Draft SOW.docx

Please note this is a draft SOW. This is only for one location. The general requirements will apply for all locations, Erie, Coatesville, Wilmington and Altoona. The boilers may have different manufacturers.

U. S. Department of Veterans Affairs Erie Veterans Affairs Medical Center

STATEMENT OF WORK

For

Boiler and Associated Plant Safety Device Testing

SERVICES

A. PROVIDE:

The contractor shall provide equipment, labor, tools and materials to perform safety device testing on the Erie Veteran Affairs Medical Center (VAMC) boiler plant.

PROJECT SCOPE

B. GENERAL:

The contractor shall perform safety device testing on the Erie VAMC boiler plant as outlined in the VHA Boiler and Associated Plant Safety Device Testing Manual, 5th Edition. Contractor shall report the results using the prescribed form and methods. Erie VAMC has 1-200 BHP Boiler and 2-400 BHP boilers. They are firetube scotch marine boilers manufactured by Williams & Davis in 2017.

C. SPECIFICS:

1. Contractor is responsible for all costs for transportation, lodging, meals and other personal necessities for its employees and subcontractors.

2. Contractor is responsible for the shipping costs and logistics for all tools and equipment necessary for the performance of this contract.

3. The contractor shall have documented knowledge and experience in the design and construction of boiler plants and VA’s standards for construction and testing of safety devices. In addition, the personnel performing the tests shall have demonstrated experience in conducting equipment assessments and performing testing in compliance with the VHA Boiler and Associated Plant Safety Device Testing Manual (Third, Fourth or Fifth Edition) on at least 5 sites within the past 3 years. Contractor shall submit evidence of qualification with the proposal.

a. A. Technicians shall have completed at least a one-year trade school and have five years successful experience in this field. The experience shall be largely with institutional and industrial boiler plants similar in design to the VAMC plant. The VAMC facility manager/engineer may define and accept equivalent qualifications.

b. Technicians shall demonstrate familiarity with and ready access to the current versions of NFPA 85, Boiler and Combustion Systems Hazards Code.

c.

d.

e.

4. Any reference to “Boiler Plant Safety Device Testing Manual”, “Boiler Plant Safety Device Testing Manual Third Edition”, “Current Manual”, “Third Edition Manual” or “Fourth Edition Manual” shall mean “VHA Boiler and Associated Plant Safety Device Testing Manual Fifth Edition”.

5. The following items are not included as a requirement of this contract:

a. Hydrostatic testing

b. Inspection of furnace and other internal surfaces, closures

c. Inspection of exterior of unit, casing, supports, closures

d. Boilers for fouling and combustion gas flow check

e. Tube leak check on all boiler types

f. Deaerator wet magnetic particle testing of welds of pressure vessel interior

g. Deaerator interior cleaning and visual inspection

h. Adjust burner combustion settings and calibrate oxygen trim

6. The contractor needs to possess and utilize the tools necessary to complete each task. Erie VAMC tools will not be available for use.

7. Pressure gages used in a test must be calibrated within prior 1 month (contractor supplied test gauges). Installed gauges used in the test must have been calibrated within the prior 12 months. If an installed gauge is used for a test and it does not meet the calibration requirement, the out of calibration gauge shall be noted in the report.

8. Contractor shall perform each test as detailed in Attachment 2, VHA Boiler and Associated Plant Safety Device Testing Manual, 5th Edition, Erie specific procedures, except those tests listed in section C.5 of this Statement of Work.

9. Contractor shall verify proper installation of the safety devices and piping arrangements as detailed in Attachment 2 drawings. Any arrangement which does not satisfy the layout in Attachment 2 shall be listed in Appendix F and supplied with the final report from each facility. A description of how it does not comply and if the arrangement is otherwise acceptable shall be included.

10. Substitution of local test procedures shall be rare. Whenever physically possible, the exact test shall be performed without exception. Substitution of a test procedure for ease of performance or convenience are not legitimate reasons for performing a substitute test. If a substitute test method is required to meet the intent of the test outlined in the manual, the alternate method shall be provided in written form by the site. The results of the test shall be reported on the prescribed form and a notation of:

a. Why the prescribed test could not be performed.

b. The details of the alternate method used.

c. This item does not apply to tests performed using Attachment B Erie Specific procedures.

11. Within 30 days of completion of each inspection, submit the following reports:

a. A report in electronic format describing the completed test findings in a format similar to the example in Attachment 3 sent to the CO, COR and FMS-Operations Supervisor. (The COR and Operations Supervisor may be the same person)

b. The report shall contain the electronic, legible field copies of Attachment 2 Appendix’s A, B, C, D and F.

c. A list of recommended repairs and cost estimates. If repairs are listed, the repairs will not be performed under this contract.

12. When required, the Contractor shall provide one Follow-up Inspection per site to verify that all Contractor recommended repairs are made properly. Follow-up inspection shall be performed on those items found to be deficient in the initial inspection, within 30 days of notification from the facility via the Contracting Officer or COR.

13. The proposal shall be submitted in the form of a base year plus four (4) option years.

14. Testing shall not be scheduled on any weekend or Federal Holiday.

15. Work shall be performed during normal working hours of 0730-1600, unless otherwise authorized by the site’s Operations Supervisor. Testing shall begin and end during the month of November.

16. The proposal shall include the names and job titles of key personnel. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer and COR, in writing, within 15 calendar days after the occurrence of any of these events. After the initial 90-day period of the Contract, the Contractor may make substitutions of key personnel subject to approval of the Contracting Officer and COR.

17. Any anticipated sub-contracting work shall be presented in a sub-contracting plan, which is to include the identity of the sub-contractor who will be performing the work. The Contracting Officer and the COR must approve, in writing, any sub-contract work prior to its commencement. Substitution of sub-contractors after the approval of the subcontracting plan must be approved in advance by the CO and COR in writing.

18. Within 15 days of contract award, Contractor shall provide a proposed schedule for each location, for approval by the CO and COR. No changes to the schedule shall be made less than 2 weeks prior to a site’s visit without approval of the government.

19. Contractor shall contact the site POC 2 weeks prior to the scheduled testing to verify the schedule and any site specifics. The contractor shall also provide the names of the personnel who will be on site and their expected time of arrival.

20. A Contractor provided, clearly readable identification badge consisting of the employee’s name and Contractor name shall be worn by all Contractor employees.

21. A background check is required for all of the Contractor’s employee(s) providing services to the government. This shall allow the Contractor to access areas within the VA such as offices, clinics patient rooms, and other restricted areas. No employee shall be permitted to perform work or access non-public areas without a background check and written clearance by VA Police. The level of background investigation commensurate with the required level of access is Special Agreement Check (SAC) – Fingerprint Only. Fingerprinting will be done at a VA facility designated at the time of award. The VA will bear the cost of the initial SAC. The Contractor will bear the cost of any subsequent SACs. The SAC must be initiated five days prior to entry on duty for Contractor personnel. The Contractor will submit for its employee proof of a negative tuberculosis test within five days of contract award to the Contracting Officer.

22. Before the first site visit to a facility commences, a one-hour teleconference with the VISN 04 CAM shall be conducted by the Contractor. The Contractor will provide a power point presentation to the CAM suitable for use at an executive briefing for non-technical managers. The presentation will contain one slide introducing the organization, up to one slide per site for expected outcomes, up to two slides on common findings in other VA Medical Centers. The Contractor will develop and provide an anticipated agenda of the inspections at all the various facilities and describe any common or unusual circumstances encountered for any or all of the facilities during the research phase of the proposal development.

23. Begin the on-site portion of the inspection with an interview meeting between the Contractor Inspection Team and the Government Facility Representatives with knowledge of the physical plant and facilities and their operations and local leadership. The meeting will include a question/answer session to address the VA’s questions and concerns. If provision of a local VA request from this meeting is outside the scope of work of this contract, notify the CO before proceeding with the work in question. Do not delay in performing work not in question.

24. The Contractor is responsible for the identification and inspection of all appropriate areas and items related to this scope of work required to complete a comprehensive inspection. Only 1 boiler or piece of equipment may be removed from service for testing at a time. Two boilers and support equipment shall be running/available to run at all times. The on-site Inspection shall be in compliance with Attachment 2 and contain information observed through first-hand inspection and testing. Testing shall be non-destructive to the extent possible and known issues that inspections may be destructive shall be brought to the attention of the COR, PRIOR TO EXECUTING THE TEST. This is to ensure that spare parts are on-site and available for use to return any affected items to working condition. In cases where the test may cause the boiler to become un-safe or un-useable, repairs shall be made by VA staff, with coordination from the Contractor, to replace affected items within 8 hours of the event. This caveat does not apply to FINDINGS that a boiler should not be used or is unsafe in its current condition. The Contractor will telephonically report any non-compliant item that presents an imminent and substantial endangerment to human health, boiler plant safety or the environment immediately to the CO, COR and VISN CAM. The Contractor will submit a written report within three calendar days of reporting an imminent non-compliance situation.

25. If a boiler plant, site or national emergency develops, Contractor will cease testing at the request of site personnel.

26. At the conclusion of the site work, the Contractor will hold an exit meeting with appropriate VA representatives for the site to highlight preliminary findings. The Contractor shall identify deficiencies and steps that can be taken by the VA to address the identified deficiencies. The report will be drafted in a manner that allows time for effective disclosure while providing a clear road map for gaining as well as maintaining compliance with the VHA Directive.

27. The Contractor will coordinate the time of the Exit Interview with the CAM, by telephone, at least one-day prior to each site's interview. Also, the Contractor will advise the CAM, in advance of that meeting, of any significant findings not already reported to the VISN office. A draft copy of the report will be e-mailed to the CAM within 10 business days of the Exit Interview.

28. The Contractor shall provide telephonic tech

29. nical consultation for boiler safety device related issues for the Base Year and all Option years. Government estimates approximately two calls per month per calendar year. Technical support is to assist in the clarification, interpretation and explanation of findings for the duration of the contract. Technical Support via telephone or other non-travel related means (fax, email, etc.) shall be provided during the duration of the contract to the VISN 04 Network Office, CAM Staff, Facility Safety Coordinators, Facility GEMS Coordinators and Facility GEMS Committees. The technical support will be limited to issues derived from the final report and resolution plans for those issues.

PRIVACY TRAINING

EXPECTATION: The generalized privacy training Attachment 4, VA Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information, must be completed by all contractors and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place. The contractor shall provide the VA COR a copy of the completed training certificate(s).

ATTACHMENTS

1 – Master Construction Specification General Requirements

2 – VHA Boiler and Associated Plant Safety Device Testing Manual – Erie Specific 5th Edition

3 – Sample Report

4 – VA Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information