Attachment 1 - SOW_ Air Ionization_Purification 36C25921Q0644.pdf

Statement Work Statement VHA Member services

Ionization Kit and Monitoring System Installation

1.0 Objective:

The installation of Ionization Air purifying devices in the HVAC systems of VHA Member Services facilities to ensure a safe and healthy working environment for our staff, visitors, and tenants. This installation will be the most up to date air purification system and will not interfere with the operation of HVAC systems or increase the demand for electrical consumption.

2.0 Background:

The Ionization Air purification and sanitation systems are designed to increase active bi-polar ionization levels in Call Centers, offices, and interior building spaces. These systems will provide healthier indoor air quality by reducing viruses, influenza, odors, spores, germs, airborne particles, bacteria, and volatile organic compounds (VOCs). The project calls for adding these ionization systems to existing HVAC duct and systems.

3.0 Introduction and Hours of Operation:

Contractor shall have experience in installation and programming of these systems in an administration office environment. Services shall be performed in a manner that will minimize interference and workflow interruptions in Member Services buildings while maintaining building condition and appearance. The Contractor shall perform services required by this contract during a normal Mon-Fri work week, outside facility operation hours, and excluding federal holidays until completion of the contract. Access to all locations will be coordinated in advance of the commencement of work. A planned work schedule shall be provided by the Contractor and approved by the Point of Contact (PoC) or Technical Representative prior to commencement of work. The PoC or Technical Representative must approve any changes to the Contractor’s planned work schedule in advance of any changes being made.

The work will be performed in three locations listed below:

Hot Springs: Veteran’s Health Administration – Member Services Address: 500N 5th Street, Building 4, Hot Springs, SD 57747

Hours of Operation: The Contractor shall schedule all work to be conducted within 24 hours’ notice to proceed. VA facilities PoC and/or Technical Representative are available on-site Monday -Friday 6:00 a.m. – 5:30 p.m. Mountain Standard Time (MST), unless advanced coordination is made and approved between the Contractor and the PoC. All work on site will be completed outside of facility operation hours posted.

The HVAC unit (1) is 15000 CFM. McQuay model OAHO300DDC.

Topeka: Veteran’s Health Administration – Member Services Address: 3401 SW 21st Street, Building 9 Topeka, KS 66618h

Hours of Operation: Hours of Operation: The Contractor shall schedule all work to be conducted within

24 hours’ notice to proceed. VA facilities PoC and/or Technical Representative are available on-site

Monday -Friday 6:00 a.m. – 5:30 p.m. Central Standard Time (MST), unless advanced coordination is made and approved between the Contractor and the PoC. All work on site will be completed outside of facility operation hours posted.

The HVAC units (3) are 15000 CFM. Trane models CSAAD40UAC00.

Ft. Riley: Veteran’s Health Administration – Member Services Address: Pershing Avenue, Building 409 Ft. Riley, KS 66442

Hours of Operation: Hours of Operation: Hours of Operation: The Contractor shall schedule all work to be conducted within 24 hours’ notice to proceed. VA facilities representatives Point of Contact and/or

Technical Representative are available on-site Monday -Friday 6:00 a.m. – 5:30 p.m. Central Standard

Time (MST), unless advanced coordination is made and approved between the Contractor and the PoC.

All work on site will be completed outside of facility operation hours posted.

The HVAC unit (1) is 15000 CFM. Carrier model 39MN08WL5563414XXE

4.0 Scope of Work:

Installation of Ionization air purification kits into existing HVAC systems (The HVAC system for each location is identified above in paragraph 3.0). The selected contractor shall be solely responsible for creating an installation plan for the new technology. Material submittals shall be approved prior to commencement of work. Furthermore, all materials, tools, and labor required to complete this project is the sole responsibility of the selected contractor. Selected contractor will ensure proper coordination with the onsite Point of Contact.

Mandatory Task and Deliverables: (Security)

a. The contractor shall always be escorted by a VHA employee while in the Member Services facilities.

b. The contractor shall attend the kick-off meeting either virtually or in person, the PoC shall be responsible for coordinating, scheduling and informing the contractor the date, time, and location of the kick-off meeting.

c. Once the contractor completes the project, they shall attend a post-installation de-brief meeting conducted by the PoC. The PoC shall address any deficiencies to the selected contractor and the CO (Contracting Officer). The contractor shall correct all deficiencies identified by the PoC before the project is officially considered complete.

5.0 Ionization Kit Installation and Monitoring:

As part of the installation of the Ionization Air Purification kits the contractor shall be responsible for performing tasks throughout various stages (before, during, and after) the project. The following is a list of these requirements which will result in the successful completion of the project:

5.1 The contractor shall provide all labor, requirements and material submittals as needed to install a fully functioning Ionization Air Purification Kit and air quality monitoring system.

5.2 The Contractor shall properly install an ionization and monitoring system with real-time monitoring of VOCs.

5.3 The contractor will provide the necessary 120VAC receptacle or equivalent electrical requirements to accommodate the equipment install.

5.4 The contractor will ensure at installation that all added equipment meets acceptance by the PoC.

5.5 The contractor shall provide an on-site staff supervisor with a current OSHA 10 certification.

5.6 The contractor shall provide the necessary tools, materials, system programming, and adequate equipment including any electrical supply systems to successfully complete this project.

5.7 The contractor shall ensure all necessary added cabling and resources comply with all applicable building codes.

5.8 The contractor will test all and certify the ionization kit and monitoring systems prior to PoC acceptance.

5.9 The contractor shall provide an adequate work force to complete all work associated with this project (i.e. plan, design, installation, and removal of project debris, and final cleanup).

6.0 Personnel Qualification and Requirements:

6.1 Supervision: Supervision must be provided by the Contractor during the completion of work as it relates to all portions of the PWS.

6.2 Training: Additionally, this requires the contractor to submit documentation showing all employees they plan on utilizing have been properly trained in prevention and adhering to the protocols set forth by the VA directives pertaining to COVID-19. The contract personnel will be required to go through training and or briefings deemed necessary by the Contractor.

6.3 Communication: Daily effective communication is critical and requires ability to speak, understand, and follow simple instructions in English.

6.4 Uniforms and Employee Identification: The contractor personnel assigned to the performance of this contract are to wear a Contractor provided standard distinctive attire that is clearly distinguishable. Attire is to be clean and maintained in serviceable condition. All contractor personnel will be provided a badge to be worn above the waist and will always need to be visible.

7.0 Contractor Staff Requirements:

7.1 Personnel Rosters: Current written rosters of all regular and alternate employees will be provided to the PoC prior to arriving on site. (Deliverable)

7.2 Backup Employees: The contractor shall ensure that enough backup employees have experience within the related field.

7.3 Employee Physical Examinations: All contractor employees must be screened for COVID symptoms.

Any contractor employee displaying symptoms will not be allowed to return to the facility until they are symptom free for 72 hours. Symptoms include but are not limited to fever, shortness of breath, new or persistent cough. Daily temperature screening to gain access to the building is mandatory. Any contractor employee who screens with a high temperature, which is defined as the most current established temperature published by the CDC, will not be allowed to work within the facility.

7.4 Miscellaneous: The contractor personnel shall not consume food, snacks, or drinks except during specified break periods in designated break areas. The VA has in place a non-smoking policy on all VA property, the use of any type of tobacco products is strictly prohibited. Personal cell phones shall not be used within the facility. Cell phone usage related to work issues/emergencies is authorized. Personal cell phone usage should be limited to breaks and lunch periods with the exceptions of emergencies.

Emergent personal phone calls are acceptable but should not interfere with staff. Unauthorized smoking, eating, theft or pilferage by contractor personnel shall constitute adequate cause for the Government to require that the contractor immediately remove the offender(s) from employment on the facility premises for the duration of this contract.

8.0 Government Furnished Equipment:

8.1 The contractor shall furnish all equipment and supplies to meet the requirements of the SOW. All chemicals utilized by the contractor must be VA approved prior to the commencement of work. Safety

Data Sheets will be provided in advance of use within the facility for PoC review and approval.

(Deliverable)

9.0 Safety:

9.1 All OSHA Safety Regulations including 29CFR 1910.28 (I) (10) and 1910.66 subpart D will be strictly adhered to. (Regulation may be located at http://www.osha.gov/). All VOS requirements will be adhered

to. All chemicals used on VA property must be accompanied by a Safety Data Sheet and be supplied to the VA. All materials and equipment will be removed from the facility and be stored outside the VA property at the end of the workday.

9.2 The contractor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of contract requirements. The contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

10.0 Building Security and Conservation:

10.1 The contractor personnel shall be provided keys by the agencies’ PoC/Technical representative at the start of each shift. Keys are to be returned to the Supervisor or General Foreman at the end of the work shift daily to allow access to all buildings and rooms. The Government may choose to accompany contractor personnel when in certain secured areas. Keys provided to the contractor shall not be duplicated nor removed from the premises. The contractor shall be responsible for immediately reporting the occurrence of a lost key to the PoC. The Government at the contractor's expense (including re-keying all doors that were affected by the lost key) shall replace any keys lost by Contractor personnel. In the event a key(s) is lost or duplicated, the Government shall replace all locks and keys on that system and the total cost deducted from payment due the contractor. If a key is lost, the Government shall replace the lock for that room(s)and the total cost deducted from payment due the contractor.

11.2 The contractor employees shall not allow anyone use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. All rooms/areas unlocked for services shall not be left unattended and shall be locked by contractor personnel after completion of duties and be verified secure by the Supervisor.

11.3 If any difficulty is encountered in keeping areas locked or windows closed and locked, the PoC shall be notified.

11.4 The contractor personnel shall turn off all lights they turned on when entering an area and ensure doors are locked after exiting area.

12.0 Government – Quality Assurance, Contractor - Quality Control:

12.1 Quality Control: The contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the contractor’s basic Quality Control

Program shall be provided to the on-site PoC 15 days after contract award effective date and prior to work beginning. An updated copy shall be provided to the on-site PoC as changes occur. The quality control program shall include, but are not be limited to the following:

12.2 The quality control/inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished.

12.3 The quality control plan shall provide methods for identifying and preventing deficiencies and how the contractor shall prevent the level of performance from becoming unacceptable.

12.4 On-site records of all inspections conducted by the contractor and necessary corrective action taken.

12.5 A system to record all inspections conducted by the contractor and record corrective action. These documents shall be made available to the on-site PoC or designated representative during the term of the contract.

13.0 Points of Contact (PoC):

FACILITY LOCATION PoC

VHA Member Services

500 5th Street, Bldg. 4

Hot Springs, SD 57747

Richard Grubb

Tel. 605-745-2000 ext. 3556

Richard.Grubb@va.gov

VHA Member Services

3401 SW 21st ST, Bldg. 9

Topeka, KS 66604

David Herring

Tel. 785-350-3747

David.Herring2@va.gov

VHA Member Services

Pershing Ave., Bldg. 409

Fort Riley, KS 66442

Ricky Postlewait

Tel. 785-350-1636

Ricky.Postlewait @va.gov

14.0 Contractor Responsibilities:

14.1 The contractor shall perform the task outside previously mentioned working hours for each facility

CLIN.

14.2 Contractor employee information: The contractor shall provide enough properly trained and qualified employees to perform the requirements of this contract and whose conduct shall not reflect discredit upon the VHA. The contractor shall ensure their personnel present a professional appearance. The contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The contractor is responsible for ensuring any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The contractor shall remove from the job site any employee for reasons of misconduct or security. The contractor shall ensure no contractor employees conduct political related activities or events on the Installation.

mailto:Richard.Grubb@va.gov mailto:David.Herring2@va.gov mailto:Richard.Grubb@va.gov

14.3 The contractor shall ensure all contractor employees always conduct themselves in a courteous and professional manner and are dressed appropriately for the functions they perform, including shirts, pants, shoes, socks, and personal safety clothing and equipment. All clothing shall be neat, clean, and free of stains, tears or offensive language, symbols, or graphics. Hoodies are permitted, but hoods must be down within the facilities. It is suggested the contractor design and encourage its employees to wear work shirts, jackets, or coats with the Contractor’s corporate logo displayed on the garments. Use of personally owned cell phones in VHA facilities during contract performance is prohibited.

14.4 The VHA reserves the right to require removal of a contractor employee from the job site who endangers persons or property or whose continued employment is inconsistent with VHA security, military security, or mission accomplishment. The VHA reserves the right to refuse to permit any contractor employee to perform services under this contract who is not in compliance with this contract. Failure of an employee to gain access to, or removal of an employee from, the Installation due to the above will not relieve the contractor of any work required by this contract.

14.5 Building accessibility: Contractor shall always be escorted by a VHA employee while in Member

Services facilities. When the facility is inaccessible, immediately contact the PoC for further assistance.

Contractor Employee Identification: All contractor employees are required to display an I.D badge while on Federal properties. The badge must be visibly worn between the shoulders and the waistline.

15.0 General Information

15.1 Federal Observed Holidays: Do not schedule work on Federal holidays or days observed in lieu thereof. The Federal holidays listed below are observed. When a holiday falls on a Sunday, the following Monday will be observed as the holiday. When the holiday falls on a Saturday, the preceding Friday will be observed as the holiday. When a service is required fewer than three times per week and the time for that service falls on a holiday the work shall be accomplished on the day following or preceding the holiday.

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

15.2 Applicable Regulations: All work under this contract must be performed in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3)

Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) regulations cited in this Performance Work Statement (PWS) and (5) industry standards.