Atch 1.Environmental Monitoring System SOW_Rev2.pdf

Statement of Work

59th MDW, Environmental Monitoring System

JBSA-Lackland AFB, Texas

21 November 2024

1.0 Basic Overview

1.1 Project title: Environmental Monitoring System at 59th Medical Wing, JBSA-Lackland Air Force Base, TX.

1.2 Introduction: 59th Medical Wing, JBSA Lackland, Texas requires the ability to monitor refrigeration status of 152 units total throughout locations on JBSA Lackland, JBSA Randolph and Bulverde Clinic. Since the facilities are business occupancies and not manned after hours.

A web-based, DoD authorized, system needs to be installed to provide 24 hours monitoring.

System will notify personnel when a refrigerator or freezer is not within the proper temperature range. Preventing the loss of valuable medical supplies and limiting the ability to provide timely medical care.

1.3 Objectives: To procure one (1) Environmental Monitoring System to monitor within medical refrigeration systems. The system should be web based and provide the ability to measure current conditions, spot trends and changes, make forecasts and provide early risk warnings, and help medical personnel make informed decisions on sustainability and the environment.

1.4 Scope: The project is intended to consolidate several temperature monitoring systems into a single system. The system should provide 24-hour monitoring with capability to record all parameters. Parameters should be available, in a graphical format, for clinical decision making.

System will have the ability to notify personnel, during duty hours and after hours, when a system is outside of its operational range.

2.0 Contract Management

2.1 Schedule & Coordination: The Contractor shall provide a project schedule to Mr. Tracy Wilhelm (tracy.l.wilhelm.civ@health.mil) no more than 5 business days after the preconstruction meeting and at least 5 business days prior to the commencement of work for the government’s review and approval.

2.2 Work Hours and Special Conditions: All work shall be performed during normal duty hours from 7:00am to 4:30pm Monday through Friday. Weekend work will not be allowed unless approved by the Wilford Hall Ambulatory Surgical Center Facilities Management Office. The Following holidays are observed:

2.2.2. New Year’s Day, January 1st

2.2.3. Dr Martin Luther King, Jr. Day, 3rd Monday in January

2.2.4. President’s Day, 3rd Monday in February

2.2.5. Memorial Day, Last Monday in May

2.2.6. Juneteenth, June 10th

2.2.7. Independence Day, July 4th

2.2.8. Labor Day, 1st Monday in September

2.2.9. Columbus Day, 2nd Monday in October

2.2.10. Veterans Day, November 11th

2.2.11. Thanksgiving Day, 4th Thursday in November

2.2.12. Christmas Day, December 25th

2.3 Occupational Safety: The Contractor shall be subject to no-notice inspections under Occupational Safety and Health Act (OSHA) Program by inspectors of the Department of Labor.

The contractor and contractor’s personnel shall always wear proper Personal Protective Equipment (PPE) while on base performing the work associated with this project to include, at a minimum, eye protection, safety vest, steel toe boots and hard hat.

2.4 Parking: Parking at this facility is extremely limited and should be limited to marked company vehicles. Parking of vehicles on grassy areas or reserved places is NOT permitted.

2.5 Place of Performance: Work will be accomplished on JBSA Lackland, JBSA Randolph and Bulverde Clinic.

2.5.1 Locations on JBSA Lackland:

2.5.1.1: Clinical Research bldg. 4430

2.5.1.2: CAMD bldg. 4429

2.5.1.3: Robotic Pharmacy bldg. 3750

2.5.1.4: Refractive Surgery Center bldg. 3746

2.5.1.5: Blood Donor Center bldg. 3425

2.5.1.6: AFPDS bldg. 3352

2.5.1.7: Dunn Dental Clinic bldg. 6418

2.5.1.8: Reid Health Service Center bldg. 7002

2.5.1.9: Satellite Pharmacy bldg.8410

2.5.2 Locations on JBSA Randolph:

2.5.2.1: Pharmacy bldg. 1068

2.5.2.2: Main Clinic bldg. 1040

2.5.3. Bulverde Clinic: Baptist Neighborhood Hospital, 25615 US-281 North, San Antonio, TX 78258

2.6 Site Surveys: Building drawings of all buildings will be provided.

3.0 Requirements.

3.1 Performance requirements: The contractor will provide all labor, materials and necessary equipment to install a fully functional Environmental Monitoring System required to monitor refrigeration equipment located at JBSA Lackland, JBSA Randolph and Bulverde Clinic. Each building and room requirement is listed in annex A.

3.2 SCOPE OF WORK TO BE ACCOMPLISHED:

3.2.1 Installation Survey

1. The customer will accomplish a survey with the contractor to determine exactly what should be monitored.

2. Determine where LAN drops will need to be located. Cost of the LAN drops will be covered by DHA.

3. Identify where each Node and remote switch will be located.

3.2.2 Utilities:

1. 120 V AC power is required for each intermediate device and Node (within 4' of actual mounting location). It is recommended that this power be dedicated to the system (i.e. on its own breaker). Standard AC power receptacles (single duplex outlets) are acceptable for all power.

2. This will require a licensed electrician to install the electrical service to the Node. Repair or replace broken valves. Cost to install appropriate electrical service will be covered by the contractor.

3.2.3 Phone:

The system is required to utilize VOIP, be compatible with CISCO call manager that connects via existing Session Border Controller over secured SIP, TTL port 443.

3.2.4 Site Conditions:

1. All refrigeration and freezers, to be monitored, shall be in place and functioning before the installation begins.

3.3 Computer, Database, and Network Requirements:

1. The system will be required to meet and maintain Defense Health Agency (DHA) Cyber Security Requirements for the duration the system is in use withing the DHA. Please see the “DHA Cybersecurity-RMF Requirements Final Draft – 11 Jan 24” for specific requirements.

2. The application software and databases will be required to operate on DHA imaged workstations and servers with DHA Group Policy Object (GPO) policy settings.

3. If network drops are required the contractor will run the Cat 6 cable(s) from the identified location to the appropriate Communications (Comm) closet utilizing existing cable trays and paths as appropriate, 1” Conduit or J Hooks are required to complete installation when deviating from the cable trays. The Subcontractor will terminate all cables at the patch panel in the comm room and keystones at the wall plate IAW RJ45 T-568B pinout.

The subcontractor will test and certify each cable as required in UFC 3-580-01 2-11, IAW ANSI/TIA/EIA 568-C.2 in the presence of 59th MDW Comm personnel. 59th MDW Comm will inspect the installation prior to signing off the work as completed. The Subcontractor shall perform all work IAW 59th MDW standards, UFC-4-510-1-2019 Medical, UFC 3-580-01, ANSI/TIA/EIA 568-C.2, ANSI/TIA 569 E. All drops will use the following materials:

Item Number Name 1 Cat 6 – Blue – Plenum Rated 2 Leviton Quickport Single Gang Wallplate – White – 42080-

2WS

3 Single Gang Low Voltage Old Work Box 4 Leviton CAT 6 Jack/Keystone – Blue – 61110-RL6

3.4 Probe Installation:

1. Probes will be routed into equipment through existing entry ports only.

2. Once the hardware and probes are installed and operational, Contractor will program the inputs as per the installation planner supplied by the customer.

3. All systems will be tested and/or validated according to the purchased quotation

3.5 Training: Contractor is responsible for providing relevant Government Personnel all Operator and Maintenance Training for end users and maintenance personnel assigned.

3.6 System Acceptance: Following contractor(s) completion of all work outlined, the project lead will coordinate a walkthrough inspection with a representative from Facility Management the Clinical Engineering Flight and Systems to ensure no malfunctions/errors exist.

4.0 Contractor Requirements:

4.1. Installation. The contractor will adhere to all regulations affiliated to maintain commercial and healthcare building code compliance standards that fall under National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA) while working on the premise.

Installation of the washer shall conform to all manufacturer specifications along with the same practicing standards by the contractor to include any commercial regulations governed by Local/State Law for each utility identified within the requirement.

4.1.1. All packing, shipping material, removal of any waste, and any byproducts or debris created from any actions generated during installation. The Government will be responsible for salvaging after contractor removes the environmental monitoring system.

4.1.2. The contractor shall have the proper personnel, to include but not be limited to engineering specialists, on site for the installation due to the complexity involved in networking a new system within the DHA network.

4.1.3. All equipment, components and any incidentals will be supplied by the contractor to include any associated mechanical and electromechanical parts and supplies at no additional cost to the government.

4.2.4. At no point during the project shall the contractor adjust, reconfigure, or alter the interior of any walls, ceilings, or flooring for the installation.

4.2 Security Requirements:

4.2. Bass Passes. Contractor personnel shall obtain base passes for entry onto Joint Base San Antonio -Lackland AFB in compliance with AFI 10-245, Antiterrorism (AT), 21 September 2012.

4.2.1. Base passes can only be issued for a maximum of 180 days and must be renewed every 180 days thereafter.

4.2.2 A minimum of 15 days’ notice is required to obtain base passes. The contractor must submit the following pertinent information to the 59th Clinical Engineering Flight point of contact no later than 15 calendar days before expected work date or pass expiration date to Mrs. Tanya Murrell at tanya.r.murrell.civ@health.mil.

a. Full name with middle initial

b. Date of birth

c. Social Security Number

d. Gender

e. Complete address

f. Contractor’s Company name

g. Contractor's phone number

h. Contract Number

*NOTE. All Contractor Personnel must have a valid driver’s license and have on their person when retrieving the base pass at JBSA – Lackland AFB’s Visitor’s Center located at the Luke gate entrance. Failure to do so will result in delay or denial to enter the premises.

4.3. Contractor personnel are not authorized entry to Joint Base San Antonio – Lackland AFB if they have been convicted of any of the following offenses:

a. Illegal sale, distribution, or manufacture of explosives or weapons.

b. Arson

c. Importation or manufacture of a controlled substance.

d. Extortion

e. Bribery

f. Kidnapping or hostage taking

g. Sexual assault

h. Armed Robbery

i. Illegal possession or use of an explosive or weapon

j. Distribution or intent to distribute a controlled substance.

k. Conspiracy or attempt to commit any of the above offenses.

l. Two or more felony convictions of any type

m. or have any outstanding warrants for their arrest.

4.3. Government provided badges (refer to paragraph 3) shall be worn on clothing above the belt-line while of the premise at all times. All badges will be turned into the Facility Management Office once the contractor has completed all tasks.

4.4 ACCIDENT REPORTING. The contractor shall report all occupational exposures and all accidents while performing the requested services on the 59th Medical Wing compound resulting in death, trauma, or occupational disease to the Government point of contact. All accidents shall be reported immediately. The Government point of contact may require the contractor to complete certain forms to document exposures and/or accidents. The contractor shall complete these forms promptly, at no additional cost to the government.

5.1.1. Emergency Health Care. The Medial Treatment Facility (MTF) will provide emergency health care for contractor providers for injuries incurred while on duty in the MTF. These services will be billed to the contractor at the current full reimbursement rate.

5.1.2. Traffic Laws. The contractor shall comply with the installation traffic code as specified in Texas State Law and Air Force Instruction (AFI) 31-218_IP, Motor Vehicle Traffic Supervision, and may be subject to search prior to authorization to proceed through gate.

5.1.3. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on all JBSA Locations.

5.1.4. Smoking in Air Education and Training Command (AETC) Facilities. Contractors are advised that the (AETC) Commander has placed restrictions on the smoking of tobacco products in AETC facilities. AFI 40-102, Tobacco Use in the Air Force (current edition), outlines the procedures used by the commander to control smoking in our facilities. Contractor personnel and visitors are subject to the same restrictions as government personnel. Smoking is permitted only in designated smoking areas. The hospital campus is a 100% smoke free zone.

5.1.5. Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government equipment and materials will be secured.

6.WARRANTY. The contractor shall include and provide technical and site support for one full year to cover any defective parts and replacement. Warranty shall also cover all labor necessary to provide this warranty at no additional cost to the government. The Government will not accept any refurbished parts or replacement parts/pieces; all items provided by the contractor or any contractor’s subcontractors shall be new off the shelf products/items and the responsibility of the contract to provide under this warranty.