Draft SOW Erie Medical Gas and Vacuum System PM-R watermarked 5-13-26.docx

STATEMENT OF WORK (SOW)

Medical Gas Testing, Certification, and Preventive Maintenance & Repair Services Erie VA Medical Center

A. Contract Title: Medical Gas Testing, Certification, and Preventive Maintenance & Repair Services at the Erie VA Medical Center.

B. Purpose: Contractor will provide preventive maintenance (PM), inspection, and repair of medical gas systems for the Erie VA Medical Center. The work required is to ensure that the medical gas systems are operating as designed and in accordance with all applicable codes to include National Fire Protection Association (NFPA) 99, NFPA 50, American Society of Sanitation Engineers (ASSE), National Institutes for Occupational Safety and Health (NIOSH) standards, Americal National Standards Institute (ANSI), The Joint Commission and Compressed Gas Association (CGA).

C. Objectives: Contract will be awarded for a Base, plus four (4) Option Years. Contractor is responsible for providing all materials, components, labor, tools, inspect, test instruments, and travel necessary to complete work under this contract for the fire protection and monitoring systems. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs for personnel travelling to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.

D. Location: Erie VA Medical Center, located at 135 East 38TH Street, Erie, PA 16504.

E. Performance Requirements:

1. Contractor shall provide staff working under this contract as ASSE 6010 installer certified, ASSE 6040 Maintenance Personnel certified.

2. Supervision – The contractor is required to have a competent supervisor on site during all approved work required under this contract. This supervisor must submit certification of completion of OSHA 30 training certificate & be ASSE 6020 certified.

3. Contractor shall perform all inspections, testing, and repairs as required by: NFPA 99, NFPA 50, ASSE, NIOSH standards, ANSI, and CGA.

4. Contractor to schedule testing with the Erie VAMC Point of Contact (POC) within three (3) weeks in advance, so proper notification can be made to building occupants. Upon completion of any service, the contractor shall perform general housekeeping to ensure that the designated work area is neat and orderly.

5. The contractor shall provide to the Erie VAMC POC documentation of the current certificates of training, licenses, and permits for all employees no later than seven (7) business days prior to that person commencing work under the terms of this contract.

6. Work performed because of misuse, abuse, vandalism, or negligence is the responsibility of the contractor.

7. Contractor shall comply with the following procedures:

a. The contractor shall check in with the Erie VAMC Police and Security to obtain a visitor badge each time they arrive on site.

b. The contractor shall then check in with the Erie VAMC POC following obtaining visitor badge from Erie VAMC Police and Security. No work can commence without authorization from the Erie VAMC POC. Repairs must be authorized by the Contracting Officer in advance.

c. Upon each departure, contractor will serve notice of disposition of work to the Erie VAMC POC or designee. The contractor shall furnish to Erie VAMC POC or designee a copy of a work order, service sheet, or other such written notification of services performed.

8. Call Backs and Response Times

a. The contractor must respond to Erie VAMC POC within eight (8) hours for routine calls.

b. The contractor must respond to POC or designee within two (2) hours for emergency calls, twenty-four (24) hours a day and seven (7) days a week.

c. If emergency repair requires on site repair, contractor is required to be on site within four (4) hours of receipt of emergent call.

9. All tested devices will be verified to the current inventory. Contractor will update device inventory and provide a copy to Erie VAMC POC.

F. Security and Privacy Requirements:

1. The Erie VAMC POC is responsible for ensuring that all contractors comply with physical security policies. The Erie VAMC POC will ensure Contractor obtains required visitor badge from Erie VAMC Police and Security. This visitor badge must always be worn by contractors while on Erie VA premises.

2. Contractor may not have access to the VA network or any VA sensitive information under this contract.

3. All Contractors must receive privacy training annually using one of the following methods:

a. Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s Talent Management System (TMS) (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS.

b. Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be verified and tracked by the Erie VAMC POC or designee.

c. Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the POC.

G. Safety:

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

2. In performance of this contract, the contractor shall follow Erie VAMC safety policies and standards for safe work practices and take such safety precautions as the Erie VAMC Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants in the building. Contractor is responsible for the supervision of all contractor employees while on government property.

3. Erie VAMC is a non-smoking facility.

4. Prior to the commencement of the contract, the contractor shall submit to the Erie VAMC POC, the Safety Data Sheets (SDS – previously known as MSDS), for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility during performance of the contract. The contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to Erie VAMC personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

5. 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 performing the work. Training on required safety programs and the proper use of PPE shall be provided, and documentation maintained by the contractor.

6. The contractor shall provide Erie VAMC POC with a list of cellular numbers of superintendent, in order to summon assistance in case an emergency develops. This information shall be provided in writing, to the Erie VAMC POC at the contract commencement.

7. Shall an injury or accident occur, the contractor shall submit a written report to the Erie VAMC POC within five (5) business days of any incident of a major malfunction, accident or injury involving a contractor employee or Erie VAMC system. The report shall state the cause of the event, and what repairs are required to correct the cause of incident.

H. Uniforms:

1. Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is always in uniform while working at the Erie VAMC. The uniform shall have the contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

I. Hours of work:

1. Work required in the performance of this contract shall be conducted during the hours outlined below:

a. Regular administrative working hours, 8:00AM – 4:00PM.

b. Maintenance requiring equipment operational “shutdown” will be performed during non-administrative working hours, unless otherwise authorized in writing by the Erie VAMC POC or designee.

J. Invoices and Payment:

1. Invoices will be electronically submitted monthly in arrears against the current order number (PO) listed clearly on all invoices submitted.

2. Invoices shall be submitted to Tungsten at https://authentication.tungsten-network.com/login, in accordance with VAAR Clause 852.232-72.

3. Invoices shall be detailed to include the system, building, and frequency for work performed.

K. Required Inspections:

1. Previous medical gas inspections resulted in a series of repairs that are required to be corrected within ten (10) days of award of this contract:

a. Central Supply Systems – Medical Air Compressors

1. CO Monitor – Display is blank (Mech Room BW035)

b. Central Supply Systems – Vacuum Pumps

1. Lag Pump running (Mech Room), signal not present

c. Central Supply Systems – Manifolds – Cylinder Lead (Pigtail) Replacement

1. CO2 – Six (6) 36” Flex

2. Nitrogen – Four (4) 36” Flex

3. Nitrous Oxide – Six (6) 36” Flex

d. Shutoff Valves

1. Defective oxygen gauge in Sterile Process Room

e. Outlets/Inlets

1. Puritan-Bennett Diamond Care Latch Oxygen Valve

a. Room 625 – Leaks w/connector in – Qty. 1

2. Puritan-Bennett Single Pin Latch Oxygen Valve

a. Biomed – Leaks w/connector in – Qty. 1

b. Room ER2 (UCC) – Leaks w/connector in – Qty. 1

c. Room 519 – Leaks w/connector in – Qty. 1

d. Room 520 – Leaks w/connector in – Qty. 1

e. Room 521 – Leaks w/connector in & out – Qty. 1

f. Room 531 – Leaks w/connector in – Qty. 1

3. Puritan-Bennett Single Pin Latch Vacuum Valve

a. Biomed – Leaks w/connector out – Qty. 1

2. Provide annual preventative maintenance (PM)/Inspections for the following source systems and component inventory:

a. Alarms

1. Master Alarm – Qty. 2

2. Area Alarm – Qty. 11

b. Gas Manifolds

1. Carbon Dioxide – Qty. 1

2. Nitrogen – Qty. 1

3. Nitrous Oxide – Qty. 1

c. Medical Booms - Ceiling Mounted

1. Located in Surgery Center – Four (4) Procedure Rooms

d. Zone Valves

1. Zone Valve Box – Qty. 20

e. Oxygen System

1. Bulk Liquid – Qty. 1

2. Oxygen Outlets – Qty. 110

f. Medical Vacuum

1. Medical Vacuum System – Qty. 1

a. Medical Vacuum Outlets – Qty. 114

g. Medical Air System

1. Medical Air Compressor – Qty. 1

2. Medical Air Outlets – Qty. 31

h. Nitrous Oxide

1. Nitrous Oxide Outlets – Qty. 4

i. Nitrogen

1. Nitrogen Outlets – Qty. 2

j. WAGD (Evacuation)

1. WAGD Outlets – Qty. 4

k. Carbon Dioxide

1. Carbon Dioxide Outlets – Qty. 4 L. Deliverables:

1. All reports must be submitted to Erie VAMC POC within five (5) business days of inspection. Any failed device must be communicated to the POC on the date of inspection.

2. Reports will be submitted to the POC in electronic format.

3. Medical Gas and Vacuum System and Components

a. Contractor will prepare and submit an inspection report outlining inspection results to Erie VAMC POC as described below:

1. Date of inspection

2. Name of certified inspector with copy of certification

3. Location of inspection

4. System type being inspected

5. Findings of each system tested with code reference

6. Actions taken

7. Repairs which are required

8. Follow-up reports are required for repairs made under this contract. Repair reports will follow requirement under this contract.

4. Boom Inspection

a. Contractor will prepare and submit to POC inspection report outlining inspection results as described below:

1. Boom location: Surgery Center Room Number

2. Date Boom installed

3. Boom manufacturer

4. Serial Number

5. Boom Stops – functional or non-functional

6. Validation of flexible connections made above ceiling – Yes or No

7. Boro/Endo scope check

8. Boom condition

9. Recommended repairs (if any)