SOW - Blood Lab Freezer.pdf

VA Connecticut Healthcare System

Blood Lab Freezer

STATEMENT OF WORK

VA CONNECTICUT HEALTHCARE SYSTEM (VACHS)

VA MEDICAL CENTER WEST HAVEN

950 CAMPBELL AVENUE

WEST HAVEN, CT 06516

BACKGROUND

VA Connecticut Healthcare System requires repair of the VACHS Microbiology/Blood Lab walk-in freezer. The refrigeration system is currently inoperable and needs new refrigeration equipment to support the hospitals microbiology analysis. VACHS, West Haven is seeking a contractor capable of providing services for all labor, materials, transportation, and the expertise repair the refrigeration system in the microbiology lab.

JUSTIFICATION

To restore freezing capabilities.

PLACE OF PERFORMANCE

West Haven VA Medical Center

950 Campbell Ave.

West Haven, CT 06516.

PERIOD OF PERFORMANCE

The Contract Time Period of Performance will be 60 calendar days from Notice to Proceed (NTP) and includes contractor closeout. Coordination of a time schedule will be reflected between an appropriate FMS representative and the contractor.

QUALIFICATIONS

Contractor must have field service representative within 200 miles of place of performance.

Contractor shall provide knowledgeable technicians capable of installing and repairing refrigeration systems of this size and complexity.

SCOPE OF WORK

1. The scope of this work includes the site preparation, installation, testing, and calibration of the new equipment.

2. The contractor shall furnish all materials, equipment, supervision, and personnel necessary to accomplish the project as indicated.

3. Work shall occur during regular business hours between 7:00 a.m. – 4:30 p.m. or as coordinated.

4. Work shall be IAW all applicable industry and VA standards/codes/specifications to include but not limited to:

a. Veterans’ Health Administration directives and policies

b. National Fire Protection Agency (NFPA) code 70E

c. Environmental Protection Agency (EPA) directives and policies

OBJECTIVES

The project will include but not be limited to the following:

1. Contractor shall furnish appropriate tools, equipment, and labor replace the inoperable refrigeration equipment in the microbiology walk-in freezer.

a. Lockout/Tagout (LOTO) IAW applicable contractor and VA policies.

b. Evacuate and recover refrigerant currently in the system.

c. Remove inoperable condensing unit and replace with new unit.

d. Remove inoperable evaporator coil and replace with new unit.

e. Remove and replace any miscellaneous mechanicals, controls, and line sets that are damaged/inoperable and may impede proper cooler operation.

f. Recharge new equipment with R-404A refrigerant.

g. Perform a leak test on the refrigeration system.

h. Remove LOTO as applicable.

i. Test and calibrate the system for proper functionality.

2. Contractor shall provide a report detailing acceptance testing results within ten (10) working days of completion of the work.

3. Additional items in need of rework/repair that are identified during the scope of the work outlined above shall be reported via email and by phone or in person NLT EOD on the day of discovery.

4. Coordinate all placement and removal of Lockout Tagout devices for any energy sources with FMS

VA COR/Maintenance & Operations.

5. Protect all equipment in place during activities.

6. Submit any waste manifests as required.

7. Remove and dispose of debris as a result of this work.

SUBMITTALS/DELIVERABLES

1. The contractor shall develop and provide to the VA the following:

a. Safety Plan: The contractor shall produce work in accordance with the latest editions of all applicable DVA guidelines (e.g. Master Specifications, Standard Details, Special Design

Criteria to meet Hospital Joint Commission (TJC) requirements), NFPA, Federal and State codes pertinent to the project scope.

2. All contractor personnel on-site are required to obtain an Occupational Safety and Health

Administration (OSHA) 10-hour certification, and the site competent person for the contractor must obtain an OSHA 30-hour certification. Contractor shall furnish proof of certification upon CO or

COR request.

3. Prior to the start of work, the specifications shall require the contractor to develop and submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to:

a. Job Hazard Analysis (JHA) / Activity Hazard Analysis (AHA)

b. Acknowledgement of VA LOTO requirements (Attachment C) and contractor LOTO policy.

4. Contractor shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract.

SPECIAL INSTRUCTIONS

All contractor personnel, sub-contractors and representatives visiting VA sites will be required to sign in upon arrival at Building 15, FMS office and/or retain a temporary VA badge. Each visiting individual will be required to enter their name, their company’s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours.

A. General: The Contracting Officer reserves the right to terminate any services, without payment for services completed, if such services are not needed or are not being adequately completed.

a. The Contracting Officer and/or Contracting Officer’s Representative (COR) specifically reserve the right to reject any of the Contractor’s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

B. Additional items in need of repair that are discovered while completing the work outlined in this

SOW may be subject to a contract modification at the discretion of the CO.

C. The manufacturer procedures take precedence over other recommended installation and operation procedures.

D. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of

VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

E. No photography of VA premises is allowed without written permission of the contracting officer.

Patients and staff are not to be photographed at any time.

F. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA

Directives.

G. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June

04, 2021.

H. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

I. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider’s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical

Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

J. Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

RECORDS MANAGEMENT STATEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act

(FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for

Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with

Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA Medical Center West Haven and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of the VA Medical Center West

Haven or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA Medical Center West Haven. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Medical Center West Haven control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY

PROHIBITED unless in accordance with Paragraph (4).

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

Government and VA Medical Center West Haven guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Medical Center West Haven policy.

8. The Contractor shall not create or maintain any records containing any non-public VA

Medical Center West Haven information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VA Medical Center West Haven owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which VA Medical Center West Haven shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.22720.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for

Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

SAFETY CODES / CERTIFICATION / LICENSING

The Contractor shall comply with all codes as described above, as well as codes customarily applied in

VA repair such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the contractor shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports.

TRAVEL

Contractor will travel from their place of business to the West Haven VAMC of the VA Connecticut

Healthcare System.

TERMS AND CONDITIONS

1. User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.

2. All work is subject to inspection, review and approval by the HVAC Shop Supervisor, Utility

System Supervisor, Chief M&O, Chief Engineer, and/or their designees.