S02 CS Att A PWS Sol 36C24823Q0773 FY23 Oxygent Tank PM Services.pdf

S02 CS Att. A Performance Work Statement RFQ 36C24823Q0773, FY23 Oxygen Tanks PM Services.

PERFORMANCE WORK STATEMENT

OBJECTIVE

The VA Caribbean Healthcare System (VACHS), 10 Casia St, San Juan, PR 00921, has a requirement for the maintenance and repair of medical-grade liquid bulk oxygen tank system.

Contractor shall furnish all necessary labor, materials, supplies, and equipment to perform preventive maintenance with inspection and certification and related services as describe herein to the oxygen tanks system located at VA Medical Center San Juan, Puerto Rico in accordance with the terms and conditions of this contract for the period specified in the schedule.

PERIOD OF PERFORMANCE

The period of performance for this service is one (1) base year from the date of award, plus four

(4) additional option years.

OPERATION HOURS

Normal business hours are 7:00 am to 3:30 pm, Monday through Friday, excluding federal holidays. Some contract tasks may require to be performed other than during normal business hours.

Work shall be performed at designated time arranged with the Contracting Officer Representative (COR). A work schedule should be developed, and the indicated time frames should be the minimum basis for the scheduling of preventive maintenance and inspection tasks.

Contractor personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including oxygen deliveries and others.

SUPERVISION

The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor and/or his Supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports or requests from the Contracting Officer (CO) and/or COR. The Contractor shall provide in writing to the CO prior to the contract starting date the name, telephone number and address of on-site supervision at least five working days. The term °on-site Supervisors" mean a person designated in writing who has authority to act for the Contractor on a day-to-day basis at the worksite. The contractor shall arrange for satisfactory supervision of the contract work.

COMPETENCY REQUIREMENTS

The contractor shall comply with National Fire Protection Association requirements, specifically the latest edition of Standards NFPA SO and NFPA-99. To comply with Standards NFPA 50 and NFPA-99 requirements the contractor shall provide written confirmation that employees are competent to perform the task as described in the statement of work assigned on this contract (see below):

“This is to certify that is competent to perform the tasks as described in the statement of work contract” Signature:

Date:

All contract employees shall sign-in and sign-out during his/her work schedule. Contractor shall provide backup contract employee during the absent (annual leave, sick leave, etc.) of any of the employees assigned to work under this contract. Backup employees shall comply with the contract regulation and specification. Upon contract award Contractor shall provide the name of each employee assigned to this VAMC contract. Contractor is responsible to maintain this list updated.

The Contractor shall provide evidence of technical qualifications and previous experience in installing laboratory and healthcare equipment on three similar projects. Contractor shall possess medical gases installation and repair certification in compliance with ASSE Standard Series 6000 (ASSE 6010 Installers, ASSE 6020 Inspectors and ASSE 6040 Maintenance Personnel).

The Contractor shall provide protective equipment and attire to personnel and require employees to use it while the performance of their duties as necessary. The contractor shall comply with all regulations, agency, federal, local, OSHA, NFPA, EPA, EQB, CDC and The Joint Commission (TJC) Standards.

SERVICES REQUIRED

Description of Major Equipment:

One (1) 1,500 gal Taylor-Wharton Liquid Oxygen Tank

Two (2) 6,000 gal Taylor-Wharton Liquid Oxygen Tank

VAMC reserves the right to cancel the schedule or re-schedule preventive maintenance services, if necessary, at no additional cost to the Government. PM schedule must be provided within thirty (30) days from award and shall be coordinated and approved by the COR.

The Contractor shall perform and provide the following services within the Bulk Oxygen System:

Verify and/or inspect tanks pressure and levels.

Verify and/or inspect pipe pressure.

Verify and/or inspect leakage from valves, relief valves or piping connections. Standard maintenance practices apply to the replacement of seats and discs in globe and gate valves.

Replace and repair all valves within the Bulk Oxygen system as needed. Replacement parts may be ordered from the valve manufacturer. Provide the factory part number marked on the valve for identification. Replacement parts shall be exact match to the ones being replaced or specific for the oxygen service.

Contractor shall provide a certification of work in compliance NFPA 50 and 99, when repairs are performed prior to place oxygen system back on service.

Verify and/or inspect Barton Gauges. Pressure and level readings shall be within +I- 1 psig or +/- 1 inch, respectively. Do not allow unqualified persons to attempt repairs on this equipment.

Field repairs to instruments and controls must be made by a qualified instrument specialist.

Rep1ace Barton gauges as required.

Paint of bollards, tanks, and lines as needed.

Pressure wash tanks and concrete area delimited by the fence.

Stainless steel control panel shall be cleaned.

Keep a permanent log of all inspections, maintenance services, and repairs performed. All service reports must be provided to the Operations Control Center.

Test all local bulk oxygen alarms. Test shall be coordinated with VA personnel and with at least 3 weeks in advance.

Complete Final Report - not limited to above mentioned items, plus other inspections and recommendations regarding operation and maintenance from tank manufacturer.

Maintain and repair all local bulk oxygen tanks piping system. including, but not limited to: tanks, piping, controls, signs, flow indicators, etc, and general area.

Provide annual replacement of safety relief valves for each tank.

The Contractor personnel shall have all the required training and certifications to perform duties as delineated in this contract All certifications and training requirements shall be provided upon request to VACHS personnel.

The Contractor will be responsible for maintain and providing all required markings, labels, and placards that are necessary to be posted on the government owned tanks per Federal and State regulations.

During disassembly and reassembly of any equipment, procedures shall be followed to ensure tools and parts are kept clean and free of contamination in the form of dust. dirt, grease or oil.

After reassembly of any equipment, the equipment shall be tested prior to being returned to service for gas flow, pressure and cross connection.

When a bulk tank piping system has been breached, reference shall be made to all appropriate sections of NFPA 50, NFPA 99, NFPA 99C, or CSA Z305.1 to ensure procedures as specified for new installation are followed.

Maintain labeling of the following equipment

Valves- Proper gas label.

Correct directional arrow (if installed).

Proper color code (if applied).

Rooms (area) controlled.

Warning signs stating: "Do not close/open except in case of emergency" Pipeline- Proper gas labeling.

Correct directional arrow (if installed).

Proper color code.

Maximum spacing of 20 feet (6m) or at least one in each room.

Each side of pipe penetration of wall.

The Contractor shall conduct and maintain all bulk oxygen equipment and components in accordance with NFPA 50, NFPA 99 and manufacturer's recommendations. Schedule of inspection must be provided l 0 working days after the contract award.

CALL BACK REQUIREMENT

The Contractor sha11 respond to all service calls within 24 hours after receipt of notification by the CO or COR at no additional cost to the Government, Emergency calls shall be responded within 1 hour of notification and onsite within 2 hours.

Contractor shall provide all emergency response contacts to the CO, COR and OCC.

SAFETY

The Contractor while is performing the services described in the statement of work shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building. The CO and/or COR will notify the contractor of any non-compliance with the foregoing provisions and the action to be taken. The contractor shall correct the condition immediately after receipt of such notice.

Make certain all parts that will come in contact with cryogenic liquid or gaseous product have been cleaned for in conformance with codes and standards (ex. "Cleaning Equipment for Oxygen Service"). If parts are purchased cleaned for oxygen service, they should be suitably packaged to prevent contamination.

After making repairs requiring disassembly or part replacement, leak test all valves or piping joints that were taken apart and reconnected. Apply the leak detector to the test surface per the manufacturer's instructions. Large leaks instantly form large bubble clusters, while tine leaks produce white foam that builds up more slowly. All leaks must be repaired and retested before the tank is returned to service. Residue of leak detectors can be flammable. All surfaces to which the leak detector solutions have been applied must be adequately rinsed with potable water to remove all traces of residue.

ADDITIONAL SERVICES

If there are any services not listed herein that the Contractor believes are necessary to perform preventive maintenance and inspection services, the Contractor shall submit a written price to the CO or COR for approval before any work is done and, if approved. a separate purchase order would be issued.

PAINTING

As an additive item to this maintenance contract, repainting of the vessel will be considered if funds are available. Materials that are compatible with the factory- applied finish shall be used.

All paint components contain volatile solvents, mainly petroleum distillates, alcohols, xylene.

Normal precautions for flammable materials should be observed including exclusion of heat, sparks, and open flame. Containers should be grounded before painting. Breathing of the vapor and spray mist must be avoided. Protective clothing including rubber gloves must be worn.

Allergy-prone individuals may be sensitized and should not be exposed to isocyanates.

GENERAL REQUIREMENTS

Removal of Contractor's Employees: The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements: The contractor shall comply with all pertinent requirements of the OSHA, NFPA and VA Directives Policies whichever is more stringent, to ensure compliance by all subcontractors.

Influenza Vaccination: Influenza vaccine “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance, this requirement is to be submitted annually. Employees and Contractors 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.

d. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors:

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

1. If fully vaccinated, shall show proof of vaccination. i. 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 MLS319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2. If unvaccinated and granted a medical or religious exception, 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.

3. 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.

4. 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.

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.

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.

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

PERFORMANCE REQUIREMENTS SUMMARY MATRIX:

Performance Objective (Task) Performance Standard and AQL Monitoring Method Performance Threshold

Perform preventive maintenance PWS Section VI Random inspection conducted by COR or designated VACHS facility representative. No more than two (2) deficiencies or findings per month.

Perform monthly tests and inspections PWS Section VI Random inspection conducted by COR or designated VACHS facility representative. Required every month. No deficiencies accepted.

Service Calls response PWS Section VII Random inspection conducted by COR or designated VACHS facility representative. No deficiencies accepted.

Emergency Calls response PWS Section VII Random inspection conducted by COR or designated VACHS facility representative. No deficiencies accepted.

Maintain areas clean and painted PWS Section VI Random inspection conducted by COR or designated VACHS facility representative. No more than five (5) deficiencies or findings per month.

Provide detailed service reports PWS Section VI Random inspection conducted by COR or designated VACHS facility representative. Required every month. No deficiencies accepted.

QUALITY ASSURANCE PLAN

The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied. the frequency of surveillance, and the minimum acceptable defect rate(s). The Government will monitor the Contractor's performance under this contract using the survei11ance methods identified in the Quality Assurance Surveillance Plan. The Contractor will be given the opportunity to correct or address any adverse findings resulting from the Government's surveillance consistent with the Inspection/Acceptance clause in the contract. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement may result in a deduction of price equal to the value of the unperformed or poorly performed services.

Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor's ability to be selected for future contracts as documented.

The government shall evaluate the contractor's performance under this contract. All surveillance observations shall be recorded by the government. When an observation indicates deficient or defective performance, the COR shall request the contractors representative initial the observation.

Government verification inspections of services shall not constitute acceptance nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered.

The contractor shall maintain a current list of employees. The list shall include the employee's name, government identification number, contact information, and residence information. The list shall be validated and signed by the contractor and provided to the COR. Updated lists shall be provided when an employee's status or information changes.

HOLIDAYS:

Legal holidays recognized by the Federal Government in accordance with S U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday are observed.

Recognized Holidays:

New Year’s Day January 1 Martin Luther King Jr.’s Birthday Third Monday in January President’s Day Third Monday in February Good Friday Last Friday in March Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Juneteenth National Independence Day June 19 Or any other day specifically declared by the President of the United States to be a national holiday.

POINT OF CONTACT:

For additional information the contractor shall contact Mr. Cesar De Jesus, Operations Control Center Supervisor at: 787-641-7582 x-110448 or at Cesar.DeJesus-Rosa@va.gov or Eng.

Orlando Bonilla-Méndez, O&M Engineer at: 787-641-7582 x-110233 or at orlandob.bonillamendez@va.gov.

VA INFORMATION CUSTODIAL LANGUAGE:

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.