Isolation Room Air Balancing - SOW - 2023.docx

Statement of Work Air Balance Contract

DRAFT 10-30-12

REQUIREMENT

STATEMENT OF WORK

1. Background Statement. Currently the Clinical Center Complex (CCC) (defined as Warren Grant Magnuson Bldg (Bldg 10), Ambulatory Care Research Facility (ACRF) and Clinical Research Center (CRC), has a requirement to perform air quantity/quality surveys of specified critical rooms/areas of the CCC to ensure that the air flow quality/quantity meets established standards. Air quantity and quality must be maintained to ensure the safety of Clinical Center patients, staff and visitors. Due to the critical operations of the listed isolation HVAC systems, every detail of the complicated, computerized systems must operate at design specifications to protect both patients and staff from exposure to contagious diseases, but also to prevent contamination of essential treatment products and agents that support critical organizational research goals and objectives. This contract will establish monthly and bi-annual isolation room reports to be completed for the purposes of insuring that HVAC systems in the designated spaces are operating within the established/designated standards. In addition to this documentation, this contract will also act as a third-party QA/QC to our current maintenance air balancing contract. The CC department of Hospital Engineering and Facilities Services (HEFS) is responsible for the maintenance and oversight of the CCC Air Balance Contract.

2. Statement of Work.

a. Introduction/Background.

Currently within the Clinical Center Complex (defined as Warren Grant Magnuson Bldg (Bldg 10), Ambulatory Care Research Facility (ACRF) and Clinical Research Center (CRC), there are rooms requiring close monitoring and maintenance of specialized air flow, these rooms include the following set ups:

1) Negative Airflow for Infectious Isolation, with vestibule

2) Negative Airflow for Infectious Isolation without vestibule

3) Positive Airflow for Protective Isolation

4) Negative Airflow without vestibule:

5) Positive Airflow for Protective Isolation Due to the critical nature of the airflow in these units/rooms, every detail of the complicated, computerized systems must operate at design specifications to protect the safety of patients, staff, visitors from contagious diseases, and protect manufactured products from contamination.

The contractor will be responsible for performing monthly and bi-annual inspections of rooms as listed in Attachment #1 of this document.

The contractor must be headquartered or have service locations within the Washington Metropolitan area. The contractor shall provide scheduled air flow surveys monthly and bi-annually as listed/specified in Attachment #1. All work shall be performed in compliance with all Federal, state (Maryland) and local laws. All work shall be done in accordance with applicable standards and guidelines from: American Institute of Architects (AIA), Procedural Standards of the National Environmental Balancing Bureau (NEBB), and American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRE). All workers must adhere to onsite requirements for the Bldg. 10 Clinical Center and rooms, including but not limited to, requirements for use of Personal Protective Equipment (PPE), masks, restrictions to certain hours of entry, etc.

b. Period of Performance Base year: September 1, 2023 through August 31, 2024 (base year), with four (4) one (1) year options:

Option Year 1: September 1, 2024 through August 31, 2025 Option Year 2: September 1, 2025 through August 31, 2026 Option Year 3: September 1, 2026 through August 31, 2027 Option Year 4: September 1, 2027 through August 31, 2028 Scope and Requirements:

The contractor shall supply all labor, materials, equipment, and supplies to perform the functions and tasks required in this contract, unless otherwise specified.

1. SURVEY REQUIREMENTS:

Contractor shall perform air quality/quantity surveys for rooms listed in Attachment # 1. A portion of the listed rooms are to be surveyed monthly (12 surveys of each room per year), while another portion of the rooms are to be surveyed bi-annually (2 surveys per year – 6 months apart). Monthly surveys must be completed within the same week each month as the previous survey (for example, if the survey of that room was the first week of the month, that room should be surveyed the first week of the month throughout the year). All surveys must be scheduled with the area supervisor BEFORE entering the work site. Each of the surveys shall include at a minimum:

· Measure & record CFM of each register in listed rooms

· Measure & record total supply and exhaust CFM

· Measure & record temperature and humidity

· Inspect and clean all exhaust registers

· Calculate air exchange rate of each room

· Validate existing room pressure differential monitoring device by referencing the same vs. a micro-manometer (Hand held device and building monitoring systems should be within acceptable deviation threshold, if not, this needs to be identified and recorded on the reports)

· Verify the room is operating per intended airflow design by performing smoke studies

· Verify monitor alarm parameters

· Verify that the alarm air flow monitor is fully functional with respect to alarm set point, door latches, etc.

2. REPORTS:

a. Monthly and Bi-annual Air Flow Survey Service:

All room data shall be documented in a color spreadsheet data format and submitted by the 25th of the month for review. Data required, but not limited to, shall include:

· As Found Temperature and Humidity

· Total per room CFM supply and exhaust

· Room Air exchange per hour

· Record temperature and humidity

· Actual monitor pressure of differential reading

· Actual pressure differential reading (micro-manometer)

· NEG or POS pressurization

· Monitor type and manufacturer, Alarm delay and door switch operation

· Highlight any trends and specify any necessary corrective action.

· Date tested

· For rooms tested monthly additional format will include:

· Graphical presentation of 6 months of trend data for dP, ACH temperature and humidity to aid in establishment of any trends

· Clear acceptance criteria stated for ACH, dP, temperature and humidity and whether criteria was met (Pass/Fail).

· Consideration for use of color coding (ex: Pass/green, Red/fail) and/or conditional formatting to aid and add clarity to the review process.

As noted above, the contractor is expected to perform initial analysis of air flow surveys and identify trends, potential causes, and detailed corrective actions needed to keep air flow up to specifications. The contractor shall bring these reports to the attention of the COTR to ensure immediate resolution of any issues or problems with air flow discrepancies.

3. Government Responsibilities The government is responsible for:

a. Providing reasonable access to the equipment on each date that service calls are made or maintenance service has been scheduled.

b. Providing information as to all known hazards or hazardous materials which contractor personnel may encounter when working on equipment and in the environments within which equipment is located.

c. Providing mandatory training as required by Joint Commission

d. Providing necessary vaccinations, evaluations and follow up as per exposure to infectious agents.

4. Contractor Responsibilities

a. At EACH SERVICE VISIT (survey evaluations)

1. The Contractor's service representative shall notify the designated COTR of HEFS, located in Bldg. 10 Room 9D43 (phone 301-496-2862) upon arrival at the facility and prior to beginning work and upon completion of work.

2. Clean-Up: Contractor shall leave the work site in as clean a condition as when work began. Debris accumulated during work procedures shall be removed and the equipment or furniture moved during work procedures shall be repositioned to original locations.

3. Disposal of all residue will be done off-site in strict accordance with all applicable Federal, State and local regulations.

4. Protect adjacent structures, equipment, vehicles and vegetation during the performance of specified work.

5. Report all discrepancies noted, that are not within the scope of this agreement, along with estimated repair cost to the COTR.

b. The Contractor must have experience, facilities, trained and experienced Service Technicians, equipment, supervision and management to adequately provide air flow balancing and routine, and emergency responses to maintain the Clinical Center critical air flow balancing in the specified rooms, in accordance with the CCC specifications.

1. Provide all labor, parts, materials, supervision, technical manuals, tools, test instruments, and transportation required to complete the critical air balancing surveys as specified.

2. Provide documentation (electronic) of all air flow surveys, and reports. Provide documentation of analysis of air flow surveys with preliminary identification of problems and recommendations for corrective actions.

c. SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his designee will notify the Contractor of any non-compliance with the foregoing provisions and the actions to correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at this site of work, shall be deemed sufficient for the aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contract in default.

5. Deliverables.

a. Provide all labor, materials, supervision, technical manuals, tools, test instruments, and transportation required to perform air balance surveys on government owned HVAC Cooling Units in the Clinical Center (See Attachment 1) by trained technicians experienced with comparable systems (both Siemens and Johnson controlled BAS systems).

b. Provide detailed documentation (electronic) of all survey results as outlined in the REPORTS section, with recommendations of modifications and/or repairs, with itemization of necessary equipment, procedures, and inventory management for each on-site visit.

c. All paper/hardcopy documents/reports submitted under this contract shall be printed or copied, double-sided, on at least 30 percent post consumer fiber paper, whenever practicable, in accordance with FAR 4.302(b).

d. Satisfactory performance of the final contract shall be deemed to occur upon performance of the work described in the [Description/Specification/Work statement/Statement of Work] and upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the following items in accordance with the stated delivery schedule:

e. The items specified below as described in the REPORTING REQUIREMENTS Article in SECTION C of this contract will be required to be delivered F.o.b. Destination as set forth in FAR 52.247-35, F.o.b. DESTINATION, WITHIN CONSIGNEES PREMISES (APRIL 1984), and in accordance with and by the date(s) specified below [and any specifications stated in SECTION D, PACKAGING, MARKING AND SHIPPING, of this contract]:

6. Required Contractor Qualifications The Contractor must provide evidence of experience and qualifications of the company in providing comparable services of these types of systems in a comparable sized health care institution with the same or similar complexity and needs, to include as a minimum:

· Must be a certified member of the National Environmental Balancing Bureau (NEBB).

· Must be an independent test and balance firm.

· Must have a minimum of ten (10) years experience in testing, adjusting and balancing of hospital and research facilities.

All key personnel must be in place and fully qualified prior to award of this contract.

The Clinical Center reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation, and other qualifications of any bidder, and to reject any and all offers irrespective of price, that shall be administratively determined by the Contracting Officer to be lacking in any essentials judged necessary to assure acceptable standards of performance on this contract.

7. Special Contract Requirements.

Related to Control of Infectious Disease.

Contractors must ensure that they comply with all applicable federal and state government regulations regarding control of infectious diseases in health care facilities. Contractors should consult the specific regulations for further details, exemptions, documentation, and record keeping requirements. Specific examples include, but are not limited to:

· Hospital workers must have proof of rubella (measles) immunity. Workers born after 1956, working at least 20 hours each week, who are newly retained as medical staff, direct or contractual employees, or volunteers shall have documentation of receipt of either one dose of live measles virus vaccination or proof of immunity by blood test for antibody to rubella. (Immunization of Health-Care Workers: Recommendations of the Advisory Committee on Immunization Practices (ACIP) and the Hospital Infection Control Practices Advisory Committee (HICPAC) MMWR December 26, 1997 / Vol 46 / RR-18). The contractor shall keep the measles vaccination or immunity status of each worker on file.

· Workers with occupational exposure to blood or other potentially infectious materials shall be offered the hepatitis B vaccine unless the employee has previously received the complete hepatitis B vaccination series, antibody testing has revealed that the employee is immune, or the vaccine is contraindicated for medical reasons. Employees who decline to accept the hepatitis B vaccination must sign the mandatory declination, as specified in the OSHA standard. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030, Blood borne Pathogens).

· Workers with occupational exposure to blood or other potentially infectious materials must receive annual training in Universal Precautions. For workers in the Clinical Center and/or credentialed to provide patient care, this training is routinely offered by the Hospital Epidemiology Service (HES). Contractors must either provide annual training to their employees with occupational exposure or ensure that they receive training through the HES. Contractors must maintain training records for three years, according to the standard. (29 CFR Part 1910.1030).

· Workers with occupational exposure to blood or other potentially infectious materials shall be offered post-exposure evaluation and follow-up. The contractor shall maintain these records for at least the duration of employment plus 30 years, in accordance with the standard. (29 CFR Part 1910.1030) The NIH Occupational Medical Service provides emergency clinical evaluation and treatment to staff and visitors on campus who report an exposure to potentially infectious materials.

· Workers who have the potential for exposure to M. tuberculosis shall receive counseling, screening, and evaluation and shall have a two step tuberculin skin test (TST) at the time of employment. These workers include: persons who routinely have patient contact or who enter patient rooms or examination or treatment rooms; persons who are exposed to M. tuberculosis in a laboratory or morgue; or persons who work in a primate animal care setting. Workers who have positive purified protein derivative (PPD) skin test results, PPD test conversions, or symptoms suggestive of TB should be identified, evaluated to rule out a diagnosis of active TB, and started on therapy or preventive therapy if indicated. The results of pre-placement and periodic TST (if indicated) testing must be kept in a retrievable aggregate database. These data must be reported to the Hospital Epidemiology Service as requested. (Centers for Disease Control and Prevention. Guidelines for Preventing the Transmission of Mycobacterium tuberculosis in Health-Care Settings, 2005. MMWR December 30.2005 / Vol 54/ RR-17).

· Any contract employee physically working in building 10, whether or not he or she has occupational exposure to M. tuberculosis, must have a pre-placement PPD skin test and those with positive PPD tests must be evaluated as described above

· Contract workers with patient contact must have a pre-placement titer for varicella zoster. If titer indicates susceptibility receipt of varicella vaccine is recommended. The contractor shall keep the varicella titer and/or vaccination status of each worker on file. (Prevention of Varicella recommendations of the Advisory Committee on Immunization Practices (ACIP) MMWR June 22, 2007 / Vol 56/ RR-04).

8. Hours of Operation It is the sole responsibility of the Contractor to schedule and perform all Air Balance Surveys. The specific dates for scheduling the air balancing will be coordinated between the Contractor and the Nursing Supervisor or Department Head of the designated units. A copy of the schedule should be on file with the COTR of the HEFS. Air balance surveys will be performed during the hours of 8:00 a.m. until 5:00 p.m., Monday through Friday, excluding holidays and any day declared an official Federal Holiday. Documentation of all field service preventive and corrective maintenance results must be made available as listed above.

Hours of routine service calls: All scheduled work or service calls for air balancing shall be performed during normal working hours of 8:00 a.m. until 5:00 p.m., Monday through Friday, excluding holidays, or as arranged with the COTR. The twelve holidays observed by the Federal Government are as follows:

· New Year’s Day

· Martin Luther King Jr.’s Birthday

· Inauguration Day*

* Federal employees in the Washington, DC area are entitled to a holiday on the day a President is inaugurated, January 20 for each fourth year after 1965

· President’s Day

· Memorial Day

· Juneteenth Independence Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

Also, any other day declared by the President of the United States to be a national holidays.

Statement of Work Air Balance Contract