Attachment B Performance Work Statement.pdf

Performance Work Statement

Replace Ductwork

I. INTRODUCTION AND SCOPE OF WORK

This service contract is to provide all labor, tools, material, and equipment necessary to replace various types and sizes of HVAC ductwork at the West Palm Beach VAMC, 7305 N.

Military Trail, West Palm Beach, FL. Details of anticipated ductwork sizes are included in the Attachment A, Pricing Schedule. Locations of the ductwork requiring replacement are identified within the drawing attachments 1 through 6.

The expectation is that the replacement ductwork materials that are utilized are the same as the materials currently in place and in use prior to demolition.

This is an Indefinite Delivery Indefinite Quantity contract that will utilize the issuance of Task Orders to order work as needed. Technical performance will be supervised by the Contracting Officer’s Representative (COR). The COR will be appointed by the Contracting Officer (CO), who has sole authority to direct changes and commit funding, and any other actions by the VA.

II. REQUIREMENTS

A. At a minimum, the contractor shall furnish the following:

i. All Project Management, Supervision, Site Safety and oversight.

ii. All ductwork, fasteners, adhesives, and insulation associated with HVAC

Ductwork replacement.

iii. Leak testing of all installed ductwork.

B. For areas of ductwork where they Government does not have a previous assessment the COR may order an assessment of areas of crushed/damaged ductwork of various sizes and lengths.

i. The contractor, upon receipt of the task order the contractor is then to provide a report to the COR identifying and sufficiently detailing the size and length of damaged ductwork to include price proposal based on the fixed priced pricing table established by this contract. The proposal shall include what is required section III, F of the PWS. This fixed price assessment is inclusive of all management, supervision, labor, materials, supplies, tools and equipment, travel necessary to conduct the survey and produce a price proposal.

ii. The contractor shall conduct the assessment within three days of the issuance of the order to the contractor in coordination with the COR. A fixed price proposal based on the established pricing table shall be provided within 14 days after completion of the assessment.

C. For areas where the Government has already obtained an assessment the Government will provide ductwork amounts in linear feet along with drawings of the areas. Please see Drawing Attachments 1 through 6. The amounts of ductwork are provided within the price schedule that is to be provided.

i. Upon evaluation, any discrepancies upon evaluation by contractor relating to amounts of ductwork shall be identified and reasonably evidenced to the Contracting Officer and the COR, submitted to the COR and Contracting Officer in writing by e-mail for determination.

ii. Approval of any resolution of discrepancies is provided by the Contracting Officer in writing to the contractor through modification. Approvals both in addition and subtraction will be resolved through the fixed priced pricing table established in the contract.

iii. The Government is only bound by the ordering limits of the contract. Costs associated with identifying discrepancies are identified within the pricing schedule by the use of the word “evaluate” within the contract line item.

III. DUCTWORK INSTALLATION:

A. It should be noted that will be performed in interstitial spaces above and below an active patient care environment.

B. Work will typically need to be performed after hours and on weekends.

I. Normal Work Hours are defined as: 8:00 AM to 4:30 PM

II. After Hours are defined as after 4:30 PM and Weekends

C. Contractor shall completely prepare the site for replacement of the ductwork, including implementation of dust control and other safety measures, and furnish labor, materials and equipment necessary to complete all work which includes but not limited to demolition and disposal of existing ductwork and insulation and replacement of new ductwork and installation of new insulation when appropriate.

D. Hot Work, Infection Control and Interim Life Safety permits shall be issued as required by the VA’s COR.

E. All shutdowns shall be coordinated with COR. Shut down will occur at hours outside of traditional 1st shift, on Holidays, or on weekends.

F. Government assessed ductwork - Upon issuance of a task order the contractor shall provide a proposed repair schedule to the COR within 14 workdays demonstrating the HVAC down time(s) for each area identified by the task order.

The 14 workdays are inclusive of any site survey/site evaluation that may be needed by the contractor and coordinated with the COR. The HVAC shutdown can be a small area of a few rooms, to as much as an entire floor, depending on patient occupancy. The schedule submission will include with it all necessary utility shut down requests (Attachment F), hot work permits (Attachment G), Lift Plans (Contractor Generated), Interim Life Safety Measure Evaluation (Attachment J) if required, and Infection Control Permits (Attachment H) submittals that will be required by the work. The schedule shall identify lead times for all ductwork.

G. Contractor assessed ductwork - Upon the contractor’s completion of the assessment the contractor shall provide a proposal to include a repair schedule to the COR within 14 workdays. The proposal shall establish the HVAC down time(s) for each area identified by proposal. The HVAC shutdown can be a small area of a few rooms, to as much as an entire floor, depending on patient occupancy. The proposal and schedule submission will include with it all necessary utility shut down requests (Attachment F), hot work permits (Attachment G), Lift Plans (Contractor Generated), Interim Life Safety Measure Evaluation (Attachment J) if required, and Infection Control Permits (Attachment H) submittals that will be required by the work. The schedule shall identify lead times for all ductwork.

IV. DELIVERY

Performance of services shall be rendered as identified above. Scheduling of services shall be coordinated with the Project Engineer/Contracting Officer Representative (Mr. Taylor Blake 561-422-6987). Contractor shall report to the FMS Engineering Department prior to commencing work.

V. PROGRESS AND COMPLIANCE

A. Contractor shall perform the work described in this performance work statement.

No additional services/repairs will be made without the written approval of the Contracting Officer (CO). Upon issuance of a task order all HVAC assembly components must be submitted to the COR for approval within five days. The COR has three business days to review and approve material submittals. These submittal and review periods shall be accounted for within the schedule provided with the proposal.

B. The contractor shall provide written reports to the COR on the progress of each task order’s work every two weeks, including, but not limited to, a baseline schedule and schedule updates with narrative demonstrating the critical path of the task order completion in contractor format. The written report will identify and document all repair work completed.

C. The contractor shall seek in writing the COR’s acceptance of each area of completed work.

D. The contractor shall schedule and conduct at a minimum bi-weekly progress meeting at which the COR, CO, contractor and appropriate subcontractors can discuss the status of the work, future work (plans to maintain schedule) and any safety related issues encountered by the contractor or Government. At the conclusion of the progress meetings the contractor shall prepare and promptly distribute meeting minutes from these meetings to the COR and CO.

E. The Contractor shall also maintain a daily log describing the services performed, the subcontractors working on the site, number of workers, major equipment on the site, work accomplished, problems encountered and other similar relevant data as the COR may reasonably require. This log shall be available to the COR, CO and other Facilities Maintenance Staff as directed by the CO on or before the morning of the following business day. These daily logs shall be available for entire life of the contract.

F. All payments shall be made in arrears. Upon receipt of Contractor’s invoices, the COR will certify invoices through referenced service tickets, assuring that all services were performed in accordance with contract terms.

ADDITIONAL REQUIREMENTS:

I. Project Site Safety The contractor will be required to ensure that its work is conducted in a safe manner and that appropriate barricades and other safety procedures are employed to ensure the safety of VA employees, contractor and/or visitors. All such barricades and safety procedures shall be subject to the approval of the COR. All work shall be in accordance with Occupational Safety and Health Administration (OSHA), VA standards, and other related codes.

a. Workmen are subject to all the rules of the Medical center and expected to use personal protective equipment when necessary.

b. Contractor tools and equipment shall be continuously under direct line of sight supervision of the contractor. NO tools / equipment can be left at the individual work sites overnight.

c. Contractor shall comply with the Contractor Safety Manual of the West Palm Beach VAMC, dated February 2017, (Attachment K).

II. Debris Removal

Contractor shall clean-up work sites daily. The contractor shall be required to remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations.

III. Site Security

Within 15 days after award the contractor shall submit to the COR the required information for the contractor to obtain facility badges. General Contractor’s employees shall not enter the project site without appropriate badge. Contractors may also be subject to inspection of their personal effects when entering or leaving the work site.

IV. Infection Control

All work shall be performed in accordance with the specifications for Infection Control of the West Palm Beach Medical Center, which is attached (Attachment H). For purposes of this contract, the work shall be considered Class 2 and shall be accomplished using the controls indicated in the specifications and on the Infection Control Construction Permit attached. No work will be allowed to proceed until an Infection Control Construction Permit has been completed and signed and all protective measures required by the permit are in place. The COR is to assist the contractor in obtaining this permit.

V. Interim Life Safety Protection Measures

Contractor shall participate with the VA in the preparation of an Interim Life Safety Measures (ILSM) Assessment (Attachment J) that will be implemented during this contract. If and ILSM is required, the contractor will be required to implement some or all of the following requirements:

a. Ensure exits provide free and unobstructed egress for all building occupants. If required by contractor’s operations, establish and mark alternate means of egress for all building occupants.

b. Contractor shall maintain escape facilities from the work area for workers at all times. Means of egress in work areas will be inspected daily.

c. Ensure free and unobstructed access to all areas of the work site for emergency services and for emergency forces.

d. Ensure that means of egress and existing fire alarm, detection, and suppression systems are not impaired by contractor’s operations.

e. When required, a fire watch shall be by a qualified person provided by the contractor who shall maintain constant observation of the affected area and have no other duties.

The person providing the fire watch shall be trained in fire prevention and in the use of fire extinguishers, occupant hose lines, occupant fire protection system, in sounding the building fire alarm and in notifying the local fire department, and in understanding the particular fire safety situation for the project.

f. Provide written procedures and guidelines for construction personnel and post in the immediate areas of work detailing what to do and who to call in the event of fire or emergency.

g. Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of work-related material and work-related waste and debris during performance.

h. All temporary construction shall be built of noncombustible/fire retardant materials and shall be smoke tight.

VI. Work by Separate Contractors. The Department reserves the right to perform construction or operations related to the Project with the Department’s own forces, and to award separate contracts in connection with other portions of the Project or other construction or operations on the site.

VII. Storage of Equipment & Materials The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials to limit the amount of storage space and time.

VIII. Parking A limited number of (2 to 5) permits shall be issued for General Contractor and its employees for parking in designated areas only. Parking will be addressed and approved by the COR.

IX. Cancellation

If upon notice by the Contracting Officer, the contractor is directed to not perform the scheduled repair the contractor is to conduct the next repair on the task order schedule. If the contractor is unable to conduct the repair a cancellation will be issued if no other repairs can be made. Cancellation requests are approved in writing by the Contracting Officer.

X. Performance Summary

Requirement Performance Objectives Performance Threshold

Method of Surveillance

Performance Standard Remedy

Successful performance of the repair and leak testing of ductwork in accordance to the performance work statement.

Successful performance of the repair and subsequent leak testing of ductwork in accordance to the performance work statement with no more than two major punch list items per area of work.

Inspection by the COR

No more than three corrective actions required per quarter.

Payment equal to correctly provided services in accordance with the PWS and schedule

Weekly Progress Meetings in accordance with the performance work statement.

Successful performance is defined as contractor project manager conducts meetings with key personnel, subcontractors and COR, reviewing project quality, quality control, safety and maintaining schedule.

Participation by the COR

No more than one scheduled meeting missed by the contractor per quarter.

services in accordance with the PWS and schedule.

Contractor task order schedule submission includes with it all necessary shut down requests, hot work permits, lift plans, Interim Life Safety Measure Plans, if required, and Infection Control Permits if required.

Schedule identifies lead times for all ductwork.

Successful performance is defined as contractor provides a schedule with all of work elements required for successful execution of the work.

Inspection by the COR

No more than one missing schedule element by the contractor per quarter.

services in accordance with the PWS and schedule.

Invoicing Submission of timely, complete and accurate invoices.

Monthly Inspection and certification of the invoices by the COR

95% complete and accurate invoice submittals

Payment equal to correctly provided services in accordance with the PWS

Bi-Weekly Contractor Reporting

Contractor provides written reports to COR in accordance with the PWS, section V, B.

Bi-Weekly Report Received by COR by e-mail

No more than one report missing per quarter.

Payment equal to correctly provided services in accordance with the PWS

Customer Satisfaction Timely resolution of issues that may arise during the contract

Monthly inspection by the

COR

No more than two complaints per month regarding timely resolutions of issues that may arise under the contract

Payment equal to correctly provided services in accordance with the PWS