Attachment A- Ceiba CBOC PM SOW rev.pdf

I. Introduction:

A. The VA Caribbean Healthcare System (VACHS), has a requirement for a contractor to provide timely, effective, and high-quality mission critical, non-clinical services to maintenance and repair the day-to-day needs of the Community Based Outpatient Clinic (CBOC) facility located at Ceiba, Puerto Rico.

B. The main objective of this contract is to ensure the operational reliability of the facility, effectively and efficiently respond to and mitigate any infrastructure-related condition, and to maintain a safe and healthy worksite for staff, patients, volunteers, visitors, contractors, and the general public.

C. Maintenance intervals may be determined by National Fire Protection Association (NFPA) standards, manufacturer recommendations, metering, predictive maintenance sampling, VA policies, federal regulations and statutes, adopted codes, or other strategies. requirements from The Joint Commission (TJC), Veterans Health Administration (VHA), and other regulatory bodies.

II. Period of Performance:

The estimated period of performance consists of a base year and four (4) option years from the date of issuance.

III. Scope of Work:

A. Unless otherwise specified herein, the contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary for the maintenance and repair of the building structures and related systems and equipment as defined in this scope.

B. The contractor shall perform preventive and corrective maintenance, and emergency work in compliance with applicable codes and standards. Maintenance and repair services shall include but not be limited to the following:

1. Heating, Ventilation and Air Conditioning (HVAC) systems - blowers, compressors, motors, dampers, condensers, cooling coils, pumps, duct work, air filters, and air conditioning units.

2. Electrical - service connections, panels, outlets, switches, circuits, lighting fixtures, faceplates, receptacles, light bulbs, and lamps.

3. Plumbing - water heaters, sewer, sinks, toilets, urinals, faucets, and water drinking fountains.

4. Painting, Carpentry and Masonry - floors, tiles, baseboards, walls, ceilings, trim, doors, stairs, roofing, gutters, sidewalks, windows, and signs. Interior and exterior painting, parking lines, and wheel stops painting.

5. Grounds maintenance – lawn care, landscaping, exterior trash collection, and maintenance of parking lot and sidewalks.

C. The contractor shall receive all service call requests directly from the CO, COR, Clinic’s director or Designee. Calls shall be classified by the contractor as emergency, urgent, or routine. The contractor shall plan and schedule work to assure parts, materials, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards. Verbal scheduling and status reports shall be provided when requested by the COR.

D. EMERGENCY service calls will be classified as emergency at the discretion of the COR.

Generally, emergency calls consist of correcting failures that constitute an immediate danger to personnel; threaten to damage property or threaten to disrupt activity operations. URGENT service calls will be classified as urgent at the discretion of the COR. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, or activity missions, but will soon inconvenience and/or affect the health or well-being of personnel, and lead to property damage. Emergency and Urgent calls are not to take time away from Preventive Maintenance (PM) and other requirements required under this contract. If circumstances beyond the contractor’s control preclude resolution of the problem that day, the COR must be notified with an explanation of the delay. ROUTINE service calls will be classified as routine when the work does not qualify as an emergency or urgent call. A requirement for modifications for the addition and /or deletion of work may be required during the duration of Contract under circumstances such as acts of God.

E. The contractor shall have procedures for receiving and responding to emergency services within the specified response time seven days a week, including weekends and holidays and provide on-call response within 30 minutes for weekends, holidays, and after normal duty hours for emergency service calls. This work shall be continuous 24 hours a day, 7 days a week until completed, unless approved by the COR. The contractor must be on the job site and working within 60 minutes after receipt of an emergency service call. The contractor shall work without interruption and shall correct, remedy, or take other action as required to contain the emergency service call before departing the job site.

F. The Contractor shall have procedures for receiving and responding to urgent service calls within one hour after receipt of an urgent service call received during regular working hours, and within 2 hours for urgent calls received after regular working hours, on weekends, or holidays.

G. All routine service calls shall be completed within 2 working days after receipt. Routine calls shall be normally accomplished during regular working hours.

H. Recurring work includes preventive maintenance (PM) and start-up/shutdown of systems. PMs consists primarily of inspection, lubrication, calibration, adjustment, and minor part and component replacement (e.g., filter, belts, fluids, oil, and grease) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to ensure the equipment is operating per manufacturer’s standards. The contractor shall complete all identified repairs and provide all necessary services, parts, and materials as part of the PM.

I. The Contractor shall submit a detailed PM schedule to the COR for approval at least 15 calendar days prior to the start date of the contract. The schedule shall cover the entire term of the contract and include for each system/piece of equipment and PM lasted herein, the work to be performed (e.g., semiannual PM), and the week of the month the PM will be performed. Verbal scheduling and status reports shall be provided when requested by the COR.

J. The contractor shall arrange work so as not to cause interference with normal occurrence of Government business. In those cases where some interference is unavoidable, the Contractor must make every effort to minimize the impact of the interference and its effects.

K. The Contractor shall install replacement parts that are appropriate to the equipment, its operating conditions, and the required performance levels. Substandard components shall not be used in government equipment. All parts, materials, components, and replaceable inserts used in the maintenance and repair of equipment and systems in Federally controlled space shall be new, suitable for the type and severity of service, and meet safety performance codes and standards.

L. The Contractor shall submit a monthly written report documenting that building systems have been properly maintained, tested, and are operational within manufacturer's warranted operating standards. The Contractor shall maintain the premises in a safe and healthful condition according to applicable OSHA standards and all other requirements of this Contract, including standards governing indoor air quality, existence of mold and other biological hazards, presence of hazardous materials.

M. HVAC Systems

1. Contractor shall have personnel that possesses a License from the CTRAPR (Colegio de Tecnicos de Refrigeracion y Aire Acondicionado de Puerto Rico) or a similar License.

2. When performing maintenance on equipment that requires working with (CFC’s) refrigerants.

Those working on the equipment must maintain the applicable certifications for working on such equipment. All applicable local, state, federal guidelines and regulations must be adhered to with respect to documentation, handling and disposal of refrigerants.

3. The Air Conditioning (A/C) Units to be considered for this contract are the following:

A/C UNITS AND SERIAL NUMBERS

Item # Space Make / Model Serial #

1 Hallway & SPD (FCU 17) ARNU243BHA2 112KAED00060 2 Mental Health (FCU 1) ARNU483BRA2 012KAGS00119 3 FIRS Hallway (FCU 15) ARNU243BHA2 112KANY00063 4 Farmaceutic (FCU 5) ARNU483BRA2 012KAHG00113 5 Lunchroom (Cassette C-2) ARNU153TQC2 112KACA00003 6 Exam Room 3 (FCU 19) ARNU483BRA2 110KAVH00007 7 Director’s Office (Cassette C-2) ARNU153TQC2 112KAQJ00004 8 Volunteer’s Room 128 (FCU 10) ARNU483BRA2 012KARW00110 9 Conference Room (Cassette C-11) ARNU24GTPC2 105KADT00002 10 Conference Room (Cassette C-12) ARNU24GTPC2 105KATM00001 11 Counter Waiting (FCU 9) ARNU483BRA2 012KALC00120 12 Main Entrance (FCU 7) ARNU483BRA2 110KAUU00022 13 Center Hallway (FCU 16) ARNU243BHA2 112KAUU00062 14 Medication Room (Wall Split) AIR CON 09K00097 15 Head Nurse (FCU 3) ARNU483BRA2 112KATM0C009 16 Administrative Chief (Cassette C-4) ARNU093TRC2 112KAV00042 17 Computer Room 121 (Wall Split) TGM MWVT12S D202026460213201120439

18 GYN EXAM ROOM 136 (FCU 13) ARNU483BRA2 112KADT00010

19 Exam Room 118 (Cassette C-18) ARNU183TQC2 112KAPB00024 20 Module (Condensing Unit) ARUN115BT2 112KA2K00005 21 Module (Condensing Unit) ARUN115BT2 110KAFX00003 22 Module (Condensing Unit) ARUN115BT2 112KAGS00007 23 Module (Condensing Unit) ARUN115BT2 112KAQJ00004 24 Module (Condensing Unit) ARUN115BT2 110KAJP00004 25 AIR CON (Condensing Unit) 9,000 BTU Not Visible 26 TGM (Condensing Unit) MRVT12AS Not Visible

NOTE: This list may change is not conclusive

4. Equipment manufacturer’s recommended maintenance procedure(s) and/or instruction(s) shall be strictly adhered to. Maintenance requirements includes, but is not limited to the following:

N. Electrical System

1. Contractor shall have personnel that possesses a License from the “Colegio de Peritos

Electricistas” or similar license. A copy of the license and resume must be sent to the COR for approval before any work is done.

2. All electrical work shall meet or exceeds TJC, Occupational Safety and Health Administration (OSHA), and the NFPA requirements. Key codes and standards include, but are not limited to:

a) NFPA 70, National Electrical Code

b) NFPA 99, Health Care Facilities

c) NFPA 101, Life Safety Code

3. Replacement of breakers, light bulbs, tubes (interior/Exterior), ballasts, light covers, light switches, electrical outlets, parking luminary and illuminated exit signs shall be verified on a weekly basis. Once identified it shall be replaced or repaired within ten (10) labor days.

4. Electrical hazards shall be repaired immediately.

Task Frequency Clean supply vents Weekly Check for corrosion, missing doors, mechanical latches, dents and other damages Monthly Check temperature on supply and return fan bearing Monthly Check drains for clogs and check for water leaks on pipes Monthly Check and adjust all temperatures and pressure controls Monthly Check the operation of all safety controls Monthly Check all electrical connections and circuits Monthly Check the running amps of the supply and return fan motors Monthly Replace all air filters Monthly Remove any fouling materials matted on the entering air face of the coil Monthly Lube motors and control motor actuators, linkages, and fan shaft bearings Monthly Clean outdoor unit free of debris, leaves, bugs, and trash Monthly Verify for air leak Monthly Wash & clean outdoor coil and drainage pumps Twice a year

5. If an electrical breaker is determined that needs to be replaced, the entire electrical system must be shut down. Accordingly, prior to proceeding the COR must be notified so proper planning can be made and disruption to normal operation is avoided or minimized as much as possible.

N. Plumbing work

1. The Contractor must maintain, repair and/or replace as needed toilets, lavatories, urinals, piping and associated parts. Furthermore, the Contractor shall unclog toilets, pipelines, drains, and sewer lines.

2. If evidence of leaks under sinks or toilets is found it must be repaired immediately. Also, any evidence of moisture/mold intrusion or damage must be repaired immediately.

3. If any fixture is found defective it must be replaced immediately.

4. Maintain and replace filters of drinking fountains and ice machines as required.

5. The contractor shall have at least one (1) Plumber available for Callback Services during the duration of the Contract.

O. Painting, Carpentry and Masonry - floors, tiles, baseboards, walls, ceilings, trim, doors, stairs, roofing, gutters, sidewalks, windows, and signs.

1. Doors

a) Doors shall be inspected on a monthly basis. Inspect general arrangement of door and mechanism, mountings, standards, locks, anchor bolts, weather-stripping, hinges, door opener and door stop, etc. Clean, tighten, adjust, and repair as required.

b) If the door frame is damaged it shall be notified to the COR within two (2) days or less.

2. Gates and Fences

Inspect, clean, lubricate and repair all pivot points, hinges, latches, support rollers, locking devices, roller tracks, mounting hardware, etc.

3. Penetrations - floor or wall penetration shall be scheduled to be repaired and painted immediately. Replace floor tiles as necessary.

4. Ceiling Tiles

a) Stained, broken or missing ceiling tiles shall be replaced immediately; ceiling grids, ceiling hanging system, adhesives and associated parts must be repaired, painted or replaced as required.

b) The Contractor must immediately inform the COR of any roof leaks.

5. Exterior Painting

a) The buildings surrounding’s facades shall be painted during the first and third year of the contract.

b) The contractor is only required to perform spot painting as requested by the COR during the rest of the contract.

c) Existing colors shall be used.

d) All traffic lines, curbs and sidewalks will be painted every six (6) months or as needed.

6. Interior Painting

a) Maintenance of the Interior Painting of the clinic will be done on a weekly basis.

b) At least three spaces shall be fully painted on a weekly basis. Spaces includes offices, hallways (both walls), waiting areas and restrooms.

7. Roof

a) The integrity of the roof shall be verified at least two times per month. If a leak is detected it shall be informed to the COR within two (2) days or less.

b) Additional inspections should be performed after any severe winds or storms.

c) Remove all trash, debris or unsecured material from roof and dispose of properly.

P. Grounds Maintenance

1. Lawn maintenance - shall be done on a regular basis as required. It shall include watering, cutting and fertilizing as required in order to maintain well-maintained grounds and healthy plants with a pleasant appearance.

2. Building surrounding’s to include but not limited to the parking lot shall be cleaned of any garbage or debris daily as part of the routine schedule.

3. Parking and road maintenance – perform asphalt patch-up of potholes and replace wheel stops.

Q. Inspections

1. The Clinic is subject to announced and unannounced inspections at any moment.

2. Contractor shall be present during the inspections in order to assist the COR to respond to any concerns regarding the maintenance issues.

3. Contractor is required to maintain operation and maintenance records or reports of the work.

4. Any deficiency found that is under the scope of work shall be scheduled for correction immediately after being notified to be corrected.

IV. General Information

A. Quality Control Plan - The Contractor shall develop and maintain a Quality Control Plan to ensure maintenance is performed in accordance with commonly accepted commercial practices.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficient services. The Contractor shall keep the Plan up to date and provide a copy to the COR, upon request.

B. Hours of Operation - The core hours for the Clinic are from 7:00 AM to 6:00 PM. Normal business hours are from 8:00 AM to 4:30 PM. The Contractor must respond immediately (within 2 hours) to HVAC and mechanical system emergencies. Contractor must also respond immediately (within 2 hours) for all emergency maintenance requirements (plumbing, lighting, etc.). Work at the Government site shall only take place on Federal holidays or weekends in emergency situations or if directed by the COR.

C. All vendor/contract personnel must report to the Police Service to identify them upon entering the Clinic and to carry the identification card throughout the entire period while providing the service.

D. The Contractor shall submit to the COR prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VA. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to VA personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

E. The Contractor shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

F. Contractor shall submit a written report to the VA within five work (5) days of any incident of a major malfunction, accident or injury. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this

SOW.

G. Modifications such as addition and/or deletion of services may be required during the duration of contract due to acts of nature and or emergencies.

SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY

RESOURCES

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

SECURITY CONTROLS COMPLIANCE TESTING

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

GENERAL TERMS AND CONDITIONS FOR ALL ACTIONS AND ACTIVITIES UNDER THE

CONTRACT:

a. I understand and agree that I have no reasonable expectation of privacy in accessing or using any VA, or other Federal Government information systems.

b. I consent to reviews and actions by the Office of Information & Technology (OI&T) staff designated and authorized by the VA Chief Information Officer (CIO) and to the VA OIG regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. These actions may include monitoring, recording, copying, inspecting, restricting access, blocking, tracking, and disclosing to all authorized OI&T, VA, and law enforcement personnel as directed by the VA CIO without my prior consent or notification.

c. I consent to reviews and actions by authorized VA systems administrators and Information Security Officers solely for protection of the VA infrastructure, including, but not limited to monitoring, recording, auditing, inspecting, investigating, restricting access, blocking, tracking, disclosing to authorized personnel, or any other authorized actions by all authorized OI&T, VA, and law enforcement personnel.

d. I understand and accept that unauthorized attempts or acts to access upload, change, or delete information on Federal Government systems; modify Federal government systems; deny access to Federal government systems; accrue resources for unauthorized use on Federal government systems; or otherwise misuse Federal government systems or resources are prohibited.

e. I understand that such unauthorized attempts or acts are subject to action that may result in criminal, civil, or administrative penalties. This includes penalties for violations of Federal laws including, but not limited to, 18 U.S.C. §1030 (fraud and related activity in connection with computers) and 18 U.S.C. §2701 (unlawful access to stored communications).

f. I agree that OI&T staff, in the course of obtaining access to information or systems on my behalf for performance under the contract, may provide information about me including, but not limited to, appropriate unique personal identifiers such as date of birth and social security number to other system administrators, Information Security Officers (ISOs), or other authorized staff without further notifying me or obtaining additional written or verbal permission from me.

g. I understand I must comply with VA’s security and data privacy directives and handbooks. I understand that copies of those directives and handbooks can be obtained from the Contracting Officer's Representative (COR). If the contractor believes the policies and guidance provided by the COR is a material unilateral change to the contract, the contractor must elevate such concerns to the Contracting Officer for resolution.

h. I will report suspected or identified information security/privacy incidents to the COR and to the local ISO or Privacy Officer as appropriate.