts work status as stated

H. HVAC – Heating Ventilation and Air Conditioning

I. TIL – Technical Information Library: https://www.cfm.va.gov/TIL/

J. VAMC - Department of Veterans Affairs Medical Center, 4150 Clement St. San Francisco, CA 94121

K. MB – Mission Bay, 1700 Owens St. San Francisco, CA 94158

3. Fan Inspection Report

3.1 The Testing/Inspection Report for all Supply and Exhaust Fans shall include an inspection of all the fans listed in Table 1(3.5.1) serving most rooms listed in Table 3 (5.4.1). These inspections are made to confirm normal operation and safe conditions.

3.1.1 The COR or designee shall notify the Contracting Officer prior to adding or deleting any supply/exhaust fans from the contract. Equipment may be added or deleted from the service contract as needed upon notification by the Contracting Officer. Additions or deletions must be documented in writing via contract modification.

3.2 A quarterly report must be provided and accepted by the COR or designee at least one week prior to the start of Testing and Balancing, Section 5.

3.3 The Contractor shall perform necessary inspections according to manufacturer's specifications. The Contractor shall have written procedures to be followed and documented evidence demonstrating that each fan has been inspected according to those procedures.

3.4 The Contractor shall provide a printed and electronic check-off sheet noting the equipment being inspected and the specifications being met. Fan Inspection List Report must indicate date of service, the model, serial number and location of equipment serviced, and the services performed, and confirmation of test completion. Any fan that fails inspection, COR or designee shall be immediately notified of this failure in writing within 24 hours and provided recommended corrective action required.

3.5 The fans to be inspected and included in the Fan Inspection Report are listed in the table below.

Table 1: Fan Inspection List, 3.5.1

Supply Fans

Table 2: Fan Inspection List, 3.5.1 (Cont.)

Exhaust Fans

Rooftop Bldg 12 (old)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Top roof, above penthouse, Bldg 200

Top roof, above penthouse, Bldg 200

Rooftop Bldg 203-C

Rooftop Bldg 203-C

Rooftop, above Penthouse, Bldg 203

Rooftop, above ICU, Bldg 203

Rooftop, above ICU, Bldg 203

Rooftop Bldg 203-B SOUTH

Rooftop Bldg 203-B SOUTH

Rooftop Bldg 203-B SOUTH

Rooftop Bldg 203-B SOUTH

Rooftop Bldg 203-B NORTH

Rooftop Bldg 203-B NORTH

Rooftop Bldg 203-B NORTH

Rooftop Bldg 203-B NORTH

4. Replacement Belts.

4.1 The Testing/Inspection Report for all Belt-Driven Exhaust Fans shall include PMs of all belts on belt-driven exhaust fans serving the rooms listed in Table 3 (5.4.1). These inspections are made to confirm normal operation and safe conditions.

4.2 A quarterly report must be provided and accepted by the COR or designee at least one week prior to the start of Testing and Balancing, Section 5.

4.3 The Contractor shall evaluate all belts and replace according to manufacturer's specifications. The Contractor shall have written procedures to be followed and documented evidence demonstrating that each fan belt has been inspected according to those procedures. At a minimum, each belt must be replaced annually.

4.4 The contractor shall provide a printed and electronic check-off sheet noting the equipment being inspected and the specifications being met. The Belt Replacement Report must indicate date of service, the model, serial number and location of equipment serviced, and the services performed, parts replaced, and confirmation of test completion.

4.5 The fan belts to be inspected and included in the Belt Replacement Report are listed in the table below.

Table 2: Belt Replacement List, 4.5.1

Rooftop Bldg 12 (old)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop Bldg 12 (new)

Rooftop

Rooftop

Rooftop

Rooftop

Rooftop

Penthouse

Penthouse

Top roof, above penthouse, Bldg 200

Rooftop Bldg 203-C

Rooftop Bldg 203-C

Rooftop, above Penthouse, Bldg 203

Rooftop, above ICU, Bldg 203

Rooftop, above ICU, Bldg 203

Rooftop South

Rooftop South

Rooftop South

Rooftop South

Rooftop North

Rooftop North

Rooftop North

Rooftop North

5. Quarterly Testing and Balancing.

5.1 Testing and balancing will be scheduled and performed on a Quarterly basis.

a. Each report will indicate if room was balanced at the time of testing.

b. If corrections or errors identified by COR or designee are made after the testing report was submitted, a second report will be provided no later than 10 days after the adjustments or corrections were made.

c. It is the responsibility of the Contractor to Test and verify Balancing of each of the 227 rooms listed in 5.4.1 each quarter. There are also an additional 10 rooms that may be required as well.

d. Any room that cannot meet the required air exchange rate or balanced by damper adjustments, COR or designee shall be immediately notified of this failure in writing within 24 hours and provided recommended corrective action required. These deficiencies and recommendations will also be documented as well in the comments of the quarterly report.

5.2 Testing and balancing will be performed when the work will minimize disruptions to patients, patient services or research professionals. Where possible, testing and balancing should be done on weekends or after normal business hours.

5.2.1 Rooms with In-patients must be tested and balanced after breakfast and before evening meals are served, after 10:00 AM but before 4:00 PM every day. Testing and balancing should be scheduled in advance each quarter, and agreement made in writing, between the COR or designee and Contractor.

5.2.2 All Operating Suite rooms, Cardiac Catheterizations Lab/Interventional Radiology rooms, Minor Procedures/Urology rooms inspections must be done after hours or on weekends when the Procedure Rooms are not occupied.

5.2.2.1 For Operating Room, Operating Suite and SPS (Sterile Processing Service) inspections, the Contractor must be suited in appropriate, approved, protective, sterile clothing and shall ensure no debris, dust, or fallout from ducts remain behind.

5.2.3 Readings of registers are made with a certified Alnor Balometer. For rooms with a fume hood, a certified Shortridge Instruments Verigrid is used. Proof of equipment certification shall be provided with report submission.

5.2.4 When Balancing is required in any room, an approved self-containment unit must be used and contractor must follow VA infection control procedures when working above ceiling and or in a restricted area. It is the responsibility of the contractor to clean up after they perform work that may have disrupted debris during the process.

5.2.5 Mission Bay is a leased facility and all balancing must be performed with Lessor assistance. Balancing will be performed with Lessor’s Building Management System and pre-approved by COR or designee.

5.3 Contractor shall provide necessary manpower and supervision to properly prepare reports of the Testing and Balancing each quarter. All reports for the quarter must be submitted at least 14 days prior to the end of the quarter.

5.3.1 The Testing and Balancing reports are compiled in two Quarterly reports:

a. The Patient Care Report, which includes all rooms and facilities listed in 5.4.1 for Buildings 200, 203, 208; and,

b. The Research Facilities Report, which includes all rooms and facilities listed in 5.4.1 for Buildings 12, 41, and MB.

5.3.2 The Contractor must distribute the full reports to the COR or designee within 10 days after the completion of all quarterly testing and balancing of the rooms.

5.3.3 The Quarterly Testing and Air Balancing Report must provide the following for each room listed in 5.4.1:

a) Room Number

b) Building

c) Cubic Feet

d) Required Balance

e) Required Supply (CFM)

f) Required Exhaust (CFM)

g) Minimum Required Air Changes

h) Actual Supply (CFM) per register and total

i) Actual Exhaust/Return (CFM) per register and total

j) Actual Air Changes per Hour

k) Actual Percent POS/NEG

l) Comments from Readings and Observations (including if balancing performed)

m) Isolation Room Alarm Test Results

n) Latest VA HVAC Design Manual Reference page

5.3.4 Test and Balance Reports Requirements listed in 5.3.3, in regard to sections d) Required Balance, e) Required Supply (CFM), f) Required Exhaust (CFM), g) Minimum Required Air Changes, are provided and pre-approved by the COR or designee. Any changes must also be approved by the COR or designee. COR or designee will validate or relay any changes at the start of each quarter or prior to. These items must be included for each room on the Test and Balance Reports. Any changes to these requirements does not constitute a change to this contract.

5.4 The COR or designee can add up to 10 rooms for testing at no additional charge at any time during the quarterly cycle. COR or designee will relay any additions and which report type, either patient care or research facilities, no later than the end of the second month of the quarter. The minimum number of rooms required are listed in the table below.

Table 3: Rooms requiring Testing and Balancing, 5.4.1

Building 200 Patient Non-Isolation Rooms (16)

Building 203 Patient Non-Isolation Rooms (11)

Building 200 Radiology Suite (10)

Building 200 Sterile Processing and Distribution (17)

Building 203 Patient Isolation Rooms (23)

Building 200 Operating Rooms (9)

Building 200 Operating Suite (25)

Building 200 Patient Isolation Room (2)

Building 200 Ground Floor Clean Storage (3)

Building 208 (2)

Building 203 Nuclear Medicine Suite Non-Isolation Rooms (14)

Building 41 (26)

Mission Bay 1700 Owens St. (19)

5.4.1 Required Balance Designations:

NEG - Negative Air Balance

D-NEG - Double Negative Air Balance

POS - Positive Air Balance

D-POS - Double Positive Air Balance

Neutral (o) - Neutral Air Balance

6. Qualification

3.1 Contractor shall have been engaged in maintaining/servicing/testing the equipment listed in table 3.5.1 for a minimum of three (3) years. Contractor shall have a field service representative who has received maintenance training specific to the models listed.

3.2 Contractor shall provide, upon request, evidence of appropriate training of any field service representative.

7. Quality Assurance

7.1 For the tasks listed in the Performance Requirement Table (PRT) below, the COR or designee will follow the methods of surveillance specified in this contract.

7.2 When a required service in the PRT indicates defective performance, the COR or designee will require the contract manager or representative at the site to document the observation and forward to the Contracting Officer to maintain in the file. The documentation of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PRT or by methods other than those listed in the PRT (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the contracting officer as a result of surveillance will be in accordance with the terms of this contract.

7.3 The Contractor and COR or designee will meet prior to end of each quarter to review reports and discuss any issues. These will be scheduled in person.

7.3.1 Performance Requirements

Table 4: Performance Requirements, 7.3.1

Surveillance Factors to consider for Option Year Renewal

Latest VA HVAC Design guide. Provide reports

Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov