DRAFT COPY - SOW - El Paso - Testing Certification of Mechanical Systems.pdf

Statement of Work

El Paso VA Healthcare System

756-24-605 Testing and Certification of Mechanical Systems

General Information

1.1. General Scope.

1.1.1. Description of Services. The contractor shall provide all labor, equipment, and material required for this Statement of Work for the El Paso Veterans Affairs Health Care System. Contractor shall include all shipping and associated costs to deliver parts (if needed) to El Paso VA’s Medical Center, located at:

El Paso VA Healthcare System 5001 N. Piedras El Paso, Texas 79930 Department: FSS/ Engineering

1.2. Facility Information. The El Paso VA Health Care System serves Veterans in far

Southwest Texas and Doña Ana County, New Mexico. The El Paso VA Health Care System (VAHCS) includes the main health care facility located adjacent to William Beaumont Army Medical Center (WBAMC) on Ft. Bliss, Texas, and four VA-staffed Community Based Outpatient Clinics (CBOC). The VAHCS provides primary and specialized ambulatory care services at its main campus with consultants and fee-basis specialists supplementing the medical staff.

1.3. Period of Performance. The work shall be scheduled immediately and commence within 7 days after receiving the Notice to Proceed. Period of Performance shall be 30 days after receiving Notice to Proceed. This contract is to remain open for an overall period of one year to address the El Paso VA Healthcare System’s needs as necessary.

1.4. Hours of Operations. The work will be performed in coordination with POC and El Paso VA services. The El Paso VA Medical Center normal business hours are from 7:30am to 4:30 pm. If the work requires shutting down equipment, work shall be performed during non-office hours which shall be from 4:30pm to 11:30pm. The Contracting Officer’s Representative (POC) shall be notified in advance if non-office hours will be required. Contractor shall make any provisions necessary in their proposal to account for any work required during non-office hours. Work on Saturdays shall be allowed only if coordinated with POC with sufficient time in advance. Work on Sundays will be evaluated on a case-by-case basis.

1.5. Place of Performance. The work to be performed under this contract will be performed at the El Paso Veterans Affairs Health Care System Medical Center, located at 5001 N.

Piedras Dr., El Paso Texas 79930. The El Paso VA Healthcare System is made up of main clinic and several community-based clinics. If additional work is required at any of the clinics, modification to the contract to adjust scope and cost may be required.

1.6. Quality Control. Quality control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services to the Government in accordance with (IAW) the terms and conditions contained in Federal Acquisition Regulation (FAR) Subpart 52.246-1 entitled, “Contractor Inspection Requirements” and applicable sub-clauses pertaining to quality control. The Contractor shall develop, implement, and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met.

1.7. Safety.

1.7.1. Safety Plan. The Contractor shall establish and maintain a safety plan. The plan shall include an Accident Prevention Plan for the specific work and hazards of the contract. The plan will be signed by a representative of the Contractor’s project management team. The plan will be job-specific and include work to be performed by control hazards associated with material, services, or equipment. The safety plan shall also include the subcontractors and suppliers.

1.7.2. Contractors shall have and provide all necessary tools, equipment, and Personal Protective Equipment (PPE) for arc flash level to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E. Prior to initiating work, Contractor shall provide documentation that all instruments, test equipment, tools and PPE have current calibration. Dated calibration labels shall be visible on all instruments, test equipment, tools, and PPE as appropriate.

Contractors will be required to attend a Safety Class to be informed about EPVA Clinic Safety Rules prior to commence of work by EPVA-FSS Safety Specialist who will also inspect the tools and equipment used for work.

1.8. Environment and OSHA. The Contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the Contracting Officer or authorized representative to halt all Contractor performance. The Contractor shall take due caution not to endanger personnel during performance of this contract.

1.9. Emergency Services. The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries. The Contractor of their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the POC or Government representative of the incident. Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

1.10. Personnel Safety. The Contractor shall immediately correct all safety deficiencies upon notification of the deficiencies by the POC or Government representative and shall notify the Government of the corrective action to be taken.

1.11. Personnel. For purposes of this paragraph, the term “personnel” or “employee(s)” refers to any person performing work related to this contract, including but not limited to, the Contractor’s employees, agents, representatives, or subcontractor. The Contractor shall staff this effort with trained, competent, and capable employee(s) for the discipline they are assigned to. Contractor personnel shall present a clean, neat, and professional appearance. The Contractor shall ensure that employees meet all applicable federal, state, local, and installation certification, licensing, medical requirements, and qualifications to perform all assigned tasks and functions as defined in this contract prior to commencement of work. The Contractor shall not permit any personnel to work under this contract if such person is identified by a Government authorized representative to the Contractor as a potential threat to the health, safety, security, general well-being, or operational mission of Department of Veterans Affairs (VA) and the El Paso VA Healthcare System.

1.12. Conduct of Employees. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

The Contractor is responsible for ensuring that any Contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor shall ensure no contractor employees conduct political related activities or events on VA Facilities.

1.13. Supervision of Contractor Employees. The Government will not exercise any supervision or control over Contractor or Subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or Subcontractor employees.

2. Government Furnished property, Equipment, and Services

2.1. Facilities. The Government will not provide facilities for the Contractor’s use to support this contract. Staging area to be approved by POC.

2.2. Materials. The Government will not provide materials for this project.

3. General Tasks

3.1. General. The contractor shall provide all skilled personnel, equipment, supplies, tools, material, supervision, and other items necessary to perform this prescribed project as defined in this SOW to meet the performance requirements, except for those items specified as Government furnished property and services.

3.1.1. Contractor shall ensure that services will be planned, coordinated, and inspected following applicable building codes and EPVA standards and regulations.

3.1.2. Site Conditions. The contractor shall verify all dimensions and investigate existing site conditions. All technical questions shall be addressed to the POC for resolution.

3.1.3. Additional testing and verification may be required as a result of the findings of the verification and testing, which may require modification to the contract to adjust scope and cost.

3.1.4. Contractor shall be experienced General Contractor, with properly trained and licensed, as applicable, permanent staff required to perform the proposed work.

The contractor shall provide continuous competent supervision and adequate number of skilled workmen, materials, and equipment to meet the construction schedule.

3.2. Specific Tasks:

3.2.1. The Contractor shall inspect, verify, test, and certify building systems for the El Paso VA Healthcare system.

3.2.2. The Contractor shall inspect, verify, test, and certify the medical gas system in accordance with the National Fire Protection Association (NFPA) standard 99 (2024 Edition).

3.2.2.1. The Contractor’s Medical Gas Inspectors shall be ASSE 6030 certified, Professional Qualifications Standard for Medical Gas Systems Verifiers.

3.2.2.2. The Contractor shall report any deficiencies identified in the medical gas system to the POC immediately.

3.2.2.3. The Contractor shall provide a certification report to the Government within 7 business days of completing the annual medical gas system verification.

3.2.2.4. Medical gas verification shall apply to all piped systems (to include but not limited to inlets, outlets, zone valves, alarm panels, etc.) for oxygen, nitrous oxide, medical air, vacuum, and instrument air.

3.2.3. The Contractor shall perform an annual National Environmental Balancing

Bureau (NEBB) certified test and balance (TAB) of rooms designated as pressure type (positive, negative, or neutral) in accordance with American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) standard 170 (2021 Edition).

3.2.3.1. The Contractor shall assess specified pressure type rooms and determine if air pressure, air changes, and/or air balance relationship is outside of required limits.

3.2.3.2. The Contractor shall perform necessary corrections and balancing of no more than 50% of the total rooms.

3.2.3.3. The Contractor shall report any rooms that cannot be corrected to the POC immediately.

3.2.3.4. The Contractor shall provide a certification report to the Government within 7 business days of completing the annual test and balance verification.

3.2.3.5. The following list rooms are designated as pressure type (23 total) at the El Paso VA Medical Center. The room list is for pricing purposes only and may be revised at any time.

1) Operating Room #1 – Room # A405

2) Operating Room #2 – Room # A406

3) Operating Room #3 – Room # B473

4) Operating Room #4 – Room # B474

5) Operating Room #5 – Room # B475

6) Operating Room #6 – Room # D403

7) Operating Room #7 – Room # C409

8) Operating Room #8 – Room # C408

9) OR Decon. Storage #1 – Room # B460

10) OR Decon. Storage #2 – Room # B461

11) OR Clean Storage #1 – Room # C405

12) OR Clean Storage #2 – Room # D406A

13) OR Clean Core Storage – Room # C407

14) Instrumentation Clean – Room # A405C

15) Podiatry Clean Storage – Room # D401

16) Dental Clean Storage – Room # D407

17) Dental Clean Room – Room # B411

18) Pulmonary Room – Room # B459

19) Specialty 1 Podiatry – Room # A331

20) Eye Clinic Dirty Room – Room # D226

21) Eye Clinic Dirty Room – Room # D242

22) Women’s Health Dirty – Room # D273

23) Logistics Clean Storage – Room # D121K

4. Applicable Codes and Regulations

4.1. The contractor (to include Subcontractors) must abide by all applicable regulations, publications, manuals, and local policies and procedures. Although some publication dates are given, the design shall be by current references and standards.

4.1.1. Current state and national codes, regulations and specifications involving architectural, civil, structural, electrical, environmental, mechanical and any other disciplines associated with the design and construction of this project.

4.1.2. Americans with Disabilities Act (ADA) through adoption of the ADA ABA Accessibility Guidelines, July 2004 with corrections, Aug 2005.

4.1.3. 29 CFR 1910, Occupational Health and Safety

4.1.4. ICC International Building Code

4.1.5. NFPA 70, National Electrical Code.

4.2. Review all pertinent VA design and standard details. Responsible for incorporating all such standards in the project. May obtain design criteria and copies of the complete VA Design Guides, Design Manuals & other resources from VA Facilities Management Technical Information.

Library at web site/page: https://www.cfm.va.gov/TIL/index.asp

All Wayfinding and Signage shall follow VA’s Guidelines found at:

https://www.cfm.va.gov/til/spclRqmts.asp#SIGN

5. Records Management

5.1. All records (administrative and program specific) created during the period of the contract belong to EL Paso Veterans Affairs Health Care System (ELPVAHCS) and must be returned to EL Paso Veterans Affairs Health Care System (ELPVAHCS) at the end of the contract or destroyed in accordance to the VHA Record Control Schedule

(RCS)10-1.

5.2. 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. chapters. 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.

5.3. 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.

5.4. 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, https://www.cfm.va.gov/TIL/index.asp https://www.cfm.va.gov/til/spclRqmts.asp#SIGN 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.

5.5. ELPVAHCS 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 ELPVAHCS 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 ELPVAHCS records officer. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5.6. 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 ELPVAHCS 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 vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

5.7. 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 ELPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

5.8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with ELPVAHCS policy.

5.9. The Contractor shall not create or maintain any records containing any non-public ELPVAHCS information that are not specifically tied to or authorized by the contract.

5.10. 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.

5.11. The ELPVAHCS 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 [Agency] 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.

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