SOW Autoclave Preventive Maintenance.docx

Statement of Work (SOW) Autoclave Preventive Maintenance Veterans Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas

Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW to perform quarterly preventive maintenance and inspection service on the VHSO Bondtech autoclave, model 12975, located in building 40 on the VHSO Main Campus 1100 N. College Avenue, Fayetteville, AR 72703.

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

I. GENERAL:

A. Any provision or partial provision of the Contract that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract must remain in full force and effect.

B. Safety must be the Contractor’s highest priority. Contractor will comply with all lock out / tag out (LOTOand PPE requirements and will provide the contracting officer’s representative (COR) with documentation. Upon inspection of LOTO C. Contractor must have the following requirements completed prior to beginning site activities:

1. Negative TB Test, within the past calendar year.

2. Additional Personal Protective Equipment (PPE) will be furnished by VHSO for access into COVID patient room(s).

3. While on campus, Contractor must wear a visible VHSO issued identity Badge and a wrist band/device.

4. Minimum OSHA 10 certification.

D. Period of Performance: Three hundred sixty-five (365) calendar days.

E. Prior to the start of job site activities, together the Contractor and COR must conduct a site survey to identify and review specific work and differing site conditions.

F. Contractor materials, equipment, tools, supplies, consumables, and parts must not be left unattended within a common work area. When working in common areas, there must be a minimum of two (2) contractor employees present to ensure that Contractor building materials, including but not limited to, equipment, tools, and supplies are not accessible to others.

II. QUALIFICATIONS OF CONTRACTOR

A. Contractor or sub-contractor must have a minimum of 5 years’ documented experience in the maintenance and service of autoclaves in a healthcare setting. All experience documentation must be submitted with proposal.

III. SCOPE OF WORK:

A. Quarterly the Contractor shall perform preventive maintenance inspection and service according to the manufactures’ s recommendations including but not limited to:

1. Inspect all electrical components, connections and wiring for damage, corrosion, and proper torque.

2. Calibrate controls if required.

3. Inspect the exterior and interior condition of the vessel identifying any fine cracks at supports.

4. Inspect door gasket for deterioration and verify that it is free of foreign material and that there is no evidence of splitting, cracking, fraying, cuts, or other imperfections.

5. Inspect door for proper alignment and adjust as required.

6. Ensure that the door safety interlock assembly has free and complete motion and alignment. Perform adjustments as required to ensure proper operation.

7. Verify proper seating action of the head lip on the gasket and center if necessary, using the hinge are jam nut. If any portion of the door seal comes out of the groove, use a hard face hammer to push it back into the groove.

8. Inspect all components of the door for loose attaching hardware and tighten as necessary.

9. Inspect all wedges and sliding surfaces for damage, excessive wear, and missing wedges.

10. Lubricate the door at:

a) The fittings at the rear of the locking ring and shell.

b) Guide and support rollers.

c) Hinge pin bearing.

d) Head and locking ring wedges.

e) Grease fittings at the top and bottom of door hinge.

f) Door lock rollers, wedges, and back surfaces of the sliding ring.

11. Check the accuracy of instruments, gauges, and thermometers.

a) Calibrate is required, notify COR in writing if replacement is required

12. Inspect pressure relief valve(s) for proper operation making sure to operate it manually.

a) Inspect for accumulation of rust, scale or other foreign substances which would prevent free operation of the valve.

b) Inspect safety valve discharge piping ensuring the opening is clear and free of restrictions.

c) Inspect for steam leakage.

d) Notify COR in writing if pressure relief valves(s) require replacement.

13. Check each solenoid and ball valve for proper operation. Perform maintenance as required.

14. Inspect chamber drain strainer for debris and clean if required.

15. Flush chamber drain line.

16. Inspect steam trap for proper operation

17. Inspect steam strainer for debris and clean as required

18. Verify correct operation of hydraulic system.

19. Check hydraulic oil level and fill if required.

20. Check hydraulic pump output and adjust as required.

21. Verify system enable/disable switch is operational.

22. Inspect door lock cylinders for proper operation. Notify COR in writing is replacement/rebuild is required.

23. Check lift table valve for sticking and verify oil level in reservoir is satisfactory. Add oil as required.

24. Bleed air from hydraulic system if required.

25. Check for obstruction under lift table

26. Check shredder gear box oil and fill if required.

27. Check knife points.

28. Check oil in the electric motor gear and fill as required.

29. Check for loose bolts, knife wear or other signs of distress.

30. Provide a report to the COR within 15 days of completion of service indicating whether all inspection items above have passed or failed.

31. Inspect insulation for holes or tears.

B. Annually perform the following preventive maintenance task:

1. Replace shredder gear box oil with 85w 140 per manufacturer.

IV. CONTRACTOR ACCESS AND ACTIVITIES:

A. Safety: Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE).

B. Badging: While on campus, Contractor must wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent must escort Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s). Contractor must update Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log. Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge.

C. Property Access Work Hours: Contractor will schedule service with the COR to be performed during business hours and that do not conflict with VHSO operations.

D. Utilities: Contractor must not leave unattended out-of-service any utility, fire protection, life safety system, or security system without written permission of the COR. If a utility, fire protection, life safety system or security system is not functional at the end of a work period without written permission of the COR, then the Contractor must restore the system(s) to working order prior to leaving the job site or must furnish an around-the-clock watch subject to COR written approval until the system is functional. If the Contractor fails to do so, the Contractor must reimburse the Government a fee equal to the amount of costs incurred by the Government to furnish around-the-clock watch and/or repair the system(s).

E. Parking: Contractor on-site parking is limited to availability of designated Contractor parking. Contractor must have prior COR written approval of on-site Contractor parking.

F. Equipment and Tools: Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete Contractor’s work.

G. Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used on VHSO property.

H. Dust Proofing and Cleaning: Contractor must cover furnishings and equipment with white plastic, fire retardant polyethylene, antistatic, minimum 6 mil thickness, imprinted with fire retardant labeling or clean drop cloth. Contractor must furnish HEPA vacuum cleaner(s), cleaning tools, and tacky mats at job site entrances. Contractor must not use broom(s).

I. Fire Alarm: Contractor must coordinate and schedule fire alarm interruption activity with COR. Contractor must submit to the COR for consideration and written approval a minimum of seven (7) business days prior to activity. Contractor must have COR written approval to proceed three business days prior to activity. Contractor must submit written fire watch plan to CO and COR for consideration no later than (NLT) ten (10) calendar days after NTP. Contractor must be responsible for fire watch in the areas where fire/smoke detection coverage is removed or disabled. Contractor must be responsible to coordinate fire or smoke detection with the COR for the removal and restoration of fire protection coverage. After regular business hours or designated hours, supervision of the fire alarm panel is required at the Contractor’s expense. The Contractor must be responsible for completion and submission of a written Fire Alarm Bypass Request. The Contractors’ written request must be submitted for COR approval and if approved by COR, then the COR must furnish a written approval to proceed three (3) business days in advance of any proposed work activity. If the fire alarm system requires any deactivation, then it must be reactivated the same day before the Contractor leaves the job site to ensure that the fire alarm system is functional. If the fire alarm system is not functional, then the Contractor must restore the fire alarm system to working order prior to leaving the site or must furnish an around-the-clock fire watch until the fire alarm system is functional. The Contractor must be liable for any costs incurred by the Government to furnish the fire watch and/or to repair the fire alarm system.

J. Hot Work: Contractor must perform and safeguard hot work operations in accordance with OSHA 1910 Subpart Q, NFPA 241, and NFPA 51B. Contractor must coordinate and schedule with COR Hot Work Operations. Hot work operation is defined as operations including, but not limited to, open flame, producing heat and/or sparks, burning, welding, processes such as arc welding, oxy-fuel gas welding, open-flame soldering, brazing, thermal spraying, cutting, oxygen cutting, arc cutting, chipping, grinding, heat treating, sand blasting, torch-applied roofing, chemical welding, thawing pipe, and light horizontal welding, or an operation that is capable of initiating fires or explosions. Contractor must obtain Hot Work Permit from COR prior to activity.

K. Fire and Smoke Barrier Penetration: Contractor must perform, maintain, and safeguard the integrity of smoke and fire barriers in accordance with NFPA 101, NFPA 80, and NFPA 90A. Contractor penetrations in barriers must be repaired in an approved manner (filled with the designated and COR approved flame retardant filler).

L. Energized Circuit Work: Contractor must perform, maintain, and safeguard the integrity of the VHSO electrical systems and must follow procedures around energized equipment in accordance with NFPA 70E standards including proper PPE. Contractor must coordinate and schedule energized circuit work with COR. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. VHSO electrician or electrical engineer must monitor work. Contractor must use safety equipment to include but not be limited to, 12 calorie arc flash suits with hoods and 5KV gloves. No exits will be blocked. Personnel without proper PPE must be prohibited within the working area around live electrical panels with the cover removed. Contractor must have COR written approval to proceed three (3) business days prior to activity.

M. Utility interruption: Contractor must coordinate and schedule with COR. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. Work must be planned in advance to give as much time as possible to schedule a utility interruption. There may be times when a utility interruption request is denied because of insufficient lead-time or interference with ongoing VHSO activities and must be rescheduled at no additional cost to the Government. Contractor must have COR written approval to proceed three (3) business days prior to activity.

N. Disposal: Contractor must coordinate and schedule with COR. Contractor must have COR written approval to proceed three (3) business days prior to activity. Contractor must submit a written request to dispose of any government owned materials, equipment, or property in advance to the COR for COR written approval. Contractor must remove and properly dispose construction debris, materials, equipment, and substances from this project and the VHSO property daily into the Contractor supplied containers. Contractor must coordinate disposal container location with COR contingent upon available space and any future COR directed relocation(s) must be at no additional cost to the Government. Construction debris created from the project must not be disposed of in VHSO dumpsters or on VHSO property. Disposal of construction debris, materials, equipment, and substances from the project must be in accordance with applicable Federal, State, and Local laws, rules, and regulations. The Contractor must ensure and furnish appropriate documentation to the CO and COR that all hazardous waste handlers, haulers, and disposal facilities are properly licensed. The Contractor must furnish shipping manifest and documentation of disposal of construction debris, materials, equipment, and substances from the project prior to final payment.

O. Fumes: Contractor must coordinate and schedule with COR. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven (7) business days prior to activity. The Contractor must schedule fume producing work activities, including but not limited to, painting or heat produced fumes after regular business hours. Contractor must be responsible for ventilation necessary to exhaust and prevent fumes from entering adjoining areas, outside air intake ductwork, and re-entering the VHSO healthcare facilities at no additional cost to the Government. Contractor must have COR written approval to proceed three (3) business days prior to activity.

P. Photography: Contractor must coordinate and schedule with COR. Contractor must be escorted by VHSO personnel to take job site related photos. Contractor must not photograph any patients, personnel, visitors, and others on VHSO property.

V. OTHER REQUIREMENTS:

A. No unauthorized Contractor work to be initiated without the prior written approval of the CO. The CO must approve any request, or proposal for changes in project scope or additional requirements, in writing prior to the Contractor proceeding with any work. Any Contractor changes without prior written approval by the CO, must be done at the Contractor’s risk and at the Contractor’s expense. Contractors must visit the job site and visit the facility in order to determine the nature and location of the work to be performed in general and the local conditions which can affect the work. Failure to do so must not relieve the Contractor of responsibility for estimating the difficulty or cost to perform the work. Contractor must comply with applicable Federal, State, Local laws, codes, regulations, and ordinances. Contractor must obtain permits and licenses required by Federal, State, Local law, code, regulation, and ordinance(s) at no additional cost to the Government.

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