Attachment 1 - PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

Mechanical Systems Services Sheridan VA Medical Center, Sheridan, Wyoming

SECTION l – General Information:

1.1 General: This is a non-personnel services contract to provide services as detailed in this performance work statement. The Government shall not exercise any supervision or control over the contract service providers (CSP) performing the services herein. CSPs shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Objective: The objective of this service contract will be to provide maintenance service for all included mechanical systems. The Contractor shall furnish all personnel, labor, transportation, parts, test equipment, facilities, tools, materials, supervision, and expertise necessary to ensure operation and maintenance of Mechanical Equipment and Systems located at the Sheridan VA Medical Center according to specifications as outlined in the PWS and contract standards. CSP shall respond to alarms and equipment/systems issues within 1 hour of notification. Within three (3) hours of issue notification, CSP will complete repairs or implement a repair plan as determined and after concurrence of the appropriate VA Maintenance Staff.

1.3 Equipment and Systems Performance Standards: CSP shall ensure that the equipment/systems function in conformance with the latest published edition of NFPA-99, OSHA, manufacturer’s Network Equipment/System standards. Upgrades/updates shall be installed in strict accordance with manufacturer’s specifications and must operate within manufacturer’s specifications and must operate within manufacturer’s specified parameters.

1.4 Background: The Sheridan VA Medical Center has approximately 56 buildings that house multiple mechanical systems ranging from residential-sized gas water heaters and individual steam radiators to large commercial-industrial sized chillers and air handlers. Fifteen of these buildings house the main hospital and administrative buildings that constitute the primary working functions of the medical center. All HVAC systems on station require maintenance.

SECTION 2 – Scope The equipment and systems to be serviced/maintained include and are not limited to Equipment listed in Attachment 1 - HVAC Equipment 2024 and the following:

2.1 Mechanical Equipment:

Equipment may include steam generation systems, hydraulic systems, steam generators, flash and expansion tanks, condensate systems, vacuum systems, circulating pumps, steam heat exchangers, backflow preventers, radiators, humidifiers, heating, ventilating, air conditioning systems, refrigeration units, heat recovery units, variable air volume terminal units, air handling equipment, evaporative coolers, refrigerators, freezers, icemakers, air compressors, air dryers exhaust fans, water and air cooled chillers, flat-plate heat exchangers, DX condensing units, split system AC units, and cooling towers.

2.2 Supply and Distribution Systems:

Systems may include utility supply and disposal systems, and equipment used in sewage, water, oil and gas, low, medium and high-pressure steam, and steam condensate distribution systems, all types of plumbing fixtures and fittings, and fire suppression sprinkler systems.

2.3 Utility Systems:

Utilities system alarms include but are not limited to fire alarms systems (Notifier), HVAC alarms, power outage notifications and data network outages.

2.4 Air Distribution Systems:

Systems may include ductwork, fire dampers, fire/smoke dampers, volume dampers and louvers.

2.5 Station Control Systems:

Systems include pneumatic control systems, and hybrid control systems. Controls may include systems for air conditioning, heating, humidification, and ventilation. Direct digital controls may include Trane Tracer Summit and Ensemble systems, and Siemens digital controls systems.

SECTION 3 – STANDARDS

3.1 Special Conditions

3.1.1 Requirement includes CSP initial response to all utilities systems failures and alarms within 1 hour of notification including but not limited to fire alarms systems, and HVAC systems. CSP is responsible to identify issues and report findings to VA maintenance staff.

3.1.2 Total service time shall not exceed 40 hours per week. Additional time may be negotiated and authorized by the appropriate contracting officer.

3.1.3 CSP will work out of the Sheridan VAMC Engineering Department, primarily during normal duty hours.

3.1.4 CSP shall obtain, maintain, and provide proof of an OSHA 30 Construction or General Industry safety training certification.

3.1.5 Contractor shall provide a required licensed technician to evacuate and fill various refrigerants in equipment at the Sheridan VAMC at no additional cost to the government.

3.1.6 CSP will be provided office/desk space and utility management system access to assess and maintain proper control over VA-owned HVAC mechanical systems.

3.1.7 CSP is expected to be on call 24 hours per day, seven days per week, and can respond to emergency callbacks within one hour. The contractor will therefore be required to provide emergency on-call service with a maximum one-hour response time.

3.1.8 CSP will be required to pass a background investigation and must be able to maintain clearance to access the VAMC information management system and for obtaining a government-issued identification badge.

3.1.9 The Contractor shall have a local shop facility within Sheridan County and provide his/her own tools, support equipment, and support vehicle(s) as needed to meet the requirements of this contract.

3.1.10 Contractor shall assume full responsibility for the protection of its personnel furnishing Services under this requirement in accordance with personnel policies of the contractor.

3.1.11 Contractor shall provide own bonding and insurance.

3.1.12 CSP shall provide daily verbal status reports/updates on relevant problem areas to the contracting officer's representative (COR), Maintenance foreman, and Facilities Chief. CSP will be required to provide weekly typed status reports/updates on work performed that period to the contracting officer's representative (COR), Maintenance foreman, and Facilities Chief.

3.1.13 The CSP shall notify and respond to the medical center energy engineer as systems require adjustments, repairs, and upgrades to meet energy conservation goals.

3.2 Unscheduled maintenance

3.2.1 Contractor/CSP shall ensure that equipment and systems are maintained and operate in accordance with manufacturers standards.

3.2.2 The CSP shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts.

3.2.3 All parts will be covered in this agreement.

3.2.4 The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the CSP.

3.2.5 CSP will program and make control adjustments, and expedite repairs, and upgrades to controls and mechanical equipment to meet energy conservation goals as recommended by the Sheridan medical center Energy Engineer.

3.3 Response time:

3.3.1.1 CSP shall respond in-person to alarms and service need notifications during/after business hours within (60) minutes of notification.

3.3.1.2 CSP will repair or determine a repair plan in concurrence of the appropriate VA Maintenance Staff within 3 hours of notification of service need.

3.4 Scheduled Maintenance:

3.4.1 CSP shall perform preventative maintenance (PM) service to ensure that equipment listed in the provided equipment list performs in accordance with the manufacturer's recommendations as published in the Manufacturer’s Maintenance Manuals for the system.

3.4.2 CSP shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the Contracting Officer’s Representative (COR) at the completion of the PM.

3.4.3 PM services shall include, but need not be limited to, the following:

3.4.3.1 Cleaning of equipment to include filters, gearing, and other parts.

3.4.3.2 Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer’s specifications.

3.4.3.3 Calibrating and lubricating the equipment.

3.4.3.4 Performing remedial maintenance of non-emergent nature.

3.4.3.5 Performing electrical safety inspection IAW NFPA 99.

3.5 Parts:

3.5.1 The CSP will obtain quotes for all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. Parts will be purchased by the VA.

3.5.2 Parts may be repaired or replaced, as the CSP deems appropriate. No used parts will be used to repair equipment and systems.

3.6 Service Manuals:

3.6.1 VA will not provide service manuals of service diagnostic software to the CSP. The CSP shall obtain, have on file, and make available to its CSP all required 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.

3.6.2 The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the Contracting Officer upon request.

3.7 Documentation and Reports:

3.7.1 Daily: CSP shall provide daily verbal status reports/updates on relevant problem areas to the contracting officer's representative (COR), Maintenance foreman, and Facilities Chief.

3.7.2 Weekly: CSP shall provide weekly typed status reports/updates on work performed that period to the contracting officer's representative (COR), Maintenance foreman, and Facilities Chief.

3.7.2.1 Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications.

3.7.2.2 Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number and date of calibration.

3.7.2.3 Any work must be pre-authorized prior to additional hours be worked. Additional time must be pre-approved by the CO via the COR before service is completed.

3.8 Reporting Requirements:

3.8.1 CSP will be required to follow the local and national Veterans Affairs and federal government policies and guidelines.

3.8.2 CSP shall always wear visible identification while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be always worn while working at a VA facility.

3.8.3 CSP shall park in the appropriate designated parking areas. Information on parking is available from VA Police Service.

3.8.4 VA will not invalidate or make reimbursement for parking violations of the CSP under any conditions.

3.8.5 Smoking of any type or the use of Tobacco products is prohibited on all VA property.

3.8.6 Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

3.8.7 Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

3.9 Services Beyond the Contract Scope:

3.9.1 CSP shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers they are not responsible for under the terms of the contract.

3.9.2 CSP shall furnish the COR with a written estimate of the cost to make necessary repairs.

3.10 Condition of Equipment:

3.10.1 The contractor accepts responsibility for the equipment described in “as is” condition.

3.10.2 Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

3.11 Test Equipment:

3.11.1 Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used.

3.12 Contractor Qualifications:

3.12.1 “Fully qualified” is based upon training and experience in the field. For training, the CSP has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

3.12.2 The CSP must be demonstrably proficient and immediately able to use, with equal ability, both Tracer Summit and Ensemble (Trane) control network programming systems, Siemens network programming systems, and other similar systems as required for existing and future equipment. The CSP must also be capable of programming Tracer Summit networks and controllers and Siemens Networks and controllers.

3.12.3 The CSP must be capable of and proficient in troubleshooting and repairing pneumatic temperature controls, Direct Digital Controls (DDCs), and hybrid temperature controls. The selected contractor will also be required to train assigned or replacement VA staff to understand and operate the above systems for extracting reports and other data as needed for monitoring energy consumption.

3.12.4 Contractor shall obtain, maintain, and provide proof of an OSHA 30 Construction or General Industry safety training certification for CSP.

3.12.5 Contractor shall provide a licensed technician to evacuate and fill various refrigerants at no additional cost to the government.

3.12.6 Contractor must provide, upon request, evidence of appropriate training of any CSP providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

3.12.7 Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.

3.13 Documenting Performance

3.13.1.1 Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.

3.13.1.2 Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.

3.13.1.2.1 To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level.

3.13.1.2.2 When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.

3.13.1.2.3 The contractor shall acknowledge receipt of the Notice in writing. The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) as described in PWS Paragraph 6.3 to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

3.13.1.2.4 Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

3.14 Security and Privacy Requirements

3.14.1 Contractor Responsibilities:

3.14.1.1 The Contractor shall prescreen all CSP requiring regular access to the VA facilities to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak, and understand the English language.

3.14.1.2 The Contractor shall bear the expense of obtaining background investigations at a VAMC PIV office.

3.14.1.3 Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the POC to begin their background investigations in accordance with Attachment A – Notice of Identification Card Process and Required Contractor Documentation.

3.14.1.3.1 The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon tasks in this PWS), etc. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the POC. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance.

3.14.1.3.2 The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.

3.14.1.3.3 The Contractor should coordinate the location of the nearest VA fingerprinting office through the POC. Only electronic fingerprints are authorized.

3.14.1.3.4 The Contractor shall ensure the following required forms are submitted to the POC within 5 days after contract award:

3.14.1.3.4.1.1 For a Tier 1/Low Risk designation:

3.14.1.3.4.1.2 OF-306

3.14.1.3.4.1.3 DVA Memorandum – Electronic Fingerprints

3.14.1.3.4.1.4 For Tier 2/Moderate or Tier 4/High Risk designation:

3.14.1.3.4.1.5 OF-306

3.14.1.3.4.1.6 VA Form 0710

3.14.1.3.4.1.7 DVA Memorandum – Electronic Fingerprints

3.14.1.3.5 The CSP shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Office of Personnel Management’s (OPM)

3.14.1.3.6 Electronic Questionnaire for Investigations Procession (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC).

3.14.1.3.7 The Contractor employee shall certify and release the e-QIP document, print, and sign the signature pages, and send them encrypted to the POC for electronic submission to the SIC. These documents shall be submitted to the POC within 3 business days of receipt of the e-QIP notification email. (Note: OPM is moving towards a “click to sign” process. If click to sign is used, the Contractor employee should notify the POC within 3 business days that documents were signed via eQIP).

3.14.1.3.8 The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. If damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

3.14.1.3.9 A Contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC) or “Closed, No Issues” (SAC) fingerprint results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and the signed “Contractor Rules of Behavior.” However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the Office of Personnel Management (OPM).

3.14.1.3.10 The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.

3.14.1.3.11 Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and Subcontractor employees and/or termination of the contract for default.

3.14.1.3.12 Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, always displaying their badges, and returning the identity credentials upon termination of their relationship with VA.

3.15 Position/Task Risk Designation Levels

3.15.1 In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity, and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

3.15.2 The risk for non-performance by the contractor for Mechanical Services performance is low. The Tasks identified above, and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

3.16 Federal Holidays

Contractor will not be required, except in the case of an emergency, to furnish such services on a national holiday or during non-working hours.

Christmas Day

3.17 Bonding and Insurance

Contractor shall assume full responsibility for the protection of its personnel furnishing Services under this requirement in accordance with personnel policies of the contractor. Contractor will be required to provide own bonding and insurance.

SECTION 4 – Government Furnished Data and Equipment:

4.1 HVAC Equipment List: Representative major equipment on the VA Sheridan campus (not all-inclusive or complete): See Attachment 1 - HVAC Equipment 2024

4.2 Additional equipment existing on station includes numerous pumps, compressors, makeup air units, unit heaters, motors, traps, etc. typical of a large campus.

4.3 Contractor may be required to install “Government furnished equipment". This may include and is not limited to parts, filters, belts, hoses, motors, coils, pumps, valves, and control components.

SECTION 5 – Contract Administration Data

5.1 Points-of-Contact: (Will be provided upon contract award)

5.2 Facility:

Sheridan VA Healthcare System 1898 Fort Road Sheridan, WY 82801

5.3 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year – Oct 1, 2024 – Sep 30, 2025 Option Year 1 – Oct 1, 2025 – Sep 30, 2026 Option Year 2 – Oct 1, 2026 – Sep 30, 2027 Option Year 3 – Oct 1, 2027 – Sep 30, 2028 Option Year 4 – Oct 1, 2028 – Sep 30, 2029

SECTION 6 – Quality Control (CQ)

6.1 Quality Control Plan.

The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how the Contractor assures that contractor work performance complies with the requirement of the contract.

6.2 Performance Standards.

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements.

4. Provides quality services/products.

Satisfactory or higher

2. Services completed, reviewed, delivered in accordance with the established schedule.

3. Notifies customer in advance of potential problems Satisfactory or higher

2. Personnel possess necessary knowledge, skills, and abilities to perform tasks.

Satisfactory or higher

6.3 Quality Assurance

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. The POC will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

6.3.1 Corrective Action Plan (CAP) The Contractor will cooperate with timely development of Corrective Action Plans (CAPs) related to identified deficiencies and related to State, Federal, and VA inspections. The Contractor will develop in the time specified by VA timely and appropriate CAPs for VA surveys or investigation of complaints related to quality of performance of contractor personnel and subcontractors. The Contractor will also supply related documents or data as specified by VA. The CAPs will include but are not limited to the following criteria and shall:

6.3.1.1 Contain elements detailing how the Contractor will correct the deficiency as it relates to the performance issue;

6.3.1.2 Indicate how the Contractor will act to ensure similar situations do not occur;

6.3.1.3 Include the measures the Contractor will take or systems that will be altered to ensure that the problem will not recur. The contractor must look at the system and determine if a change to the existing system will work, if a new system is necessary, or if a system does not exist and must be developed;

6.3.1.4 Indicate how the Contractor plans to monitor performance to make sure that solutions are permanent. The Contractor must develop a quality assurance tool for ensuring that correction is achieved and sustained. This tool must be implemented. Failure to implement a quality assurance tool to sustain compliance will reflect that the Contractor has an ineffective quality assurance system; and

6.3.1.5 Provide dates when corrective action will be completed.