Attachment 1 Final SOW Boiler Inspection and Testing.docx

Department Of Veterans Affairs Statement Of Work Boiler Inspection and Testing Annual Inspection and Semi-Annual Safety Device Testing PLACE OF PERFORMANCE: James A. Haley Veterans Administration Medical Center (JAHVAMC) Bldg. 39 Central Energy Plant 13000 Bruce B. Downs Blvd Tampa FL. James A. Haley Veterans’ Hospital (JAHVH), Veterans Integrated Service Network (VISN) 8 requires on-site maintenance to include annual internal inspection, semi-annual tuning, testing, calibrating, adjustments of boiler burners, boiler equipment and boiler plant.

SCOPE OF WORK: Contractor must complete annual internal inspection, semi-annual tuning, testing, calibrating, adjustments of boiler burners, boiler equipment and boiler plant as specified with manufacturers’ recommendations, terms, conditions and schedule of this Statement of Work (SOW).

1. EQUIPMENT: The current three central energy plant boilers manufactured by English Boilers and controls manufactured by Preferred Instruments and one Great Lakes Water Inc. tray type Deaerator Tank and one Great Lakes Inc. Condensate Tank located at Central Energy Plant at James A Haley Veterans’ Hospital 13000 Bruce B Downs Blvd. Tampa, Florida 33612.

2. PERFORMANCE PERIOD: The period of performance for this contract must consist of one 12-month base period and four 12-month option periods (total of 60 months). Each option period will be exercised based on continuing need, satisfactory performance, funding availability, and at the prices established on the contract. An option to extend services clause (FAR 52.217-8) will also be included in the contract.

3. PERFORMANCE OF ANNUAL INSPECTION and SEMI-ANNUAL CALIBRATION SERVICE: The internal inspection for each boiler must be performed annually according to manufacturer’s recommendations. Approval and scheduling shall be coordinated through the Contracting Officer Representative (COR) during normal business hours. Tuning and calibration for each boiler must be performed semi-annually according to manufacturer’s recommendations and VHA Boiler Plant Safety Devices Testing Manual, 7th Edition. See Attachment B. Approval and scheduling shall be coordinated through the COR during normal business hours.

4. GENERAL REQUIREMENTS: Furnish all necessary labor, equipment, tools materials, parts, etc., for complete annual internal inspection, semi-annual tuning, testing, calibrating, adjustments of boiler burners, boiler equipment and boiler plant as specified below in accordance with the terms and conditions and schedule of this PWS. The contractor must complete inspection, tuning, testing, calibrating, and adjustments or burners and boiler and boiler plant controls as specified below:

Inspection and calibration cannot be scheduled during hours of heavy steam load periods. Only one boiler at a time, can be out of service for the inspection, testing and calibration procedures. Semiannually instrumentation, monitoring and data management systems shall be coordinated and completed when the COR or his/her designee is available on-site to monitor work progress. The inspections, testing and calibrations must comply with:

· The recommendations and requirements of VHA Boiler Plant Safety Devices Testing

· Manual, 7th Edition. See Attachment B

· The written recommendations of the equipment manufacture.

· The requirement and recommendations of NFPA 85 Boiler and Combustion Systems

· Hazards Code including applicable appendices. See www.nfpa.org/code

· Burner performance requirements in this document are as follows:

· Review records that show combustion performance (flue gas oxygen and carbon

· monoxide).

· Perform overall visual inspection of systems. Verify that systems comply with

· referenced codes and VAMC requirements stated in this contract.

· Test and record the operation and set points of all burner/boiler safety interlock

· devices. Verify that the set points and operating points are within approximately 20%

· of normal operating parameters. Adjust as necessary and record the new

· settings. The operation of a safety device must result in burner shutdown and/or

· proper alarm operation.

· Operate burner(s) on each fuel from low fire to high fire and back to low fire in at

· least six increments and record combustion performance (flue gas oxygen, carbon

· monoxide), fuel train pressures, atomizing train pressures, burner pressures, stack

· temperatures, boiler steam output.

· Compare the combustion performance data with VAMC requirements and previous

· readings. If necessary, make adjustments to the fuel flow and combustion air

· controls, control valves and dampers to obtain the required performance. Record the

· new performance data.

· Verify instrumentation and all devices are properly selected for the application in

· terms of type, size, set point range, performance, code approval. Calibrate all

· instruments that are not within manufacture’s specifications for accuracy.

· Immediately inform COR of any recommended repairs or modifications.

· All interlocks and safety devices to be inspected and tested on each

· boiler/burner/equipment are contained in the VHA Boiler Plant Safety Devices

· Testing Manual, 7th Edition, along with testing procedures.

· Required burner performance (natural gas and propane):

· Turndown (ratio of maximum firing rates): 10/1 8/1 5/1 4/1.

· Achieve, but do not exceed, boiler maximum steam flow output rating. Measure fuel

· input at minimum and maximum firing rates.

· Maximum carbon monoxide: 200 parts per million (ppm)

· Flue gas oxygen: 2.5-4.2% (Up to 5.2% at loads below 40% of maximum steam

· output; no upper limit at minimum firing rate.

· No visible smoke. Comply with local emissions regulations.

· Flames must be stable with no pulsations, must be retained near burner, no blow off

· or flashbacks, no constant flame impingement on refractory or waterwalls.

· List of instrumentation and controls to be inspected and calibrated:

· Steam flow transmitter (all).

· Steam flow recorders.

· Flue gas oxygen sampling, analyzing.

· Boiler and economizer stack temperature transmitters.

· Master steam pressure and combustion controllers.

· Boiler outlet draft controllers.

· Boiler water level controllers.

· Feedwater deaerator and condensate tank water level controllers including overflow.

· All pressure and temperature sensors and transmitters.

· All signal processing and readout devices.

5. SCHEDULED MAINTENANCE: The contractor must perform Annual Internal Inspection and Semi-Annual Safety Device Testing service to ensure equipment listed in the contract is completely operational and tested. The contractor must make a thorough technical inspection of the equipment covered in the contract. Within fifteen (15) days after award of contract, the contractor must submit a schedule of Inspections and Safety Device Testing checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment on hand. This checklist is subject to approval by the COR. The contractor must provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the Inspection and Testing. Inspections and Testing services must be performed in accordance with and during the hours defined in the PWS. All exceptions to the schedule must be arranged and approved in advance with the COR. All parts, services, manuals, tools, or software required to successfully complete scheduled Inspections and Tests are included within this SOW and it’s agreed upon price, unless specifically stated in writing otherwise.

6. SERVICE MANUALS: The VA will not provide service manuals or service diagnostic software to the contractor. The contractor must obtain, have on file, and make available to its technicians all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves must be provided to the COR upon request.

7. PERFORMANCE HOURS: Normal workdays are Monday through Friday, First Shift: 8:00am to 5:00pm to include weekends and Federal Holidays. Contractor shall perform all work during first & second shifts to include weekends, when possible, but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR. Contractor shall remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report of progress on the project to the COR or authorized personnel.

1. Government normal duty hours are from 0800-1700, Monday through Friday, excluding Federal holidays. There are eleven Federal Holidays as follows:

2. If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

8. REPORTING REQUIREMENTS: The contractor must report to the Central Energy Plant Operator at ext. 7080, 13000 Bruce B Downs Tampa, Florida 33612 or COR at 813-972-2000 ext. 7129. Contractor is responsible for providing Service and Preventive Maintenance reports to the COR with five (5) working days after completion of service.

9. ADDITIONAL CHARGES: There will be no additional charge to the Government for time spent at the site during or after normal working hours awaiting arrival of additional technicians and/or delivery of parts.

10. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: Contractor must immediately notify the COR verbally and no later 24 consecutive hours after discovery, notify the COR in writing, of the existence or the development of any defects in equipment. This includes but not limited to the boiler equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor may furnish the CO and COR a written estimate of the cost to make necessary repairs. Contractor may not consider this as an obligation for repairs under the contract scope of work.

11. COMPLIANCE: Contractor is 100% responsible for compliance with all Veterans Administration (VA), local, state, and federal environmental/occupational safety laws, rules and regulations. The contractor must follow life safety codes and take necessary actions to avoid conditions that may be hazardous to health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes to include all upgrades/updates. All work for the duration of the contract must be performed by certified technicians qualified to work on boiler equipment, including but not limited to; inspection, tuning, testing, calibrating, adjustments of boiler burners, boiler equipment and boiler plant.

12. QUALIFICATIONS: All contractor employees under this contract or order are required to complete VA's Information Security and Privacy combined Awareness Training Course annually through the online VA Talent Management System (TMS). Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor. Contractor must have an established business with an office and full-time staff. Contractor staff includes a “fully qualified” field technician and a “fully qualified” technician who will serve as backup. “Fully Qualified” is based upon training and on experience in the field. For training, the technician(s) has successfully completed a formalized training program, for the equipment for field experience; the technician(s) has a minimum of two years’ experience, with respect to scheduled and unscheduled inspections comparable to the boilers inspection service. The technician(s) must be authorized by the contractor to perform the maintenance services. The contractor may be required to provide written assurance of the competency of their personnel and list of credentials of approved technician(s) for services under this SOW. The COR may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The COR specifically reserves the right to stop work to any of the contractor’s personnel in case of safety. Contractor must exhibit at least two years’ successful experience and/or operation in the industry, for inspection and maintenance of boiler service. The contractor has performed at least one other relevant inspection and maintenance of boiler services in the past three years similar in size and scope to the requirements as described in the statement of work, SOW.

13. CONTRACTOR EMPLOYEE IDENTIFICATION: Contractor employees must be clearly identified as contractors (not VA employees) when performing services under this contract. This includes visual (appearance), verbal (phone), and electronic (email). The contractor must provide all employees with a contractor identification (ID) badge at the contractor’s expense prior to performing work under this contract. Contractor employees are required to always display this badge when performing services under this contract. Employees released from service by the contractor must have their badge collected by the contractor. All badges must contain an expiration date and photograph of the employee. Contractor employees must also be required to wear VA issued badges and must display these badges at all times while in the performance of this contract and/or as instructed by the COR.

14. CONTRACTOR EMPLOYEE CONDUCT: The contractor is completely responsible for all actions and conduct of their employees. Contractor employees must be well-groomed and neat in appearance. Contract employees must be professional in attire and must not wear any offensive clothing. Contractor employees must conduct themselves in a socially acceptable manner appropriate for an office work environment. Loudness, vulgarity, rudeness, or other similar offensive conduct by a contractor employee may be grounds for denying the employee further access to VA premises. Contractor employees must not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract.

15. DOCUMENTATION OF SERVICE PERFORMED: Contractor technician must submit hard copies within five (5) workdays to the Contracting Officers Representative (COR) a listing of the type of inspection performed, findings, recommendations for corrective action and signed documentation. Contractor must provide hard copies of data sheets and flue gas analyzer “strip” prints to the COR with 5 workdays days after inspection. Contractor must provide hard copies of internal and Magnetic Particle inspection reports within ten (10) days after completion of work. The reports may be duplicate copies and include but not limited to: all tests performed, all findings, and recommendations for corrective action. Contractor must submit electronic copies of all reports by email within ten (10) workdays to the COR. The report(s) shall have at a minimum two sections. The first section will be in a table form with four columns: The first column labeled “FUNCTION” did the device pass of fail. The second column labeled “DEVICE” list the device number and description in accordance with the VHA Boiler Plant Safety Device Testing Manual, 7th Edition. The third column labeled “DEFICIENCIES-RECOMMENDATIONS” The fourth column labeled “CORRECTIVE ACTIONS” list any corrective actions taken during the inspection.

The second section must be in paragraph/bulleted form and listing each device individually in accordance with the VHA Boiler Plant Safety Devices Testing Manual, 7th Edition. Plus, this section must reference the correct Master Specification and Standard Detail for that device. SAMPLE DOCUMENT SUBMISSION Description: Condensate Storage Tank High Water Alarm Purpose: High water level may be an indication of condensate transfer pump failure that could lead to low water condition in the feedwater deaerator and in the boilers. There may be a failure of make-up water controls. Recommended set point: 4 inches below overflow level and 2/3 of tank height. Potential hazards due to failure of high water alarm: Feedwater deaerator running dry and, consequently, boiler feed pumps running dry will cause overheating and damage to pumps and potential for plant shutdown. Failure of make-up water controls (in open position) could lead to significant cost from waste of water and condensate from the tank overflow if this occurs over long time period. Recommend type of device: Conductivity probe type switch. Float type switches have high failure rate in this application where they are exposed to flash steam that causes seals to harden and prevent float movement. VA Master Specification section: 23 50 11 VA Standard Detail: SD232111-05. Failure rate of float types: 48% Make and Model: Mercoid Float Did it function properly: No Category & Action Time Limit: Upon Failure or within 5 years Comments: Float type switches are not allowed for high water alarms. The VA recommended switch type is a conductivity probe type switch. Install the VA recommended switch and set alarm at 2/3 of the tank height. There are valves that can isolate this alarm. These valves must be made lockable only in the operating position.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. 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.

b. 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.

c. 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.

d. 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:

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 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.

b. 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.

c. 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.

d. 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.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. 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.

b. 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 of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day’s 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:

a. 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.

(1) 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.

b. 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.

c. 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.

1. 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. chs. 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.

2. 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.

3. 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.

4. James A Haley Veterans’ Hospital and Clinics 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 James A. Haley Veterans’ Hospital and Clinics 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 James A. Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 vehicle]. 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 James A. Haley Veterans’ Hospital and Clinics 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).

6. 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 James A. Haley Veterans’ Hospital and Clinics guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with James A. Haley Veterans’ Hospital and Clinics policy.

8. The Contractor shall not create or maintain any records containing any non-public James A. Haley Veterans’ Hospital and Clinics information that are not specifically tied to or authorized by the contract.

9. 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.

10. The James A. Haley Veterans’ Hospital and Clinics 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 James A Haley Veterans’ Hospital and Clinics 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #4192704, Records Management for Everyone. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.