Final STATEMENT OF WORK (SOW).pdf

Final STATEMENT OF WORK (SOW)

SERVICE TO REPLACE TWELVE (12) CONDENSER COILS,

BUILING 206 CHILLER

VA GREATER LOS ANGELES HEALTHCARE SYSTEM

VA WEST LOS ANGELES HEALTHCARE SYSTEM

1 TITLE:

REPLACE Twelve (12) Condenser Coils, Building 206 Chiller.

2 PLACE OF PERFORMANCE:

VA Greater Los Angeles Healthcare System (VAGLAHCS)

VA West Los Angeles Healthcare System (VAWLAHCS)

11301 Wilshire Blvd

Los Angeles, CA 90073

3 PERIOD OF PERFORMANCE:

Sixty (60) Calendar Days.

4 CONTRACT TYPE:

Firm Fixed Price (FFP).

5 BACKGROUND:

Provide turnkey fully functional replacement of the existing micro-channel condensing coils on Building 206 Carrier Chiller 30XAA1806T-01HM3, serial # 1609Q90953.

6 OBJECTIVES / SCOPE:

6.1 Vendor shall provide all equipment, expertise, incidentals, labor, materials, parts, services, supervision, supplies, tools, transportation, and qualified personnel necessary to remove existing and replace with twelve (12) new condenser coils on Building 206

A/C Chiller in accordance / compliance with current codes, directives, regulations, industry guidelines / standards, and Statement of Work (SOW) at the VAWLAHCS.

Existing condenser coils shall be replaced with conventional round condense tube and fin coils of equal or better heat transfer to the original micro-channel condenser coils.

6.2 Remove existing and provide new high-pressure cutout sensor.

6.3 Recover 134A refrigerant gas.

6.4 Remove existing refrigerant dryers and replace with new refrigerant filter dryer of the same size and capacity as original equipment.

6.5 New coils shall be E-Coated for protection against the salt air from the ocean climate.

6.6 Condenser coils shall be of conventional style, NOT MICRO-CHANNEL, constructed of copper piping and aluminum fins. Vendor shall verify the exact size of the existing coils and match that size and match the location of piping attachments and structural mountings.

6.7 All connections shall be mechanically sound against refrigerant leaks. Coil system shall be pressure tested at manufacturers recommended pressure and duration. Should any leaks occur during pressure testing, contact the VA POC immediately. Do not charge the unit with refrigerant gas until the leak has been resolved, corrected, and re-tested.

6.8 Unit shall be evacuated and recharged with new 134A refrigerant gas after proving there are no leaks.

6.9 Vendor shall perform start-up and test run.

6.10 Vendor shall remove all debris and leave the area clean. Any excess oil shall be removed with surfaces left clean. Valve locks shall be installed on refrigerant valves after testing and monitoring is completed.

6.11 Before commencement of work, the Vendor shall confer with the VA POC to agree on a sequence of procedures and means of access to premises and building. All work performed shall be made with minimal interference to Government operations and personnel as these are active hospital campuses.

6.12 Vendor (general or sub) field supervisory personnel must possess current 30-hour

Occupational Safety and Health Administration (OSHA) safety card; field worker personnel must possess current 10-hour OSHA safety card.

6.13 Vendor and employees to attend a 30-minute VA safety briefing provided by the VA

Safety Department.

6.14 Vendor is responsible to correct, repair or replace any damages incurred during the performance of contract work.

6.15 VA POC and vendor must obtain the correct permit(s) as required by VA Safety and

Engineering. Work cannot commence / start until the appropriate work permit(s) has been signed off and approved by all parties. The following permits apply:

A. Hot Work Permit

B. Utility and Service Impact Permit

C. Utility Shutdown Permit

6.16 Vendor shall collect, contain and dispose of debris according to VHA Regulations and all applicable Federal, State, and local codes and ordinances.

7 CONTRACTOR QUALIFICATIONS & OTHER RESPONSIBILITIES:

7.1 Vendor shall obtain all necessary licenses required to perform this work. Vendor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Vendor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Vendor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal

Government.

7.2 The Government reserves the right to accept or reject vendor’s employee for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the vendor and COR with the final decision being made by the Contracting Officer.

8 LICENSING REQUIREMENTS:

8.1 Vendor / Contractor Business License issued by a U.S. State or Territory in accordance with the current provisions of the State or Territory.

9 AUTHORIZED SERVICES / CHANGES / MODIFICATIONS:

9.1 The awarded vendor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of service, quality, quantity, price or delivery.

9.2 In the event the vendor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract terms or price to cover any increase in costs incurred as a result thereof.

10 SAFETY REQUIREMENTS:

10.1 All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAWLAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

10.2 Vendor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to

Government equipment. Every effort shall be made to safeguard human life and property.

10.3 Vendor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal

Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR

1910.132(d)(1)(iii), 29CFR1910.137.

10.4 Vendor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

11 NOTIFICATION:

Vendor shall notify and coordinate ALL work activities / site access with the VA POC –

ALAN SILVER (310) 268-3424.

12 PERFORMANCE MONITORING, INSPECTION AND ACCEPTANCE:

Routine inspections to include acceptance / certification work was completed in accordance with the SOW will be performed by VA POC – ALAN SILVER and Engineering / Facilities

Personnel. The VA can perform inspection of the work performed without the vendor presence and determine whether or not work performed is within standards expressed in this scope of work. It is the VA’s prerogative to hire an independent qualified third party to check the validity of the work conducted.

13 SECURITY REQUIREMENTS:

Vendor WILL NOT have access to patient records, data, or VA computer systems.

14 GOVERNMENT FURNISHED EQUIPMENT (GFE) / GOVERNMENT FURNISHED

INFORMATION (GFI):

NO GFE or GFI will be provided to or used by the vendor.

15 RISK CONTROL:

Submission of VA “Infection Control Risk Assessment” (ICRA) permit(s) NOT

REQUIRED. Medical services / support services at the designated locations will remain operational during the execution of this work. Vendor shall take all precautions to minimize disruption to daily routine tasks performed in those services. Patient care shall remain a top concern for the vendor and their employees while performing contracted work.

16 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

A. Badging: Vendor’s shall ALWAYS wear visible identification issued by VA Police during the entire time they are on the VA Healthcare System campus.

B. Parking: information is available from the VA Police & Security Service Office. It is the responsibility of the vendor to park only in appropriately designated parking areas. The

VA shall not validate, invalidate, or make reimbursement for parking violations of the vendor’s personnel under any circumstances.

C. Smoking: SMOKING IS STRICTLY PROHIBITED on the grounds of any VHA facility and throughout the VA Healthcare System campuses. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019.

THERE WILL NO LONGER BE DESIGNATED SMOKING AREAS.

D. Weapons: Possession of weapons is prohibited while on the ANY VA Healthcare

System campus. Enclosed containers, including tool kits, shall be subject to search / seizure.

E. Violations of VA regulations may result in citation answerable in the United States

Federal District Court, not at/in the local district, municipal, or state court.

F. Vendor shall deliver / drop-off materials in designated locations. Any curbside drop-off will be conducted in an expeditious fashion / manner not to interfere with through traffic.

17 INSURANCE COVERAGE:

A. Vendor agrees to procure and maintain, while the contract is in effect, Workers

Compensation and Employee’s Public Liability Insurance in accordance with Federal and State of California laws. The vendor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

B. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

C. Before commencing work under this contract, the Contracting Officer shall require the vendor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

D. Vendor is required to provide copies of proof of Workers Compensation and Employee

Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

18 POINT OF CONTACT (POC):

VA WEST LOS ANGELES HEALTHCARE SYSTEM POC:

Name: ALAN SILVER

Department: Engineering (138)

Address: 11301 Wilshire Blvd, Los Angeles CA 90073

Phone: (310) 268-3424

Email: alan.silver@va.gov

19 NORMAL WORKING HOURS:

Normal working hours are Monday through Friday between 7:30AM to 4:00PM Pacific

Time local with exceptions to National Federal Holidays. All work will be performed during normal work hours unless requested in advance and approved by the VA POC – ALAN

SILVER or his designee with CO approval.

20 OVERTIME AND NATIONAL FEDERAL HOLIDAYS:

Any overtime or holiday pay that may be entitled to the vendor’s employees shall be the sole responsibility of the vendor and shall not be billed to nor reimbursed by the

Government. When one of the holidays fall on a Sunday, the following Monday will be observed as a National Federal Holiday. When one of the holidays fall on a Saturday, the preceding Friday will be observed as a National Federal Holiday.

Vendor is not required to provide service on the following U.S. Government holidays nor shall the vendor be paid for these days. National Federal Holiday schedule:

New Year’s Day January 1

Martin Luther King ‘s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May mailto:alan.silver@va.gov

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

21 INFORMATION SECURITY:

In accordance with Appendix A, Handbook 6500.6 Checklist blocks 7, the C&A requirements DO NOT apply to this requirement, and a Security Accreditation Package IS

NOT required. The nature of this requirement is technical; however, there is no information to be protected.

22 INVOICE AND PAYMENT:

A. Vendor will be paid monthly upon submission of a proper invoice for work completed and accepted. Final payment will be withheld until all noted discrepancies are corrected and as-build drawings are approved by the Government (VA). VA-FSC processes / pays all associated transactions for / on VA orders. To successfully submit an invoice to VA-

FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted to the VA-FSC should mirror your current submission of invoice, with the below items required. The VA-FSC requires specific information in compliance with the

Prompt Pay Act and Business Requirements.

1. Your firm’s Taxpayer ID Number (TIN)

2. Your firm’s “Remit Address” information

3. The VA Purchase Order (PO) number

4. Your firm’s contact information: (Personal Name, Email, and Phone)

5. Your VA point of contact information: (Personal Name, Email, and Phone)

6. The Period of Performance dates (Beginning and Ending)

7. All discount information if applicable (Percent and Date Terms)

For additional information, please contact:

Department of Veteran Affairs Financial Service Center

Phone: 1-877-353-9791

Email: vafsccshd@va.gov

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mailto:vafsccshd@va.gov