Attachment 1_PWS.pdf

Animal Research Multi-Stack Repairs 2023, West Haven Inspection of the ARF Multi-Stack Chiller and Repairs

Statement of Work

The purpose of this statement of work is to provide an outline for the inspection and repair of the Multi-Stack Chiller roof-top unit system located at the West Haven VAMC campus, West Haven, CT. The intent is to repair known malfunctioning chiller modules, inspect the remaining modules, and provide one-time seasonal preventative maintenance.

The West Haven VAMC has a Multi-Stack Chiller unit with six modules that support the Animal Research Department located on the 8th floor of B-2. This unit was installed and activated around 2017 as part of renovations for the department. Due to the age since delivery, warranty issues are no longer covered by the manufacturer. Based upon an inspection in 2021, repairs for the module units in May/June of 2022 were coordinated and resolved. The corrections were made upon all but module #2, where there was no issue. Currently, there are five known modules to need repair.

The contractor shall:

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

• Check in with Customer

• Lock Out/ Tag Out Unit

• Reclaim Refrigerant as needed

• Pressurize Circuits

• Provide leak checks for all units

• Repair all leaks associated with the units

• Replace Filter Driers

• Evacuate and charge with new Refrigerant

• Functionally test system to confirm/ensure proper operation

• Replace pipe insulation if needed

• Provide inspection and repair report

The VA is accounting for the chiller unit inspection and six modules for general repair, which may include but not limited to repair of existing tubes, radiators, replacement of found irreparable components, testing, and recommissioning of modules, which shall include re-charging of refrigerant for activation. With three modules known to currently have issues, the VA is prepared in anticipation of a fourth unit in need of repair at the time of the repairs.

A site visit is encouraged to gather other required information and shall be coordinated through the Contracting Officer/Specialist on this project. Refer to the photos below for some information related to the unit.

The Contractor is responsible for all supplies to complete the installation, testing and activation.

The contractor shall coordinate the completion of the contract within 30 calendar days from award and Notice to Proceed as directed by VA Contracting. Anticipated M-F, 7am-5:00pm general workdays. Weekends and nights are not expected. Coordination of work shall be through the project COR and the VA HVAC shop.

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 shall schedule said work at other than normal hours and as directed by the VA designee.

Debris Removal:

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

Property Damage:

The Contractor shall take all necessary precautions to prevent damage to any government property. The Contractor shall report any damages immediately and shall 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.

Work Completion: All work under this contract shall be completed within 30 days following the award of the contract and the issuance by the VA of the “Notice to Proceed” letter.

Completion of the contract includes inspection of all installed project features by the project manager or designated alternate representatives.

Material & Workmanship Quality: All materials and workmanship shall comply with all applicable codes, regulations, and standards. All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR.

Submittals: The contractor shall submit product samples, manufacturers’ literature, and data. In addition, the contractor shall pay specific attention to ensure timely submission of all product samples, manufacturers’ literature, and data covering the materials listed below that will be installed in this project.

• Site Specific Safety Plan including Activity Hazard Analysis (AHA) and Accident Prevention Plan (APP) may apply

• Lockout/Tagout Procedures plan

• All Safety Data Sheets (SDS) for all applicable materials

• All applicable work plans, infectious control plans, etc. (including drawings) if necessary

• All miscellaneous construction materials

• OSHA worker certifications and training

• Quality Control plan

The contractor shall submit electronically each submittal for approval prior to installation of the related equipment. Materials shall not be ordered or installed prior to approval of the submittals. Direct all submittals through the VA project manager as directed by the VA CO.

Pandemic Requirements

Due to the nature of the pandemic and the risk factor for the patients and staff that take care of the patients, special requirements shall be taken to minimize potential exposure. Standard PPE requirements have included face masks that must always be worn. Facility policy for contractors can be supplied from the project’s CO.

Please be aware that the following may or may not apply to this project but must be stated and/or may be within the respective contract’s expected verbiage:

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.

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.

11. Contractor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

Photos:

Typical identification sticker (Serial number may differ)

South and North face (Module 1-3 @ south, Modules 4-6 @ north) Power @ eastern face

Animal Research Multi-Stack Repairs 2023, West Haven