ATTACHMENT A SOW AMENDED.docx

ATTACHMENT A.

Statement of Work

Air Handling Filters and Ultraviolet Bulb Services 36C24926Q0153

General Overview This requirement is for a full-service contract that will include all labor and all parts for removal, replacement, and disposal of Air Handling Unit (AHU) air filters and Ultraviolet (UV) bulbs for the AHUs and heat exchangers located in the facility. This will include regular replacement of filters in accordance with the Veteran Affairs (VA) schedule outlined in the U.S. Department of Veteran Affairs Office of Construction and Facilities Management HVAC Design Manual from November 2017. This requirement will meet the requirements of the manufacturer, environmental safety, and the facility.

Place of Performance 1310 24th Avenue South, Nashville TN 37212

Period of Performance and Schedule

The hours of work for the removal, replacement, and disposal of AHU air filters and UV bulbs will occur during normal working hours unless they are deemed an emergency or unable to be accessed during normal business hours. Normal business hours are Monday through Friday 0700-1530.

Contract period of performance dates: TBD

Service frequency is outlined in the Scope of Work for specific items.

Federal Holidays:

Any other day designated by the President as a national holiday. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by US Government agencies.

Scope of Work

General Requirements for Air Filters

The type of filters that are required to be HEPA Air Filter Design. The air filters must be HEPA-grade, high-capacity units constructed with waterproof micro glass fiber media, tapered corrugated aluminum separators, and urethane sealant. The enclosing frame shall consist of 16-gauge steel and be equipped with one of the following sealing mechanisms: Dovetail-cornered peel-and-stick neoprene gasket. Filter sizes must conform to requirements noted in contract drawings or other official supporting documents.

Construction Requirements

Filter Media: Utilize a single, continuous pleat of micro glass fiber media.

Pleat Separation: Pleats shall be consistently spaced using tapered, corrugated aluminum separators with hemmed edges to prevent media damage.

Media Encapsulation: The media pack is to be fully potted into the frame using urethane sealant.

Enclosure Integrity

The frame must be made of 16-gauge steel finish with zinc aluminum alloy.

Bond frame to media pack to create a rugged, durable enclosure; use no mechanical fasteners that penetrate the frame.

Dimensional tolerances: Overall: –1/8”, +0” and Squareness: Within 1/8”

Gasket/Seal

Install a downstream-side gasket or seal as follows (choose one, as appropriate to requirement): Dovetail-cornered peel-and-stick neoprene gasket

This provides a positive seal when installed.

Performance and Compliance Filtration Efficiency: Filter must achieve a minimum efficiency of: 99.97% at the particulates size referenced in IEST RP-CC001.

Airflow Resistance: Initial resistance to airflow shall not exceed 1.35” w.g. ±10% at rated capacity.

Regulatory Ratings: Filters must be rated by Underwriters Laboratories as both: UL-900 and UL-586.

Durability: Filter assembly must withstand 10” w.g. without structural or media pack failure.

Manufacturing Quality: Manufacturers must provide verifiable evidence of facility ISO 9001:2015 certification.

Replacement Frequency of Air Handling Unit Filters

Air Handling Unit pre-filter changed (MERV 8) and secondary filters changed every 3 months shall be removed, replaced, and disposed of offsite at time of service.

Air Handling Unit final filters (MERV 14) are to be removed, replaced, and disposed of offsite at time of service.

Supporting Data and Identification

Each filter unit shall be labelled to indicate:

Tested filtration efficiency

Rated/tested airflow

Pressure drops

Filters must be serialized for unique identification and traceability.

General Requirements for Ultra-Violent Bulbs

Ultra-Violent Bulb Design: The Ultra-Violent Bulb will be of a compact UV-C design and the base will be single or double ended. The Ultra-Violent Bulb may be a Low-pressure Mercury-Arc Bulb. The Ultra-Violent Bulb will possess the correct bulb wattage for the respective air handling unit. Reference Appendix A.

Performance and Compliance

The Ultra-Violent Bulb will produce a peak wavelength of 253.7nm to create an atmosphere capable of destroying bacteria, mold, and viruses

The Ultra-Violent Bulb will offer almost constant UV output over its complete lifetime

Replacement Frequency of Ultra-Violent Bulbs: All Ultra-Violent Bulbs are to be removed, replaced, and disposed of offsite on an annual basis and 12 months apart

Ultra-Violent Bulb Disposal: Ultra-Violent Bulbs containing Mercury will be disposed of offsite in accordance with EPA guidelines

Note: All supplied filters and UV bulbs shall strictly adhere to the above specifications. Any deviations must be approved in writing by the Contracting Officer prior to delivery and installation.

Local Storage and Emergency Delivery Specifications

Local Storage Requirement

The contractor must maintain a dedicated storage facility for filter and UV bulb inventory within a reasonable distance (2 Hours) of the VA campus.

All products required under this contract must be stored and housed at this local facility at all times.

Will Call and Emergency Delivery

The contractor must provide a will-call pick-up option with a maximum 2-hour notice for order retrieval by VA staff or authorized representatives.

The contractor must also be capable of providing emergency same-day delivery of any required product from the local storage facility to the VA campus.

Compliance

The contractor shall ensure that inventory levels at the local storage facility are sufficient to meet all routine and emergency requirements of the VA campus.

The contractor must provide documentation verifying the address and operational status of the storage facility within the specified radius upon contract award and upon request during the contract period.

Penalties: Failure to maintain local storage or meet the 2-hour will call and emergency delivery requirements may result in contract penalties or corrective action.

References:

Appendix A -- Air Handling Unit UV Bulb Size and Quantity Appendix B -- Air Handling Unit Location Appendix C -- Air Handling Unit Filter Size and Quantity

Appendix D -- Air Handling Unit Filter Size and Quantity

Appendix E -- Air Handling Unit Filter Size and Quantity

Appendix F – AS NEEDED ITEMS

Appendix G –AS NEEDED ITEMS

Note: All costs associated with local storage will call, and emergency delivery must be included in the contractor’s price.

Contractor Requirements

The Contractor’s employees should be knowledgeable of standards associated with Air Handling Unit air filters and UV bulb removal, replacement, and disposal.

The Contractor shall always keep the work area, including any areas where materials/equipment is being stored, free from accumulations of waste materials.

The COR will designate a contractor staging area due to space limitations. The contractor is responsible for disposing of all waste.

The contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be always worn above the belt while on Medical Center property. The contractor’s employees shall return all I.D. badges to designated personnel at the time designated in the task order.

Government Furnished Materials and Services: Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, always, take all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property.

Smoking Policy: The Contractor shall not allow smoking in any building. The Contractor shall ensure employees do not smoke on VA property.

Parking/Traffic Regulations: The Contractor shall not park in grassy areas unless approved by the COTR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be always observed by operators. Seat belt use is mandatory on the VA grounds. There are no reserved parking spots for contractors at this VA hospital. The contractor is responsible for making their own parking plans off VA site. They may park only

Reporting Requirements

The Contracting Officer's Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer's Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities.

During the performance of the contract, the contractor will report directly to the COR Clint Roberts, Utility Supervisor 629-401-7413 or Alan Hickerson, M&O Supervisor 615-456-2501.

General Requirements

It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

National Archives and Records Administration (NARA) Records Management Language for Contracts

Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 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.

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.

Contractors 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.

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.

The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

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

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. Contractors must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

The 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.].

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.

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.

APPENDIX A

AIR HANDLING UNIT LOCATION

APPENDIX B

AIR HANDLING UNIT Pre-FILTER SIZE AND QUANTITY

AHU Prefilters – Yearly Schedule

ITEMS NEEDED PER YEAR FOR ALL 5 YEARS OF CONTRACT:

BASE YEAR/OPTION YEAR 1/OPTION YEAR 2/OPTION YEAR 3/OPTION YEAR 4

APPENDIX C

AIR HANDLING UNIT Final-FILTER SIZE AND QUANTITY AHU Final – Yearly Schedule

ITEMS NEEDED FOR ALL 5 YEARS OF CONTRACT:

BASE YEAR/OPTION YEAR 1/OPTION YEAR 2/OPTION YEAR 3/OPTION YEAR 4

APPENDIX D

AIR HANDLING UNIT HEPA-FILTER SIZE AND QUANTITY

AHU HEPA Filters

ITEMS NEEDED ONLY FOR CONTRACT PERIODS: BASE YEAR/OPTION YEAR 2/OPTION YEAR 4

APPENDIX E

AIR HANDLING UNIT UV BULB SIZE AND QUANTITY

AHU UV Bulb – Yearly Schedule

ITEMS NEEDED FOR ALL 5 YEARS OF CONTRACT:

BASE YEAR/OPTION YEAR 1/OPTION YEAR 2/OPTION YEAR 3/OPTION YEAR 4

APPENDIX F

AIR HANDLING UNIT FILTER INCIDENTALS SIZE AND QUANTITY

AHU Filter Incidental – As Needed Yearly

APPENDIX G

AIR HANDLING UNIT UV BULB INCIDENTALS SIZE AND QUANTITY

AHU UV Bulb Incidental – As Needed Yearly