Attachment 1_PWS HVAC Air Filter.docx

PERFORMANCE WORK STATEMENT (PWS)

HVAC Air Filter Supply, Delivery, and Installation Services White River Junction VA Medical Center

1. BACKGROUND

The White River Junction (WRJ) VA Medical Center (VAMC), located at 215 N Main Street, White River Junction, VT 05009, requires HVAC air filter supply, delivery, and installation services to maintain clean, quality air for patients and staff throughout the medical campus. The Government intends to establish a Blanket Purchase Agreement (BPA) under which individual Task Orders (TOs) will be issued on either a job or annual basis. This acquisition is conducted in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services.

2. SCOPE

The Contractor shall provide all labor, materials, transportation, tools, equipment, personal protective equipment (PPE), permits, and certifications necessary to perform HVAC air filter supply, delivery, and installation services as ordered under individual Task Orders issued against this BPA. The Contractor is expected to perform these services using its standard commercial practices, except where this PWS or applicable Task Orders specify otherwise. No work outside the scope of this PWS shall be authorized or paid without the express, prior written authorization of the Contracting Officer (CO).

Notice: No guarantee of work is made by the establishment of this BPA. No funding is guaranteed. No Government employee other than the CO has authority to modify the terms or conditions of this agreement or authorize commitments of funds.

3. PERIOD OF PERFORMANCE

Exact start and end dates will be specified at the time of BPA establishment. The Government reserves the right to place orders during any active ordering period at its sole discretion. Continuation into subsequent ordering periods is not guaranteed.

4. PRICING

Offerors shall provide pricing in accordance with the Government-furnished Cost_Price Schedule (Attachment 2). Established rates will serve as the basis for pricing FFP Task Orders issued against this BPA.

5. PLACE OF PERFORMANCE

5.1 All services under this BPA shall be performed at the White River Junction VA Medical Center, 215 N Main Street, White River Junction, VT 05009, unless otherwise specified in an individual Task Order.

5.2 Work locations on the VAMC campus may include, but are not limited to: mechanical rooms, rooftop mechanical areas, air handling unit locations, pharmaceutical cleanrooms, and sterile compounding spaces. Specific work locations will be identified in each Task Order.

5.3 All filter deliveries shall be made to the address above. Specific delivery points on campus will be coordinated with the COR prior to each delivery.

5.4 The Contractor shall not perform work at any location other than those identified in the applicable Task Order without prior written approval from the CO.

6. WORK HOURS

6.1 Regular Hours: Work shall generally be performed Monday through Friday, between 7:00 AM and 3:30 PM local time, excluding Federal holidays. Regular Hours labor rates apply during this window.

6.2 After-Hours Work: Work required outside of Regular Hours that is known and planned in advance shall be coordinated with the COR no fewer than forty-eight (48) hours prior to commencement. The After-Hours labor rate applies to all such work.

6.3 Emergency Work: Emergency work may be required outside of Regular Hours with little or no advance notice due to urgent HVAC system failures or patient/staff safety concerns. The Emergency / After-Hours labor rate applies to all emergency work. The Contractor shall be capable of responding to emergency calls within four (4) hours of notification by the COR.

6.4 Federal Holidays: No work shall be performed on Federal holidays without express advance written authorization from the CO.

7. APPLICABLE STANDARDS AND REGULATIONS

The Contractor shall perform all work in compliance with the following, including the most current applicable version of each:

· IEST-RP-CC001 – HEPA and ULPA Filter Testing

· ISO 14644-3 – Cleanroom Testing and Monitoring

· USP 797/800 – Pharmaceutical Cleanrooms and Sterile Compounding Spaces (certification every six (6) months)

· OSHA 29 CFR 1910.147 – Control of Hazardous Energy (Lockout/Tagout)

· ASHRAE Standard 52.2 – Method of Testing General Ventilation Air-Cleaning Devices for Removal Efficiency by Particle Size

· VA Directive 0059 – VA Privacy and Information Security

· All applicable Federal, State, and local environmental regulations governing filter disposal

8. PERFORMANCE REQUIREMENTS

8.1 Filter Assessment and Sourcing

Objective: The Contractor shall accurately identify, source, and document all filter requirements for each HVAC unit covered under a Task Order.

8.2 Delivery

Objective: Filters shall be delivered on schedule, undamaged, correctly labeled, and accompanied by complete documentation.

Delivery Location: 215 N Main Street, White River Junction, VT 05009

8.3 Installation Services

Objective: The Contractor shall install all filters correctly, safely, and with minimal disruption to VAMC HVAC system operations.

8.4 HEPA Filter Certification

Objective: All HEPA filter installations shall be challenged and certified in accordance with applicable industry standards.

8.5 Reporting and Documentation

Objective: The Contractor shall maintain accurate, complete, and timely records for all services rendered under each Task Order.

9. CONTRACTOR QUALIFICATIONS

9.1 Technician Qualifications

The Contractor shall ensure all technicians assigned to work under this BPA meet the following minimum qualifications:

· Demonstrated training and experience in HVAC filter installation and maintenance in a healthcare or institutional environment

· Qualified to perform IEST/ISO standard HEPA filter installation challenge testing (IEST-RP-CC001; ISO 14644-3)

· Qualified to perform USP 797/800 HEPA certification for pharmaceutical cleanrooms and sterile compounding spaces

· OSHA-compliant LOTO training in accordance with 29 CFR 1910.147

9.2 Documentation of Qualifications

The Contractor shall provide evidence of technician qualifications to the COR upon request and prior to the performance of any HEPA certification work. The Government reserves the right to reject unqualified personnel.

10. TASK ORDER ISSUANCE PROCESS

10.1 Task Orders will be issued by the CO in writing. No work shall commence until a fully executed Task Order has been issued by the CO and acknowledged by the Contractor.

10.2 Upon receipt of a Task Order, the Contractor shall provide written acknowledgment to the COR within two (2) business days confirming acceptance and the proposed performance schedule.

10.3 Each Task Order will specify, at a minimum: the scope of work, applicable CLINs and quantities, place of performance, period of performance, and the total FFP amount.

10.4 For routine Task Orders, the Government will provide a minimum of five (5) business days' notice prior to the required performance start date. For emergency Task Orders, the Contractor shall be prepared to respond within four (4) hours of notification as described in Section 6.3.

10.5 The Contractor shall not perform work in excess of the scope or value of an issued Task Order without prior written CO authorization. Costs incurred outside the scope of an issued Task Order will not be reimbursed.

11. GOVERNMENT-FURNISHED INFORMATION AND FACILITIES ACCESS

11.1 The VA COR will provide the Contractor with access to mechanical rooms, rooftop areas, and other required work sites in coordination with appropriate VAMC personnel.

11.2 LOTO procedures specific to each piece of VAMC equipment will be established and communicated to the Contractor in collaboration with VAMC Facilities Management staff prior to work commencement.

11.3 The Contractor shall comply with all VAMC site access requirements, including but not limited to badging and escort requirements.

12. QUALITY ASSURANCE

Contractor performance will be monitored and evaluated by the Contracting Officer's Representative (COR) in accordance with the Government's Quality Assurance Surveillance Plan (QASP), maintained separately by the Government. The QASP directly corresponds to the performance standards and AQLs established in Section 8 of this PWS. The Contractor should expect that all aspects of performance under this BPA and resulting Task Orders are subject to Government surveillance.

15. INSPECTION AND ACCEPTANCE

15.1 Inspection

All services and materials provided under this BPA are subject to inspection by the Government at any time during performance. The COR is authorized to conduct inspections on behalf of the Government in accordance with the performance standards and AQLs established in Section 8 of this PWS and the surveillance methods identified in the QASP. Inspection does not relieve the Contractor of its responsibility to perform in accordance with the terms of the BPA and applicable Task Orders.

15.2 Acceptance

Acceptance of services and materials shall occur at destination — the White River Junction VAMC, 215 N Main Street, White River Junction, VT 05009. The COR is authorized to recommend acceptance of conforming services and materials. Final acceptance authority rests with the Contracting Officer.

15.3 Acceptance Timeframe

The Government shall accept or reject services and materials within ten (10) business days following Contractor submission of all required Task Order deliverables, including service logs, delivery documentation, and any applicable certification reports. Acceptance will not be deemed to have occurred until the Government has provided written confirmation to the Contractor.

15.4 Non-Conforming Services and Materials

If services or materials are found to be non-conforming with the requirements of this PWS or the applicable Task Order, the COR shall notify the Contractor in writing, identifying the specific deficiency and the required corrective action. The Contractor shall:

· Acknowledge receipt of the rejection notice within one (1) business day;

· Submit a corrective action plan to the COR within three (3) business days of the rejection notice; and

· Complete corrective action within the timeframe established by the COR, commensurate with the nature and severity of the deficiency.

The Government reserves the right to reject, in whole or in part, any services or materials that do not conform to the requirements of this PWS. Costs associated with corrective action, re-performance, or replacement of non-conforming materials are the sole responsibility of the Contractor.

15.5 Partial Acceptance

The Government reserves the right to accept conforming portions of a Task Order delivery while rejecting non-conforming portions. Partial acceptance does not waive the Government's right to require full performance of the remaining non-conforming portions of the Task Order.

15.6 Condition of Payment

Payment shall not be made for services or materials that have not been formally accepted by the Government. Invoices submitted prior to Government acceptance will be held pending completion of the acceptance process. Acceptance of a deliverable does not preclude the Government from pursuing remedies for latent defects discovered after acceptance.