Boiler Cleaning and Inspection SOW DRAFT.docx

STATEMENT OF WORK

Annual Boiler, Deaerator, and Condensate System Inspection, Cleaning, and Maintenance

1. Scope of Work The Contractor shall furnish all labor, materials, supervision, tools, equipment, and incidentals necessary to perform annual inspection, cleaning, and preventive maintenance on three Cleaver-Brooks CBEX-E 200-700-200ST boilers, the deaerator tank, condensate storage tank, and associated boiler plant equipment. All work shall comply with VHA Directive 1810, VHA Boiler and Associated Plant Safety Device Testing Manual (8th Edition, 2024), NBIC, NFPA 85, and manufacturer recommendations.

2. Scheduling One boiler shall be serviced per month during summer months. Only one boiler may be out of service at a time. The Contractor shall notify the COR and Energy Center Supervisor at least two weeks prior to arrival.

3. Boiler Inspection and Cleaning Submit LOTO procedures for approval Drain and cool boiler to zero pressure Open manholes and handholes Inspect watersides for corrosion and scale Wash out watersides Inspect and clean firesides Clean tubes and remove soot Inspect burner assemblies Inspect Morrison tubes Inspect ignition electrodes Inspect Level Master controls and replace gaskets Inspect oil firing components Replace gauge glass and gaskets Install new sealing gaskets

4. Safety Devices and Interlocks All safety devices and interlocks shall be inspected. Replacement shall occur only when devices are deficient, non-compliant, or at end of service life and must be approved by the COR.

5. Boiler Return to Service Contractor shall refill boilers, verify controls, perform LWCO testing, tune combustion, and return boilers to hot standby with no alarms.

6. Deaerator Tank Inspection Isolate, drain, inspect internals, clean as required, inspect vents and overflow, replace gaskets, and provide written report.

6A. Annual NDT – Deaerator Tank Perform one annual ultrasonic thickness test. Provide documented readings and report deficiencies immediately.

7. Condensate Tank Inspection Drain, inspect, clean, inspect level controls, replace gaskets, and provide report.

8. Gauge Replacement All boiler plant gauges shall be replaced annually.

9. Chemical Cleaning Capability Contractor shall be capable of acid cleaning when authorized by the COR. Cleaning must follow manufacturer guidance and environmental regulations. Chemical cleaning is optional and only performed with COR approval.

10. Reporting Written reports are due within three days after each inspection.

11. Hours of Work 8:00 AM–4:30 PM, Monday–Friday, excluding federal holidays.

12. Technician Qualifications Minimum five years experience, Florida Mechanical Contractor License, Florida PE License, and familiarity with VHA requirements.

13. Safety Contractor shall comply with all VA and OSHA safety requirements.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bay Pines VA Healthcare System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Bay Pines VA Healthcare System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Bay Pines VA Healthcare System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Bay Pines VA Healthcare System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Bay Pines VA Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The Bay Pines VA Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Bay Pines VA Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.