P09-SOW Durham Fume Hoods rev1.docx

B.3 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Semi-Annual Chemical Fume Hoods / Biological Cabinets / Laminar Flow, Testing, Certification and Repair Services

Hours of Operation: Services shall be performed during the VA normal business hours, 7:30 a.m. through 4:00 p.m., Monday through Friday, excluding Federal holidays, and any other day specifically declared by the President of the United States. Federal holidays are available at the Federal Holiday OPM Site. For working outside the “normal working hours” as defined in this contract, the vendor shall give 3-day notice to the Contracting Officer so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section. All work to be coordinated around an operational medical center as to minimize impact to patient care.

This Scope of Work is for One (1) base year and four (4) option years

Scope of Work: The contractor shall provide all labor, personnel, supervision, equipment, tools, and all materials necessary to perform preventive maintenance, repair and certification on the chemical fume hoods/biological safety cabinets and Laminar Flow devices and assess the Primary Environmental Controls for the associated spaces where aforementioned equipment is located in the Durham Veterans Affairs Health Care System. The frequency of the preventative maintenance and certification is semi-annual.

Testing Standards: All testing of biosafety cabinets to be performed in accordance with criteria established by the National Sanitation Foundation (NSF) International standard number # 49-2002e, Annex F, or the prevailing NSF standard at time of inspection. All fume hood testing to be performed in accordance with criteria established by ANSI/ASHRAE 110, or the prevailing standard at time of inspection. All testing of laminar flow units to be done in accordance with criteria established by IEST-RP-CC002.2, Federal Standard 209E, ISO 14644 and the OEM specifications. All testing of animal isolator racks/units to be performed in accordance with criteria established by IEST-RP-CC002.2, Federal Standard 209E and the OEM specifications. Hoods are to be certified semiannually. Primary Environmental Controls test to be performed per ANSI/AIHA Z9.5-2003 American National Standards for Laboratory Ventilation.

Preventive Maintenance Procedures: The contractor shall contact the COR for approval at least two weeks prior to their arrival with a list of the fume hoods and/or biological safety cabinets that are to be tested and certified so the COR can coordinate with the affected services. Contractor shall report to the COR upon arrival at the facility and inform COR of the fume hoods and/or biological safety cabinets that are to be tested and certified for the day. In the event of a fume hood failure, the contractor shall inform the COR who will then arrange for the repair of the exhaust system and the rescheduling of the fume hood testing and certification. Contractor shall be responsible for fume hood HEPA filter replacement as needed. Contractor shall decontaminate hoods as required prior to repair or filter replacement. The contractor shall be responsible for the proper operation and repairs of the sash, motor, belts, fan unit, electrical connections of each certifiable device where applicable. The contractor shall also insure proper calibration on existing primary environmental control monitoring devices.

Face Velocity Tests. Set hood to the designed opening sash position as follows:

Height: Height shall be based on the dimension from the bottom most part of the sash to the work surface located in a straight plane directly beneath the sash for vertical sashes, or the opening between horizontal tracks on horizontal sashes.

Width: Width shall be based in the interior dimensions of the design sash opening.

The average face velocity shall be determined by the method described in the ANSI/ASHRAE 110-1995 Method of Testing Performance of Laboratory Fume Hoods. Face velocity measurements shall be made by dividing the hood opening into equal area grids with sides measuring no more than 12 in. (30.5 cm). The tip of the probe shall be positioned in the plane of the sash opening and fixed (not handheld) at the approximate center of each grid. Grid measurements around the perimeter of the hood opening shall be made at approximately 6 in. (15.2 cm) from the top, bottom, and sides of the opening enclosure. The average face velocity shall be the average of the grid velocity measurements. Each grid velocity shall be the average of at least 10 measurements made over at least 10 seconds. The plane of the sash shall be located at the midpoint of the sash frame depth. Manufacturers specifications of each piece of equipment shall also be used for testing.

Face Velocity Measurement. A 1.0 ft2 imaginary grid pattern shall be formed by equally dividing the design hood opening into vertical and horizontal openings. Velocity readings shall be taken with a calibrated anemometer. For VAV hoods, measurements should be made at 25, 50, and 100% sash openings. A hood is considered certified when the average face velocity at the manufacturer recommended working sash height is between 80 – 120 feet per minute.

Routine performance tests shall be conducted in accordance with the SOW. A hood that is found to be operating with an average face velocity more than 10% below the designated average face velocity shall be labeled as OUT OF SERVICE and corrective actions shall be taken by VA Engineering staff to adjust and/or replace belts. Each hood shall be posted with a notice giving the date of the routine performance test, the measured average face velocity and initialed by the technician. If it is taken OUT OF SERVICE it shall be posted with an out-of-service notice.

Repair Procedures: Any necessary repairs performed during the inspections are to be included in the scope of work at additional charge. The scope of these repairs will be limited to repair or replacement of blower motors, motor speed controls and switches. All labor, travel and any decontamination necessary to perform a repair are to be included at additional charge. All germicidal and illumination lamps and filters are consumables and are specifically included in the scope of this contract. Blowers/fans external to the equipment, i.e. roof top exhaust fans, primary environmental controls are excluded from the coverage of the contract. The contractor will assist the COR with descriptions and part numbers for any filters found to require replacement. Any filters removed by the contractor must be properly decontaminated and disposed of in accordance to all applicable EPA regulations. The decontaminated filters shall be the responsibility of the contractor to dispose of and documentation of proper disposal shall be provided to the COR.

Personnel Qualifications: Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. The NEBB/TABB/AABC Certified Professional has a responsibility to assure that technicians performing the work are properly trained and possess sufficient skills. The Contractor shall provide the CO and COR with information on the qualifications or certifications for employees and sub-Contractors. All service technicians performing under this service contract must be able to document/provide certificates of training for Original Equipment Manufacturer (OEM) service training received from The Baker Company, Nuaire, Labconco, Kewaunee Scientific and Germ Free. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements. Contactor shall ensure all certificates; licenses and bonds are kept current and valid. All licenses and certifications shall be submitted to the CO and COR annually and any time as requested. Associated training, licensing and certifications’ expenses shall be borne by the Contractor.

Equipment Calibration: All fume hood performance testing instrumentation shall be inspected annually and maintained with a current annual certificate, traceable to the National Institute of Standards and Technology (NIST). The testing instrumentation report provided to the VA shall include the instrument type, manufacturer, model number, serial number, date of calibration, and Tracer Gas purity certification. Contractor shall also provide equipment certifications with this report.

Emergency Service/Repairs – Contractor must return calls for service within two-hours if requested by the COR and provided the service call is initiated within normal business hours of 7:30AM -4:00PM, M-F, excluding federal holidays. Emergency service/repairs performed outside of the SOW that are not covered in this contract and will be contracted for on a time & materials basis as needed/required. The contractor shall respond to emergency repair requests within 8-hours to restore equipment back to first-class operating condition. Contractor shall make allowances for revisits for clean room and hood certification due to failure to certify. Contractor shall schedule certification of the equipment once repairs have been completed.

DELIVERABLES: At the completion of each day’s testing, the contractor shall provide the COR written reports for the hoods that were inspected indicating whether the unit has been passed and certified or failed with description of the deficiencies noted.

Certifications: The contractor shall provide hard copy and electronic inspection reports to the COR as soon as practical or within 30-days of completion of the testing. Inspection placards/stickers will be affixed to the equipment as soon as an inspection/certification is completed. Certification of Compliance Test Reports will be provided for each Pharmacy IV Clean Room inspected. Contractor will maintain an electronic database of all test reports for not less than five years after the date of completion of the inspection. Service reports shall be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR. In addition, stickers shall be affixed to equipment indicating date certified and due date of next inspection.

The vendor’s employees shall not enter the work site without appropriate identification. They may also be subject to inspection of their personal effects when entering or leaving the project site.

Execute work to interfere as little as possible with normal functioning of the hospital including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space.

No utility service such as water, gas, steam sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of COR. Electrical work shall be accomplished with all affected circuits or equipment de energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director’s prior knowledge and written approval. The vendor shall submit a request to interrupt any such services to COR, in writing, 48 hours in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption.

VA reserves the right to stop work or shut down the project site and order the vendor’s employees off the premises in the event of a national or Durham VA emergency. The vendor may return to the site only with the written approval of the Contracting Officer.

Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR.

All Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during the installation period.

The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies. The contractor shall provide a dumpster if it is determined to be necessary, and shall work with the COR in advance for a spot-on site to establish the dumpster.

All work shall be performed in full accordance with applicable local and Federal regulations. All materials and installation shall conform to the recommendations of National Fire Protection Association (NFPA), plumbing and mechanical codes. No departures from specification requirements will be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety.

New work shall be installed and connected to existing work nearly, safely and professionally. Disturbed or damaged work shall be replaced or repaired to its prior conditions.

All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed and reinstalled or remedial action performed as directed at no additional cost to the Government.

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

The contractor will not be allotted any parking permits for onsite parking. All vehicles must have a parking permit assigned by the COR for off-site parking located up to 4 blocks from the facility. If work is needed to be performed outside of normal working hours, the contractor will be responsible to checking in with the VA Police to request permission to park on site as designated by the VA Police.

ATTACHMENT

“A”

EQUIPMENT LIST

With EXAMPLE of

SUGGESTED SCHEDULE

Quantities and locations of equipment subject to change

FEBRUARY

MARCH

APRIL

MAY

JUNE

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER

* Two (2) Chambers

** Greenville Health Care Campus, Greenville, NC 27834

SECTION 01 00 00

GENERAL REQUIREMENTS

TABLE OF CONTENTS

ii

SECTION 01 00 00

GENERAL REQUIREMENTS

1.1 GENERAL INTENTION

A. Contractor shall completely prepare site for building operations, including demolition and removal of existing materials, and furnish labor and materials and perform work to repair fire damper in room C5050 at the Durham VA Medical Center as required by NFPA 80, drawings, and specifications.

B. All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access.

C. Prior to commencing work, general contractor shall provide proof that a OSHA certified “competent person” (CP) (29 CFR 1926.20(b)(2) will maintain a presence at the work site whenever the general or subcontractors are present.

2. Supervisors of general contractor and subcontractors shall have the 30-hour OSHA certified Safety course, ASHE Health Care: Subcontractor Certification, ASHE Health Care Workshop Certification and /or other relevant competency training, as determined by VA CP with input from the ICRA team.

1.2 SHUTDOWNS

A. Contractor shall maintain all services to occupied portions of building, except as scheduled and approved by COR. To ensure such executions, Contractor shall furnish the COR with a schedule of shutdown dates on which the Contractor intends to accomplish work on adjacent floors and areas. In addition, Contractor shall notify the COR at least two weeks in advance of the proposed date of starting work in each specific area or riser which will affect adjacent occupied areas. More extensive or critical shutdowns will require additional notice.

1.3 SPECIFICATIONS AND DRAWINGS FOR CONTRACTOR

A. AFTER AWARD OF CONTRACT, the Contractor can download PDF files of the contract drawings and specifications for his use and distribution to Subcontractors.

1.4 PROJECT SECURITY REQUIREMENTS

Lost keys must be reported immediately to VA Police and to the COR. Contractor can be billed the cost to re-core and re-key all affected areas.

Keys must be returned at the completion of the project, or prior to vacating the project site, whichever comes first.

Contractor will comply with Space Key Control policy and other regulations presented by Engineering Support Assistant at the time of key issue.

1.5 ROOF AND VERTICAL WORKSAFETY

A. Contractor is responsible for providing safe working conditions at all times. Work performed on roof and vertical elevations of building shall comply with OSHA regulations and VA Safety Office.

1.6 FIRE SAFETY

4. The VA Fire Protection Design Manual (2015)

T. Work Above Ceiling: Obtain a permit for work from the Durham VA Safety Office for any work that penetrates or otherwise compromises the integrity of any fire or smoke barriers. Contractor shall maintain integrity of these barriers during project.

1.7 HAZARDOUS MATERIALS MANAGEMENT

1.8 OPERATIONS AND STORAGE AREAS

1.9 ALTERATIONS

1.10 INFECTION PREVENTION MEASURES