DRAFT SOW - Erie HVAC Equipment PMR - Rev 08-10-26.pdf

Erie Veterans Affairs Medical Center

HVAC Equipment Maintenance and Repair Statement of Work

1.0 Purpose

1.1. The purpose of this Statement of Work is to establish the requirements for preventive maintenance, inspection, testing, cleaning, and repair services for all Mitsubishi, Greenheck, and LG Heating, Ventilation, and Air Conditioning (HVAC) equipment, including Variable Refrigerant Flow (VRF) condensers, VRF fan coil units, make-up air units, energy recovery units, and split-system air conditioning units.

2.0 Place of Performance

2.1. The services covered by this contract shall be performed at the Erie VA Medical Center, located at 135 East 38TH Street, Erie, PA 16504.

3.0 Description of Services

3.1. The Contractor shall provide all management, labor, tools, equipment, materials, transportation, supervision, licenses and/or permits and incidentals necessary to perform scheduled preventive maintenance and on-call corrective repairs to ensure safe, reliable, and efficient operation of all covered HVAC equipment.

3.2. The Contractor shall provide all management, supervision, labor, tools, equipment, materials, transportation, supervision, licenses and/or permits and incidentals necessary to perform scheduled quarterly preventive maintenance and keep HVAC equipment operating as originally specified by the equipment manufacturer(s), as well as all parts and labor necessary to maintain, repair, and inspect the HVAC equipment in a manner that will ensure continuous and safe operation (full maintenance and repair, with the exception of the exclusions listed in Section 6 below. An inventory of covered equipment is listed in Section 4 below.

3.3. This is a full maintenance service contract, in which the Contractor takes total service responsibility for the equipment identified in the Statement of Work. Except for the services outlined in Section 6 below, the quarterly fixed price (CLIN 0001) includes all inspections, maintenance, repairs, replacements and routine and emergency service calls. This contract allows the Government to budget total yearly costs and eliminates concerns relating to individual parts repair or replacement invoicing. The Contractor assumes all responsibility and shall determine whether additional service visits, outside of the required quarterly preventative maintenance, are required to keep the HVAC equipment operating safely, reliably, and efficiently and within the performance objectives thereof.

4.0 Applicable Equipment:

4.1. The following is an inventory of equipment included under this contract:

Manufacturer Location Model Serial or Quantity Equipment Type Mitsubishi Main Hospital PURY-HP72YKNY0A 46W00182 VRF Condenser Mitsubishi Main Hospital PURY-HP72YKNY0A 46W00175 VRF Condenser Mitsubishi Main Hospital - Qty. 7 Fan Coil Unit Greenheck Main Hospital PVF100 - Make-up Air Unit Greenheck Main Hospital GB-081-6-X 14527401 Exhaust Fan Greenheck Boiler Plant ERCH-20-15L-4P-16-01 15052545 Energy Recovery Unit

LG Boiler Plant - - Split System LG Boiler Plant ARUB07DTE4 - Split System LG Boiler Plant - - VRF Condenser LG Boiler Plant Ceiling Cassettes Qty. 7 Fan Coil Unit

Greenheck Chiller Plant IGX-120-H32-II-DB 15052581 Make-up Air Unit Greenheck Chiller Plant IGX-120-H32-II-DB 15052584 Make-up Air Unit Greenheck Chiller Plant IGX-120-H32-II-DB 15052583 Make-up Air Unit Greenheck Chiller Plant TAUB-36H-20-X 15067293 Exhaust Fan Greenheck Chiller Plant TAUB-36H-20-X 15067296 Exhaust Fan Greenheck Chiller Plant CUE-141-VG-5-X 15066517 Exhaust Fan

LG Chiller Plant LSU120HSV4 - Split System LG Chiller Plant LSU120HSV4 - Split System

5.0 Contractor Requirements and Qualifications

5.1. The Contractor represents and warrants that all services performed under this Agreement shall be provided by qualified, experienced technicians in strict compliance with any applicable federal, state, and local laws, building codes, and industry safety standards.

6.0 Excluded Services

6.1. The paragraphs below further clarify the scope of work under this contract. This work is considered within scope of the contract but is not covered in the full maintenance service agreement. Any item not specifically excluded shall be considered the Contractor’s responsibility and therefore covered under the routine preventative maintenance services of this contract (CLIN 0001).

6.2. The following are considered Excluded Repair Services (CLIN 0002):

6.2.1. Repair or replacement of equipment due to acts by parties other than the

Contractor of vandalism, abuse, negligence, or abuse and acts of God.

6.2.2. Equipment, components, and parts not installed under this contract that are under the manufacturer’s or installer’s warranty.

6.2.3. TBD.

6.3. In the event that the Contractor encounters an item of work excluded under Section 6.2, the Contractor must report the situation to the station point of contact.

The report shall include:

• The work location;

• A detailed scope of the required work;

• A justification supporting the Contractor determination that the work is excluded by Section 6.2;

• An itemized price estimate (including time to repair, all required parts and a breakdown of labor wages).

7.0 Performance Requirements

7.1. General Requirements

7.1.1. All work must be coordinated in advance with the Program Manager at the Erie VAMC.

7.1.2. All work must be in accordance with the manufacturer’s specifications, if available, or commercial practices, and shall be intended to maintain the HVAC equipment in safe and reliable operating condition.

7.1.3. The Contractor shall ensure that all areas in which work is being conducted will be kept clean from debris, trash and dirt. The Contractor shall clean, sweep and/or vacuum all work areas during work as needed and after work has been completed to remove dust and debris from the area.

7.2. Quarterly Preventive Maintenance (PM):

7.2.1. The Contractor shall perform quarterly PM in accordance with (IAW) manufacturer recommendations and industry best practices. The Contractor will supply an estimated 128 maintenance service hours per year - 4 days (8 hours) per quarter for preventive maintenance.

7.2.2. VRF Condensers

7.2.2.1. Clean condenser coils

7.2.2.2. Inspect fan motors and blades

7.2.2.3. Inspect and tighten electrical connections

7.2.2.4. Check refrigerant pressures and operating conditions

7.2.2.5. Inspect compressor operation

7.2.2.6. Verify communication and control signals

7.2.2.7. Inspect refrigerant piping, insulation, and support brackets

7.2.3. VRF Fan Coil Units

7.2.3.1. Clean or replace air filters

7.2.3.2. Clean drain pans and verify drain operation

7.2.3.3. Inspect fan motors, wheels, and belts

7.2.3.4. Clean interior coils and inspect for leaks

7.2.3.5. Inspect and test control boards, sensors, and thermostats

7.2.3.6. Verify airflow and damper operation

7.2.4. Make-Up Air Units (MAUs)

7.2.4.1. Inspect burners, heat exchangers, and ignition systems

7.2.4.2. Clean filters and media

7.2.4.3. Inspect supply fans, motors, belts, and bearings

7.2.4.4. Verify outdoor air intake and damper operation

7.2.4.5. Test freeze protection systems and safeties

7.2.4.6. Inspect electrical connections and controls

7.2.5. Energy Recovery Units (ERUs)

7.2.5.1. Inspect and clean enthalpy wheels or ERV cores

7.2.5.2. Verify wheel rotation, belts, and drive motors

7.2.5.3. Clean or replace filters

7.2.5.4. Inspect fans, motors, and bearings

7.2.5.5. Verify damper and bypass operation

7.2.5.6. Test controls and safety interlocks

7.2.6. Split Systems

7.2.6.1. Clean condenser and evaporator coils

7.2.6.2. Replace filters

7.2.6.3. Inspect refrigerant lines and insulation

7.2.6.4. Test refrigerant pressures and superheat/subcooling

7.2.6.5. Inspect electrical connections, contactors, capacitors, and relays

7.2.6.6. Verify thermostat operation and temperature differential

7.3. Repair Service Calls

7.3.1. The Contractor shall provide service calls (routine and emergency) under the full maintenance service agreement at no additional charge. Contractor shall repair and replace all components of the equipment listed in Section 4, with the exception of the items specified in Section 6.

7.3.2. Routine Calls

7.3.2.1. Service calls shall be classified as routine when the work or corrective action does not qualify as an emergency call. Routine calls may include unplanned reactive work due to a system breakdown, malfunction, or compliance failure.

7.3.2.2. The Contracting Officer or Program Manager will notify the Contractor of repairs to be made. Calls may be based on findings in the preventative maintenance report. The Contractor shall respond to non-emergency service calls within 24 hours of notification and have a technician on site within 24 hours, to diagnose faults, recommend repairs and corrective actions.

7.3.2.3. The Contractor shall report to the work location, survey the repair, and provide an estimate of time to repair. For any repairs not covered in the basic full maintenance service contract but necessary to bring the HVAC equipment back to operation, the Contractor must also provide a price estimate, which includes a complete breakdown of all parts required and their cost and total labor hours/monetary cost required for the repair(s).

7.3.2.4. The Contractor shall proceed with repair work, unless it is not covered in the basic service agreement. Any repair work not covered in the basic service contract shall commence after notification of approval from the contracting office is received.

7.3.2.4.1. If equipment malfunctions cannot be corrected the same day that the service call was issued, the Contractor must notify the station with an explanation of the delay.

7.3.2.4.2. Downtime of the HVAC equipment must be kept to a minimum.

The Contractor must notify the station of all projected downtime.

7.3.2.5. At the conclusion of the repair work, the Contractor shall prepare and submit a written report to the Erie VAMC. Refer to Section 9.

7.3.3. Emergency Calls

7.3.3.1. Emergency calls are defined as calls for time-sensitive services or unplanned intervention that is required to restore critical environmental controls that threaten patient safety, sterile environments or facility operations.

7.3.3.2. The Contractor shall provide the Erie VAMC Program Manager with a phone number that is manned 24 hours a day, including weekends and holidays, to receive emergency calls for service.

7.3.3.3. The Contractor must respond, have a technician on site at the Erie VAMC, and begin work on emergency service calls within 4 hours of the call for service.

7.3.3.4. The Contractor shall report to the work location, survey the repair, and provide an estimate of time to repair. For any repairs not covered in the basic full maintenance service contract but necessary to bring the HVAC equipment back to operation, the Contractor must also provide a price estimate, which includes a complete breakdown of all parts required and their cost and total labor hours/monetary cost required for the repair(s).

7.3.3.5. The Contractor shall proceed with repair work, unless it is not covered in the basic service agreement. Any repair work not covered in the basic service contract shall not commence until notification of approval from the contracting office is received.

7.3.3.5.1. If equipment malfunctions cannot be corrected the same day that the service call was issued, the Contractor must notify the station with an explanation of the delay.

7.3.3.5.2. Downtime of the HVAC equipment must be kept to a minimum.

The Contractor must notify the station of all projected downtime.

7.3.3.6. At the conclusion of the repair work, the Contractor shall prepare and submit a written report to the Erie VAMC. Refer to Section 9.

7.4. Other Services

7.4.1. The Contractor is responsible for lowering and raising the discharge temperature of the make-up air units (MAUs) for environmental changes two (2) times per year. In the fall visit, the discharge shall be raised to 74 degrees. In the spring visit, the discharge shall be lowered to 65 degrees.

8.0 Spare Parts

8.1. All parts and materials provided under this service contract must be of the original manufacturer’s design and specification, or equal.

8.2. If it becomes evident during a guarantee period that a component/system is not functioning properly, in accordance with manufacturer or VA specification requirements, or if in the opinion of the Contracting Officer, excessive maintenance and attention must be employed to keep the HVAC component/system operational, that component/system must be removed and a new component/system meeting all requirements must be installed.

8.3. Any part, component or assembly unavailable from the manufacturer due to obsolescence, remains the Contractor’s responsibility to obtain an engineered equivalent product from a commercial source.

9.0 Field Reports

9.1. Upon completion of preventative maintenance or repair work, the Contractor shall provide a detailed field report to the Erie VAMC.

9.2. The field report must contain:

The date services were performed.

The equipment worked on.

An outline of all preventative maintenance and/or service call work completed during the visit, to include any repairs or adjustments that were performed.

A description of the parts replaced, including part numbers, as well as the date the part was installed.

9.3. The field report must be sent electronically to the Erie VAMC Program Manager.

10.0 Hours of Operation

10.1. The Contractor shall perform all preventative maintenance and correction action repairs during normal business hours, Monday through Friday, 7:30AM – 4:00PM, excluding Federal Holidays or any day specifically designated as a Federal Holiday by the President of the United States, unless otherwise required in the contract or approved by the Contracting Officer (CO).

10.1.1. There are currently 11 holidays observed by the Federal Government, these holidays are:

New Years Day Martin Luther King Jr.’s Day Presidents Day Memorial Day Juneteenth Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas

11.0 Safety

11.1. The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.

11.2. In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas and smoking is only allowed in the site designated smoking area.

11.3. Patient, employee, visitors, and Contractor personnel safety shall be maintained at all times. The Contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the security equipment immediately after completion of work or when leaving the job unattended.

11.4. The Contractor shall submit to the CO and COR, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished prior to arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

11.5. The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE’s shall be provided, and documentation maintained by the Contractor.

11.6. The Contractor shall obtain a Hot Work Permit from the Erie VAMC POC whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The Contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

11.7. The Contractor shall be notified of any non-compliance with the previous provisions. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the CO in writing that the condition has been corrected. It, in the opinion of the Erie VAMC POC, Chief Engineer, Safety Manager or designee the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the CO may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.

11.8. The Contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:

11.8.1. Safety program/procedures are required to be followed by the Contractor’s personnel in the performance of their duties and when such procedures are required.

11.8.2. Listing of personal protective equipment(s) required to be utilized by the Contractor’s personnel in the performance of their duties. Also when equipment will be required.

11.8.3. Material Safety Data Sheet (MSDS’S) for any chemical(s) utilized by the Contractor in the performance of this contract.

11.8.4. Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract.

Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

11.9. Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury involving any security equipment. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident.

11.10. The Contractor shall adhere to all OSHA (Occupational Safety and Health Administration), EPA (Environmental Protection Agency), NFPA (National Fire Protection Agency) Life Safety Codes, and all other regulatory requirements.

11.11. In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices and take such safety precautions as the safety officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior spaces as non-smoking areas.

11.12. Patient, employee, visitors, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall restore all safety guards, equipment, devices, etc. removed to service or repair the physical security system immediately after completion of work or when leaving the job unattended.

11.13. The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.), required for performing the work. Training on required safety programs and the proper use of PPE’s shall be provided, and documentation maintained by the Contractor.

11.14. The Contractor is responsible for the supervision of all of their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in the contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

11.15. Injury or Accident: The Contractor shall submit a written report to Erie VAMC POC within five (5) working days of any safety incident requiring medical attention.

12.0 Privacy

12.1. PRIVACY EXPECTATION: The generalized privacy training “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 Contractor and subcontractor employees assigned to VA accounts prior to delivery of service and annually thereafter as long as the contract is in place.

12.2. The Contractor shall provide to the Erie VAMC POC a copy of the completed training certificate(s).

12.3. Refer to Attachment 01 - VA Privacy Training No PHI or Access.

13.0 Records Management Language

13.1. 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.

13.2. 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.

13.3. 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.

13.4. Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

13.5. 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 vehicle]. 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 Department of Veterans Affairs 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).

13.6. 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 Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

13.7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

13.8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract.

13.9. 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.

13.10. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs-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.

- End Of Statement of Work -