PWS_Dialysis Reverse Osmosis Maintenance_Final.docx

Performance Work Statement Department of Veterans Affairs (VA) VA Connecticut Healthcare System Dialysis Reverse Osmosis System Maintenance and Service

The purpose of this contract is to provide preventative maintenance and service calls for the reverse osmosis system located within Dialysis. The contract shall be awarded for a base year (12 months) and a potential of four (4) annual option years to be exercised at the discretion of the Government.

Location of Facility:

West Haven VAMC Building 2, Ground Floor, Room 131 (G131-2-W) 950 Campbell Avenue West Haven, CT 06516-2770

Dialysis Equipment Listing

· One (1) Water Purification Unit – Manufacturer/Model: Gambro/080247309

· One (1) Water Purification Unit – Manufacturer/Model: Gambro/CWP100

· Four (4) Carbon Filter Tanks

· Two (2) Endotoxin Filters

· One (1) Water Softener Tank

· Particle Filter

Scope of Work:

For every preventative maintenance service call for the reverse osmosis water treatment system the work shall be performed by a qualified vendor, the contractor shall:

· Provide all material, supervision, labor, safety equipment, materials, LOTO procedures, and disposal necessary to provide services.

· Check-in with VA Point of Contact (POC)

· On a monthly basis, replace the pre-filter sediment cartridge with a similar size sediment filter. Dispose of the old filter properly.

· Clean the reverse osmosis membrane during each service call.

· Change the reverse osmosis membrane every two years.

· Gather information about the system’s performance every service call.

· Complete a water quality inspection: This inspection involves checking water for iron, hardness, RO quality, chlorine leakage and overall quality. LAL samples, 5 per month per unit.

· Complete an AAMI analysis on each reverse osmosis unit, semi-annually.

· Complete an exterior system inspection, every service call: The exterior system check includes checking tanks, piping and valves for corrosion, leaks, or exterior damage.

· Complete a softener systems valve operation inspection, every service call: This inspection involves checking regeneration and service cycle flow patterns for proper operation.

· Complete a brine system inspection, every service call: This inspection involves checking the brine tank level, rinse cycle, valve, draw and rate.

· Complete a media filtration valve operation inspection, every service call: This inspection involves checking backwashing and service cycle flow patterns for correct operation.

· Complete a controls inspection, every service call: This check involves observing controls for correct programming and operation and adjusting the controls when necessary.

· Complete an RO inspection, every service call: RO inspection involves checking the membrane, pre-filters, pressure, motor, and pump.

· Complete an Electrodeionization (EDI) system inspection, every service call: This inspection involves checking the EDI for electrical consumption, quality, and resistivity output. It also includes checking water and wiring connections and adjusting them as needed.

· Probe and monitor calibration, every service call: Calibrating probes and monitors involves checking the resistivity, conductivity, chlorine, hardness, pH and ORP.

· Clean and disinfect reverse osmosis machines, bi-monthly (6 times per year).

· Clean the temperature blending valve screen and salt tank, annually. (1 time per year)

· Re-bed the carbon tanks and rebuild the head, annually. (Vendor shall protect the floor and ensure all dust and debris resulting for the job is cleaned)

· Re-bed the water softener tank and rebuild the head, annually. (Vendor shall protect the floor and ensure all dust and debris resulting for the job is cleaned)

· Provide an inspection report: An inspection report shall be completed after each inspection/service to include all relevant data and provided by the VA POC within 10 days work inspection /service

For one-time repair service calls

· Schedule repair work with VA POC

· Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services.

· Check-in with VA PAC

All work shall be performed and completed on a schedule that will be approved in advance. Dates and times of repairs shall be coordinated between the contractor and Government to minimize impact to Dialysis operations.

Interference to Normal Functions:

When the contractor’s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the VA designee at no additional charge to the Government.

Debris Removal:

The Contractor/Installer shall be required to remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable Local, State and VA and Federal regulations.

Property Damage:

The Contractor shall take all necessary precautions to prevent damage to any government property. The Contractor shall report any damages immediately and shall assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material will be replaced in a timely manner or corrected by the Contractor with like materials at no extra cost to the government upon approval of the Contracting officer.

Additional Information:

The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility.

COVID-19 Precautions:

Face coverings are required to be worn while on station. See internal VA POC for precaution updates prior to arrival on station.

COVID-19 precautions can potentially change at any time; contractors shall be required to follow all current COVID-19 regulations.

Records Management:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, contractors shall show proof of vaccination.

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

0. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

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