PERFORMANCE WORK STATEMENT.pdf

36C24823Q1149

PERFORMANCE WORK STATEMENT (PWS)

1. OBJECTIVE:

1.1. The VA Caribbean Healthcare System (VACHS) offers medical service to this Nation’s

Veterans, among them invasive procedures performed in environment-controlled rooms and areas. These rooms are required to maintain several environmental parameters to be used as clean rooms and areas; such as operating rooms, cardiac catheterization rooms, and equipment preparation areas. In order to have this capability, annual Testing, Adjusting, and Balancing (TAB) of the aforementioned facility’s critical areas is needed.

2. PERIOD OF PERFORMANCE:

2.1. The period of performance for this service contract is one (1) base year from

09/01/2023 – 08/31/2024, plus four (4) additional option years.

3. REQUIRED SERVICES:

3.1. The Contractor shall provide all materials, labor, tools, supplies, transportation, and equipment necessary to perform the TAB services at the VACHS. He shall also perform all inspections, adjustments, and tests needed to keep the areas covered under this contract within parameters, and in continuous and reliable use at its established capacity and efficiency.

3.2. The Contractor shall take temperature and humidity readings after TAB services are provided in all rooms and areas. Temperature and humidity results shall be presented in a table form, as part of the TAB report.

3.3. Contractor shall replace the thirteen (13) new 24” x 24” HEPA filters located at the Inpatient Pharmacy and Chemo Preparation rooms. The Contractor shall install new High-Efficiency Particulate Air (HEPA) certified filters. Contractor shall coordinate with VA to obtain biohazard disposal bags to place the removed HEPA filters. VA will provide biohazard disposal bags. Contractor shall remove and dispose the HEPA filters inside VA biohazard container. These services shall be performed on an annual basis.

4. AREAS COVERED: The areas covered by this contract can be seen below.

4.1. Operating Rooms (OR) and Suite – This includes the OR’s center hall, holding area, recovery area, hallways and eight (8) operating rooms.

4.2. Pharmacy Chemo Medication Preparation Rooms – This includes two (2) rooms.

4.3. In-patient Pharmacy Rooms – This includes four (4) rooms.

4.4. Sterile Processing Service (SPS) Area – This includes preparation and decontamination areas, three (3) storage areas, two (2) housekeeping aide closets, four (4) restrooms, and sterilizer equipment room.

4.5. Cardiac Catheter Rooms – This includes the two (2) cardiac catheter rooms.

4.6. OPA Gastrointestinal Room – This consists of the Gastrointestinal procedure room in

OPA.

4.7. Morgue – One (1) autopsy room included.

4.8. Isolation Rooms – This includes thirty-seven (37) rooms throughout the facility; South Bet Tower (SBT) building, Emergency Department (ED), Surgical Intensive Care Unit (SICU), Bronchoscopy, and Hemodialysis.

4.9. Tuberculosis Laboratory – This consists of one (1) laboratory room.

4.10. Nuclear Medicine Area – This includes the anteroom, three (3) procedure rooms and one (1) consultation room.

4.11. Interventional Radiology – This includes both procedure rooms.

4.12. Negative Ward 1J – This includes, entire ward including, patient negative rooms, corridors, bathrooms, closets, others inside the ward.

4.13. Reusable Medical Equipment (RME) Clean Rooms and Soiled Rooms – This includes thirty-seven (37) rooms throughout the facility; SBT, Main Building, OPA Building, SICU.

4.14. Medical Supply Distribution (MSD) Rooms - This includes fifty (50) rooms throughout the facility: SBT, Main Building, OPA Building, SICU, and Community Living Center

(CLC).

4.15. Biohazard (Medical Waste) Rooms – This includes eleven (11) rooms throughout the facility; SBT, Main Building, OPA Building, SICU, and CLC.

4.16. Mayaguez Outpatient Clinic (MOPC) RME/Clean Rooms – This includes two (2) rooms.

4.17. Additional areas within the VACHS may be incorporated in the contract via supplemental agreement.

5. REQUIREMENTS:

5.1. TAB services shall be performed in compliance with the procedures, standards and guidelines specified by the National Environmental Balancing Bureau (NEBB);

Associated Air Balance Council (AABC); American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE); and VA Program Guides, to include the PG-18- 10 – Heating, Ventilation, and Air Conditioning (HVAC) Design Manual.

5.2. The TAB parameters for all rooms serviced shall comply with latest VHA directive for the respective area being serviced (balanced). The Contractor shall perform adjustments to achieve specified parameters for compliance. The Contractor shall contact and notify VACHS Facility Management Service (FMS) Operations Control Center (OCC) when performing system adjustments. Contractor shall also contact FMS OCC for support on adjusting Variable Air Volume (VAVs), Air Handling Units (AHU), valves, set points in the control system (Tracing Assemble).

5.3. In the event that Contractor is not able to balance a room within its standard parameters after performing adjustments, he shall report the issue(s) to the Contracting Officer’s Representative within one (1) calendar day. The Contractor shall also document such issue in their service report.

5.4. The Contractor shall validate reading values taken on field with our facility control system (Tracing Assemble) located at VACHS FMS Operation Control Center (OCC). All data including difference or discrepancy between field values and control readings shall be reported to COR and presented in TAB report.

5.5. Contractor shall perform re-testing for ten (10) rooms per period of performance if further assistance, correction, or repair is needed from VACHS to achieve room parameters compliance.

5.6. The Contractor shall not be responsible for the replacement of air conditioning components or repairs, but shall take into consideration adjustments to the mechanisms of the air conditioning equipment servicing the areas in which TAB services are being provided. This includes any adjustments to the following: air handling units, ductwork, re-heats, valves, dampers, diffusers, exhaust fans, and variable air boxes, among others.

Adjustments shall be reported to COR and shall be described in TAB report.

5.7. The Contractor shall take readings on any external extraction or supply unit within area in order to properly calculate the area parameters.

5.8. The Contractor shall clean the air conditioner supply, return, and exhaust diffusers and grills when performing TAB services.

5.9. The Contractor shall transport from site all debris and waste resulting from the provision of the services stated in this PWS, and shall dispose of them off-site with the exception of removed HEPA filters which shall be disposed inside VA biohazard container.

6. PERSONNEL QUALIFICATIONS: Contractor personnel providing TAB services under this contract shall possess the following certificates:

6.1. National Environmental Balancing Bureau (NEBB)

6.2. OSHA 10-hr General Industry

7. SAFETY REQUIREMENTS:

7.1. The Contractor shall provide any Personal Protective Equipment (PPE) and equipment to their personnel necessary for the performance of the services included in this PWS.

7.2. If the Contractor damages any facility equipment or materials in the provision of these services, they shall repair it within twenty-four (24) hours. Exceptions can be made only if approved by the Contracting Officer (CO).

7.3. Asbestos containing material (fireproofing) could be present in some areas that will be serviced under this contract. The Contractor shall not disturb the fireproofing in any way, or any other asbestos containing material.

7.4. Contractor employees performing services under this contract at the VACHS shall be in a Respiratory Protection Program, which includes respirator fit testing and medical evaluations. Evidence of respirator fit testing and a medical evaluation shall be provided to the CO after contract award at least five (5) days prior to the provision of services.

7.5. Services performed by the Contractor shall be coordinated in a manner that will avoid impact to normal clinic facility day-to-day operations. The Contractor is responsible for the reducing risk of damaging existing Government structures, utilities, and other item within the area being serviced.

7.6. Contractor employees shall limit themselves to the area being serviced.

8. QUALITY CONTROL PLAN (QCP):

8.1. Contractor shall provide a QCP for this contract. This plan shall be submitted no later than fourteen (14) calendar days after the contract award date.

8.2. The contractor shall establish a complete QCP to ensure the services entailed in this PWS are being rendered at a quality level.

9. SCHEDULING OF SERVICES:

9.1. Work Plan: The Contractor shall provide a work plan with projected dates (schedule) for the TAB services they will render in each area no later than fourteen (14) calendar day after the award date. Such work plan will be reviewed by COR to validate and verify the availability of the areas to be serviced. COR will provide review comments for the adjustment of any particular date, if necessary. This work plan will be subject to changes based on emergent facility needs.

9.2. The Contractor shall coordinate the provision of TAB services in each area in a manner that avoids or minimizes impacts to VACHS day-to-day operations and patient care.

9.3. Performing TAB services during after hours, weekends and/or holidays is to be expected.

9.4. The annual TAB services to the different areas included in this document shall be scheduled throughout the year.

9.5. Contractor shall provide work plan status for all areas on a monthly basis.

10. REPORTS:

10.1. TAB reports shall be delivered to the COR within two (2) weeks after they are rendered.

10.2. Each TAB report will be reviewed by the COR and the VACHS Industrial Hygienist.

10.3. TAB reports shall include the following:

10.3.1. Identified area of TAB performed

10.3.2. Date of TAB

10.3.3. TAB certification signed and sealed by company

10.3.4. A summary report of findings and comments

10.3.5. A Pass/Fail report table including all rooms for TAB area

10.3.6. Data in report table shall be as follows:

10.3.6.1. Actual supply air in Cubic Feet per Minute (CFM)

10.3.6.2. HEPA filter exhaust air – actual air CFM and HEPA filter condition

10.3.6.3. Air changes per hour – design and actual

10.3.6.4. Air changes per hour – fail or pass status

10.3.6.5. Room pressurization – reading and fail or pass status

10.3.6.6. Room overall compliance status – fail or pass

10.3.7. Test Report Tables shall include the following data:

10.3.7.1. VAV information

10.3.7.2. VAV design and actual CFMs

10.3.7.3. Differential pressure

10.3.7.4. VAV supply flow (for each diffuser) - design and actual comparison

10.3.7.5. Exhaust data (for each grill) - design and actual comparison

10.3.7.6. Room information (identification number, volume, design and actual CFMs, design and actual air changes per hour, room pressure)

10.3.7.7. Room layout sketch – showing pressure direction

10.3.8. Temperature and humidity readings – per room

10.3.9. Any applicable traverse and fan reports

10.3.10. Plan drawings with identifications

10.3.11. Calibrations and certifications for instruments used for the TAB services

11. ADDITIONAL REQUIREMENTS:

11.1. The COR will coordinate access to the areas to be serviced, as well as site layouts that will include any equipment storage requirements.

11.2. All required utilities clearances shall be obtained by COR.

12. LIST OF FEDERAL HOLIDAYS: Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

New Year’s Day January 1 Martin Luther King Day Third Monday in January

Presidents’ Day Third Monday in February Good Friday Last Friday in March

Memorial Day Last Monday in May Juneteenth June 19

Independence Day July 4 July 4 Labor Day First Monday in September

Columbus Day Second Monday in October Veterans’ Day November 11

Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Note: And any other Federal Holiday as declared by the U.S. President.

13. NON-PERSONAL SERVICES: Contractor employees performing services under this contract will be controlled, directed, and supervised by the Contractor. Contractor management will ensure that employees properly comply with the performance standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official.

14. ACCESS TO VACHS FACILITIES: Contractor’s personnel must show a valid state or federal identification at the VA facility entry gate upon arriving to such facility and carry the identification card throughout the entire servicing period.

15. POST-AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor shall attend any post award conference convened by the CO in accordance with Federal Acquisition Regulations Subpart 42.5. The CO and COR may meet periodically with the Contractor to review the contractor’s performance. At these meetings, the CO will appraise the Contractor of how the Government views the Contractor’s performance and the Contractor will appraise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues within five (5) working days. These meetings shall be at no additional cost to the Government.

16. CONTRACT ADMINISTRATION AND MANAGEMENT: The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the services to be provided under this contract, and the resources necessary for the performance of such.

17. CONTRACTOR EMPLOYEES:

17.1. Employee Identification: The Contractor shall provide the COR all necessary information for the issuing of the Identification Badges (IDs) to all employees that will provide services on VACHS premises under this contract. No employee will be allowed to work if he/she has not ID. Contractor personnel shall wear badges provided by the Government at all times when performing. Badge shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

17.2. No Smoking at the VACHS Premises: The Contractor shall require employees working at VACHS premises to comply with VA Directive 1805 (“Smoke-Free Policy for Patients, Visitors, Contractors, Volunteers, and Vendors at VA Health Care Facilities”), which prohibits smoking while at VA facilities.

17.3. Contractor personnel shall conduct themselves in a professional manner while on VACHS premises.

17.4. Contractor employees shall comply with VACHS visitors rules and guidelines.

18. INCREASE OR DECREASE IN QUANTITY OF SERVICES: Due to unforeseen circumstances, emergencies, or the requirements of the facility, the quantities of services may increase or decrease. In the case(s) that these services increase, the vendor shall submit a quote for the additional services, and the Government will evaluate such to determine price fair and reasonableness. If the CO determines such price to be fair and reasonable to the Government, then the services shall be added to the contract via supplemental agreement, and then performed by the Contractor.

19. PERFORMANCE REQUIREMENT SUMMARY (PRS):

Performance

Objective (Task)

Performance Standard

Monitoring Method

Acceptable Quality Level

(AQL)

Incentive (Positive / Negative)

Perform TAB services in all areas stated in this PWS

Section 4 of the PWS

Work plan tracking and periodic surveillance inspections

100% – all areas shall be tested within the established contract period

Immediate corrective action taken at no additional cost to the Government

Provides monthly work plan updates

Section 9 of the PWS

Email validated through

CO/COR

90% – A total of 12 reports with updated information shall be submitted within established contract period

Immediate corrective action taken at no additional cost to the Government

Perform cleaning of diffusers and grills

Section 5.8 of the PWS

Periodic surveillance Inspections

90% accuracy of all services.

Immediate corrective action taken at no additional cost to the Government Perform system adjustment to achieve parameters compliances

Section 5.2 of the PWS

Email validated through

CO/COR

and report summary

100% – all areas shall be adjusted as necessary for parameters compliances.

Immediate corrective action taken at no additional cost to the Government

Coordinate service with

COR

prior to work performance

Section 9.2 of the PWS

Email/Phone call validated through

CO/COR

95% accuracy of all services

Immediate corrective action taken at no additional cost to the Government

Reports system issues to COR within one (1) calendar day

Section 5.3 of the PWS

Email/Phone call validated through

CO/COR

100% accuracy of all taken at no additional cost to the Government

Submit complete TAB Reports within two

(2) weeks

Section 10.1 of the PWS

Email validated through

CO/COR

100% accuracy of all taken at no additional cost to the Government

20. INFLUENZA VACCINATION:

20.1. All contract employees shall comply with VHA Directive 1192.01, Seasonal

Influenza Vaccination Program for VHA Healthcare Personnel. This policy applies to all individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other Health Care Personnel (HCP) as part of their duties.

20.2. Masking requirements for unvaccinated HCP: HCP who do not receive influenza vaccination due to medical or religious exemptions must designate this at the VA Employee Health Unit on the HCP Influenza VA Form 10-9050 and wear a face mask while in any VHA location, including both clinical and non-clinical areas. In addition, HCP are required to wear a face mask during performance of their assigned duties and responsibilities. The face mask shall be worn throughout the influenza season, or until the individual HCP receives a flu vaccination and completes the required VA Form 10-9050.

PERFORMANCE WORK STATEMENT (PWS)