PWS Reverse Osmosis.pdf

PERFORMANCE WORK STATEMENT

REVERSE OSMOSIS UNIT

SERVICE AND TESTING

Contractor shall provide all equipment, material, labor, travel costs and supervision, to inspect, service, test and calibrate the reverse osmosis unit system, located in B452 at the Tomah VA Medical Center, according to the following statement of work.

BASE YEAR: September 1, 2023, through August 31, 2024

ITEM DESCRIPTION

UNIT

UNIT

PRICE

TOTAL

PRICE

Contractor shall provide all equipment, material, labor, travel costs and supervision, to inspect, service, test and calibrate the reverse osmosis unit system

Each $0.00 $0.00

0002 Site Visits – Three (3) annually for emergency repairs Each $0.00 $0.00

0003 Unscheduled RO System Sterilizations – Up to 5 per year Each $0.00 $0.00

OPTION YEAR 1: September 1, 2024, through August 31, 2025

UNIT

PRICE

TOTAL

PRICE

Contractor shall provide all equipment, material, labor, travel costs and supervision, to inspect, service, test and calibrate the reverse osmosis unit system

Each $0.00 $0.00

1002 Site Visits – Three (3) annually for emergency repairs Each $0.00 $0.00

1003 Unscheduled RO System Sterilizations – Up to 5 5 per

OPTION YEAR 2: September 1, 2025, through August 31, 2026

UNIT

PRICE

TOTAL

PRICE

Contractor shall provide all equipment, material, labor, travel costs and supervision, to inspect, service, test and calibrate the reverse osmosis unit system

Each $0.00 $0.00

2002 Site Visits – Three (3) annually for emergency repairs Each $0.00 $0.00

2003 Unscheduled RO System Sterilizations – Up to 5 5 per

OPTION YEAR 3: September 1, 2026, through August 31, 2027

PRICE

TOTAL

PRICE

Contractor shall provide all equipment, material, labor, travel costs and supervision, to inspect, service, test and calibrate the reverse osmosis unit system

Each $0.00 $0.00

3002 Site Visits – Three (3) annually for emergency repairs Each $0.00 $0.00

3003 Unscheduled RO System Sterilizations – Up to 5 5 per

OPTION YEAR 4: September 1, 2027, through August 31, 2028

UNIT

PRICE

TOTAL

PRICE

Contractor shall provide all equipment, material, labor, travel costs and supervision, to inspect, service, test and calibrate the reserve osmosis unit system

Each $0.00 $0.00

4002 Site Visits – Three (3) annually for emergency repairs Each $0.00 $0.00

4003 Unscheduled RO System Sterilizations – Up to 5 5 per

SCOPE OF WORK SPECIFICATIONS

1. DESCRIPTION OF SERVICES

A. Testing and calibration shall take place as follows in Table 1.

Table 1:

Sensor/Probes Calibration Cycle

Replacement of Sensor

Conductivity Quarterly 3 – 5 Years pH Quarterly Annually Turbidity Quarterly 3 – 5 Years

1) All probes to be calibrated and replaced per Table 1 above. Replacement is as indicated in Table 1 above, or as needed.

B. Inspect and replace the following Reverse Osmosis (RO) system filters per manufacturer’s recommendations, or as needed. Tomah VAMC policy requires, at a minimum, that filter replacement shall be per manufacturers’ recommendations.

1) Holding tank atmospheric filter. Inspect and replace annually.

2) Carbon filters/media. Inspect and replace annually.

3) System pre-filter. Inspect and replace quarterly.

4) Three (3) RO unit membranes.

a) Replace RO unit membranes on an annual basis.

5) Endotoxin Filters per Table 1.2 below.

Table 1.2: Ameriwater™, Endotoxin Filter Cartridges, Covelante Charge Modified, Highly Asymmetric, Hydrophilic Polysulfone Membrane, (20”), Four Each.

Description Maintenance Schedule Replace Endotoxin Filter Quarterly Note – If the endotoxin filter fails prior to the quarterly replacement interval, then Contractor shall utilize emergency maintenance dollars for replacement. Coordinate these replacement activities with contract COR.

C. Inspect and replace the following RO system, Ultraviolet Water Disinfection system parts as defined in Table 1.3 below.

Table 1.3: Viqua™, Lightwise Pro 30, Ultraviolet Water Disinfection System.

Description Maintenance Schedule Inspect UV Light Output Quarterly Inspect and Clean Quartz Tube

Quarterly

Replace UV Light Bulb Quarterly Note – If the UV light fails prior to the quarterly replacement interval, then Contractor shall utilize emergency maintenance dollars for replacement. Coordinate these replacement activities with contract

COR.

D. Sanitization and backflushing of complete system.

1) This shall occur after service and when the system is opened for preventative maintenance or repairs.

2) Sanitization of entire system shall re-occur if water testing/sampling results are returned outside of acceptable limits, in accordance with Association for the Advancement of Medical Instrumentation (AAMI) Technical Information Report (TIR) 34. See Table 2 below for acceptable limits that testing should fall within.

Table 2:

Metric Units Critical

Water

Water Use Final Rinse/Steam

Bacteria cfu/mL < 10

Endotoxin

EU/mL

< 10

Total Organic Carbon Mg/L < 1 pH 5 to 7 Hardness, chlorides, iron, copper, manganese

Mg/L < 1

Conductivity uS/cm < 10

E. Provide up to five (5) unscheduled sterilizations, per year, to the RO system loop, per the following.

1) Use peracetic acid or ozone for sterilizing the system. Receive authorization from COR prior to utilizing a substitute. If using ozone, then remove endotoxin filters and sterilize filters separately with peracetic acid.

2) After sterilization, flush system and demonstrate there are no trace sterilization products present in the system.

F. Emergency Repairs.

1) Site Visits – Three (3) annually for emergency repairs.

a) Service shall occur within 24 hours of contact of the Contractor, by the Tomah VAMC. Coverage shall be 24/7/365 and shall include all labor, travel, and parts.

b) If notification occurs after normal working hours on weekend that could extend past the on-site 24-hour response timeframe, then work shall commence during the soonest available day during the hours of coverage. For example, notification on Friday evening would result in a response greater than 24 hours for an on-site response of Monday 8am.

c) Contractor shall call back within 8 hours of contact by Tomah VAMC Contracting Officers Representative (COR).

d) All emergency repair costs, per visit, shall have a “not to exceed” limit of $7,000.

i Contractor shall provide the contract COR/ACOR with an itemized quote that breaks out all labor, material and equipment needed for repairs.

ii Contractor shall coordinate with contract COR for all needed repairs and shall not commence repair work prior to COR approval.

iii After work completion, Contractor shall provide contract COR with an itemized list, in digital PDF format, of all repairs performed, with Contractor’s signature.

G. Any changes to this PWS shall be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

H. Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government.

Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place.

2. GENERAL INFORMATION

SERVICE HOURS AND FEDERAL HOLIDAYS

A. Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, local time, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee.

B. All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR.

C. Federal Holidays observed by the VAMC are:

New Years’ Day Independence Day Christmas Day Columbus Day Labor Day Martin Luther King Day Memorial Day Presidents’ Day Veterans’ Day Juneteenth Thanksgiving Day

D. It is recommended that the Contractor make a pre-bid site visit to the Tomah VAMC, to view the RO system, as part of this solicitation.

E. Compliance with General Safety Regulations:

1) The Contractor shall coordinate all dates for service and testing with contract COR.

2) The contractor’s FST (Field Service Technician) shall contact the COR/POC prior to performing service at this location and shall communicate to the COR of their presence on the Tomah VA Medical Center campus.

3) Contractor is responsible to replace any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government.

4) Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur.

3. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

A. Scheduling of work shall be arranged with either the COR (Contracting Officers

Representative) or contract ACOR (Alternate Contracting Officers Representative).

4. COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING

EQUIPMENT:

A. The Contractor shall perform the services defined in this statement of work per the

AAMI, page 33, Section 9.3, Water maintenance personnel, and as follows;

1) Water maintenance personnel shall have received education, training, and competency certification, with verification, in the maintenance and monitoring of water treatment equipment.

i Contractor shall provide all education, training, and competency certificates at the time of solicitation bid.

2) All personnel training shall be specific to the functions performed in this contract.

3) Contractor shall provide documentation proving, at a minimum, three years of company experience, of all work indicated in this Statement of Work, at the time of solicitation bid.

B. Contractor shall be an Ameriwater, RO Systems International and Viqua authorized dealer and shall provide and install only all Original Equipment Manufacturer (OEM) parts.

5. ORIENTATION FOR CONTRACTOR EMPLOYEES:

A. Contractor will attend an orientation meeting as arranged by the Contracting Officer's Representative (COR). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting)

• Fire and Safety

• Infection control

• Disaster procedures - Other

B. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above.

6. CONTRACT DELIVERABLES

Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables:

A. All service and inspection reports upon completion of scheduled maintenance, calibrations, notating deficiencies, repairs and scheduled and un-scheduled sanitization procedures.

B. All reports shall be in a digital PDF format.

7. SECURITY REQUIREMENTS

A. All Contractor FST’s (Field Service Technician(s)) shall obtain contractor ID badges from the COR. Identification shall be worn visible always by the Contractor and all FST’s while on premises. Contractor shall coordinate with COR to acquire said identification badges.

B. During normal working hours of operation, Monday through Friday, the contractor shall check in with the COR/Tomah VAMC (Veterans Affairs Medical

Center) POC (Point of Contact) when arriving to perform work and check out with the COR/Tomah VAMC POC when work/workday is complete.

C. During other than normal hours of operation, the contractor shall sign in and out with the Fire Department located on the east end of B36.

D. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section.

The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

E. Effective October 1, 2019, smoking is prohibited both inside and outside (entire campus) at the VAMC.

F. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

8. RISK CONTROL

A. Performing work in some spaces within B452, Sterile Processing Services

(SPS), shall require the Contractor to wear Personal Protective Equipment (PPE), such as hair/beard covers, mask, face shields, 360° wrap-around isolation gowns/jump suits and foot covering. This is for the safety of the individual/contractor entering the space and serves in the reduction of cross contamination. The facility will provide appropriate PPE when required in these spaces.

B. The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts.

C. All work affecting patients shall be coordinated in advance by the Government and the Contractor to have minimal impact on the patients.

9. PLACE OF PERFORMANCE

Tomah VA Medical Center, 500 E. Veterans St., Tomah, WI. 54660

END