PIMC HVAC Maintenance SOW.pdf

Mechanical Maintenance Scope of Work Full Service Mechanical Repairs and Maintenance Services for the Phoenix Indian Medical Center (PIMC)

Background:

The Phoenix Indian Medical Center (PIMC) is a 1.2M SF campus comprised of a hospital tower and numerous outpatient care and support buildings. The campus is located at 4212 North 16th Street, Phoenix, Arizona 85016. The PIMC hospital tower (Building 233) is a five-story, Joint Commission (TJC) accredited, 127-bed hospital employing 1,200 staff that primarily serves a patient population of 140,000 Native Americans in the Phoenix metropolitan area. The hospital tower was built in 1970 and is approximately 163,000 SF. The 14 outer buildings have an approximate combined floor area of 94,000

SF.

PIMC has approximately 221 pieces of HVAC equipment on its HVAC inventory. This inventory includes but is not limited to air handlers, exhaust fans, packaged units, split systems, dehumidifiers, RO units, etc. Please see the Equipment List attached as Appendix A

Approximately 450 air filters are utilized by 96 HVAC units on campus. Air filters include pleat and pocket type and vary in size and dimension. Air filters include HEPA, MERV 8, and MERV 15. Please see the Filter List attached as Appendix B

Objective:

The primary objective of this contract is to develop and implement a preventative maintenance (PM) and repair program at the Phoenix Indian Medical Center. The PM program is to be based on the original equipment manufacturer’s (OEM) recommended maintenance intervals along with OEM recommended operation, maintenance, and installation procedures.

Secondary objectives of this contract include:

Cleaning of all exhaust ductwork in the hospital tower and outer buildings once per year, to clean all return ductwork in the hospital tower and outer buildings once every three years, and clean all supply ductwork in the hospital tower and outer buildings once every five years.

Services to troubleshoot, program, repair, and install HVAC logic control systems and components compatible with the existing system(automated logic webctrl) when required.

Add temperature and humidity sensors

Install room-specific volumetric flowmeters (

Replace variable-air-volume dual duct terminal (VAV) units with BACnet unit controller and damper motors

Install ductless minisplit systems

Maintain existing air pressure relationship monitors and install new air pressure relationship monitors

Period of Performance:

Contract performance shall be for a base year and four (4) one (1) year option for renewal commencing on contract award through December 31, 2024. If the Government exercises its option pursuant to FAR 52.217-9, “Option to extend the term of the contract”, the performance period will be extended in accordance with the following schedule:

Base Year – January 01, 2025 through December 31, 2025

Option Year 1 - January 01, 2026 through December 31, 2026

Option Year 2 - January 01, 2027 through December 31, 2027

Option year 3 – January 01, 2028 through December 31, 2028

Option year 4 – January 01, 2029 through December 31, 2029

Contract Awardee Responsibilities & Tasks:

1) Contractor shall develop a Preventative Maintenance schedule for all HVAC equipment on in the PIMC inventory (Appendix A) reflecting all OEM recommended maintenance intervals

2) Contractor shall perform Preventative Maintenance, in accordance with OEM recommendations, per the PM schedule submitted as a deliverable to this contract.

3) All materials necessary for preventative maintenance such as belts, lubricant, wire, Freon, etc shall be procured by the contractor and stored offsite. PIMC does not have the capacity to store PM materials.

4) Contractor shall provide up to 240 hours of scheduled HVAC technician time during normal business house per option year for repair and installation of HVAC system.

5) Contractor shall provide up to 120 hours of scheduled HVAC technician time outside of normal business hours per option year for repair and installation of HVAC system.

6) Contractor shall provide up to 80 hours of unscheduled emergency HVAC technician time per option year for repair and installation of HVAC system. Contractor is required to respond within 2 hours of being called regardless of when the call occurs.

7) Contractor shall develop a Filter Change schedule for all HVAC equipment on in the PIMC Filter inventory (Appendix B) reflecting all OEM recommended maintenance intervals

8) Contractor shall perform filter changes, in accordance with OEM recommendations, per the Filter Change schedule submitted as a deliverable to this contract.

9) All air filters to be installed during each option year shall be procured by the contractor and stored offsite. PIMC does not have the capacity to store air filters.

10) Contractor shall develop a duct-cleaning schedule for the entire inventory of buildings on the PIMC campus inventory (Appendix C). Each section of ductwork is to be cleaned per the following frequency:

a. Exhaust Ductwork: One (1) time per year

b. Return Ductwork: One (1) time every three (3) years

c. Supply Ductwork: One (1) time every five (5) years

11) Contractor shall perform duct cleaning for all buildings on campus per the PM schedule submitted as a deliverable to this contract.

12) Contractor shall provide up to 80 hours of logic controls technician time per option year. Technicians shall be qualified to work on existing control systems at PIMC.

13) Contractor shall provide all parts and labor to install up to 20 room-specific temperature and humidity sensors per option year and integrate them into the existing logic systemContractor shall install up to ten ductless minisplit systems (1-4 zone systems) per option year, including all parts, labor, and concrete pad work. Minisplit units must have both heating and cooling ability and be able to automatically switch between heating and cooling to achieve a desired setpoint.

14) Contractor shall provide all parts and labor to demolish and replace up to 20 variable-air-volume dual duct terminal (VAV) units with BACnet unit controller per option year

15) Contractor shall provide all parts and labor to demolish and replace up to 20 VAV damper motors per option year

16) Contractor shall provide all parts and labor to install and/or replace up to 10 air pressure monitors and integrate into controls system, Setra SRCMOR1WBA2F2S or approved equivalent,

17) The contractor shall provide all tools, equipment, labor, and incidental materials necessary to perform the tasks outlined in this scope of work

18) The contractor shall adhere to code requirements and subsequent referenced codes, standards, guidelines, for equipment furnished and work performed, including testing and repairing- list will be made available.

19) Where there is a conflict between one or more code requirements, the more stringent code requirement shall be used to perform work.

20) The contractor shall be responsible for repair of any damage incurred to the building systems as a result of contractor workmanship or errors.

21) Security pre-clearance requirement - contractor is responsible for obtaining security clearance for providing services at the Phoenix Indian Medical Center.

22) The contractor at a minimum shall perform all work in accordance with codes

23) Completed work shall be aesthetically pleasing and provide no safety risks to employees, contractors, visitors, or patients of the Phoenix Indian Medical Center.

24) The contractor shall take precautions to avoid interfering with vehicles and or personnel using the facility.

25) Finished work shall not compromise the integrity of any of the building systems.

26) Contractor’s personnel shall not use commercial tobacco products while on the IHS campus.

27) Contractor shall comply with all PIMC Infection Control Risk Assessment Policies (ICRA)

Deliverables

1) A PM schedule (extending out 5 years) showing OEM recommended maintenance intervals for each piece of equipment on the inventory (Appendix A)

2) A Filter change schedule (extending out 5 years) showing OEM recommended maintenance intervals for each air filter on the inventory (Appendix B)

3) Duct Cleaning schedule (extending out 5 years) showing when each section of duct is to be cleaned

4) Submit general Infection Control Risk Assessment (ICRA) forms (provided by PIMC) for each option year and particfipate in Pre Construction Risk Assessment (PCRA) meeting once per year the PIMC facility manager, infection control nurse, and safety officer.

Pre Bid Site Visit A pre-bid site visit will be scheduled by the contracting officer. Existing conditions and equipment shall be verified for accuracy by the contractor. The contractor is required to attend a pre-bid meeting and confirm all existing visible site conditions to be inclusive of bid. Contractor designated representative;

whomever the Contractor will have on the site shall be present at the pre-bid conference.

Work Schedule

Normal Business Hours (Scheduled Work) Work scheduled to be performed from. 7:30 am to 4:30 pm Monday through Friday, except on government holidays is considered normal business hour work. Any deviations to these work hours will be approved through Engineering

– Plant. Engineering- Plant approvals.

After Hours (Scheduled Work) To avoid disruption in patient care, work may be scheduled by the project COR outside of normal business hours, possibly on weekends or holidays. This work is considered after hours work.

Emergency Hours (Unscheduled Work)

This work is called in by the COR or an approved facility representative. Contractor shall respond to an emergency work request and be onsite within 2 hours.

Project Schedules Contractor will provide start and ending dates for each phase of the work and arrival and departure times.

Log-in and Log-Out The contractor personnel shall report to the COR or designee to log-in and log-out for each day of work performed under this

Performance Based Description of Work

General

• Contractor shall comply with local, state, and federal regulations.

• All demolished materials shall be removed and disposed of off-site.

• Ensure the government has the right to salvage all material that the government desires to salvage.

• The successful offeror shall have salvage rights to the materials demolished as part of the project

• If needed, the successful offeror shall work with the PIMC Staff to ensure all permits are approved prior to the start of demolition or construction.

• The contractor shall inform the Contract COR of any interruption, a minimum of forty-eight hours in advance for medical gas, HVAC, electrical, or any other utilities. The notification shall include the following: area effected, time duration, and systems affected.

Pre-Construction Risk Assessment (PCRA) Any work performed in compliance with this scope of work that creates noise, dust, vibration, blocks egress, creates a fire hazard, or any other type of safety hazard for patients or staff must have a pre-construction risk assessment (See PCRA Forms - Appendix D) signed off on by a facilities representative and a safety representative before work is to begin.

Specific PCRA documents will be needed for unplanned work that deviates from general PCRA.

Infection Control Risk Assessment (ICRA) Any work that takes place inside the hospital/clinic or impacts airflow in the OR/AIIR must have an ICRA signed off on by the project manager and infection control nurse before starting work. All work must comply with the approved ICRA. It is the contractor’s responsibility to develop the ICRA with the infection control nurse, however PIMC facilities can assist with facilitating the work.

Specific ICRA documents will be needed for unplanned work that deviates from general ICRA.

Warranty

• All equipment, products, materials, and workmanship shall have a one-year warranty from date of final acceptance.

• Refrigerant warranty shall be for five years.

Contractor Qualification and Requirements (Minimum Qualification):

Contractor shall provide documentation supporting Background investigation in compliance with Indian Child Protection and Family Violence Prevention Act, Public Law 101-630. Contractor shall speak, understand, read and write the English language fluently. Contractor agrees to the terms and conditions of the contract, acknowledges that performance shall be provided in a professional manner and shall demonstrate a level of competence in work that meets and/or exceeds the government’s requirements. Contractor’s personnel who acquire a communicable illness shall not perform services under the contract and must be free of illness before returning to work. The Contractor shall notify the Project Officer of any situation that may arise immediately.

Contractor(s) acceptance of the government contract shall ensure that Contractor adheres to all terms and conditions of the contract. A Contractor shall be free of any non-prescribed substance in performance of the contractual requirements. However, if the government has suspicion and/or observation of Contractor's performance possibly being under the influence of non-prescribed substance (i.e., alcohol, etc.) the government reserves the right to terminate contract without further explanation.

The Contractor or individual performing services shall comply with all applicable Federal and State workers compensation, health examinations, income tax withholdings, social security withholding and occupational disease statues.

The Contractor is responsible for compliance with all appropriate TJC, IHS, IHS facility policies/procedures and other regulatory agency record keeping requirements.

Years of Experience Prime contractor must have a minimum of five years of experience with HVAC projects in a government healthcare setting prior work with Indian Health Service is preferred.

List of Standards

• SMACNA American Society of Heating, Refrigerating, and Air-conditioning Engineers, Inc.

• Standard 90.1

• Standard 15-2007

• Standard 34

• Standard 52.1

• Standard 52.2

• Standard 62.2

• AHRI Standard 550-590, latest edition

• Facilities Guidelines Institute 2010 Edition

• ASHRAE 170 (2008)

• NFPA 101 (2012)

• NFPA 99 (2012)

• ASHRAE 188 (2018)

Licenses Contractor must keep current and maintain all proper operating licenses maintained by the Arizona Registrar of

Contractors.

Materials:

Materials, Supplies, and Equipment

• All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards.

• The contractor shall provide all safety equipment needed or required on the job.

• All supplies, materials, and equipment to be used in the performance of work herein are subject to the approval of the Project Officer/ Contracting Officer Representative / Technical Point of Contact.

• The contractor shall not use any materials, chemicals, or compounds which the Project Officer determines would be unsuitable for the intended purpose or harmful to the equipment, public, or employees.

• In accordance with FAR 36.104(b)(1) all construction must comply with the Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings

• (available at http://www.wbdg.org/pdfs/hpsb_guidance.pdf)

• Unless otherwise provided in the specifications of this statement of work, materials removed and reused under the contract shall become the property of the contractor.

• The contractor shall remove the materials from the work site and dispose of it in a manner allowable under Federal, State, County, and City laws.

• Storage or sale of materials on the site will not be permitted.

Other Contractor Responsibilities:

• All financial, statistical, personnel, and technical data which is furnished produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. Such data or information shall not be released nor legal rights claimed by the Contractor without prior written consent of the Contracting Officer. Any presentation of any statistical or analytical materials, or any reports based on information obtained from performance by this contract will be subject to review and approval of the Contracting Officer.

• Safety or protective clothing or equipment shall be provided and maintained by the Contractor at the Contractor’s own expense.

• No interpretation of any provision of this contract, including applicable specifications shall be binding on the Government unless furnished or agreed to in writing by the Contracting Officer.

Government Furnished Property and Services:

• All tasks accomplished by Contractor’s personnel shall be performed to preclude damage or disfigurement of

Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall verbally report immediately to the COR, any damage or disfigurement to these items when caused by Contractor’s personnel. A follow-up written report will be given to the COR and a copy forwarded to CO.

• When the Contractor has caused damage or loss of government property, or performance is determined to be unsatisfactory; the COR will issue a CDR. The Contractor will reply in writing, to the PO within ten (10) working days, stating the reason for the unsatisfactory condition, the corrective measures which have been taken, and preventive procedures initiated.

• The Government will provide restroom and hand washing facilities for contractor employees at the medical facility.

• Contractor will be authorized to park only in general public parking areas. Contractor personnel must observe all traffic and parking signs while at the Phoenix Indian Medical Center.

• Keys for access to engineering space will be issued to the contractor personnel. They should be returned at project closeouts. The contractor shall be held liable for the cost to re-key the master system operated by the lost key.

Contractor Furnished Property and/or Items:

• Contractor shall furnish qualified and experienced personnel for the purpose of performing services at the Phoenix

Indian Medical Center. The Contractor shall secure all certifications and licenses to comply with Local, State and Federal laws.

Contractor Quality Control Program:

The Contractor shall have a Quality Control program to assure compliance with contract. Quality Control program shall minimally have the following elements:

• A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

• A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the Project Officer during normal working hours. The file shall be turned over to the Government within 14 days of completion or termination of the contract

Submittals:

The following submittals shall be provided with bid:

• A complete narrative explaining the work, included in this proposal but not limited to: work plan for items of equipment, with a schedule and safety considerations.

• A check sheet of the preventative maintenance tasks associated with the Equipment, including frequency

• Field service reports

• Schedule of Labor and travel cost for service or repair that falls outside of normal contract parameters

• Contractor shall submit written verification of access to manufacturer engineering software and mechanical support.

Orientation:

• Contractors shall participate in facility orientation.

• No Contractor or Contractor’s personnel may be assigned to work under the contract until initial orientation has been completed. Documentation verifying the content of the orientation and a list of the Contractor’s personnel who attended shall be maintained by the Contractor and a copy provided to the Contracting Officer Representative (COR). When the Government exercises one or more of the option years to the contract, the Contractor shall provide updated listing to the COR, documenting personnel have had refresher orientation.

• IHS on site orientation must be met within 30 days of award. This requirement includes any “new Contractor personnel”.

Approval for Payment:

• The contractor at a minimum shall perform all work in accordance with code cited. Finished work shall be inspected for final acceptance.

• Government reserves the right to inspect all aspects of work performed, including hiring a 3rd party inspector (if needed) to verify proper installation and operation.

• Contractor is required to demonstrate full and complete operation of all work performed.

• Equipment and workmanship shall have a one-year warranty from the date of final acceptance.

• Copies of the work orders are sent to the Contracting Officer Representative

• Within ten business days following work performed, contractor shall deliver a field service report to the Contracting Officer Representative that includes:

Repairs performed if applicable

Maintenance performed; performance testing results

Results of inspection; inspection testing results

Verification that the equipment is operating to manufacturer’s specifications

Location of work performed and specifications of any supply item installed, such as filter changes

Invoice Submission and Payment The contractor shall submit an original invoice to the Phoenix Indian Medical Center Finance Dept. via email:

PHX_PIMCAPInvoice@ihs.gov and to the Contracting Officer Representative. The contractor agrees to include:

contractor’s name and address, contract number, invoice number and date, cost or prices, dates pf service including number of hours worked, all descriptions of location such as “Building- Floor- Room”, and remit to email address.

Periodic Performance Evaluation Meetings:

• The Contractor shall meet, via in-person or teleconference meeting, with the Contracting Officer’s Representative

(COR) at the Phoenix Indian Medical Center a minimum of every six months according to availability.

• The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the Contractor and PO. A mutual effort will be made to resolve all problems identified. The PO will prepare written minutes of these meetings. Should the Contractor not concur with the minutes, a written statement will be presented to the Contracting Officer (CO), and the Contractor will be notified of the decision in writing by the CO.

Contract Administration Data:

• Reimbursement for services provided will be made upon completion of services as specified in the Scope of work.

The Contractor shall submit an invoice to the designated Contracting Officer’s Representative or designee.

General Contract Information

• The contract will be for a term of one (1) year, and may be option extended for an additional four (4) years. This period shall commence (on or around) from date of award.

• This government shall issue a firm, fixed-price contract. The firm-fixed price shall be inclusive of all cost associated in performance of a contract.

Contracting Officer Representative (COR) Responsibilities:

• The Contracting Officer’s Representative is responsible for providing technical assistance to the Contracting Officer in administration of the contract. This responsibility involves quality assurance, inspection, surveillance, reporting, and certification of the Contractor’s performance by the CONTRACTING Officer Representative. The Contracting Officer will furnish the name of the Technical point of contact and the Contracting Officer Representative prior to the start date of the contract. The Project Officer shall inspect during and after tasks are completed.

• The Contracting Officer will designate in writing a Contracting Officer’s Representative who shall be responsible for:

Monitoring the Contractor’s technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer, changes in requirements;

Interpreting scope of work;

Performing technical evaluations required;

Performing technical inspections and acceptances required by this contract;

Monitoring funds available for obligation under this contract;

Assisting the Contractor in the resolution of technical problems encountered during performance of this contract;

• In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in the scope of work, contract price, quantity, and quality or delivery schedule shall be made only by the Contracting Officer by properly executed modification to the contract.

• The designation of a COR does not authorize or provide a legal right to change any kind of contractual terms regardless of the Contractor’s apparent difficulties in fulfilling contract requirements

Accountability.:

Log-in/log-out or sign-in/sign-out sheets shall be kept on file and verified by the Contracting Officer Representative or designee (e.g. Facility Manager) to ensure that services called for under the contract have been rendered.

Applicable Regulations, Manuals, Specifications, Equipment Lists, Etc.:

Documents applicable to the contract are listed in Contract Documents, Exhibits, or Attachments. Compliance is mandatory. The policies and procedures of mandatory directives shall be adhered to at all times.

Performance Based Assessment:

• Introduction- Performance Requirements:

A Quality Assurance Surveillance Plan (QASP) has been developed for in-house operations or to implement a service contract. It is designed to aid the PO in providing effective and systematic surveillance of all aspects of professional nursing services. This plan provides for monitoring the contract requirements

• The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. The government is primarily interested in the final service being provided and not in the details of accomplishment.

• The principal method of surveillance will be daily in some cases or by use or periodic inspections. Appropriate indicators are provided for recording observations in this type of surveillance.

• How to Use the Performance Based Matrix:

Each defect observed will be recorded on the tally report. These documents will then become a formal record for later reference. The tally of defects at the end of each year (dependent on criteria) will be compared to the acceptable number of defects appearing in the surveillance plan. Errors detected by the PO in the course of surveillance will be transmitted to the Contractor or in-house personnel for correction. Notification of errors will take place within five (5) working days. Specifics concerning any errors should be recorded on the tally checklist. The Contractor or in-house personnel, as applicable, should be asked to initial this record.

Project Officer shall forward a copy of Contractor’s compliance with performance and non- performance compliance reports

• Quality Assurance Surveillance Plan (QASP):

The Government shall monitor the Contractors’ performance through a Quality Assurance Surveillance Plan (QASP).

The QASP is for informational purposes only and not considered part of the contract.

Surveillance systems will include periodic inspection and acceptance of all deliverables as cited in the contract.

Performance Based Matrix

Outcome Required Services AQL (acceptable quality limit)

Standard

Max Allowable Degree of Deviation from Requirement/

(AQL)

Normal Method of Surveillance

Incentives and Deduction from Contract Price

Unacceptable Performance

In the event of unacceptable performance, lack of professionalism, unacceptable conduct, the Contractor shall request for replacement of personnel

Contractor shall replace personnel within 5 days upon receipt of written notification

90% Compliant Government shall notify contractor in writing of non-compliance

Incentive: No interruption of performance and positive evaluation documented in governments’ database.

De-incentive: Two (2) occurrences of which the contractor is unable to replace personnel within the time allowance, a cure notice shall be issued and possible termination of contract. Evaluation documenting performance into CPARS.

Long-term Projects or maintenance services

Completed long-term projects or maintenance plans as scheduled. No delay in completing scheduled work according to plans.

Contractor shall ensure completion

100% Government’s review & written documentation/ notification to Contractor of non-compliance.

Incentive: No disruption of performance;

positive evaluation documented in

CPARS

De-incentive: Two notices to the contractor, a cure notice shall be issued and possible termination of contract.

Evaluation documented in CPARS

Short-term projects, repairs

Accepted short-term repair work and completed as scheduled

Contractor shall ensure completion

85% Same as above Same as above