S02 Attachments B_C_D_E_RFQ_36C24824Q0365_HVAC Ducts Cleaning VACHS_8 April 2024.pdf

36C24824Q0365

Combined Synopsis/Solicitation 36C24824Q0365 | Page 1 of 77

Combined Synopsis-Solicitation 36C24824Q0365, “Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System”

This document includes:

1. Attachment B:

a. B.1, Price-Cost Schedule

b. B.2 – B16, Blanket Purchase Agreement (BPA) Administrative Information

c. B.17, Performance Work Statement (PWS)

2. Attachment C, Contract Clauses

3. Attachment D.1, Wage Determination

4. Attachment E, Solicitation Provisions

5. Attachment E.1.1, Instruction to Offerors

Note: Contractors are encouraged to read these sections in its entirety. Special attention shall be given to Addendum to FAR 52.212-1, INSTRUCTIONS TO OFFERORS— COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (see E.1.1 on page 52).

Combined Synopsis/Solicitation 36C24824Q0365 | Page 2 of 77

Table of Contents

ATTACHMENT B

B.1 PRICE/COST SCHEDULE ITEM INFORMATION

B.2 TERMS AND CONDITIONS

B.3 ADMINISTRATIVE DATA

B.4 AUTHORIZED REPRESENTATIVES

B.5 ORDER FORMAT

B.6 INTRODUCTION

B.7 INVOICES

B.8 AUTHORIZED LIMITS

B.9 BPA TERMS AND CONDITIONS

B.10 PERIOD OF PERFORMANCE

B.11 PRECEDENCE

B.12 PRICING

B.13 OBLIGATION OF FUNDS

B.14 AUTHORIZED INDIVIDUALS

B.15 GENERAL SERVICES ORDERS

B.16 CONTRACT ADMINISTRATION DATA

B.17 PERFORMANCE WORK STATEMENT (PWS)

ATTACHMENT C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...34

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2023) (DEVIATION) (FEB 2024)

ATTACHMENT D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

ATTACHMENT E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.1.1 ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

Combined Synopsis/Solicitation 36C24824Q0365 | Page 3 of 77

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

ATTACHMENT B

B.1 PRICE/COST SCHEDULE ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 251,153.00 LF $__________________ $__________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The quantities under this line item are estimated and are to be ordered via a Blanket Purchase Agreement (BPA) Call/Order.

Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

1001 251,153.00 LF $__________________ $__________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The quantities under this line item are estimated and are to be ordered via a Blanket Purchase Agreement (BPA) Call/Order.

Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

2001 251,153.00 LF $__________________ $__________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The quantities under this line item are estimated and are to be ordered via a Blanket Purchase Agreement (BPA) Call/Order.

Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

3001 251,153.00 LF $__________________ $__________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The quantities under this line item are estimated and are to be ordered via a Blanket Purchase Agreement (BPA) Call/Order.

Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

4001 251,153.00 LF $__________________ $__________________

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The quantities under this line item are estimated and are to be ordered via a Blanket Purchase Agreement (BPA) Call/Order.

Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

5001 125,577.00 LF NSP NSP

CONTRACTOR SHALL NOT PRICE THIS ITEM. FAR 52.217-8, OPTION TO EXTEND

SERVICES. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The quantities under this line item are estimated and are to be ordered via a Blanket Purchase Agreement (BPA) Call/Order.

Contract Period: 52.217-8 POP Begin: 06-01-2029 POP End: 11-30-2029 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

GRAND TOTAL $__________________

B.2 TERMS AND CONDITIONS

The Contractor agrees to the following terms of a Blanket Purchase Agreement (BPA) EXCLUSIVELY WITH the Department of Veterans Affairs:

B.3 ADMINISTRATIVE DATA

A Blanket Purchase Agreement (BPA) is hereby established between TO BE DETERMINED (TBD) and the Department of Veterans Affairs under the following terms and conditions incorporated in this BPA:

Primary Point of Contact: TBD

Alternate Point of Contact: TBD

System for Award (SAM) Unique Entity ID (UEI): TBD

Cognizant Office:

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) San Juan Services Team VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

B.4 AUTHORIZED REPRESENTATIVES

The primary Contracting Officer (CO) for this Agreement is:

Baryan Sierra Contracting Officer Department of Veterans Affairs Network Contracting Office 8 (NCO 8) San Juan Services Team VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan, PR 00921-3201 baryan.sierrapierluissi@va.gov

The Primary Program Point of Contact (POC) for services projects under this Agreement is:

Name: Jonathan Reed Phone: 787 641 7582 Ext. 110252 Email: jonathan.reed-cuevas@va.gov

The Secondary Program Point of Contact for services under this Agreement is: TBD

The Primary and/or Secondary Program Point of Contact will be responsible for technical monitoring of the contractor's performance and deliveries. The POC and the Contractor's Representative shall work together to ensure that all contractual requirements are being met.

The POC will interpret specifications or technical portions of the work. The POC is not authorized to perform, formally or informally, any of the following actions:

(1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

(2) Waive or agree to modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the contractor's right to proceed;

(5) Obligate in any way, the payment of money by the Government. Only a warranted

Contracting Officer is authorized to obligate funds on this or any other contract action.

The contractor shall immediately notify the Contracting Officer in writing if the POC has taken an action (or fails to take action) or issues directions (written or oral) that the contractor considers to exceed the above limitations.

The contractor shall provide the Contracting Officer information copies of all correspondence to the POC.

B.5 ORDER FORMAT

Orders will be placed against this BPA via e-mail, Electronic Data Interchange (EDI), FAX, or in hardcopy format. Each individual BPA Order will describe the tasks, services and deliverables required.

B.6 INTRODUCTION

In the spirit of the Federal Acquisition Streamlining Act, the Department of Veterans Affairs (DVA) and TBD hereby enter into a cooperative agreement, otherwise referred to as a Blanket Purchase Agreement (BPA), to further reduce the administrative costs of acquiring services.

The agreement details all services with accompanying prices and descriptions, which may be ordered under this BPA.

All orders placed against this BPA are subject to the terms and conditions of all the clauses and provisions in full text or incorporated by reference in this document.

B.7 INVOICES

a. Inspection and acceptance shall be accomplished as follows: The Government, for all services furnished under any resulting order, hereby designates the POC in the program office as the point of final inspection and acceptance. The BPA holder will submit a draft invoice, including all back-up data, to the POC for review and concurrence. When the POC receives an accurate and complete invoice, he/she will accept/reject the invoice to the BPA holder within five

(5) working days. If the invoice is incomplete or inaccurate, the POC will return the unsigned invoice to the BPA holder for correction. Once the invoice is accepted, the BPA Holder will submit it via the Tungsten Network along with all supporting documents. The POC will have seven (7) calendar days to accept/reject it. Final payment for each order will be accomplished by final invoice accompanied by a service report.

b. An itemized invoice shall be submitted to the POC at least monthly (when there is an open BPA Call/Order) or upon expiration of this BPA, whichever occurs first, for all services made during a billing period and for which payment has not been received. Copies of service tickets shall support these invoices.

B.8 AUTHORIZED LIMITS

The Government estimates, but does not guarantee, that individual BPA Orders placed against this Agreement may reach $250,000.00/per Order. This Order Limit may be increased by mutual agreement of the parties as necessary, in whole or part. The authorized Ceiling Limit of the Agreement is set at $7,500,000.00 over the period covered by the Agreement; this ceiling is also not a guarantee. All unauthorized work, regardless of amount, will be processed through the ratification process.

B.9 BPA TERMS AND CONDITIONS

This order is subject to the terms referenced in this BPA.

B.10 PERIOD OF PERFORMANCE

This BPA expires on TBD or such later ending date as determined by the exercise of any option.

B.11 PRECEDENCE

The Terms and conditions included in this BPA apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this BPA and the Contractor's invoice, the provisions of this BPA will take precedence.

B.12 PRICING

All Calls/Orders placed against this BPA are subject to the terms and conditions of the referenced BPA, the Contractor's quote and this Agreement, except where noted below.

Contractor's quote dated TBD is hereby referenced.

B.13 OBLIGATION OF FUNDS

This BPA does not obligate any funds. The Government is obligated only to the extent of authorized orders actually issued under the BPA by the Contracting Officer.

B.14 AUTHORIZED INDIVIDUALS

Individuals Authorized to Place Orders: DVA authorizes the following entities to place orders:

Any Contracting Officer within:

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) San Juan Services Team VA Caribbean HCS (Admin Bldg.)

#10 Calle Casia Suite #4M440 San Juan, PR 00921-3201

B.15 GENERAL SERVICES ORDERS

a. The BPA holder shall furnish all the necessary qualified personnel, materials, facilities, and management resources to furnish the services set forth in the Performance Work Statement (PWS) within the terms specified and at the price(s) stated.

B.16 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer: Baryan Sierra

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) San Juan Services Team VA Caribbean HCS (Admin Bldg.)

#10 Calle Casia Suite #4M440 San Juan PR 00921-3201

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] As specified in the BPA Invoices Section

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.17 PERFORMANCE WORK STATEMENT (PWS)

CLEANING OF DUCTS FOR THE HEATING, VENTILATION, AND AIR CONDITIONER

SYSTEM AT VA CARIBBEAN HEALTHCARE SYSTEM

1.0 Introduction. This is a non-personal services BPA to provide Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner (HVAC) System at Veterans Affairs (VA) Caribbean Healthcare Systems (VACHS). The government shall not exercise any supervision or control over the BPA service providers performing the services herein. Such BPA service providers shall be accountable solely to the BPA holder who, in turn is responsible to the Government.

The BPA holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at VACHS as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

1.1 Scope. The BPA holder shall perform these requirements in accordance with this PWS, and with the current standards of the National Air Duct Cleaners Association (NADCA, NADCA ASCS, NADCA ACR, and NADCA HVAC Inspection Manual. In addition, the BPA holder shall follow all accepted trade practices, standards or norms within the industry, federal, state, and local regulations standards and commonly accepted commercial practices. In the event of conflict between regulatory guidance, the most stringent requirement shall apply. The work covered under this requirement includes HVAC System Inspections and Site Preparations, General HVAC System Cleaning Requirements, Mechanical Cleaning Methodology, Cleanliness Verification, and Reporting. The BPA holder shall clean a total of 251,153 lineal feet of HVAC ducts.

2.0 General Requirements. This section describes the general requirements for this effort.

The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise BPA holder employees nor control the method by which the BPA holder performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual BPA holder employees. It shall be the responsibility of the BPA holder to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the BPA holder believes that any actions constitute, or are perceived to constitute personal services, it shall be the BPA holder's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Procurement Vehicle. The Government will award a firm-fixed price Blanket Purchase Agreement. BPA Calls/Order may be issued throughout the terms of the BPA.

2.1.2 Period of Performance. The period of performance for this effort will be a base year of 12 months and four (4) one-year option periods. T h e b ase period and options will be established after the effective date of BPA award. Each option will be exercised at the government’s discretion. In addition, the resulting BPA will have an additional option to extend the services for up to six (6) months at the government’s discretion.

2.1.3 Location and Hours of Work. The BPA holder shall provide the services at VACHS during the core hours of operation from 7:00 AM to 4:00 PM Monday through Friday. However, certain services may need to be carried out during after-hours, weekends, and/or Federal Holidays. VACHS is located at 10 Casia St. San Juan, Puerto Rico.

2.1.4 Recognized Government Holidays. The BPA holder may be required to work on the legal public holidays listed below and/or during weekends. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

New Year’s: Day 1 January Martin Luther King Jr. Birthday: 3rd Monday in January Washington’s Birthday: 3rd Monday in February Good Friday varies Memorial Day: Last Monday in May

Juneteenth: 19 June Independence Day: 4th of July Labor Day: 1st Monday in September Columbus Day: 2nd Monday in October Veterans Day: 11th of November Thanksgiving Day: 4th Thursday in November Christmas Day: 25 December

2.2 Business Relations. BPA holder has the responsibility to integrate and coordinate all activity needed to execute the requirement in this procurement. Poor quality performance and potential problems shall be provided with a corrective action plan to be submitted as fast as the situation required. This action include work provided by any subcontractor. All personnel assigned shall provide and maintain satisfactory customer service, professional conduct, and acceptable ethical behavior. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its BPA holders.

2.3 BPA Administration and Management

2.3.1.1 Contracting Officer (CO). The CO is the only person authorized to direct changes in any of the requirements under this BPA, and, notwithstanding any provisions contained elsewhere in this BPA, said authority remains solely in the CO. In the event the BPA holder effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the BPA holder. All BPA administration will be affected by the CO. Communications pertaining to BPA administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be effected, without a written modification to the BPA, executed by the CO authorizing such changes.

2.3.2 BPA holder Employees. The BPA holder shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The BPA holder shall match personnel skills to the work specified herein. The BPA holder shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned to those tasks delineated in this PWS. The BPA holder shall comply with the minimum rates established in the applicable wage determination for this service. The BPA holder shall provide the necessary resources and infrastructure to manage, perform, and administer the BPA.

2.3.2.1 BPA holder Identification. All personnel shall be identified as a BPA holder (i.e., badge, company logo, or uniform). All BPA personnel are required to identify themselves such that they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails, etc.) or reports produced by the BPA holder are suitably marked as BPA holder products or that BPA holder participation is appropriately disclosed.

2.3.3 Key Personnel. The government considers the NADCA Supervisor/NADCA ASCS and the NADCA CVI as key personnel under this requirement. The BPA holder shall provide a point of contact to administer this BPA. All key personnel shall have means of verbal and e-mail communication with the Government Technical Representative. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.4 Qualifications. The BPA holder shall be a member of the National Air Duct Cleaners Association (NADCA) and the American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE). The memberships shall remain active during the life of the resulting BPA. In addition, the BPA holder shall have a minimum of five (5) years of experience performing duct cleaning.

2.3.4.1 Personnel Qualification:

2.3.4.1.1 NADCA Supervisor/Project Manager Qualifications. The BPA holder shall have an on-site NADCA Air System Cleaning Specialist (ASCS) supervisor whenever work is carried out. The ASCS shall be a full-time employee of the BPA holder which has satisfactorily performed full-time supervision of HVAC cleaning work in the field for not less than three (3) years. In addition, the supervisor shall have a Mechanical Engineering degree from an accredited education institution.

2.3.4.1.2 NADCA Certified Ventilation Inspector (CVI). A CVI shall perform the HVAC cleanliness inspection to determine the need for cleaning. At minimum, such personnel should have an understanding of HVAC system design, and experience in utilizing accepted indoor environmental sampling practices, current industry HVAC cleaning procedures, and applicable industry standards.

2.3.4.1.3 The duties outlined in paragraphs 2.3.4.1 and 2.3.4.1.2 can be fulfill by the same person.

2.3.4.1.4 BPA holder personnel working under this requirement shall have the following certifications (certifications to be provided within 10 calendar days after BPA award and at the exercise of each option period):

a. OSHA 30-Hour Construction Training

b. Confined Space

c. Fall Protection

d. Respiratory Protection

e. Asbestos Awareness Training

2.3.4.1.5 The BPA holder personnel shall have all the required training and certifications to perform duties as delineated in this BPA. All certifications, memberships and training requirements shall be provided upon request to VACHS personnel.

2.3.4.2 Current Certificates: Ensure registrations and certifications are current, and valid for the duration of this BPA. Renew Certifications which expire prior to completion of the HVAC cleaning work, in a timely manner so that there is no lapse in registration or certification.

NADCA agency or NADCA team personnel without a current registration or current certification are not to perform HVAC cleaning work on this BPA.

2.3.4.3 Replacement of NADCA Team Members: Replacement of members may occur if each new member complies with the applicable personnel qualifications, and each is approved by the Contracting Officer.

2.3.5 Standards of Conduct. BPA holder personnel’s conduct shall not reflect discredit upon the Government. The BPA holder shall ensure that personnel present a professional appearance. BPA holder’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The BPA holder is responsible for ensuring that any BPA holder employees providing services under this BPA conduct themselves and perform services in a professional, safe, and responsible manner. The

BPA holder shall remove, from the job site, any employee for reasons of misconduct or security.

The BPA holder shall ensure employee conduct complies with 41 U.S.C. 423, Procurement Integrity. The BPA holder shall also ensure that no BPA holder employees conduct political related activities or events on VACHS facilities.

2.3.6 BPA holder personnel and property shall be subject to search and seizure upon entering and leaving the confines of VACHS facilities. The BPA holder shall be responsible for assuring that all personnel authorized to perform work under this BPA obtain facilities’ access as required. The BPA holder shall provide to the Government Technical Representative a personnel roster listing. The BPA holder shall always maintain an updated listing. New employees shall comply with the minimum requirements listed in this PWS. BPA holder access to the VA facilities shall be exclusively for work in connection with this BPA.

2.3.7 BPA holder is responsible for the supervision of all their employees while on government property. It is the BPA holder's responsibility to assure compliance with this PWS and requirements referenced in this BPA. Provisions provided in the PWS are not intended to relieve the BPA holder of this responsibility.

2.3.8 BPA holder personnel may be required to interrupt their work at any time so as riot to interfere, with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

2.3.9 Health and Safety. The BPA holder shall provide within ten (10) calendar days after BPA award a comprehensive and site-specific Health & Safety Plan. The BPA holder shall comply with applicable federal, state, and local requirements for protecting the safety of the BPA holder’s employees, building occupants, and the environment. Follow all applicable standards of the Occupational Safety and Health Administration (OSHA) when performing the tasks under this PWS.

2.3.9.1 Occupants Safety. The BPA holder shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.3.9.2 In performance of this BPA, the BPA holder shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices. The BPA holder shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.3.9.3 The BPA holder is responsible for identifying, providing, and maintaining all personal protective equipment (PPE) required to perform the duties outlined in this requirement. In addition, the BPA holder is responsible for identifying and providing all applicable safety programs (i.e., lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the BPA holder.

2.3.10 Materials and Equipment. All materials to be used in this BPA, shall be in accordance with the Environmental Regulatory section within this PWS. BPA holder shall take every precaution to ensure that environmentally friendly products are used.

2.3.10.1 Safety Data Sheets. The BPA holder shall submit to the Contracting Officer and/or his designee, prior to the start of the BPA, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the BPA, and will not use, in the facility, such materials which have not been so cleared in advance with the VACHS. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The BPA holder shall maintain a copy of all SDS at the chemical storage site in a location accessible to VACHS personnel to assure compliance with all laws and requirements regarding the "Right to Know" law.

2.3.11 Hot Work Permit. The BPA holder shall obtain a Hot Work Permit from the Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment. The BPA holder is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.

2.3.12 Injury or Accident Reporting. The BPA holder shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.3.13 As defined by OSHA and all other regulatory requirements any incident of a major malfunction, accident or injury, a written report shall be submitted by the BPA holder to VACHS within five (5) working days following the incident. The report shall state the cause, what, where and when and why the incident happened and the repairs and tests that were or are to be made to correct the cause of the incident.

2.3.14 Disposal of Debris. Dispose of all debris removed from the HVAC System in accordance with applicable Federal, State, and local requirements. Debris, garbage and/or equipment removed as part of this BPA shall be collected and precautions must be taken to ensure that is not otherwise dispersed outside the area during the cleaning process.

2.4 Environmental Regulatory.

2.4.1 Executive Orders (EOs) 13990, Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis and 14057, Catalyzing Clean Energy Industries and Jobs Through Federal Sustainability applies to this service. A copy of EO 13990 can be found at the Federal Register webpage at https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis; EO 14057 can be found at https://www.federalregister.gov/documents/2021/12/13/2021-27114/catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability.

2.4.2 Environmental Compliance. The BPA holder shall comply with all federal, state, local and facility environmental laws, rules, and plans.

2.4.3 All containers holding chemicals shall be properly labeled with the name and strength of the agent therein.

2.5 Vehicles. BPA holder’s vehicles shall be used for their designated purpose only; in operable condition and shall meet all local, state, and federal safety regulations; operated in accordance with al medical center traffic regulations; identified by company name and logo.

Due to limited space, the BPA holder can have a maximum of two (2) vehicles at any given time on VACHS premises. No parking is available for BPA holder employees at VACHS facility.

2.6 Liability and Responsibility for Damaged Property.

2.6.1 Damage to Government Property. The BPA holder shall be held responsible for cleaning up all spillage and/or leakage at no additional cost to the government. The BPA holder shall be held liable for damage or destruction of Government property (e.g., buildings, vehicles, sidewalks, fences, etc.) caused by the BPA holder, BPA holder personnel or representatives of the BPA holder in the performance of services on this BPA. The BPA holder shall submit their damage report to the Government Technical Representative within 24 hours of damage and shall include the repairs and corrective action plan, as applicable. If the BPA holder fails to take the required corrective action, the government retains the right to exercise other rights or remedies available to the CO.

2.6.2 Damage to Privately-Owned Property. The BPA holder shall be held liable for damage or destruction of privately owned property (e.g., privately owned vehicles), as defined in this PWS, caused by the BPA holder, BPA holder personnel or representatives of the BPA holder in the performance of services in this BPA. The BPA holder shall take corrective action within 5 working days to repair damages or replace destroyed property. BPA holder shall purchase and always maintain a general third-party liability insurance policy of not less than $500,000 per event coverage (See FAR Clause 52.228-5).

2.6.3 Damage Reports. The BPA holder shall submit a damage report to the CO and designated representative within 24 hours of damage or destruction to government property or privately owned property caused by the BPA holder, BPA holder personnel or representatives of the BPA holder. The damage report shall detail the facts and the extent of damages or destruction, and the corrective action taken by the BPA holder to repair damages or replace destroyed property.

2.7 Influenza vaccine.

2.7.1 “Flu Shot” is mandatory for all VHA employees and BPA holders as per VHA Directive

1192.0. BPA holder shall provide a list of employees under BPA performance with their vaccination compliance. This requirement is to be submitted annually. Employees and BPA holders who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

2.8 Addition and/or removal of work areas and services. VA reserves the right to add and/or remove locations within this BPA. All changes, if any, will be made via a supplemental agreement to the BPA.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the BPA. This section defines the minimum requirements necessary to render HVAC components clean, and to verify the cleanliness through inspection and/or testing in accordance with items specified herein and applicable NADCA Standards.

3.1 The HVAC system includes any interior surface of the Community Living Center’s (CLC), Outpatient Addition (OPA), Surgical Intensive Care Unit (SICU), South Bed Tower (SBT), Administration Building, and Main Building (Sub-Basement, Basement, 1st, 2nd, and 3rd floors) air distribution system for conditioned spaces and/or occupied zones. This includes the entire heating, air-conditioning and ventilation systems from the points where the air enters the system to the points where the air is discharged from the system. The return air grilles, return air ducts to the air handling units (AHU), the interior surfaces of the AHUs, mixing boxes, coil compartments, condensate drain pans, humidifiers and dehumidifiers, supply air ducts, fan blades, air wash systems, spray eliminators, turning vanes, filters, filter housings, reheat coils, and supply diffusers are all considered part of the HVAC system. The total lineal feet of ducts to be serviced are distributed as follows:

Building Lineal Feet Community Living Center (CLC) 8,406 Outpatient Clinic (OPA) 55,947 South Bed Tower (SBT) 42,482 Main Building 121,500

SICU/ISCU 2,308

Administration Building 20,510 Total 251,153

3.1.1 The HVAC system may also include other components such as dedicated exhaust and ventilation components and make-up air systems.

a. Supply Air Duct of AHU’s and Supply Fans include but not limited to, Ductwork, VAV’s and its internal components (Damper, Pitot tube, Re-heat coils), reheat coil and coil fins, dampers, fire dampers, balancing dampers, isolation dampers, Turning vanes, Diffusers.

b. Return Air Duct of AHU’s and Supply fans include but not limited to, ductwork, dampers, balancing dampers, fire dampers, isolation dampers,

c. Return fans include but not limited to, fan assembly, return fan ductwork, return grilles, turning vanes, Dampers, fire dampers, balancing dampers.

d. Exhaust Fans can include but not limited to, exhaust grilles, ductwork, damper, balancing damper, fire damper, isolation damper, fan assembly, turning vanes.

e. Negative pressure fans include but not limited to, ductwork, grilles, HEPA Filters, turning vanes.

f. Air Wash System include but not limited to, ductwork, turning vanes, dampers, balancing dampers, grilles.

3.2 HVAC System Component Inspection and Site Preparations.

3.2.1 Prior to the commencement of any cleaning work, the HVAC system cleaning BPA holder shall perform a visual inspection of the HVAC system to determine appropriate methods, tools, and equipment required to satisfactorily complete this project. The cleanliness inspection should include air handling units and representative areas of the HVAC system components and ductwork. In HVAC systems that include multiple air handling units, a representative sample of 75% of the units should be inspected.

3.2.2 Site Evaluation and Preparations. The cleanliness inspection shall be conducted without negatively impacting the indoor environment through excessive disruption of settled dust, microbial amplification, or other debris. In cases where contamination is suspected, and/or in sensitive environments where even small amounts of contaminant may be of concern, environmental engineering control measures should be implemented.

3.2.3 BPA holder shall conduct a site evaluation, and establish a specific, coordinated plan which details how each area of the building will be protected during the various phases. BPA holder should provide a written maintenance program.

3.2.4 Some areas shall be coordinated and scheduled to perform the work afterhours and/or weekends.

3.2.5 Coordination meetings with Program Point of Contact, stakeholders and other government personnel should be performed prior to start any work.

3.2.6 Damaged system components found during the inspection shall be documented and brought to the attention of the Program Point of Contact.

3.3 General HVAC System Cleaning Requirements

3.3.1 Containment. Collect debris removed during cleaning and take precautions to ensure that debris is not otherwise dispersed outside the HVAC system during the cleaning process.

3.3.2 Particulate Collection. Where the Particulate Collection Equipment (PCE) is exhausting inside the building, use HEPA filtration with 99.97 percent collection efficiency for 0.3-micron size (or greater). When the PCE is exhausting outside the building, undertake mechanical cleaning operations only with PCE, including adequate filtration to contain debris removed from the HVAC system. When the PCE is exhausting outside the building, take precautions to locate the equipment down wind and away from all air intakes and other points of entry into the building.

3.3.3 Controlling Odors. Take all reasonable measures to control offensive odors and/or mist vapors during the cleaning process.

3.3.4 Component Cleaning. Employ cleaning methods such that all HVAC system components are Visibly Clean as defined in applicable standards. Upon completion, return all components to those settings recorded just prior to cleaning operations.

3.3.5 Air-Volume Control Devices. Mark the position of dampers and any air-directional mechanical devices inside the HVAC system prior to cleaning and, upon completion, restore to their marked position.

3.3.6 Service Openings. Utilize service openings, as required for proper cleaning, at various points of the HVAC system for physical and mechanical entry, and inspection. Utilize the existing service openings already installed in the HVAC system where possible.

3.3.6.1 Create other openings where needed, created, and resealed in conformance with NADCA Standard 05. Place closures so they do not significantly hinder, restrict, alter the airflow within the system, or compromise the structural integrity of the system. Properly insulate closures to prevent heat loss/gain or condensation on surfaces within the system. Conform construction techniques used in the creation of openings to requirements of applicable building and fire codes, and applicable NFPA, SMACNA and NADCA Standards. Cutting service openings into flexible duct is not permitted. Disconnect flexible duct at the ends as needed for proper cleaning and inspection.

3.3.6.2 Reseal rigid fiber glass duct systems in accordance with NAIMA recommended practices; NAIMA AH112, NAIMA AH122, and NAIMA AH127. Only closure techniques which comply with UL 181, UL 181A, or UL 181B are suitable for fiber glass duct system closures.

3.3.6.3 Provide access doors for openings that need to be re-opened for future inspection or remediation. Clearly mark all service openings, capable of being re-opened for future inspection or remediation, and report their location in service report documents.

3.3.7 Ceiling sections (tile): The BPA holder may remove and reinstall ceiling sections to gain access to HVAC systems during the cleaning process. A Penetration Permit Policy need to be request for each ceiling section that need to be accessed, if any ceiling tile result damaged the BPA holder will replace without any additional cost to the facility.

3.3.8 Air distribution devices (registers, grilles & diffusers). The BPA holder shall clean all air distribution devices.

3.3.9 Duct Systems. Create service openings in the system as necessary in order to accommodate cleaning of otherwise inaccessible areas.

3.3.9.1 Mechanically clean all duct systems to remove all visible contaminants, such that the systems are capable of passing NADCA Cleaning Verification Testing Standards.

3.3.10 Air handling units, terminal units (VAV, Dual duct boxes, etc.), blowers and exhaust fans.

The BPA holder shall ensure that supply, return, and exhaust fans and blowers are thoroughly cleaned. Areas to be cleaned include blowers, fan housings, plenums (except ceiling supply and return plenums), scrolls, blades, or vanes, shafts, baffles, dampers, and drive assemblies.

All visible surface contamination deposits shall be removed in accordance with NADCA Standards. In addition, the BPA holder shall:

3.3.10.1 Clean all air handling units (AHU) internal surfaces, components and condensate collectors and drains.

3.3.10.2 Assure that a suitable operative drainage system is in place prior to beginning wash down procedures.

3.3.10.3 Clean all coils and related components, including evaporator fins.

3.4 Mechanical Cleaning Methodology.

3.4.1 Source Removal Cleaning Methods. designed to extract contaminants from within the HVAC system and safely remove contaminants from the facility. Select Source Removal methods which will render the HVAC System Visibly Clean and capable of passing NADCA cleaning verification methods Standards and other specified standards and tests, in accordance with all general requirements. Use no cleaning method, or combination of methods, which could potentially damage components of the HVAC system or negatively alter the integrity of the system.

3.4.1.1 Incorporate the use of vacuum collection devices that are operated continuously during cleaning for all methods used. Connect a vacuum device to the downstream end of the section being cleaned through a predetermined opening. Use a vacuum collection device of sufficient power to render all areas being cleaned under negative pressure, such that containment of debris and the protection of the indoor environment is assured.

3.4.1.2 Equip all vacuum devices exhausting air inside the building, including hand-held vacuums and wet-vacuums, with HEPA filters (minimum efficiency).

3.4.1.3 Equip all vacuum devices exhausting air outside the facility with Particulate Collection including adequate filtration to contain Debris removed from the HVAC system, in a manner that does not allow contaminants to re-enter the facility. Release of debris outdoors which violates any outdoor environmental standards, codes or regulations is not allowed.

3.4.1.4 All methods require mechanical agitation devices to dislodge debris adhered to interior HVAC system surfaces, such that debris may be safely conveyed to vacuum collection devices.

Acceptable methods include those which will not potentially damage the integrity of the ductwork, nor damage porous surface materials such as liners inside the ductwork or system components.

3.4.2 Methods of Cleaning Fibrous Glass Insulated Components. Thoroughly clean glass (thermal/acoustical) insulation elements present in any equipment or ductwork with HEPA vacuuming equipment. Clean while the HVAC system is under constant negative pressure, and not permitted to get wet in accordance with applicable NADCA and NAIMA standards and recommendations.

3.4.2.1 Do not use cleaning methods that cause damage to fibrous glass components or renders the system capable of passing Cleaning Verification Tests NADCA Standards.

3.4.2.2 Provide surface treatment for insulation for sections of internally-lined duct. Select and apply encapsulants, coatings, and insulation repair products to completely restore surface integrity of fibrous glass surfaces in accordance with applicable standards and manufacturer's installation instructions.

3.4.3 Damaged Fibrous Glass Material. If there is any evidence of damage, deterioration, delamination, friable material, mold or fungus growth, or moisture such that fibrous glass materials cannot be restored by cleaning or resurfacing with an acceptable insulation repair coating, identify them to the Contracting Officer for replacement.

3.4.3.1 When requested or specified, remediate exposed damaged insulation in air handlers and/or ductwork requiring replacement.

3.1.1 Cleaning of Coils. Use any cleaning method which renders the coil visibly clean and capable of passing NADCA Coil Cleaning Verification Standards. Coil drain pans are subject to Non-Porous Surfaces Cleaning Verification. Maintain operability of the drain for the condensate at all times. Do not damage, displace, inhibit heat transfer, or cause erosion of the coil surface or fins, and conform to coil manufacturer recommendations when available. Thoroughly rinse coils with clean water to remove any latent residues.

3.1.2 Antimicrobial Agents and Coatings. Antimicrobial agents shall only be applied if active fungal growth is reasonably suspected, or where unacceptable levels of fungal contamination have been verified through testing.

3.1.2.1 Application of any antimicrobial agents used to control the growth of fungal or bacteriological contaminants shall be performed after the removal of surface deposits and debris.

3.1.2.2 When used, antimicrobial treatments and coatings shall be applied in strict accordance with the manufacturer’s written recommendations and EPA registration listing.

3.1.2.3 Antimicrobial coatings shall be applied according to the manufacturer’s written instructions. Coatings shall be sprayed directly onto interior ductwork surfaces, rather than “fogged” downstream onto surfaces.

3.2 Cleanliness Verification. Verification of HVAC System cleanliness shall be determined after mechanical cleaning and before the application of any treatment or introduction of any treatment-related substance to the HVAC system, including antimicrobial agents and coatings.

3.2.1 Visual Inspection. Visually inspect the HVAC system to ensure that no visible contaminants are present. If no contaminants are evident through visual inspection, consider the HVAC system clean; however, further verification of the system cleanliness through gravimetric or wipe testing analysis testing may be requested by the government.