P09 PWS Final-Domestic Water Preventative Maintenance.docx

B.3 PERFORMANCE WORK STATEMENT

DOMESTIC WATER SYSTEM PREVENTATIVE MAINTENANCE

Hampton VA Medical Center

1.0 General Requirements. Engineering Service (ENG) annual Domestic Water Systems Preventative Maintenance service for the Hampton VA Medical Center (VAMC) located at 100 Emancipation Drive, Hampton, VA. This requirement does not include VAMC functions/activities located off the main campus. The Contractor will provide all transportation, tools, specialized equipment, personnel protective equipment, supervision, and technical expertise to accomplish all the tasks detailed below in Specific Requirements related to performing preventative maintenance measures associated with the station’s Domestic Water System.

2. Coordination

2.1 Station drawings and forms will be provided to assist Contractors in performing these services.

2.2 The Contractor shall provide the COR with a phone list for contact 24-hours a day, 7 days a week.

2.3 Work on this contract will be scheduled during the months of November, May, and June each contract year.

2.4 The contractor will check in daily with Work Control, located in Building 11, to pick up access keys. These are to be turned in daily by 3:30 PM unless other arrangements are made with the COR and Work Control. Loss of keys can result in administrative fees and labor/material costs to rekey all locks on the facility serviced by that key.

2.5 All work and related outages will be prescheduled and coordinated with the COR. As a minimum, work will be scheduled thirty (30) days in advance. This lead time is necessary for preparation and timely notification to VAMC staff.

2.6 Contractor’s working hours for the scheduled maintenance will be between the hours of 7:30 AM to 4:00 PM Monday through Friday. Contractor personnel shall report to the COR prior to commencing work during regular duty hours, Monday to Friday. After normal duty hours, contractor personnel shall make arrangements with the COR for access within specified area prior to commencing work.

2.7 Prior to any hot work commencing, the contractor must obtain a hot work permit from the Fire Safety Division of the medical center on a daily basis. All provisions of the permit must and will be complied with. The Fire Safety Division office is located in Building 36 and is open from 8AM to 3:30 PM, Monday through Friday.

2.8 The COR will be immediately notified whenever any, and/or all effected systems cannot be returned to service. In the absence of the COR, the Program Manager for Maintenance will be notified at (757) 7229961 ext. 12090.

2.9 Security badges will be picked up from the Police Office in Building 36 and will be returned daily by 3:30 PM unless other arrangements are made with the COR and the Police Office. Loss Badges can result in administrative fees and fines not to exceed $50.00 USD to replace the loss badge.

Parking will be in designated lots. Consult with the COR as to allowable parking and material drop-off.

3. Certifications

Contractor personnel must be formally certified to accomplish the following tasks. Certification paperwork will be kept on file in the formal contract files (i.e., Contracting Officer and COR), and validated annually prior to performing the services.

3.1 Personnel performing Hydrant Flows shall be qualified to perform appropriate calculations as outlined in the National Fire Prevention Act (NFPA) 25 code.

3.2 Personnel performing the inspection and testing of station Backflow Preventers must be a licensed Plumber certified to perform these tasks. Services on these devices will be formally certified and documented, then forwarded to the City of Newport News for review and filing.

4. Specific Requirements. This will be a turnkey service contract with the Contractor providing all materials and labor. All work will be accomplished to industry standards and compliant with the current LIFE SAFETY Code, the latest editions of the International Building Code, International Mechanical Code, International Plumbing Code, and all its referenced codes and regulations. Services shall comply with all Dept. of Veteran Affairs, Federal, Commonwealth of Virginia laws, regulations, and codes.

4.1 Inspect and Service Water Storage Tank (Annually in May) . The Contractor will perform the following work on the station’s 500,000 gallon main water storage tank and submit report(s) in accordance with “Required Reports” section:

4.1.1 Inspect and make adjustments as needed to the Cathodic Protection equipment per the manufacturer’s specifications.

4.1.2 Inspect and replace as needed, tower lighting to include: interior lighting, Equipment Failure Indicator lights and aviation high structure beacon lights.

4.1.3 Verify the functionality of the AMES Model 960G 3400-D altitude valve. Calibrate altitude pressure gauge and set altitude valve to maintain 57 PSI.

4.1.4 Check High Water & Low Water alarms for functionality.

4.1.5 Inspect water storage tank in accordance with AWWA D101-53: AWWA Recommended Practice for Inspecting and Repairing Elevated Steel Water Storage Tanks, Standpipes and Reservoirs. Inspection should be performed by NACE Coating Inspector. Tank inspection should be enough to provide a holistic overview of tank condition and must comply with all related AWWA, ANSI, OSHA, EPA, and NFPA requirements in their most recent published form. Provide inspection report detailing overview of water storage tank condition and making recommendations for the correction of any identified structural, coating, or otherwise deficiencies. Required Reports--Within 15 days of the inspection, provide a written report. Formally document all findings and actions taken. On significant deficiencies (not covered under this contract) provide repair recommendations and cost estimates. Significant deficiencies will be immediately reported to the COR.

4.1.6 Disinfect and remediate water storage tank and provide documentation of work with sample results in accordance with relevant AWWA standards including AWWA C652-11 Disinfection of Water Storage Facilities.

4.2 Exercise Valves (Annually in May). The Contractor will perform the following work on all station Fire Hydrant Cut-off Valves (32 valves) and Main Water Line Valves (approximately 55-60 valves). Valves which cannot be located will be immediately reported to the COR for resolution---All valves must be located and cycled. Contract will use Metal Detectors, probing and/or utility locators to locate all required valves.

4.2.1 Locate valve boxes, remove vegetation and bring up-to-grade.

4.2.2 Clean/remove debris from valve boxes and ensure proper labeling. Contractor will replace any missing labels.

4.2.3 All valves will be cycled by turning through a completely “closed” position and then reopened to a full “open” position noting any deficiencies.

4.2.4 Required Reports--Within 15 days of the service, provide a written report that all Hydrant and Main Water Line Valves were located and cycled according to the above requirements. Formally document all findings and actions taken. On significant deficiencies (not covered under this contract) provide repair recommendations and cost estimates. Without delay, significant deficiencies will be immediately reported to the COR.

4.3 Perform Station Fire Hydrant Flow Tests (Annually in May) and Station Water Flush (Semi-Annually in May and November). FireHydrants which cannot be located will be reported to the COR for resolution---All hydrants must be located, flowed and tested.

4.3.1 (May) Contractor shall flow all thirty-two (32) Fire Hydrants for GPM and log test data on the Annual Fire Hydrant Report. Contractor shall perform appropriate calculations per NFPA 25 and log data on Annual Flow Test Form. Contractor will graph all hydrant water flow tests on the “Flow and Pressure Record” form.

4.3.2 (November and May) Contractor will perform a unilateral flush of the station Main Water System using Fire Hydrants.

4.3.3 Required Reports—(May) Within 15 days of the service, provide written reports/ results on the forms attached as outlined in paragraph

4.3.4 In addition to the required information above, formally document all findings and actions taken. On significant deficiencies (not covered under this contract) provide repair recommendations and cost estimates. Without delay, significant deficiencies will be immediately reported to the COR.

4.4 Inspect and operations test of station Backflow Preventers (Annually in June).

Contractor will test and inspect the station’s thirty-five (35) Backflow Preventers.

4.4.1 Inspect and conduct testing of Backflow Preventers and complete the City of Newport News Waterworks report forms. The COR will provide the required forms.

Note: The work must be accomplished in early June to enable forwarding reports to the City of Newport News Waterworks by the end of June.

4.4.2 Ensure delivery of all original report forms to the City of Newport News Waterworks.

4.4.3 Provide a certified copy of the reports to the COR.

4.4.4 As necessary, provide the COR with a cost estimate to repair all noted discrepancies.

4.5 Inspect and operations test the station Demand Valve (Annually in May).

The Contractor will inspect the Demand Valve located near Building 146 at the Black Avenue water meter.

4.5.1 The valve will be checked for full operational capability to include pressure sensors and electronic components.

4.5.2 Required Reports--Within 15 days of the inspection, provide a written report that the Demand Valve was operationally tested. Formally document all findings and actions taken. On significant deficiencies (not covered under this contract) provide repair recommendations and cost estimates. Without delay, significant deficiencies will be immediately reported to the COR.

5. General Requirements

5.1 All equipment removed or replaced, unless otherwise specified in this contract, all construction debris, and all trash generated as a result of this contract is property of the contractor and will be removed from the facility in its entirety. The work site will be cleaned daily, minimizing all construction materials, fire hazards, and other potential hazards.

5.2 The contractor will be responsible for ensuring that all the employees and other personnel visiting the work site have and are using the appropriate Personal Protective Equipment (PPE) that addresses the particular hazards found at the site. The contractor will be responsible for the upkeep, issue, and training for the PPE used and maintaining all required documentation.

5.3 This is a federal facility as well as a medical center. As such, there is NO tobacco usage allowed inside any federal building or on the grounds except in designated areas. The COR will brief the contractor on designated smoking areas prior to commencement of the contract. Failure to follow these regulations can result in removal of the worker or contractor from the facility and/or a US Magistrate’s ticket and fine or both.

6. Emergency and On-Call Repair Service

6.1 Emergency Repair Services shall be provided by the contractor when scheduled that testing and inspections reveal a critical issue requiring immediate attention. The contractor shall notify the COR immediately. Emergency repairs shall be performed during the scheduled preventive maintenance services, if approved in writing by the CO.

6.2 On-Call Repair Service shall be performed on the station Water Storage Tank only and will be limited PWS section 4.1.

6.2.1 Upon notification from the COR, the contractor shall be on the facility ready to work within 4 (four) hours from notification.

6.3 All repair cost, Emergency or On-Call, shall be submitted in writing to the CO and his designated appointee (COR). All repairs shall be approved in writing by the CO prior to commencement of any work. Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government.

6.4 A Contract Line Item is incorporated for five thousand dollars ($5,000.00) in the base year and in each option year for emergent repair of the chilled water generation equipment. This line item will be utilized throughout the year to invoice for services rendered on emergent repairs. Contractor cannot exceed this amount unless authorized in writing by the Contracting Officer. The COR shall monitor the funding under this line item and notify CO if the line item is encroaching the $5,000.00 limit.

7.0 Required Reports

The Contractor shall provide the COR the following reports:

7.1 Service Report for Preventive Maintenance: The contractor shall provide a written report detailing services performed within fifteen (15) business days of the inspection/maintenance procedure performance. Reports shall be specific in identifying conditions found as a result of inspection/maintenance and formally document all findings and actions taken. This original written report shall be submitted to the COR for review and approval prior to invoice submittal. No invoice shall be certified for payment until the COR has provided written acceptance to the contractor and the CO.

7.1.1 On significant deficiencies (not covered under this contract), the contractor shall provide repair recommendations and cost estimates.

7.2 Emergency and On-Call Repair Service: The report shall include all costs associated with accomplishing the repair to include parts, supplies and labor hours and labor rates. At minimum, the report shall contain the following information: service technician name, date, time, equipment unit number, problem reported and discovered, action taken, beginning and completion time. This written report shall be submitted to the COR for review and approval prior to invoice submittal. No invoice shall be certified for payment until the COR has provided written acceptance to the contractor and the CO.

7.3 Trip tickets shall be left with the COR at Work Control, located in Building 11, after each inspection/maintenance/repair visit.

B.4 SPECIAL REQUIREMENTS

WORK HOURS

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

The following terms have the following meanings:

Normal working hours: Monday through Friday, 7:30 a.m. – 4:00 p.m., excluding federal holidays. The 11 holidays observed by the Federal Government are:

New Years Day Martin Luther King’s Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Juneteenth Veterans Day Thanksgiving Christmas

Work outside these hours must be prescheduled and approved by the COR.

When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

Smoking Policy

Per VHA Directive 1085 Dated 3/15/19 All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors.

BILLING AND PAYMENT

To allow time for review and acceptance of reports and all services, the Contractor shall invoice semi-annually; December for November services, and in July for May and June services via payment request in electronic form via VA’s Electronic Invoice Presentment and Payment system https://authentication.tungsten-network.com/login. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

• Date of invoice

• Invoice number

• Contract number

• Obligation number

• Vendor name

• CLIN and dates of service

BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge to work on a VA facility. s.

CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS).

(a) FAR 42.1502 direct all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

QUALITY CONTROL

The Contractor shall develop a Quality Assurance Plan (QAP) which will provide the Contractor’s strategy for monitoring performance internally, providing performance information to the Government, and reporting in compliance with the PWS. Within the QAP, the Contractor shall propose and maintain an established reporting system to promptly notify VA of any problems, issues, risks, or concerns with workflow performance, programmatic improvement, security, and schedule adherence. Quality control is the exclusive responsibility of the Contractor.

The final plan shall be submitted to the CO and COR within 30 days of contract award.

QUALITY ASSURANCE SURVEILLANCE PLAN

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award. The QASP is a living document and may be updated by the Government as necessary.

CONTRACT ADMINISTRATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Appointment Memorandum.

IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF

ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF

POINTS OF CONTACT:

Contract Officer (CO)

TBD

Contracting Officer’s Representative (COR)

TBD