DA Tank SOW.pdf

Service Contract for the replacement of the Deaerator Tank Alarms & Level Control

1. INTRODUCTION - This requirement is for the Boiler Plant Deaerator (DA) Tank Liquid Level Controls replacement

The contract will be executed at the:

Memphis VA, Medical Center 1030 Jefferson Ave Memphis, TN 38104-2127.

Working hours: 0730-1600, Monday - Friday

2. BACKGROUND – The Boiler Plant DA Tanks liquid level control system is old, antiquated, and unreliable. The current level control system incorporates 2 floats, one for condensate water from the condensate tank and the other for emergency water from the Hospitals potable water system which have been repaired numerous times. During periods of low steam demand the DA Tank has numerous high water alarms and during periods of high steam demands the DA Tank has trouble maintaining sufficient water level and requires an Operator to frequently visually check the water level and make manual adjustments. In addition, both the main and emergency fill valves leak-by making it difficult to isolate the DA Tank for annual internal inspections.

3. SCOPE OF WORK – Contractor will furnish, provide, and perform the following

1. Provide and replace all DA Tank sight glasses with 5/8” red line gage glasses and new gage glass cutout valves

2. Provide and replace the current DA Tank high and low water alarms with Warrick

Probe, Series 3C Short External Mount Side Chamber Alarms. Alarm locations must meet the VHA Boiler Plant Safety Device Testing Manual, Rev 5 with the High level alarm set point being at or below 2/3rds of the tank height & at least 4” below the level at which the overflow valve(s) actuate. Also, the low level alarm set point is required to be above 1/3rd or higher of tank height.

3. Provide and replace the current DA Tank Overflow Dump valve controller with a Warrick Probe Series 3C Short External Mount Side. The DA Tank Dump Valve does not require replacement

4. Provide and replace the current condensate fill valve to the DA Tank with a 3” flanged TRIAC Controls Servo Valve, Part# V9-F1-300 / WED2-XX-60V PORT/WEL 1700 Actuator. In addition, provide and replace the current DA Tank emergency fill valve with a 2 ½” flanged TRIAC Controls Servo Valve, Part# V9-F1- 250 / WEC2-XX-60V PORT/WEL 1700 Actuator

5. Provide one (1) spare 3” flanged TRIAC Controls Servo Valve, Part# V9-F1-300 / WED2-XX-60V PORT/WEL 1700 Actuator

6. Provide and install a Foxboro Differential Pressure Transmitter with digital display to monitor the condensate level of the DA Tank and control the automatic servo valves.

7. Remove and replace the current DA Tank overflow dump valve control cabinet with a new and larger cabinet, incorporate the high and low level alarm relays and controls into this cabinet with an alarm silencing switch. This cabinet will also contain controls for both the primary condensate fill valve and emergency fill valve with an override capability to allow the Operator to input percent opening for the valves as needed and in case of emergency.

8. Provide and install a Foxboro pressure transmitter with digital display to indicate DA Tank Pressure.

9. Provide any and all miscellaneous components required for the installation of the DA Tank controls not specified in the Scope of Work, this includes but is not limited to conduit, wiring, terminal blocks, piping, valves, gaskets, and fittings

10. Replace all lagging that was removed and/or damaged during the removal and installation to the DA Tank and surrounded piping.

11. Prior to taking the DA Tank out of service for the work detailed in the Scope of Work, as much prep work as possible will be required to be accomplished first to reduce the DA Tank’s amount of down time.

12. Contractor shall furnish one line diagrams and electrical schematics upon completion within 2 weeks after completion of the contract

13. Provide training to Boiler Plant Operator’s on new DA Tank Controls and Alarms

14. Contractor shall perform the following tests with the COR present to verify proper operation of the DA Tank Alarm’s & Controls

a. High Water Alarm

b. Low Water Alarm

c. Overflow Dump Valve Operation

d. Alarm Silencing Switch

e. Primary and Emergency fill valve override control

f. Maintaining Water Level control while under two boiler operation and venting steam.

Note: This contract involves no VA Sensitive Information, this contract is for the retrofit for the DA Tank Alarms and Level Control for the Boiler Plant

4. REPORTING REQUIREMENTS SERIVCES BEYOND THE

CONTRACT

1. SCOPE - The Contractor shall immediately, but not later than twenty-four

(24) hours after Discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the Contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

5. SECURITY AND CONFIDENTIALITY

The Authorization requirements do not apply, so a Security Accreditation Package is not required.

It is agreed that:

a. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S.

Government and shall be submitted to the CO at the conclusion of the contract.

b. The Authorization requirements do not apply, and that a Security Accreditation Package is not required.

c. The CO will be the sole authorized official to release, verbally or in writing, any data, raft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response.

d. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

e. Employees shall not be on site without appropriate badge. Employees are responsible for reporting to VA Police with acceptable photo ID to obtain a badge. VA approved badge shall be worn with the identification facing forward and visible above the waist. The employees may also be subject to inspection of their personal effects when entering or leaving the facility.

f. No photography or video recording of VA premises is allowed without prior authorization.

g. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering Office shall be returned each day.

6. Privacy – VA Mandatory Training

a. VA Privacy Training for employees with access to VA computer systems or VA sensitive information.

b. VA Talent Management System (TMS) training course VA10176 provides the mandatory Privacy Training requirements for any contractor with access to VA computer systems or VA sensitive information.

c. VA Privacy Training for employees without access to VA computer systems or VA sensitive information.

d. VA Talent Management System (TMS) training course VA20939 provides the mandatory Privacy Training requirements for any contractor without access to VA computer systems or VA sensitive information.

e. Each employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/SecureAuth35/. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to starting work at VA.

Select “Create New Non-Employee User”

Select “Veterans Health Administration”

Select the appropriate response to “I am a”

Fill In the account information and follow the prompts.

f. Provide the COR with each employee’s printed certificate of completion from the TMS. This certificate displays the employee’s TMS User ID.

g. Training must be completed annually throughout the performance of this contract.

7. VA Information Custodial Language

1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

2. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met.

If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

3. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

4. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

5. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

6. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

7. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

8. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

9. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

10. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

11. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

12. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

13. 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.

14. 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.

15. Contractor 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.

16. 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.

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

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

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

20. 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.].

21. 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.

22. 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.