National Boiler SOW Final June 2025.docx

Statement of Work (SOW) National Boiler Contract – Boiler Program Reviews, Safety Device Testing, and Training

Contractor Tasks

A. Detailed Boiler Plant Program review (CLIN 0001)

a. Contractor shall review the boiler plant operations program at an estimated total of 60 Medical Centers during the duration of this contract. Each session shall be 3 consecutive 8-hour days at locations throughout the continental United States and Puerto Rico. Two (2) engineers from the consulting firm will travel and support the boiler program reviews. Specific locations will be identified at the task order level.

b. The following areas shall be addressed:

i. The purpose of these evaluations is to assess selected sites compliance with Directive 1810 Boiler and Boiler Plant Operations. The annual year in summary report will contain the data from the Boiler Program Reviews and recommendations for improvement. The contractor shall speak with the Chief Engineer and Boiler Plant Supervisor or Lead to verify the below information. Hard copy data should be supplied as supporting documentation.

ii. The contractor shall visit each site for 3 consecutive days. Sites will be selected by VHA HEFP Office of Healthcare Engineering (10NA5E).

iii. At each site, the Contractor will interview the Boiler Plant Supervisor or Chief Engineer to be able to collect the following information at a minimum. The Boiler Plant Supervisor or Chief Engineer may delegate this to a staff member.

iv. The contractor shall use the SOW Appendix A - Sample questions for Boiler Plant Assessment.

v. Management Reports: Detail Boiler Program Review:

· The contractor shall provide the VA with a site-specific report which shall include items reviewed, analysis of status, any conclusion/recommendations for improvement, action items, successes, challenges for each site. The reports must be reviewed by another engineer with the company for quality control and initialed at the bottom of the report and dated before being issued to HEFP.

· Upon the conclusion of each task order, the contractor shall also provide a summary report of all sites that shall address the same issue as the individual reports, only at a National level with global perspective. The management summary report shall address a national strategy to reduce risk and minimize exposure related to Boiler Plant Operations based on this review and a broader overview perspective to address what should take place nationally to improve the Boiler safety program. This will include data trending analysis (safety device pass/fail rates) from previous years for comparison purposes.

B. Boiler Plant Safety Device Training (CLIN 0002)

a. Contractor shall perform Boiler training sessions at an estimated total of 145 Medical Centers during the duration of the contract. Each session shall be 3 consecutive 8-hour days at locations throughout the continental United States and Puerto Rico. Specific locations will be identified at the task order level. The training will be for the site VA Boiler operators and supervisor from within that VISN. In the training session, the contractor will demonstrate how to test the safety devices using the VHA Boiler Plant Safety Device Testing Manual - Current Edition. The contractor will review the process to develop a site-specific testing procedure document and explain how to set up the plant equipment for convenient and safe testing of the safety devices and how to properly use test equipment. Training on proper methods to test safety devices will be conducted. The objective is for plant personnel to actively participate in the testing while being "taught/coached" by the contractor/s and test identified in item c. below. The next priority will be given to training on those safety devices requested by the supervision/plant personnel and then as many other safety devices as time permits.

b. Contractor will send 1 trainer to each site identified in the task order and the VA will have up to 6 attendees plus 1 Technical Career Field (TCF) intern.

c. The following Safety Devices must be tested during this training:

i. Low fire proving switch(s)

ii. Low water levels (all)

iii. High steam pressure switches (all)

iv. Lift the safety valves

v. Purge air proving switch

vi. Combustion air proving switch

vii. Proof of closure switches

viii. High and low gas pressure switches

ix. Low O2

x. Test the flame scanner for all failures - times, seeing spark, early spark termination, etc.

xi. High and low oil pressure switches

xii. Low atomizing media pressure switch

d. Provide Summary of Safety Device Tests and if they passed, failed or failed repaired per the Safety Device Testing Manual.

e. Did the facility have written SOPs that address (Publish date must be less than 3 years old):

· Boiler Plant Safety Devices and testing frequencies – Yes/No/Inadequate

· Boiler Plant has a SOP that addresses ongoing boiler Operator Training – Yes/No/Inadequate

· Boiler Plant has a SOP that addresses emergency operating conditions - Yes/No/Inadequate

· Facility is firing boiler and pilot light per Directive on alternate fuel (fuel oil, propane, etc.) - Yes/No/Inadequate

g. Each site will be assessed by the contractor in the following areas:

i. Status report of Safety Devices (pass/fail) tested above as compared to the documentation of the testing provided by the facility.

ii. BP Supervisor engagement in safety device testing, willingness to learn and participation at training session.

iii. Facility knowledge of the proper safety device testing methods and understanding of the site-specific requirements.

iv. Ability to test the safety devices correctly.

v. Plant equipment being set up for proper device testing.

vi. Proper test equipment is available and documented calibration data on record.

vii. Ability/knowledge to use the testing equipment.

viii. Boiler Plant overall score as related to Boiler Plant Safety Device testing.

ix. Whether the Safety Device Testing can be performed safety in-house.

x. The above questions should be graded as follows:

1. 5- Excellent/Good, progressing in the correct manner and has or will meet the VA goals if they continue in this manner.

2. 3- Fair, progressing in the correct manner, but more is needed in this area to meet VA goals in a timely manner.

3. 1- Poor, progress is not going well and at this pace will not accomplish VA goals in a timely manner.

4. The contractor shall track each site included in the respective task order and the above 9 questions via an excel spreadsheet and send HEFP a copy for each task order conducted as part of the national contract. The annual summary report submitted must include a summary of all training events.

h. Contractor shall evaluate the site-specific testing procedures. If they have not been developed the contractor shall coach the site on their development.

i. Contractor will provide training material and test equipment sufficient to accomplish the work. Examples of test equipment includes combustion analyzer for oxygen, carbon monoxide test gas, and electrical multi-meter for continuity and voltage. Typical and usual audiovisual equipment may be requested in advance from the VAMC, if needed (e.g. white board).

j. Combustion tests will be performed on one boiler on at least three load points from low fire to high fire by the contractor. The contractor will use their own flue gas combustion analyzer with calibration date displayed on the unit.

k. Review water chemistry tests performed on water in one boiler, condensate return and on soft water.

l. An overview of the plant arrangement will be conducted regarding access to valves and equipment, the existence of valved piping bypasses of equipment such as the feed water deaerator, for emergencies, normal repairs, and inspections.

m. Each site visit will begin with a 30-minute meeting with the VAMC management and invited staff to discuss the objectives and methods of the staff training.

n. Contractor will briefly interview plant supervision, operators, and involved maintenance personnel to evaluate their knowledge, skills, education, and experience.

o. A final meeting on-site with plant personnel will be conducted to discuss findings and recommendations, and to respond to questions. Allow one (1) hour for this activity.

p. An exit meeting will be conducted providing an oral report to VAMC management to discuss findings and recommendations. Allow 1 hour for this activity.

q. After the first training session the contractor will provide up to 1 hour email time to answer questions from each of the sites trained. Questions will be in form of email from Supervisor with COR cc’d in all communications. All questions shall be asked within 60 days of the site visit.

r. During the site visit, the contractor shall review any existing standard operating procedure (SOP) for “On-Going Training” and “Safety Device Testing” for the site. In the absence of an existing SOP, the contractor shall develop such document. The SOW Appendix B - Directive 1810 shall be the basis for both the revised or new SOP. Once a draft is developed the contractor will send the final draft SOP with the Training Site Specific Written Report. The reports must be reviewed by another engineer with the company for quality control and initialed at the bottom of the report and dated before being issued to HEFP.

s. Site Specific Written Report - will be prepared for each site addressing the above items that were assessed and delivered by email to HEFP/OHE officials and/or designees within 3 weeks of completion of the site visit. The contractor’s report shall provide the VA with a site-specific review of the items investigated, the deficiencies found, any conclusion/ recommendations, action items, successes, challenges, complete with pictures and backup documentation etc. for each site based upon the above evaluation items and onsite training sessions. The contractor shall also ensure the updated SOP for “On-Going Training” and “Safety Device Testing” is included as part of the final deliverable for this task. The reports must be reviewed by another engineer with the company for quality control and initialed at the bottom of the report and dated before being issued to HEFP.

C. Safety Device Testing (CLIN 0003)

a. Contractor shall perform Boiler test sessions at an estimated total of 45 Medical Centers during the duration of the contract. Specific locations will be identified at the task order level. Each session shall be 3 consecutive 8-hour days at locations throughout the continental United States and Puerto Rico. Testing will be onsite for 22 hours. Testing shall include all Boiler Safety Devices and be tested in accordance with the VA Safety Device Testing Manual Version 8 or current version. The Contractor shall provide a report and Tracking Sheet (see SOW Appendix C). Contractor will send 1 engineer to each site identified in the task order for safety device testing. The reports must be reviewed by another engineer with the company for quality control and initialed at the bottom of the report and dated before being issued to HEFP. The contractor shall send HEFP a copy of the testing report for each task order conducted as part of the national contract. The annual summary report submitted must include a summary of all testing events.

b. After the testing session the contractor will provide up to 1 hours of telephone and/or email time to answer questions from each of the sites tested. Questions will be in form of email from Supervisor with COR cc’d on all communication. All questions shall be asked within 2 months of the site visit.

D. Update VHA Safety Device Testing Manual (CLIN 0004)

a. Contractor shall update the current edition to reflect the following:

Specific details regarding updates to the VHA Safety Device Testing Manual will be included at the task order level. The manual will be updated no more than once per year at the direction of the COR. If no revisions are required, then this CLIN will not be exercised for the task order period.

E. Boiler Construction Design Reviews (CLIN 0005)

a. Contractor shall conduct review of boiler plant construction documents to ensure compliance with all VA, federal and local code and standards. The basis for reviews will be the following: VA Boiler Directive 1810, VA Steam Design Manual and other VA design manuals, VA Safety Device Test Manual, VA Specifications, codes, regulations and laws. In addition to the references provided the review must consider potential boiler operational disruptions, employee impacts and help ensure boiler plant compliance. Contractor shall provide a full report for each review complete with findings, recommendations for mitigation strategies when needed, to correct problems identified; and promote strategies to minimize risks to operations, and employees. Contractor must provide technical assistance resources with reliable support to effectively address problems with design deficiencies, so they don’t proceed to construction/operational issue. VHA will require immediate access to services and readily available experts. Contractor personnel will work independently under the general guidance of VHA HEFP Office of Healthcare Engineering (10NA5E) staff or could participate in teams that are led by VHA staff. The engineer performing the design review must be available for a conference call with the Medical Center, AE firm, and COR to review comments after completing a design review. Travel is not required for this task.

Tasks for Boiler Construction Design Review Support

Project Review

· Upon the award of a task order, the contractor will be sent a set of project documents. Design review documents may include basis of design, narratives, specifications, drawings, calculations, product information, requests for information (RFIs), cost estimates or other documents. Facility manager or designee will provide documents in electronic format. Subsequent design reviews of the same project (if any) require confirmation of previous comment resolution.

· The contractor shall develop a complete report of the review and findings and provide a copy of all reports and comments to COR, as well as the Chief Engineer or designee. At a minimum the report shall include the following and will be submitted within a week of the completion of review.

· Summary of understanding of project scope

· Executive summary

· Findings of review

· Recommendations of corrective actions

· Action grid of findings and recommended corrective actions.

Reports shall be provided according to the following timelines:

A. Task Level 1: review Replacement of one boiler 7-day review time B. Task Level 2: review New or Replacement of Boiler Plant 14-day review time C. Task Level 3: review Replacement of Central Utility Plant 21-day review time

Note: VA will identify the level of review needed at the task order level. Design reviews are station level funded reviews.

General Information:

· Requests for contract changes or modifications will be made to the VA Contracting Officer through the HEFP designated Contracting Officer Representative (COR). Only the Contracting Officer has the authority to modify the contract.

· The contractor will immediately contact HEFP 10NA5E designated officials concerning any high-risk safety issues for the Medical Center Boiler Plant Operations. Also contact the designated HEFP COR with any problems related to performing the requirements of this contract.

· Invoices for on-site sessions will be authorized for payment by the HEFP once audit/training reports are received/approved by the HEFP designated official/COR. All reports shall be received within 3 weeks. Any critical issues shall be emailed with confirmation of read to HEFP.

· The contract shall follow latest versions of NFPA 70, 70E and 85.

· When performing work on “Live” electrical equipment or systems, the following minimum Personal Protective Equipment (PPE) shall be worn:

a. Long Sleeve Shirt - Natural fiber or arch rated (When Live Electrical Work)

b. Pants - Natural fiber or arch rated

c. Eye Protection - Goggles or Safety Glasses

d. Hearing Protection - When required by 70E or noise level (db)