P09_SOW Daikin Equipment Maintenance and Repair.docx

ERIE Veterans Affairs Medical Center 135 East 38th Street Erie, PA 16504

STATEMENT OF WORK (SOW)

Daiken HVAC Equipment Maintenance and Repair Services

1.0 Scope of Work:

This contract is for the maintenance and repair of Daikin HVAC equipment at the Erie VAMC’s CLC & Parking Garage.

1.1 The Contractor shall furnish all labor, parts, materials, equipment, and supervision for the preventive maintenance and services on all existing and installed Daikin Equipment in the new Community Living Center (CLC) and the parking Garage.

2.0 The period of Performance is anticipated to be for a base year with four (4) additional option years to be exercised at the discretion of the government.

3.0 General: The Erie, PA VAMC currently has Daikin HVAC equipment installed the CLC and Parking Garage. These unique and proprietary pieces of equipment can only be serviced by certified Daikin representatives to ensure Daikin Manufacturer warranties are sustained.

3.1 Initial maintenance to Variable Refrigerant Flow (VRF) system as outlined in XXX for CLINS XXXX.

3.2 Quarterly maintenance service as outlined in XXX for CLINS XXXX

3.3 Emergency services as outlined in XXX for CLINS XXXXX

3.4 Repair Services as outlined in XXX for CLINS XXXXXXX

4.0 Specifics: The Contractor shall furnish all materials, equipment, supervision, and personnel necessary to accomplish the service request as indicated within the scope of work and in the manufacturer specifications.

4.1 Repairs to the VRF system

4.1.2 Contractor shall repair the following: correct any piping that does not follow the specified 20” rule for 90-degree angles; replace the improperly installed REFNETS; correct any piping that does not meet Daikin Specification for proper flow; locate twinning kits, if missing the contractor shall install new kits; locate inverted traps, if missing the contractor shall install new kits.

4.1.3 All parts and labor to accomplish this task shall be included in the contract price. .

4.2 Quarterly maintenance

4.2.1 A proposed quarterly maintenance schedule shall be submitted to the COR within 10 days of contract award.

4.2.1.1 The quarterly maintenance schedule shall be mutually agreed upon by the contractor and COR. Comment by Kale, Renee L.: I cannot enforce this unless it is clearly outlined in the SOW. For example: if you want them to come on Tuesdays at 1pm and they don’t show up until Thursday – I cannot hit them on it. You do not have to make it that precise, but I highly recommend clearly defining your requirement. Comment by Guzenski, Nicholas D.: Dan at our meeting you indicated you would provide the months for which services were to be rendered. Comment by Lemmon, Jessica J.: Add months for standard quarterly service

4.2.2 Services required:

4.2.2.1 Service and maintain the two (2) make up air units for the CLC sides A & B quarterly.

4.2.2.2 Service and maintain the two (2) VRF systems for the CLC sides A & B quarterly.

4.2.2.3 Service and maintain the VRF for Parking Garage quarterly.

4.2.2.4 The Contractor will also be responsible for lowering and raising the discharge temperature of the makeup air units for environmental changes two (2) times per fiscal year.

4.2.2.4.1 In the fall visit the discharge will be raised to 74 degrees, in the spring visit the discharge will be lowered to 65 degrees.

4.2.2.5 Service all equipment per manufacturer recommendations and standards. See the attached service checklist. Comment by Kale, Renee L.: Do we have a copy of this? Do we know what this entails? Can we attach this information? I agree we need to include this line, but I think it is the best interest of the Government to know what service and maintain entails. By including this line, we may be able to enforce something we didn’t include in the SOW. As we have seen in other requirements, it is better to clearly define the requirement and expectations so there is no room for interpretation. For example, if we think service and maintain includes cleaning filters or replacing filters and the manufacturer’s recommendation says “may” clean or replace filter – I cannot enforce it. Comment by Guzenski, Nicholas D.: Dan you indicated at our meeting you would obtain this information to be included as an attachment. Comment by Lemmon, Jessica J.: Can we reference their Checklist and add it as an attachment rather than recreating it here?

4.3 Emergency Services/Repairs: These coverages shall include emergency services between maintenance/inspections, as required for the purpose of diagnosis of trouble, adjustment, minor repairs or resetting of controls. These coverages shall also be included into the option year plan.

4.3.1 Emergencies defined: CO or Government POC/COR will decide if a service is deemed an emergency. Any work performed outside of normal business hours will be charged at the firm fixed price hourly rate(s) as shown in the schedule.

4.3.2 The vendor shall immediately, but no later than 24 consecutive hours after discovery, notify the AC&R shop Foreman, (in writing), of the existence or the development of any defects in, or repairs required to the equipment which the Contractor considers he/she is not responsible for under the terms of the contract or considers an emergency.

4.3.3 The Contractor shall provide 24/7 emergency response for services deemed an emergency by the Contracting Officer’s Representative or Government Point of Contact.

4.3.3.1 The Contractor shall provide a Dispatch Desk with a single point of contact 24 hours a day, 365 days of the year for all 24-hour service call back requests.

4.3.3.2 A person and not voice mail shall answer calls placed to the Dispatch Desk.

4.3.3.3 Dispatch Desk personnel shall be responsible to log and forward basic information about calls including party calling, caller’s contact information, accurate technical description of the problem or request, extent of the outage if a portion of the system is down, equipment and location involved, and any other relevant technical portions of the activity log entry for the call.

4.3.3.4 The Contractor shall respond to all requests for service 24 hours a day, 365 days of the year for all equipment covered under this contract.

4.3.3.5 No repair shall be postponed, or any equipment placed out of service due to lack of Contractor manpower.

4.3.3.6 The contractor shall have a technician on site within 24 hours of notification of an emergency service call.

4.3.3.3 The Government reserves the right to obtain repair services from other vendors.

4.3.4 Prior to engaging in service or repair under this section the contractor shall obtain written approval from the CO or the Government POC/COR. Email is an acceptable form of written approval. Any work performed without CO or COR/Government POC approval shall not be approved for payment and considered and Unauthorized Commitment.

4.3.5 A report documenting the corrective actions taken shall be provided to the COR within 5 days of repair completion. Report shall include a General Services Recap with both photos and/or videos of areas worked on, and descriptions of the work done. See attached Sample Report. Comment by Kale, Renee L.: What do you want the report to include? Parts used, time taken for repair? Etc, if we don’t define what we want now we may run into issues later. Given the issues we had with SPS I think we need more information here. Comment by Lemmon, Jessica J.: Description of how we provide reports

4.4 Other Repairs

4.4.1 The Contractor shall provide repair services on an “as needed” basis, which will be determined and requested by the VAMC with a Services Call Order. These services can include any repairs, alterations, adjustments, or replacement when it is determined to be necessary by the VAMC.

4.4.2 The contractor shall be required to provide the Contracting Officer (CO) and Contracting Officer Representative (COR) a written cost estimate including an itemized breakdown for all labor, parts, and materials.

4.4.2.1 The repair work shall be authorized by the COR/ Government POC or Contracting Officer prior to commencing work. Email is an acceptable form of written approval. Any work performed without CO and COR/Government POC approval shall not be approved for payment and considered an Unauthorized Commitment. The Government reserves the right to obtain these services from a different vendor. Funding under the repair schedule of this contract must be available prior to beginning work.

4.4.3 The Services Call Order will take place during normal working hours or other hours by mutual agreement of parties.

4.4.4 Firm fixed price labor rates shall be utilized for these repairs as shown in the contract schedule.

4.4.5 A report documenting the corrective actions taken shall be provided to the COR within 5 days of repair completion. Report shall include a General Services Recap with both photos and/or videos of areas worked on, and descriptions of the work done. See attached Sample Report. Comment by Kale, Renee L.: See my previous comment on repairs.

4.5 Spare Parts Bank for Component Repair & Replacement

4.5.1 Contractor shall provide the following list of parts to the Erie VA Medical Center within 60 days of contract award. The parts shall be kept onsite for emergency purposes and used by the Contractor with prior approval from the COR/ Designated Program official.

4.5.2 For the VRF’s -

Two (2) Condenser Fan Motors Two (2) A4P Boards Two (2) Compressor Inverter Boards Two (2) Compressors Two (2) A1P Boards Two (2) A7P Boards Two (2) A6P Boards

4.5.3 For the Makeup Air Units

One (1) Inducer Fan Assembly One (1) Control Board One (1) Jumper Plug – J12

4.6 Training

4.6.1 Contractor shall provide Daikin Factory Training for two (2) staff members at the Erie, PA VAMC. Training shall be provided in the base year of the contract, at a time and date that is mutually agreed upon by the COR/ Designated Program official. All training materials shall be provided to the VA staff.

5.0 Other requirements

5.1 Qualification/certifications/licenses/permits

5.1.1 Licenses

The Contractor shall obtain all necessary licenses and/or permits required to perform the work on the existing Daikin systems already in use at the VAMC.

5.1.2 Qualifications

The Contractor shall be a Daikin authorized manufacturer service provider for the duration of the contract. If Daikin rescinds its authorization the Contractor shall immediately notify the COR/ Designated Program Official, and the Contracting Officer.

5.2 Housekeeping

5.2.1 The Contractor shall ensure that all areas in which work is being conducted will be kept clean from debris, trash, and dirt.

5.2.2 The Contractor shall clean and vacuum all work areas during work as needed and after work has been completed to remove dust and debris from the area. Any waste generated shall be removed from the work area daily and disposed off-site.

5.3 SAFETY

5.3.1 The Contractor shall adhere to all OSHA (Occupational Safety and Health Administration), EPA (Environmental Protection Agency), NFPA (National Fire Protection Agency) Life Safety Codes, and all other regulatory requirements.

5.3.2 In performance of this contract, the Contractor shall follow VAMC safety policy and standard for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC smoking policy, which designates all interior space as non-smoking areas and smoking is only allowed in the site designated smoking area.

5.3.3 Patient, employee, visitors, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the occupation safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the security equipment immediately after completion of work or when leaving the job unattended.

5.3.4 The Contractor shall submit to the CO and COR, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. MSDS for new chemicals shall be furnished prior to arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAMC personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

5.3.5 The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE’s shall be provided, and documentation maintained by the Contractor.

5.3.6 The Contractor shall obtain a Hot Work Permit from the COR whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The Contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

5.3.7 The Contractor shall be notified of any non-compliance with the previous provisions. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the CO in writing that the condition has been corrected. It, in the opinion of the COR, Chief Engineer, Safety Manager or designee the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the CO may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.

5.3.8 The Contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:

5.3.8.1 Safety program/procedures are required to be followed by the Contractor’s personnel in the performance of their duties and when such procedures are required.

5.3.8.2 Listing of personal protective equipment(s) required to be utilized by the Contractor’s personnel in the performance of their duties. Also, when equipment will be required.

5.3.8.3 Material Safety Data Sheet (MSDS’S) for any chemical(s) utilized by the Contractor in the performance of this contract.

5.3.9 Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

5.3.10 Contractor shall submit a written report to the VAMC within five work (5) days of any incident of a major malfunction, accident or injury involving any security equipment. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident

5.4 PRIVACY

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

5.4.1 PLACE OF PERFORMANCE

All work will be conducted at the Erie, PA VAMC located at 135 East 38th Street, Erie, PA 16504.

5.5 Working Hours

5.5.1 Normal hours of operations 7:30 am to 4:00pm Monday thru Friday excluding federal holidays.

5.5.2 Other hours may be considered through mutual agreement of parties and agreed to in writing by the Contracting Officer. For routine maintenance and work otherwise completed during normal working hours there shall be no additional cost.

5.6 VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.