One Time emergency Air Balance PWS Draft.pdf

Performance Work Statement (PWS)

Perform One Time Air Balance of 62 Critical Rooms

VA Central California Health Care System

1. SCOPE OF WORK:

1.1. Contractor shall provide a one-time service to perform testing, adjusting, and balancing (TAB) on 62 rooms of varying size, configuration and function located at the VA Central California Healthcare System’s Fresno Medical

Center, 2615 E. Clinton Ave, Fresno, CA 93703. Contracted vendor will be required to provide all labor, materials, tools, equipment, transportation, specialty services and supervision required to complete the work indicated.

1.2. The contract scope will be limited to the testing, adjusting, and balancing of the air conveyance portion of HVAC system only. HVAC related water loops and similar non-air conveyance related tasks typically performed by a

TAB contractor are not covered under the terms of this contract.

1.3. Areas in which work is to be performed may be occupied by patients and/or staff.

1.4. To protect Patients and Contractors employees there will be times when Contractors staff will be required to utilize appropriate personal protective equipment (PPE).

1.5. Work will be performed on heating, ventilation, and air conditioning systems (HVAC) of varying vintages, configurations, manufacturers, design, and applications.

1.6. Due to patient care requirements, most of the areas to be tested under this contract will require testing to occur during non-business hours. This may include work over the weekend or work after or before typical business hours.

1.7. Refer to Attachment 1 for the list of rooms to be tested.

1.8. Testing will be in accordance with requirements set forth in the VA HVAC Design Manual-2024 Edition, ASHRAE

Handbook, HVAC Applications, Chapter 38, “Testing, Adjusting and Balancing”, Associated Air Balance Council

(AABC) and/or National Environmental Balancing Bureau (NEBB) and industry / manufacturers guidelines.

2. QUALIFICATIONS:

2.1. TAB shall be performed in accordance with the requirements of the Standard under which TAB agency is certified by either AABC or NEBB.

2.2. The TAB agency shall be either a certified member of AABC or certified by the NEBB to perform TAB service for

HVAC, water balancing and vibrations and sound testing of equipment.

2.3. The TAB specialist shall be either a member of AABC or an experienced technician certified by NEBB.

2.4. Test Equipment Criteria: The instrumentation shall meet the accuracy/calibration requirements established by

AABC National Standards or by NEBB Procedural Standards for Testing, Adjusting and Balancing of

Environmental Systems and instrument manufacturer. Contract shall provide the most recent calibration certification of any test device utilized during the TAB process. Calibration shall have occurred within the current calendar year.

3. INFECTION CONTROL:

3.1. Hand Sanitizing:

3.1.1. Vendors staff shall sanitize their hands immediately upon entering a patient room and immediately before exiting a patient room. Sanitizing will be performed with warm water and anti-bacterial soap or hand sanitizing gel.

3.2. Precautionary PPE:

3.2.1. On occasion vendor, may need to enter an area with heightened infection control requirements.

Vendor will assure the use of the appropriate level of PPE for the infection control concern. In the event the appropriate PPE is unclear, vendor shall seek assistance from the COR or Medical Staff.

3.3. Dust:

3.3.1. Contractor will take reasonable care not to introduce dusts / debris into patient care areas. In the event of an accidental dust release, contractor will be required to vacuum the impacted are with a

HEPA filtered vacuum. After the area has been vacuumed, contractor will wipe down impacted area with a moist cloth.

3.4. Ceiling Tiles / Access Panels:

3.4.1. Contractor shall not remove ceiling tiles or open ceiling / wall access panels in areas occupied by patients without authorization from VA staff. No more than one ceiling tile may be removed within an occupied area at one time.

4. SAFETY:

4.1. Ladders:

4.1.1. All Ladder use shall comply with 29 CFR 1926 Subpart X.

4.1.2. All portable ladders shall be of sufficient length and shall be placed so that workers will not stretch or assume a hazardous position.

4.1.3. Manufacturer safety labels shall be in place on ladders.

4.1.4. Step Ladders shall not be used in the closed position.

4.1.5. Top steps or cap of step ladders shall not be used as a step.

4.1.6. Portable ladders, used as temporary access, shall extend at least 3 ft (0.9 m) above the upper landing surface.

4.1.7. When a 3 ft. (0.9-m) extension is not possible, a grasping device (such as a grab rail) shall be provided to assist workers in mounting and dismounting the ladder.

4.1.8. In no case, shall the length of the ladder be such that ladder deflection under a load would, by itself, cause the ladder to slip from its support.

4.1.9. Ladders shall be inspected for visible defects daily and after any occurrence that could affect their safe use. Broken or damaged ladders shall be immediately tagged "DO NOT USE," or with similar wording, and withdrawn from service until restored to a condition meeting their original design.

5. PROCEDURES:

5.1. Vendor will test the supply, exhaust, and return air registers/vents in the rooms/areas listed on the TAB room schedule and assure the quantity of air entering and exiting the area and the differential pressure conforms to the requirements found in the VA HVAC Design Manual-2024 Edition.

5.2. All work will be performed in accordance with AABC National Standards or by NEBB Procedural Standards unless superseded by the requirements provided in the VA HVAC Design Manual-2024 Edition.

5.3. Before starting TAB, activity vendor shall inspect the supporting air handling unit for proper operation. Filters and coils shall be inspected for obstructions, damage, and proper installation. In addition, vendor shall confirm filters meet the requirements for the intended application. The government shall be responsible for providing and installing filters (if required).

5.4. Vendor will perform a pre-adjustment inspection to include measurement of room supply, return and exhaust and pressure differential. This data will be submitted with the final TAB report.

5.5. Vendor will perform adjustments on the air supply, return or exhaust to achieve the appropriate number of air exchanges and differential pressures. All adjustments will be performed with doors and windows closed, unless otherwise indicated by AABC National Standards or by NEBB Procedural Standards.

5.6. Whenever possible air change rates shall be set to the requirements set forth in VA HVAC Design Manual-2024

Edition-plus 20%. (For example, a room requiring 20 air changes per an hour would be adjusted to provide 24 air changes per an hour.)

5.7. Differential pressures requirements will be set per the requirements of the VA HVAC Design Manual-2024

Edition

5.8. Upon completion of the TAB, the vendor will measure the static pressure output of the associated air handler at a location mutually agreed upon between the Contractor and the VA.

6. DELIVERABLES:

6.1. Vendor will submit all raw data to the COR upon completion of each TAB visit.

6.2. Within seven calendar days of the completion of the TAB inspection, vendor will provide a TAB report to the

COR. The TAB report will consist of initial measurements, final measurements, annotations regarding adjustments, and differential pressure measurements. Vendor will also provide a list of problems or concerns generated during TAB activities. The problem and concern list will be a standalone document and will not be a part of the official TAB report. The TAB report will also contain drawings indicating space CFM, pressure differential and “air flow patterns”. In addition to the building, floor and room number, the TAB report will also indicate the room function, (OR, Sterile Processing, Decontamination, Morgue, etc.

6.3. Vendor shall also provide a “TAB summary” after each testing cycle. The results summary shall provide the following data:

6.3.1. The average number of room air exchanges. (ACH)

6.3.2. The room pressurization to adjacent areas. (-, -- / +, ++).

6.4. Vendor will provide the TAB report digitally in PDF.

7. PLACE OF PERFORMANCE: Fresno VA Medical Center - 2615 E. Clinton Ave. Fresno, CA 93703

8. GENERAL INFORMATION:

8.1. Government Furnish Equipment. This PWS does not have any government furnish equipment. Contractor shall not use any government owned equipment, material, supplies, or tools. Contractor shall furnish all requirements.

9. STANDARD OF CONDUT: Contractor and contractor’s personnel must adhere to the contract and shall conduct themselves according to VA conduct standards.

9.1. Neglect of Duties. Contractor, subcontractors, and personnel neglect of duties shall not be condoned. This shall include but not limited to sleeping on duty, unreasonable delay or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions.

9.2. Disorderly Conduct. The use of abusive or offensive language, quarreling, intimidation by works, actions, or fighting shall not be condoned. Also included is participation in disruptive activates which interfere with normal and efficient of government operations. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions.

9.3. Driving. Contractor and Contractor’s employees shall obey all speed limits and traffic signs. Disobeying traffic regulation could result in court citations, which include monetary fines. Continued violations could result in being restricted from driving on VA facilities.

9.4. Parking. Contractor vehicles will be parked only in lots or areas designated by the VA, if available. The

Government will not be liable for any lost, stolen, or damage vehicles or items. Contractor shall obey all distances from critical areas which are deemed by the VA or code. Continued violations could result in being restricted from driving on VA facilities.

9.5. Cellular Phone/Radio Use: Cellular phones and two-way radios are not to be used in emergency rooms, surgical and recovery suites, and within six feet of any medical equipment.

9.6. Smoking. Smoking is prohibited on VA property. Smoking on VA property could result in citations, which include monetary fines. Continued violations could result in removal from VA facilities.

9.7. Intoxicants. The Contractor shall not allow any employee to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects. The use of illegal drugs is prohibited on Federal property. Violators will be prosecuted.

9.8. Posted Signs: The Contractor shall comply will all posted signs on VA property.

9.9. Criminal Actions. Contractor, subcontractor, or contractor’s employees may be sanction for criminal actions, but not limited to the following:

9.9.1. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.

9.9.2. Unauthorized use of Government property, theft, vandalism, or immoral conduct.

9.9.3. Unethical or improper use of official authority or credentials.

9.10. Removal of Personnel. The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct or for safety/security violations.

10. SECURITY:

10.1. Security Badge: Contractor and contractor’s employees shall obtain a flash badge / temporary badge from dispatch, VA police on arrival to any campus. The VA Issued Security badge shall be worn on the upper torso and be visible at all times.

10.2. Contractor’s Badge: Contractor, Subcontractors, employees, and representatives shall have a company badge or identification visible at all times. Contractor’s badge/identification shall be always visible.

10.3. Physical Security: The contractor shall be responsible for safeguarding their equipment while on government property government. Additionally, the contractor shall be responsible for any government equipment, information and property provided for contractor use. Contractor will NOT be provided a staging area for storage of tools, equipment, material, supplies, and other items. The Government will not be responsible for damage or loss of contractor’s property. Contractor is responsible to safeguard its property.

10.4. OI&T Security: Office of Information and Technology (OI&T) certification and accreditation requirements do not apply for this service contract and therefore a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information, OI&T systems, or the VA OI&T network.

11. INVOICING: Contractor shall invoice in monthly increments or as established by the Contracting Officer in arears for work performed. Invoices will not be paid until all required deliverables have been received during the billing period. Invoices shall be submitted to the COR for review and approval prior to submission to Tungsten.

11.1. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72

Electronic Submission of Payment Requests.

11.2. VA’s Electronic Invoice Presentment and Payment System- The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submissions. Please go to this website:

http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

11.3. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

11.4. Vendor e-Invoice Set-Up Information:

11.5. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e- invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

11.5.1. Tungsten e-Invoice Setup Information: 1-877-489-6135

11.5.2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

11.5.3. FSC e-Invoice Contact Information: 1-877-353-9791

11.5.4. FSC e-invoice email: vafsccshd@va.gov

mailto:vafsccshd@va.gov