Attachment A SOW Chlorine Injection System Maintenancefinal.docx

Statement of Work Chlorine and Chlorine Injection System Maintenance Coatesville VA Medical Center

1.0 Introduction: The Coatesville Veterans Administration Medical Center requires services to provide to maintain the chlorine injection system in building 63 (south pump house) at its facility located at 1400 Blackhorse Hill Road, Coatesville, PA 19320.

2.0 Period of Performance: The estimated period of performance is 6/22/2022-6/21/2023 with four one-year option periods.

3.0 General

3.1 The contractor shall provide all tools, labor, equipment, and supervision to perform service to maintain the chlorine injection system in building 63 (south pump house). This service shall consist of:

3.1.1 Weekly preventative maintenance

3.1.2 Emergency Services as outlined in 3.3 below

3.1.3 Repair Services as outlined in 3.4 below

3.2 Specifics

3.2.1 The Contractor shall supply the liquid chlorine for the injection system and treatment tank as well as and chlorine analyzer reagents.

3.2.1.1 The contractor can store the chlorine in a building next to the well house designated for the chlorine equipment.

3.2.2 The Contractor shall physically check systems operational functionality one (I) time per week.

3.2.3 Chlorine residuals shall be set and maintained in the range of 0.4 to 2.0 ppm for optimum taste and odor control.

3.2.3.1 Residual levels cannot fall outside the range of 0.4 ppm and 4.0 ppm.

3.2.4 The contractor shall furnish, install, and calibrate a turbidity meter along with maintaining its functionality.

3.2.4.1 Calibration shall be performed monthly.

3.2.5 The Contractor shall perform a regular calibration of the equipment IAW manufacturer specifications to ensure accuracy.

3.2.6 The contractor shall provide parts for emergency/regular repairs (IAW paragraph 3.3 and 3.4 below) to the chlorine chemical feed pump and turbidity meter (injection nozzles, tubing, pump parts, fittings, etc.).

3.2.6.1 Tubing shall only be the correct size Kynar (PVDF) tubing or equal (PVDF) only.

3.2.6.2 A Grundfos DDA pump/or equivalent of the correct pressure and flow rating is the only authorized replacement.

3.2.6.3 A spare rebuild kit shall be supplied and kept on station. The initial purchase shall be included with the pricing for this requirement. If that spare is used and a replacement required, it shall be purchased using other means and will not be within the scope of this SOW.

3.2.7 The Contractor shall advise the medical center on current system deficiencies and all regulatory changes to Chapter 109, PA Safe Drinking Water regulations, which could impact the operation of the water system and recommend measures to take for continued compliance.

3.3 These services shall include emergency services between visits, as required for the purpose of diagnosis of trouble, adjustment, and minor repairs.

3.3.1 Emergency services is defined as any corrective maintenance performed to restore equipment to full functional operation. Emergency services to include any work performed outside of normally scheduled maintenance and repair activities and the normal work schedule outlined in paragraph 5.1.

3.3.2 The vendor shall immediately, but no later than 24 consecutive hours after discovery, notify the government POC, (in writing), of the existence or the development of any defects in, or repairs required to the equipment which the Contractor considers he/she is not responsible for under the terms of the contract or considers an emergency.

3.3.3 For emergencies: Prior to engaging in service or repair under this paragraph, the contractor shall obtain written approval from the CO (funds are not available on emergency CLIN) or the Government POC/COR (funds are available on emergency CLIN). Email is an acceptable form of written approval. Any work performed without CO or COR/Government POC approval shall not be approved for payment and considered and Unauthorized Commitment. The Government reserves the right to obtain these services from a different vendor.

3.3.4 For those items considered not under the contract or determined to be an emergency, the vendor shall furnish the AC&R shop Foreman with a written estimate of the cost to make necessary repairs. The Government reserves the right to obtain these services from a different vendor.

3.3.5 The Contractor shall respond to all requests for service 24 hours a day, 365 days of the year for all equipment covered under this contract.

3.3.6 No repair shall be postponed or any equipment placed out of service due to lack of Contractor manpower.

3.4 The Contractor shall provide other repair services on an “as needed” basis, which will be determined and requested by the VAMC with a Services Call Order. These services may include alteration, improvement and/or overhaul of equipment, which when completed will modify and/or enhance the operation, performance, reliability, safety etc. of the equipment beyond existing levels.

3.4.1 The contractor shall be required to provide the Contracting Officer (CO) and Contracting Officer Representative (COR) a detailed cost proposal and/or quote including an itemized breakdown for all labor, parts and materials, as well as a schedule with critical milestones for completing the Services Call Order. The Government reserves the right to obtain these services from a different vendor.

3.4.2 These services include any repairs, alterations, adjustments, or overhaul of the equipment when it is determined to be necessary by the VAMC.

3.4.3 The Services Call Order will not be classified as an emergency and will be performed during normal working hours.

3.4.4 The contractor will not commence work until they are provided a written approval from CO via email.

3.5 Reports

3.5.1 Weekly Report

3.5.1.1 The Weekly Report shall be provided to the Government POC within 24 hours after the service

3.5.1.2 The Weekly Report shall contain the following

3.5.1.3 Name of Contractor.

3.5.1.4 Name of who performed services.

3.5.1.5 Date, Time (starting and ending), Hours worked.

3.5.1.6 Location

3.5.1.7 Description of service.

3.5.1.8 Amount of Chlorine delivered

3.5.1.9 Any system deficiencies noted.

3.5.2.0 Any changes to Chapter 109, PA Safe Drinking Water regulations applicable to the VAMC operations subject to this requirement.

3.5.2 Log Book upkeep

3.5.2.1 The Contractor shall also maintain the logbook located at the chlorine building next to the well house.

3.5.3 Report for repair or emergency service.

3.5.3.1 A written report of each repair or emergency service shall be furnished in PDF format to the Government POC within 24 hours business days of service.

3.5.3.2 Such reports shall explain the nature of the repair and/or repair parts necessary to maintain the equipment.

3.5.3.3 The documentation will include equipment down time.

3.5.3.4 A minimum, the report will contain the same information identified in 3.5.1 along with the final cost of the repair

3.5.4 The contractor shall, on a monthly basis, upload facility provided daily chlorine residual data to the PADEP Dweller reporting system.

4.0 Qualifications:

4.1 At a minimum, the contractor shall possess and maintain a Pennsylvania Department of Environmental Protection (PADEP) Operator Certification for Small Ground Water Systems and will perform in the capacity as the certified operator for the CVAMC.

4.1.1 The contractor shall display a current copy of their operator's certification at the well site.

5.0 Other requirements

5.1 Normal Business Hours, Call Back/Emergency Response Times, Arrival and Departure

5.1.1 Normal Business Hours:

5.1.1.1 The contractor is responsible for conducting business, between the hours of 0800 -1600 Monday thru Friday or until the work is completed, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

5.1.1.2 Work schedules may be altered with prior written approval by the COR.

5.1.2 Call Back/Emergency Response Times:

5.1.2.1 Response time is defined as the time the contractor receives the call from the VAMC to the time the contractor arrives at the VAMC and checks in with a VAMC employee or representative.

5.1.2.2 Contractor shall be available to respond to equipment outages, service callback requests and emergencies as necessary at the VAMC 24 hours a day 365 days a year for the term of the contract.

5.1.2.3 The contractor shall respond to all requests within 2 hours during normal operating hours (Monday – Friday; 7am – 5pm) and within 4 hours after normal operating hours (all other hours).

5.1.2.4 Contractor response time to service request calls that occur while the contractor is on the job site shall not exceed one (1) hour.

5.1.3 Arrival and Departure

5.1.3.1 Contractor personnel shall check-in and check-out with the COR or his designated representative immediately upon arrival at the VAMC and prior to the end of each site visit respectively.

5.1.3.2 At arrival the contractor shall inform the COR of its work plan for each visit, and at check-out the contractor shall inform the COR of the actual work performed and any other information concerning the safe operations of the equipment.

5.2 Safety and Security

5.2.1 All employees of the vendor shall comply with the VA security management program and obtain permission of the VA police, be identified by service and employer, and restricted from unauthorized access.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.