Performance work Statement (1).pdf

PERFORMANCE WORK STATEMENT

Hours of Operation: Services shall be performed Monday through Friday starting at 7:30am until 4:00pm, 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 hours as defined in this contract, the vendor shall give 3-day notice to the Contracting Officer Representative 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.

Control Air Compressors and Vacuum Pumps

1.0 INTRODUCTION.

The Department of Veterans Affairs currently has the need for a Contractor to maintain, repair, and perform the Air Compressor maintenance at the Durham VA Medical Center (VAMC), Durham, North Carolina. Contractor shall provide full Air Compressor maintenance and repair service. For clarification purposes, CO in this contract refers to the Contracting Officer and COR refers to the Contracting Officer’s Representative.

2.0 SCOPE.

2.1 The contractor shall furnish all labor, material, equipment, parts, supervision, etc., necessary to service, repair, perform Air Compressor maintenance, and maintain Air Compressors at the Durham VA Medical Center. Contractor shall provide maintenance in a manner which ensures the safe and continuous operation of all equipment listed in accordance with commercial practices and/or manufacturer’s specifications.

2.2 There are air compressors and vacuum systems providing compressed air and vacuum for various processes in the hospital that require scheduled preventative maintenance performed semiannually to ensure proper operation and extend the service life of the equipment. This maintenance shall be performed at six-month intervals (October and April recommended). The work shall be performed in accordance with the manufacture’s recommendations and the schedule below. Contractor shall be able to respond to emergency service requests within 2 hours.

2.3 The contractor shall conduct quarterly testing for gaseous Hydrocarbons on medical air compressors in accordance with the applicable sections of NFPA 99.

2.4 The contractor shall conduct an annual medical gas inspection in accordance with The Joint Commission Standards, and NFPA 99. The contractor shall immediately http://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/%23url=2015 notify the COR of any deficiencies found and provide an electronic report as outlined in Section 8 below.

3.0 EQUIPMENT INVENTORY.

Durham VAMC Compressors and Vacuum Pump Equipment List

1. Ingersoll Rand: Model CBV410158, Serial No. UP6-30-125, Building 9

2. Powerex: Model MSQ150625 Serial No 3973502, EE 51922, Building 9, Dryer:

DOMINICK HUNTER DRYER

3. Atlas Copco, Model SF 15-FFM-100, Serial No. AII692754, EE50711, Building 9

4. Atlas Copco, Model SF 15-145, Serial No. AII693237, EE 55775, Building 1, room F2102.

5. Atlas Copco, Model SF 8 - 100F, Serial No. AII692352, EE 50650, Building 1, room N3024

6. Atlas Copco, Model SF 8 - 100FF, Serial No. AII694176, EE 63900, Building 1, room F2102

7. Atlas Copco, Model SF8-100FF, Serial No. AII691011, EE 41812, Building 1, room CB016

8. Amico, Model VCCDT200P, Serial No. Q6565, EE 65306, Building 1, room

CB016

9. Powerex: Model SED100720RIAJ Serial: 611638-554, Medical Air Compressors:

HOSPICE Basement, Building 23, room NG 151

10. Powerex: Model: SED100720RIAJ Serial: 6116383-550. Medical Air Compressors: HOSPICE Basement, Building 23, room NG 151

11. Powerex: Dryer #1 Model: PDM11001MJ. Medical Air Compressors: HOSPICE Basement, Building 23, room NG 151

12. Powerex: Dryer #2 Model: PDM30000AJ. Medical Air Compressors: HOSPICE Basement, Building 23, room NG 151

13. Busch #1 Model: MM1502AVV6 Serial: D15131377. Medical Vacuum: HOSPICE Basement, Building 23, room NG 151

14. Busch #2 Model: MM1502 AVV6 Serial: D15131375. Medical Vacuum:

HOSPICE Basement, Building 23, room NG 151

15. Busch #3 Model: MM1502AVV6 Serial: D15271001. Medical Vacuum: HOSPICE Basement, Building 23, room NG 151

16. Beacon Model: 4107006944 Serial: HOP550283. Dryer. HOSPICE Basement, Building 23, room NG 151

17. IR AIR COMPRESSOR. MODEL# UP6S-30-125, SERIAL# CBV410158: Building

18. Model LVS-5S-H-TC, Serial No. HOP300349: Building 15

19. Model LVS-5S-H-TC, Serial No. HOP300349, SF15FF AII695969 SF15FF AII695969: Building 15

4.0 COORDINATION.

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

4.2 The COR shall be immediately notified whenever an air compressor, and associated component(s) cannot be returned to service prior to the end of each inspection. In the absence of the COR, M&O Manger, Electrical Shop Supervisor, or Engineering Service Chief will be notified.

4.3 Compressors and/or Vacuum Pumps that are not in operation will have an “Out of Service” sign placed at each unit if it is out of order. The Contractor shall be responsible for the installation of signs and barricades as related to equipment as deemed necessary by the COR. All scheduled work that requires a Compressor and/or Vacuum Pump to be taken out of service shall be prior coordinated with the COR.

4.4 All tests, inspections or maintenance repairs that will remove a Compressor and/or Vacuum Pump from service shall be scheduled 4 weeks in advance with the

COR.

4.5 Contractor shall submit a detailed work plan. The plan shall contain a schedule detailing when preventative maintenance, routine and periodic service are to be performed. Should the contractor elect to change his work schedule during the contract, a revised work plan shall be submitted to the COR for approval prior to any schedule changes.

5.0 MAINTENANCE SERVICES.

5.1 The Contractor shall obtain operation and maintenance manuals, service manuals, service guides and other applicable documents from the manufacturer of each piece of equipment to be serviced and maintained. As a minimum the contractor shall maintain one set of documents at the work site and furnish one set of documents to the Government.

5.2 The contractor shall perform all service and preventative maintenance as required or recommended by the applicable operation, maintenance and service manuals and guides. The contractor shall perform the work at the frequency recommended by each manufacturer’s manual(s) and/or commercial practices.

5.3 The contractor shall perform all repairs and equipment replacement necessary to maintain each Compressor and/or Vacuum Pump in a safe, reliable operating condition.

5.4 Contractor shall perform all work as required or recommended by the manufacturer. Contractor shall adhere to all applicable Federal, State, and Local safety and building code regulations.

6.0 SPECIAL WORK REQUIRMENTS.

6.1 The contractor shall post a service log for each Compressor and/or Vacuum Pump in the respective equipment room. The Contractor shall update logs as service, preventative maintenance, and emergency repairs are performed.

6.2 The contractor shall perform all routine service, maintenance, and repair during normal duty hours except for the dental air compressor. The dental air compressor maintenance shall be performed during dental off-hours. This may fall outside defined normal working hours and shall be conducted at no extra cost to the government.

6.3 Parts installed on the Compressor and/or Vacuum Pump shall be new and genuine parts supplied by, or certified by the contractor as equivalent to, the original equipment manufacturer, or its successor prior to the installation. The Contractor shall maintain a stock of applicable replacement parts to reduce to a minimum the interruption of Compressors and/or Vacuum Pump service. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible.

6.4 Materials: The Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies, parts and tools necessary. All materials shall be recommended by the manufacturer of the equipment.

6.5 Lubrication: The Contractor shall maintain proper lubrication of equipment on the compressors, including the oil pump and oil pressure regulator. The contractor shall clean, repair, or replace all parts as required. This service shall include but is not limited to: change/clean air filters, inspect/change oil and oil filters, inspect/change coolant level and fill to required levels, inspect separator elements, inspect/change fan and motor belts, inspect oil coolers and check all components for proper operation.

7.0 EMERGENCY SERVICE.

7.1 The Contractor shall be required to provide emergency service 24-hours a day, 7 days a week. Each service call will include two (2) hours of non-billable service time to diagnose problem. Contractor shall check in and out with utility plant personnel if the emergency is after normal business hours.

7.2 Emergency services will be required whenever a Compressor and/or Vacuum Pump are inoperable or not operating correctly or when an unsafe condition exists. A call of this type would suggest that the Compressors and/or Vacuum Pump condition could result in life or property endangerment, or could have an adverse effect upon personnel, equipment and mission accomplishment. There shall be no limit on the number of emergency service calls required in performance of the contract.

7.3 Upon notification of a trouble call or problem, the contractor shall acknowledge the call within 30 minutes and be on the facility ready to work within 2 hours. The time starts when the initial call is made from the facility. The contractor shall maintain a human interface (answering center or on-duty maintenance mechanic) with up-to-date contact information.

7.4 Service calls are responses and subsequent repairs or adjustments of the Compressors and/or Vacuum Pump or problems reported to the Contractor by the COR.

If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure back up Compressors and/or Vacuum Pump units and notify the COR of the problem and the time and date corrective action shall be completed.

7.5 All repair cost 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. The COR may provide written authorization outside of normal business hours.

7.6 A Contract Line Item is incorporated for emergency funds in the base year and in each option year for emergent repairs. 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 contractor shall monitor this funding under this line item and notify CO and COR. The Contractor shall provide an itemized invoice for any repairs that are approved by the COR that fall under the emergency repairs CLN. This itemized invoice shall show the hours spent, equipment and funding amounts.

8.0 DOCUMENTATION AND REPORTS.

The Contractor shall provide the COR the following reports:

8.1 Service Report for Preventive Maintenance: The contractor shall provide a written report detailing services performed within three (3) business days of the end of each service. 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.

8.2 Service Report for Repair Services: 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. The contractor shall include detailed information on all invoices detailing the services provided are being billed for. Invoices shall include the CLIN numbers being bill against and dates services were provided.

8.3 Hydrocarbon Testing Report: The contractor shall provide the quarterly hydrocarbon test results in electronic format to the COR within three (3) business days.

8.4 Medical Gas Annual Report: The contractor shall provide an annual Med Gas Testing Report in electronic format to the COR within three (3) business days of performing the inspection. This contract shall be numbered and broke down into The Joint Commission EP requirements.

9.0 CONTRACTOR QUALIFICATIONS

9.1 In accordance with VHA Directive 7515(1), the contractor shall be certified in American Society of Sanitary Engineering (ASSE) 6010 for system installations, ASSE 6020 for system inspections, ASSE 6030 for systems verifier, and ASSE 6040 systems maintenance whichever is applicable to the work contracted to perform.

GENERAL:

a. All contract field personnel engaged in work on this project shall be trained in accordance with current regulations and enrolled in a medical monitoring program.

Training shall include 40-hour and annual update training in compliance with OSHA, EPA, NFPA and NEC regulations.

b. Key personnel shall be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer.

The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

c. The contractor’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.

d. 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 performed 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.

e. 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, 3 weeks in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption.

f. Durham VA HCS reserves the right to have work cease or shut down any work in progress and order the vendors employees off the premises in the event of a national or local emergency. The Durham VA HCS also reserves the right to have work cease when required by operational necessity or a safety situation. The (COR) Contracting Officer Representative shall immediately notify the (CO) Contracting Officer upon any such action.

g. 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.

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

i. 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 Durham VAHCS operations will not be hindered.

Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Durham VAHCS operations will continue during the installation period.

j. 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.

k. 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.

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

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

n. 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.

o. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Obtain daily permits from facility Safety Manager at least 24-hours in advance.

p. Contractor personnel and sub-contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security.

q. The contractor shall be issued temporary construction badges each day work is performed and must be returned at the end of each workday. All contractors shall wear badges so that the badges are easily viewed always while on-site. Contractor shall notify the COR immediately of any lost badges. There are no guarantees for parking on campus. Contractor shall provide a valid driver’s license, license plate number and signed copy of their contract. OSHA 10-hour training is required for all workers on site and the OSHA 30-hour training is required for Trade Competent Persons (CPs) and shall provide documentation to the COR prior to performing any work at the VA facility. Contractors shall coordinate with the COR for the items listed above.

End of Performance Work Statement