Attachment 1_PWS.pdf

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Performance Work Statement Department of Veterans Affairs (VA) VA Connecticut Healthcare System

Inpatient Pharmacy Preventative Maintenance and Service

The purpose of this Performance Work Statement is to provide preventative maintenance and service calls for four (4) Air Handling Units located outside near the Inpatient Pharmacy. This PWS also details the service requirements for two accompanying reverse osmosis water treatment systems, one humidifier system and two biological safety cabinet exhaust fans. The contract shall be awarded for a base year (12 months) with four (4) potential annual option years to be exercised at the discretion of the Contracting Officer.

Facility Information:

West Haven VAMC Building 1, Ground Floor – Exterior of the Inpatient Pharmacy compounding area on the West Spring Street side of the campus.

950 Campbell Avenue West Haven, CT 06516-2770

Inpatient Pharmacy Equipment Listing

• Two (2) Air Handling Units (AHUs) – Make/Model: AnnexAir/MAU-E-03-HG-HM-C- HR-AZ23; Labeled RTU – 1, 2

• Two (2) Air Handling Units (AHUs) – Make/Model: AnnexAir/MAU-E-03-HG-HM-C- HR-AZ16; Labeled RTU – 3, 4

• One (1) Reverse Osmosis Water Treatment System – Make/Model: Wood Bros./ROS50010

• One (1) Reverse Osmosis Water Treatment System – Make/Model: Wood Bros./ROS50011

• Two (2) Exhaust Fans – Make/Model Name: Greenheck/VEKTOR-H-12

• One (1) Humidifier System – Make/Model: Condair/Nordec GS

Scope of Work:

All contracted work shall be performed by a qualified vendor in accordance with the following maintenance schedules provided for the RTU Maintenance Frequency:

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Services Start-Up Monthly 6 Months Annual Other Inspect general condition of unit X X Clean debris from unit X X Check unit for unusual noise or vibration X X Check motor voltage and current X X

Energize crankcase heaters 24 hours before starting compressors

X Or after a prolonged shutdown

Lubricate fan shaft bearing X X OR X

Lubricate motor base adjusting screw

X X

Check fan for rotation without obstruction

X

Check fan for proper rotation

X

Inspect protection finish X X Replace filters only if required (refer to page 26 – 4.13)

X OR

X (NOTE) Air filters should be inspected regularly and changed when dirty. Filter life can vary greatly from one unit to another, depending upon the application and the amount of contaminants in the return and ventilation air entering the air handler. Each job should be evaluated and maintenance schedules established accordingly. At a minimum, the filters should be changed at the beginning of the cooling and heating seasons. All filter sections use adjustable blank-off plates to close off any airway area not filled with filter media. Check blank-off plates to prevent unfiltered air from bypassing the filters. Blank-off plates must be on door side of unit.

Lubricate damper linkage

X

Check fan for unusual vibration

X X

Clean outside of coil X VFD – Heat sink temperature check and cleaning

X

VFD – Main cooling fan replacement

5 years

VFD – Capacitor change 10 years VFD – HVAC Control panel battery change

10 years

Energy Recovery Wheel Maintenance

IOM-150

Inspect Wheel Bearing (lubricate if required)

X X

Bearing Bolt Tightness X X Wheel Belt Wear X X

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Inspect & Adjust Perimeter Seals

X X

Inspect & Clean Wheel Media

X

Wheel Motor and Base Tightness

X X

Sheave Set Screw Tightness

X X

For every service call on each AHU, the contractor shall:

• Provide all transportation, material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.

• Check-in with VA POC

• Tighten all belts, wire connections, and setscrews.

• Clean all mechanically or with cold water, if necessary. Usually, any fouling is only matted on the entering air face of the coil and can be removed by brushing.

• Lubricate the motor and fan shaft bearings.

• Align or replace the belts as needed.

• Clean or replace filters as needed (Typically every month depending on filter debris and dust accumulation as described above). At the next service semi-annual call, clean or replace the filters as needed.

• After a prolonged shutdown, compressor crankcase heater should be energized for 24 hours before starting compressors.

• Check that all electrical fasteners / connections are tight and clean.

• Clean the compressor and verify the absence of rust and oxidation on the compressor shell, tubes, and electrical connections.

• Check each circuit’s refrigerant sight glass when the circuit is operating under steady-state, full load conditions. The sight glass should then be full and clear. If not, check for refrigerant leaks. Note – A partially full sight glass is not uncommon at part load conditions.

• Ensure that the system is leak tight.

• Check for proper superheat to reduce risk of slugging.

• Check for blockage of the condensate drain. Clean the condensate pan as needed.

• Check circuit breaker / fused disconnect switch.

• Check the power and control voltages.

• Check the running amperage of all motors and compressors.

• Check all operating temperatures and pressures.

• Check and adjust all temperature and pressure controls as needed.

• Check and adjust all damper linkages as needed.

• Check the operation of all safety controls.

• Examine the gas furnace

• Record the temperature and humidity reading in the rooms and provide readings to VA

POC.

• Provide a report to the VA POC after each site visit of completed services within 7 business days.

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In addition to the above tasks during semi-annual service calls for the AHUs, the contractor shall:

• Does the customer want a report at the end or each service? If so should a report be provided to the customer within X days of the service?

For every service call for the Reverse Osmosis water treatment system, the contractor shall

• Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.

• Check-in with VA POC

• On a monthly basis, replace the pre-filter sediment cartridge with a similar size 5-micron sediment filter. Dispose of the old filter properly. Check the O-ring located at the top of the filter housing and relubricate or replace if necessary. Re-install housing, turn hand tight (clockwise) and check for leaks after system is turned back on.

• The reverse osmosis membrane shall be cleaned during each service call.

• The reverse osmosis membrane shall be changed every two to three

• VA POC can provide additional information as needed to the vendor regarding the systems performance and operation manuals.

• Water quality inspection: This inspection involves checking water for iron, hardness, RO quality, chlorine leakage and overall quality.

• Exterior system inspection: The exterior system check includes checking tanks, piping and valves for corrosion, leaks, or exterior damage.

• Softener systems valve operation inspection: This inspection involves checking regeneration and service cycle flow patterns for proper operation.

• Brine system inspection: This inspection involves checking the brine tank level, rinse cycle, valve, draw and rate.

• Media filtration valve operation inspection: This inspection involves checking backwashing and service cycle flow patterns for correct operation.

• Controls inspection: This check involves observing controls for correct programming and operation and adjusting the controls when necessary.

• RO inspection: RO inspection involves checking the membrane, pre-filters, pressure, motor, and pump.

• Electrodeionization (EDI) system inspection: This inspection involves checking the EDI for electrical consumption, quality, and resistivity output. It also includes checking water and wiring connections and adjusting them as needed.

• Probe and monitor calibration: Calibrating probes and monitors involves checking the resistivity, conductivity, chlorine, hardness, pH and ORP.

• Inspection report: An inspection report shall be completed after each inspection including all relevant data and shall be provided to the VA POC with X Days of service.

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• For every service call for the Humidifier System, the contractor shall: Provide all travel, material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.

• Check-in with VA POC

• Refer to the below maintenance schedule for specific requirements in regards to the

Nortec GS Humidifier. Maintenance on the Nortec GS humidifier must only be performed by well qualified and properly trained personnel.

• The following tasks shall be completed during a regular inspection of the Nortec GS Humidifier.

o Inspections During Operation

Perform regular inspection of the Nortec GS humidifier and the humidification system when it is in operation. Inspect the following:

Check the gas connection for any leaks.

Check the water, drain, and steam connections for any leakages.

If applicable, check the humidifier and other system components have not shifted from their mountings, and are fastened securely.

Check for leaks in the exhaust vent. Check that there are no obstructions anywhere in the exhaust vent, including the exhaust terminal.

Keep the area around the air intake in the unit clear of all obstructions. If an air intake vent is used, check for leaks and obstructions in the vent, including the intake terminal.

Check the area around the unit is clear of all insulating and combustible materials.

Visually check the electrical wiring for any damage.

Check the Home screen on the humidifier for service or system warning messages.

Nortec GS Humidifier Maintenance Schedule

Task 30 Days After Initial Start

Up

Mid-Season End of Season (2000 hours)

Maintenance

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Inspect drainage. X X X Perform a visual check of the drainage system, including the air gap funnel and drainage into the building drain. Initiate a manual drain and visually check that water flows freely through the drain.

Perform water analysis — X X Perform a water analysis on a semi-annual basis to ensure optimal performance.

Inspect tank, primary heat-exchanger coils and drain fitting for scale build-up.

X X X Adjust blowdown rate and FTBD Interval, as necessary, to reduce scale build-up.

Inspect the inside of the take and make sure that scale build-up does not exceed 2 in.

De-scale as required.

Inspect secondary heat-exchanger (CS/NX model only) for blockage.

— X X Inspect water flow through the secondary heat-exchanger and make sure there is not blockage. Clean, if necessary.

Inspect the condensate trap connected to the secondary heat-exchanger for blockage.

Flush and prime the condensate trap, if necessary.

Inspect sacrificial anode in the tank.

— — X Inspect the anode for severe corrosion or scale build-up.

Scrape off excess scale.

Replace the anode, if necessary.

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Clean the float chamber X X X Make sure that the floats move freely. Clean the float chamber.

Inspect the hoses, fill valve, and drain pump for blockage.

— X X Check the fill and drain hoses for blockage. Clean the inside of the hoses.

Clean the strainer in the dual fill valves.

Clean the drain pump.

Remove dust build-up on the blower housing.

— X X Use an air gun to remove dust accumulation on the blower housing.

Inspect the spark-igniter for oxidation.

— — X Clean the spark-igniter.

Inspect the exhaust vent and terminal.

X X X Check that there are no leaks in the exhaust vent, and it is not damaged or corroded excessively. Check the vent is secured properly and has the proper slope.

Make sure there is no blockage in the exhaust vent including the exhaust terminal.

When operating in a stable state, make sure that flue temperature is 275 – 300 degrees F (135 – 149 degrees C) for the standard-efficiency model. Flue temperature should be 120 – 140 degrees F (49 – 60 degrees C) for CS/NX model.

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Inspect air intake vent and terminal.

— X X Check the air intake vent for leaks, if used.

Make sure there is no blockage in the air intake terminal, if used. Clean the screen on the elbow at the intake air inlet.

Inspect high limit switch and sensor

X X X Visually check that the thermocouple is attached to the exhaust vent, and the thermocouple wires are connected properly to the switch.

Inspect condensate collection system.

X X X Check for leaks or blockages in the condensate lines throughout the steam line and exhaust vent (if applicable).

Make sure that the condensate traps are primed.

If a condensate neutralizer is installed, follow recommendations of the device manufacturer.

Inspect the mounting of the unit.

__ __ X Check the mounting surface on which the unit is installed is stable, and the unit is secured properly to the mounting surface.

Inspect overall condition of the unit.

— — X Check the unit for obvious signs of deterioration.

Inspect high temperature elbows and hose cuffs on the exhaustInspect overall condition of the unit.

— — X Check the unit for obvious signs of deterioration. Check for leaks and cracks.

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For every service call for the Exhaust Fans (are these the biological cabinet exhaust fans?), the contractor shall

• Provide all travel, material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.

• Check-in with VA POC to schedule maintenance. All service calls need to be coordinated with the VA Pharmacy staff due to the inpatient pharmacy operating 24/7.

• One time per year change the fan motor belt.

• Check the belt tension and adjust, if necessary

• Check all fasteners and set screws for tightness. Particular attention should be paid to set screws attaching the wheel to the shaft.

• Motors supplied with grease fittings should be greased according to directions printed on the motor.

• The exterior surface of the motor and impeller should be thoroughly cleaned. Do not allow water or solvents to enter the motor or bearings. Under no circumstances should motors or bearings be sprayed with steam or water.

• Locking collars and set screws, in addition to fasteners attaching the bearing to the bearing plate must be checked for tightness. Lubricate bearings yearly. Use synthetic grease conforming to NCGI Grade 2.

Provide the VA POC with a report of all completed services within 7 business days

All work shall be performed and completed on a schedule approved by the VA POC in advance.

Dates and times of services shall be coordinated between the contractor and Government to minimize impact to pharmacy operations. All work shall take place during normal business hours 7:00 AM EST to 3:00 PM EST, Monday thru Friday, excluding federal holidays.

Does the customer want to allow for emergency services in the event that something happens? If so we can add language and get emergency service hours pre-priced as well as get material mark ups.

Interference to Normal Functions:

When the contractor’s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor must schedule said work at other than normal hours and as directed by the VA designee at no additional charge to the Government.

Debris Removal:

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The Contractor/Installer must be required to remove waste materials and debris daily from the campus. All waste material and debris must be removed off the site by the contractor and must be disposed of in accordance with applicable Local, State and VA and Federal regulations.

Property Damage:

The Contractor must take all necessary precautions to prevent damage to any government property. The Contractor must report any damages immediately and must assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material will be replaced in a timely manner or corrected by the Contractor with like materials at no extra cost to the government upon approval of the Contracting officer.

Additional Information:

The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility.

COVID-19 Precautions:

Face coverings are required to be worn while on station. See internal VA POC for precaution updates prior to arrival on station.

COVID-19 precautions can potentially change at any time; contractors must be required to follow all current COVID-19 regulations.

Records Management:

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. 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.

2. 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.

3. 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.

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4. 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.

5. Contractor shall not create or maintain any records containing any Government

Agency records that are not specifically tied to or authorized by the contract.

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

7. 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.

8. 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.].

9. 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.

10. 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.