P09 BOILER MAINTENANCE SRVCS PWS - FINAL.docx

?.## PERFORMANCE WORK STATEMENT

INTRODUCTION

The contractor shall furnish all labor, materials, and equipment necessary to provide comprehensive boiler plant maintenance pertaining the VA Northern California Health Care System’s Facilities boiler plants. This work shall include boiler inspections and burner management system controls maintenance and servicing.

This is a firm, fixed-price contract for a base year with four option years.

Service Locations Martinez Outpatient Clinic (MTZ), 150 Muir Rd, Martinez, CA 94553 Mare Island Outpatient Clinic (MI), 201 Walnut Avenue, Mare Island, CA 94612 Fairfield Outpatient Clinic (FF), 103 Bodin Circle, Travis AFB, CA 94535 Sacramento Medical Center (SMC), 10535 Hospital Way, Mather, CA 95655 McClellan Outpatient Clinic (MCC), 5342 Dudley Boulevard, McClellan Park, CA 95652

This scope of work will be broken down into tasks for the plants and are listed below.

The Plant Boiler List is attached and shows the Quantity, Type, and Locations.

SCOPE OF WORK

PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT: All services will be provided in accordance with regulatory guidelines, which include: local policies and standard operating procedures, NFPA codes, JCAHO standards, OSHA regulations, equipment manufacturers operation manuals. Contractor’s personnel will have a full understanding of these regulations and procedures as they pertain to the field of Chiller/Boiler Plant Operations.

Contractor shall provide services which meet or exceed the standards as established by the JCAHO, and VA Policies.

TASK 1: BOILER INSPECTIONS AND PREVENTATIVE MAINTENANCE Boiler Inspections/Testing Per VHA Directive 1810, as revised.

The contractor shall perform boiler inspections and preventative maintenance to all boiler controls, combustion equipment, water leveler regulation, steam regulators, 0-2 recorder, automatic 0-2 trim systems, safety devices, instruments, flow meters, feed pumps, gas regulators, automatic controls and air regulators to all boilers listed in introduction. Maintain constant observation of the meters, charts, gauges, water levels and temperatures to ensure that all systems are functioning properly. Read and record temperatures, pressures, and operating data as required within the boiler plant.

Testing and inspection shall be executed and documented by a qualified boiler operator.

A Qualified Professional Inspector (QPI) shall be required. The QPI shall have any one or combination of the following:

· A boiler inspector who has a valid and current certificate from the National Board of Boiler and Pressure Vessel Inspectors

· A boiler inspector who has qualified for licensure by passing a written examination under the laws, rules, and regulations of a jurisdiction of the State and holds a current State license.

· A boiler inspector who is currently employed as a boiler inspector/testing by a jurisdiction that has adopted and administers one or more sections of the American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code as a legal requirement, and has a representative serving as a member of the ASME Conference Committee; or

· A boiler inspector who is currently employed by an insurance company that has been licensed or registered by the appropriate authority of a State to write boiler and pressure vessel insurance.

· Perform inspections to VHA Directive 1810. Contractor will maintain monthly, semi-annual, annual and 6 years.

· VA Personnel will maintain hourly and daily requirements in the VHA Directive. VHA Directive 1810 Table, see attachment.

BOILER MAINTENANCE

Provide all preventative maintenance per manufacturers recommendation for all boilers listed in the attachment for VA Martinez, Fairfield VA, Mare Island VA, Mather Energy Plant and McClellan VA Clinic.

The contractor shall maintain all gas and/or oil-fired water or fire tube boilers equipped with electronic controls and associated auxiliary control equipment per manufacturers recommendations.

Maintain one or multiple gas and/or oil-fired water or fire tube boilers equipped with electronic controls and associated auxiliary control equipment per manufacturers recommendations.

Observe boiler controls, gauges, and charts to make necessary adjustments for proper fuel and airflow to maintain system pressure per manufacturers recommendations.

RECORDS MANAGEMENT

Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

· includes VHA records.

· does not include personal materials.

· applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

· may include deliverables and documentation associated with deliverables.

Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flow-Down of Requirements to Subcontractors The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

PERFORMANCE DATA

Performance data must be retained for at least 3 years and will include:

· Total steam/production and fuel consumed (daily, monthly, and yearly).

· Daily outside temperature range.

· Make-up water quantity and the percent of make-up in relation to amount of steam generated.

· Minimum and maximum steam demand per shift.

· Boiler efficiency based on steam output or fuel input (daily).

· Water treatment data, including all test reports and chemicals utilized; and

· Boiler flue gas oxygen and stack temperature in relation to burner firing rate.

CONTRACTOR PERFORMANCE REQUIREMENTS:

Factors to consider for Option Year Renewal

(PR)

Administrative Requirements:

All on site work is to be coordinated with the boiler plant supervisor at least seven (7) days prior to performance of services. All work to be performed between the hours of 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays. Federal holidays are: New Year’s Day; Martin Luther King, Jr. Birthday; Washington’s Birthday; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day and any other declared a Federal holiday by the President of the United States.

Situations requiring more frequent analysis and/or special testing other than the specified requirements may arise. Do not perform any extra cost work without written authorization from the Contracting Officer. A separate purchase order will be issued to cover the costs associated with these extra tests upon request and justification from the contractor.

Provide emergency response, including a site visit if requested, within 4 hours of request, 24 hours a day, 365 days per year. Maintain a toll-free (800) telephone number and e-mail and pager system for 24-hour access.

Respond to routine communications within 48 hours with a visit as necessary.

Failure to achieve required performance goals will be justification for termination of contract.

Quality Assurance For the tasks listed under the section titled Performance Requirement, the COR will follow the methods of surveillance specified in this contract.

The Contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of this contract are met. Contractor shall develop and implement procedures to identify, prevent and ensure non-concurrence of defective services. A QCP shall be provided to the CO within 30 days after contract award and as changes occur. The quality control plan is subject to revisions, by the Contracting officer, and shall be accomplished (at no cost to the government) to ensure quality service. Contractor compliance with the QCP will be monitored by the government. Records of quality control shall be made available, at any time to the government.

Quality Assurance Surveillance Plan (QASP) The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). The COR will evaluate the services required to ensure compliance.

Standard

TASK 2 BURNER MANAGEMENT SYSTEM CONTROLS MAINTENANCE

Contractor shall furnish all labor, materials, and equipment necessary to inspect, calibrate and repair all Burner Management System (BMS) controls pertaining to burner operation of the steaming boilers located at VANCHCS on a semi-annual basis.

Contractor shall service fourteen (14) boilers for maximum efficiency at all firing ranges. Boilers are to be adjusted for maximum efficiency on gas and oil fuels. Service shall include minor adjustments to BMS related safety devices that are necessary for the safety operation of the boilers.

Description of Services

· A general review of the boiler equipment operation and isolate areas requiring attention.

· Inspect hardware, determine if replacement parts are needed and order same.

· Inspect all burner components. Perform physical and operational check on all burner safety devices, referencing VHA Boiler Plant Safety Device Testing Manual and NFPA 85 covering testing methods and boiler safety device operation, maintenance, and testing.

· Reset fuel/air ratios on all burners and verify repeatability and ensure emissions follow Bay Area Air Quality Management District Standards.

· Review burner operation and safety issues with VA boiler operators. Provide general instructions to operators as necessary.

· Advise VA of any upgrades or equipment enhancements for improvement of safety, reliability, and performance.

· Review burner part inventory.

· Contractor is to provide a written report containing results and data from maintenance inspections. The summary page of the report shall include the form, VAPAHCS Safety Device Testing Tracking. A copy of this form will be provided by the Contracting Officer’s Representative (COR). The complete service report package shall be sent electronically to the COR, and a copy provided to the Contracting Officer for inclusion in the contract file.

Preventive Maintenance Procedures Within fifteen (15) days of contact award, but no later than the performance of the of the first servicing of the equipment, the Contractor shall furnish one (1) copy of its Preventive Maintenance Procedures (PMP) which will be used during the PM services. Copy shall be given to the COR and a copy provided to the Contracting Officer for inclusion in the contract file.

Written Maintenance Procedures Contractor shall adhere to VA’s Joint Commission for Accreditation of Health Care Organization (JCAHO) accreditation and shall be received prior to the work performance. No invoice will be certified for payment unless VA has received a copy of Contractor’s Preventive Maintenance Procedures.

Service Calls

· Contractor shall provide, at minimum, two (2) preventive maintenance calls per year at each VA location.

· One job (preventive maintenance call) at each VA location, constitutes inspection and testing as outlined in paragraph 5.1 above for all three boilers.

· After contract award and prior to any work performed, Contractor shall provide a schedule, indicating dates when service will be accomplished. A copy will be given to the COR and a copy to the Contracting Officer for inclusion into the contract file.

· Contractor will have a local office that will have a qualified technician who is able to respond to an emergency service request within 24 hours of request.

· It is understood that emergency response charges will be based on a previously provided hourly rate schedule and replacement part(s) cost.

Authorized Work The contractor shall not commence with any tasks or work outside the parameters of the scope of the contract. If work is required outside the scope, the contractor shall contact the COR and communicate the details. Final approval for this work will be from the Contracting Officer.

Arrival and Departure Procedures

· Contractor’s personnel shall be required to sign in and out with VA Engineering Boiler Plant Supervisor or designee, upon arrival at VAPAHCS to perform services and upon completion of service.

· Names, location, and telephone numbers of these individuals will be provided by VA at the time of award and a copy of the Contracting Officer’s Representative (COR) delegation.

· In order to ensure prompt payment for services performed, it is imperative the Contractor personnel follow this procedure. Payment for services rendered will not be certified or processed without verification against the sign in/out log.

Quality Assurance Surveillance Plan (QASP) For the tasks listed in the Performance Requirement Table (PRT) below, the COTR will follow the methods of surveillance specified in this contract.

When a required service in the PRT indicates defective performance, the COR will require the contract manager or representative at the site to document the observation and forward to the Contracting Officer to maintain in the file. The documentation of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the PRT or by methods other than those listed in the PRT (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the contracting officer because of surveillance will be in accordance with the terms of this contract.

Performance Requirements Table

Factors to consider for Option Year Renewal

(PR)

References

· VA Handbook 6500.6, Contract Security, Appendix C is available at:

https://www.voa.va.gov/DocumentView.aspx?DocumentID=228

· VHA Boiler and Associated Plant Safety Device Testing Manual, latest edition

· VHA Directive 1810 Boiler and Boiler Plant Operations

· American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code, latest edition

· NFPA 70E Standard for electrical safety in the workplace, latest edition