Pool Maintenance SOW.docx

Statement of Work Veteran’s Affairs Palo Alto Health Care System Therapeutic Swimming Pool Maintenance Service

1.0 GENERAL INTENTION AND REQUIREMENTS

A. The intention of this Statement of Work (SOW) is to obtain maintenance and repair services for the therapeutic swimming pools located at the Veterans Affairs Palo Alto Health Care System (VAPAHCS).

B. The Contractor shall provide all management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, and testing to keep the therapeutic swimming pools and equipment operating as originally specified by the equipment manufacturer and as designed & commissioned.

C. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences.

D. The Contractor shall perform services six (6) days per week, excluding Sunday, and starting at 6:00PM each day to minimize impact to the pool service.

1.1 CODES and STANDARDS

A. The publications listed below form a part of this Contract. Therapeutic Swimming Pools shall meet the requirements of the current code editions published, all manufacturer guidelines, Veteran’s Affairs memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

1. California Code of Regulations, Title 22, Sections 65501-65551

2. Federal Pool and Spa Safety Act, H.R. 6-303 to 309, Title XIV – Pool and Spa Safety.

3. Veterans Affairs Palo Alto Health Care System Medical Center Policy 138-21-02

1.3 DEFINITIONS/ACRONYMS

CONTRACTOR – Private entity holding and in contractual agreement with the Federal entity within this contract, representative of all Prime contracted, and subcontracte employees.

CO – Contracting Officer COR – Contracting Officer’s Representative FAR – Federal Acquisition Regulation MCP – Maintenance Control Program provided by Contractor MSDS – Material Safety Data Sheet provided by Contractor NTP – Notice to Proceed OSHA – Occupational Safety and Health Administration PO – Purchase Order issued by the CO/COR PPE – Personal Protective Equipment QAP – Quality Assurance Program provided by Contracting Officer QCP – Quality Control program provided by Contractor VA – United States Department of Veterans Affairs VAMC – Veterans Affairs Medical Center PWS – Performance Work Statement Therapeutic Swimming Pool – Pools operating at a temperature above 90 degrees Fahrenheit, with water outlet features for therapeutic use.

1.5 GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

A. VAPAHCS will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this Contract at his/her own expense.

B. VAPAHCS will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

C. VAPAHCS will not provide any materials to the Contractor.

D. VAPAHCS will furnish the following services for use in those facilities provided by the VAPAHCS and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

1.6 CONTRACTOR REQUIREMENTS

A. The Contractor shall have a minimum of five (5) years within the last ten (10) years of successful experience maintaining Swimming pools identical or similar to the types listed in this Contract. Offerors shall submit references for five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to the contacting office.

B. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the contract work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) work days of the changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within 24 hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.

C. The selection, assignment, and management of Contractor’s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPAHCS facility or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

1.7 BACKGROUND CHECKS and IDENTIFICATION BADGES

A. Contractor and Subcontractor personnel that work on any VAPAHCS property must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

B. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

C. Department of Veterans Affairs requires all Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at the VAPAHCS facilities. This ID badge shall be issued by the VAPAHCS security office under its rule for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s service or the Contract is terminated, the employee’s badge shall be returned to the VAPAHCS within 3 working days.

1.8 EMERGENCY TELEPHONE NUMBERS

The Contractor shall provide the CO/COR with pertinent emergency telephone numbers in order to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR.

2.0 MAINTENANCE SERVICES

A. Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

B. Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform the tasks required under this Contract. Any parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source.

C. Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment.

D. The contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impari or jeopardize safe and continuous functioning of the equipment.

E. The Contractor shall submit a detailed cost estimate for any required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for an emergency situation, without the written consent of the CO/COR and receipt of a separate Purchase Order to cover the cost of the additional work.

F. The Contractor shall submit an annual schedule within 10 bussiness days of award to the base year and subsequent option years identifying all the required service requirements in this contract to the COR.

G. The Contractor shall perform all required tasks identified under the proceeding sections to each pool under this contract; two (2) pools at the Palo Alto Campus, one (1) pool at the Menlo Park campus. The VA may request to add or remove inventory as required. This contract does not include decorative fountains as part of the service agreement but reserve the right to modify and add inventory in the event there is a requirement to maintain active use decorative fountains.

H. In general each pool maintenance service shall include but not be limited to: skimming water surfaces, brushing of walls and floors, vacuum pool floors/bottoms, clean filters/pump strainers/skimmer baskets, testing water chemistry, adjusting/maintaining chemistry levels, and documentation of all actions performed the day of the service.

I. The Contractor shall perform maintenance services at times that minimizes impact to patient care services. The scheduled maintenance shall be conducted Monday-Saturday after 6:00PM each day. Normal patient care operations are Monday thru Friday 8:00 AM to 4:30 PM.

2.1 EXTENDED OUT OF SERVICE NOTIFICATIONS

A. Notify Facilities Management Service (Boiler Plant After-Hours), and the COR via call/text/email in the event an extended outage needs to occur. If repairs or maintenance requires more than 24 hours, daily updates shall be communicated to the COR on the issues causing the extended outage. Notify Facilities Management Service and the COR when placing the pool back in service.

B. When a pool is taken out of service, appropriate signage shall be installed at each entry door to notify patients or staff that the pool is unavailable for use or is closed for maintenacne. The Contractor shall provide signage and post in a manner which does not damage paint or other finishes. Upon completion, all signage shall be immediately removed.

C. All maintenance and/or repairs that will remove a pool from service for an extended period of time (4 hours or longer) shall be scheduled in advance with the CO/COR. A schedule for maintenance shall be submitted within 10 days of the start of the contract.

D. Under no circumstances will any shutdown or breakdown last longer than five (5) consecutive working days, from initial notification to the Contractor, without prior approval of the CO/COR.

E. All unscheduled outages of the pools shall have written (emailed) notification provided to the COR with detailed destriptions of the outage emailed the following business day.

2.2 PALO ALTO BUILDING 530 THERAPY AND LAP POOL SPECIFIC TASKS

A. MONDAY: Test water balance and add chemicals as needed.

B. TUESDAY: Skim water surface, brush walls and floors, vacuum pool bottom, backwash/clean filter(s), clean pump strainer basket(s) and skimmer basket(s), test water balance and add chemicals as needed.

C. WEDNESDAY: Test water balance and add chemicals as needed.

D. THURSDAY: Test water balance and add chemicals as needed.

E. FRIDAY: Skim water surface, brush walls and floors, vacuum pool bottom, backwash/clean filter(s), clean pump strainer basket(s) and skimmer basket(s), test water balance, and add chemicals as needed.

F. SATURDAY: Test water balance and add chemicals as needed.

G. MONTHLY: Shut down automatic water level feeder, remove 10,000 gallons of water from each pool, fill pools back to normal level with fresh water, dispense chemicals as required, add 10 bags of salt, dilute salt in water by sweeping until completely dissolved, shut down chlorine generator on back wall, remove and clean generator cell and clean in solution of 10 parts water 1-part acid, donning all necessary PPE prior to starting, reinstall chlorine generator cell inside housing and restore power, inspect and clean sand filtration system, add fresh sand to filter as needed, wait approximately 1 hour and recheck chemical balance in pools, adjust chemicals as needed.

2.3 MENLO PARK BUILDING 334 SWIMMING POOL SPECIFIC TASKS

A. MONDAY: Test water balance and add chemicals as needed.

B. TUESDAY: Skim water surface, brush walls and floors, vacuum pool bottom, backwash/clean filter(s), clean pump strainer basket(s) and skimmer basket(s), test water balance and add chemicals as needed.

C. WEDNESDAY: Test water balance and add chemicals as needed.

D. THURSDAY: Test water balance and add chemicals as needed.

E. FRIDAY: Skim water surface, brush walls and floors, vacuum pool bottom, backwash/clean filter(s), clean pump strainer basket(s) and skimmer basket(s), test water balance, and add chemicals as needed.

F. SATURDAY: Test water balance and add chemicals as needed.

G. MONTHLY: Open pool ball valve (P1), close surge pit supply ball valve (P2), shut down automatic water level feeder, use sump to empty surge pit, inspect and clean all surge pit piping, rinse and clean/vacuum surge pit of debris, remove trough grates around pool perimeter, scrub sweep and rinse pool of debris, reinstall trough grates, using sump pump, remove 10,000 gallons of water from pool approximately 8-1/2” from normal water level, take current pool water readings, commence filling surge pit with water, when surge pit is completely full continue with filling pool with fresh water back to its normal level, Add necessary amount of chemicals as needed, drop 400lbs of salt into pool, dilute salt in water by sweeping salt on pool floor until completely dissolved, shut down chlorine generator on back wall, remove and clean generator cell in vat of acid donning appropriate PPE, reinstall and turn on chlorine generator cell in housing, inspect and clean sand filtration system, add fresh sand to filter as needed, wait approximately 1 hour and recheck chemical balance in pool, adjust chemicals as needed to achieve desired balance, close pool valve (P1) and open surge supply valve (P2).

3.0 WRITTEN MAINTENANCE RECORDS

A. The Contractor shall maintain both hard and electronic copies of all maintenance and testing records. Hard copis shall be kept on site on a wall mounted binder inside the pool machine room. Electronic copies shall be emailed to the COR and designated parties at the end of each month. Deficiencies or issues requiring elevation shall be submitted as soon as possible. All activites and visits shall be recorded in both hard and electronic format.

B. Examples of maintenance logs shall be provided to the vendor for continuity of maintenance service records.

3.1 INJURY and ACCIDENT REPORTS

A. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAPAHCS all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

B. Written reports for all incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

4.0 SAFETY

C. Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. Safety shall be the Contractor’s highest priority. OSHA Recordable Rate shall be no more than 1.0. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. The Contractor shall provide a detailed explanation as to how the service will be implemented and managed to ensure compliance with all applicable OSHA Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level that presents no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government.

D. In performance of this Contract, the Contractor shall follow VAPAHCS safety policy and standards for safe work practices, and take such safety precautions as the VAPAHCS Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy.

E. Patient, employee, visitor, and Contractor personnel safety shall be maintained at all times. The Contractor is responsible for the 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 elevator immediately after completion of work or when leaving the job unattended.

F. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, 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 VAPAHCS. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each machine room to assure compliance with all laws and requirements regarding the “Right to Know” law.

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

H. The Contractor shall obtain a Hot Work Permit from the VAPAHCS Safety staff or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.

I. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the VAPAHCS Safety Officer 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 Contracting Officer may issue an order halting 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.

J. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service.

5.0 QUALITY CONTROL PROGRAM

A. Contractor shall establish a complete Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed.

6.0 PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT

A. Payment for all of the work covered under this Contract shall be billed on a monthly basis. Payment will include compensation for all labor, materials, parts, tools, equipment, transportation, supervision, administration, insurance, third-party testers, certifications, licenses, travel and all costs incurred directly or indirectly by the Contractor in an effort to complete the work of this Contact.

B. Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee.

C. Contractors failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and VA will deduct proportionately from payments for services missed. Criticality of this equipment requires that continued such failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means.

6.2 PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT

Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

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