SOW Boiler Maintenance Services.pdf

STATEMENT OF WORK

BOILER MAINTENANCE SERVICES

Central Texas Veterans Health Care System

1. GENERAL

1.1 General: This is a non-personal services order to provide annual, semi-annual, and monthly preventive maintenance, to include emergency response of Boilers 2 and 3 at the Temple VA Medical Center, 1901 South 1st Street, Temple, TX 76504 and Boilers 1, 2, and 3 at the Waco VA Medical Center, 4800 Memorial Drive, Waco, TX 76711.The Government shall not exercise any supervision or control over the service providers providing the services described herein.

The Boiler Maintenance Service does not involve connectivity of a device/system to the VA computer network and does not involve sensitive VA data.

1.2 Description of Services/Scope of Work: Contractor will provide all necessary labor, transportation, equipment, personal protective equipment, facilities, supervision, other items and non-personal services required to provide the boiler preventive maintenance as described in this Statement of Work to the Central Texas Veterans Health Care System (CTVHCS) Temple and Waco, Texas. Contractor will provide all necessary parts, labor, transportation, equipment, personal protective equipment, facilities, supervision, other items and non-personal services required to provide the service for emergency calls/service as described in this Statement of Work to the Central Texas Veterans Health Care System (CTVHCS); Temple and Waco, Texas.

Services may be required seven (7) days per week/ 24hours.

1.3 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information, and property provided to Contractor personnel while performing the services described herein.

1.4 Period of Performance: The period of performance shall be a base plus up to four option years.

1.5 Type of Contract: The government will award a firm fixed-priced contract.

1.6 Contracting Officer Representative (COR): The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which will be provided to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.7 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

1.8 Invoices: Invoices are to be submitted electronically; either monthly or quarterly, in arrears of the start of the services that were performed. Electronic invoices can be submitted at no additional cost at the VA Vendor Information System (VIS) website https://www.vis.fsc.va.gov/login.aspx?ReturnUrl=%2fDefault.aspx , or at http://www.tungsten-network.com/us/en/veterans-affairs/. The COR is responsible for acceptance of services and/or the processing of receiving reports for the services provided to the government. Invoices must state information ie; Boiler #, EGA #, Location, Make and serial number.

1.9 Work Stoppage/Delays: The Contracting Officer shall be notified at the earliest time available, but no later than the next business day, via phone of the Contractor's knowledge of any conditions which may adversely affect the Contractor's ability to perform under the terms and conditions as stated in the specifications of this requirement. For example, union strikes, vehicle problems, licenses, or anything that might jeopardize the terms and conditions of this contract should be reported to the Contracting Officer.

2. TASK SPECIFICATIONS

2.1 Description of Work: Contractor shall provide qualified preventive maintenance technicians with 5 years’ experience with boiler service, Autoflame, Nexus and Fireeye Controls, labor technicians, equipment, tools, materials, parts, supplies, transportation, supervision, any other items, and non-personal services deemed necessary to perform annual, semi/annually, and monthly preventative maintenance inspections and services of all boiler auxiliary equipment and on Boilers 2, and 3 at the Temple VA Medical Center, Temple TX, and boilers 1, 2, and 3 at the Waco VA Medical Center, Waco TX. In accordance with BEI testing procedures, upon completion of quarterly testing, The BEI paperwork will be supplied to the COR. For emergency calls/service the contractor will furnish all Factory repair parts and service not to exceed $50,000 cumulative for both plants. The Contractor shall provide by email, a requested itemized quote to include hourly rate and travel within 24hrs for any scheduled services and or parts. The Contractor shall provide by email, an invoice for any emergency call outs with-in 48hrs of emergency service completion. The Contractor shall be familiar with all terms, conditions, and requirements herein contained with warranty items and conditions.

Service Locations:

Olin E. Teague VA Medical Center 1901 Veterans Memorial Drive

Temple, TX 76504-7451

Doris Miller VA Medical Center 4800 Memorial Drive

Waco, TX 76711-1329

2.2 Service Requirements: The Contractor shall be responsible for suppling the personnel for the installation of parts, transportation to the job site locations, materials, tools, and labor to provide emergency service on three (3) Superior firetube boilers, using Fire eye burner management control system at the Waco facility and two (2) Nebraska Model NS-D-55 D-type, using Autoflame burner management control system at the Temple facility. Contractor will install all control parts for both boiler plants.

2.2.1 The Contractor shall have in good standing a Certificate of Authorization and “R” symbol stamp from the National Board of Boiler and Pressure Vessel Inspectors for the repair and/or alteration of boilers, pressure vessels, and other pressure-retaining items.

2.3 General Services Information:

2.3.1 VA Hours of operation: Regular hours: Monday - Friday, 8:00 a.m. To 4:30 p.m.

After Hours: Times may vary and must be scheduled with Contracting Officer Representative (COR) except for emergency call out.

2.3.2 Contractor shall provide repair service calls for emergency corrective maintenance 24 hours a day, 7 days per week.

2.3.3 For non-scheduled services, corrective maintenance will be initiated by the CTVHCS by telephone, email, and/or text to the Contractor’s POC or service center, which must be acknowledged within 4 hours. A fully qualified service technician with 5 years’ boiler service experience must be on site within 8 hours of acknowledgment of the service call. A fully qualified technician means that the service tech can show evidence of the successful completion of an acceptable training program on the equipment in question i.e., Auotflame, Nexus, and Fireeye boiler controls.

2.3.3.1 Equipment shall be restored to full service within 24 hours of arriving on the job site, barring extenuating circumstances. Full service means that defective parts have been replaced with parts that meet or exceed manufacturer's original specifications, meets government’s expectations and that the equipment meets or exceeds the manufacturer's original performance specifications.

2.4 Annual Tube Cleaning Requirements:

Annual air operated turbine style tube cleaning on (2) Nebraska Model NS-D-55 D-type water tube boilers, identified as Boiler 2- SN 2D.1630 & Boiler 3- SN 2D.1631 at the Temple location and tube brushed cleanings on (3) Superior firetube boilers identified as Boiler 1- SN 17526, Boiler 2- SN 17524 & Boiler 3- SN 17527 at the Waco location on a rotating basis, so that tubes are cleaned on each boiler annually. Tube cleaning at both locations shall be conducted during the months of June, July and August and may be required to be conducted during weekends.

2.5 Control system.

The vendor will be required to be fully capable in the operations of the following boiler control systems. Auto-flame mk8, fire eye controls system, Nexus etc. with 5 years experience.

3. PREVENTATIVE MAINTENANCE:

* Quarterly remove and calibrate one EGA @ Temple and reinstall.

EGA calibration and Maintenance at a minimum must have new CO, 02 and retaining bands replaced as well as calibration and cleaning of circuit boards and other components. There is a total of four (4) EGA devices, one being accomplished each quarter.

3.1 ANNUAL PREVENTATIVE MAINTENANCE (1 Time)

*All testing is to be accomplished in accordance with the VHA Boiler Plant Safety Testing Manual (5th edition). All testing must be documented in a fashion acceptable to the VA. All used parts are to be turned over to CTVHCS for disposition evaluation.

*All calibrations/replacements must be documented in a fashion acceptable to the VA. All used parts are to be turned over to CTVHCS for disposition evaluation

*Annual Preventive Maintenance will also include one of the Semi-Annual Preventive Maintenance.

Annual Preventive maintenance in accordance with VA Directive 1810:

• Calibrate and/or replace all thermometers and gauges gas train, fuel oil train, steam pressure, feed water lines, feed water pumps, condensate pumps, da tank, city water header, pressure reducing station and central board gauges (Temple) (Records must be kept of brand, type, range face size date replaced and given to boiler plant supervisor.)

• Adjust ignition electrode gap.

• Calibrate the Autoflame EGA at the Temple facility only.

• Replace all Autoflame EGA sensors including filter cartridges and sample tubing at the Temple facility only.

• Conduct Autoflame mk8 software update as needed at the Temple facility only.

• Conduct Nexus/Fireeye software update as needed at the Waco facility only.

• Review written procedure.

• Deaerator Tank Interior cleaning and visual inspection during July and August

ONLY.

• Condensate Tank Interior cleaning and visual inspection during July and August at the same time as the Deaerator tank.

• Clean waterside of boilers.

• Clean fireside and repair refractory.

3.2 SEMI- ANNUAL PREVENTATIVE MAINTENANCE: (2 Times)

*All testing is to be accomplished in accordance with the VHA Boiler Plant Safety Testing Manual, Fifth Edition. All testing must be documented in a fashion acceptable to the VA. All used parts are to be turned over the CTVHCS for disposition evaluation.

*Perform combustion analysis of boilers under gas and fuel oil operation and calibrate fuel to air mixture at both facilities Temple and Waco in May and November. (once for summer months and once for winter months)

*Conduct testing and ensure all boiler safety devices listed below are functioning correctly and all associated boiler room equipment operates safely within desired operational settings and parameters in accordance with the VHA Boiler Plant Safety Testing Manual, Fifth Edition.

Semi-Annual Preventive maintenance in accordance with VA Directive 1810:

• Low-water cutoff on each boiler (slow-drain)

• Auxiliary low water cut off on each boiler (slow drain)

• High Water alarm on each boiler

• Low Water alarm on each boiler

• High steam pressure cut-out (recycle) on each boiler

• High steam pressure cut-out (non-recycle) on each boiler

• Relief valves lift test on each boiler

• Steam safety valves accumulation test at high fire on each boiler

• Flame scanner on each boiler

• Gas train vent valves for leaks on each boiler

• High gas psi cut off on each boiler

• Low gas psi cut off on each boiler

• Gas shut off valves proof of closure on each boiler

• Gas shut off valves leak test each boiler

• Low atomizing pressure for fuel oil for each boiler

• High fuel oil pressure cut off for each boiler

• Fuel oil safety shut off valves proof of closure for each boiler

• Leak test fuel oil safety shut off valves on each boiler

• Propane pilot start up on each boiler

• Low pilot gas psi cut off on each boiler

• Forced draft fan motor interlock on each boiler

• High fire proving switch on each boiler

• Purge proving switch on each boiler

• Pre-purge timing on each boiler

• Post-purge timing on each boiler

• Low fire proving switches on each boiler

• Pilot proving switch on each boiler

• Combustion air proving switch on each boiler

• Main flame proving switches on each boiler

• Low oxygen alarm and/or cut out on each boiler.

• Deaerator tank level alarms and overflow testing.

• Deaerator steam psi/temp control and safety testing.

• Condensate return storage tank level alarms and overflow testing.

• Economizers safety valve testing. (WACO ONLY)

• Conduct a vibration analysis of blower motors.

• Calibrate Autoflame controls at the Temple facility only.

• Calibrate Nexus/Fireeye controls at the Waco facility only.

3.3 MONTHLY PREVENTATIVE MAINTENANCE: (10 Times, to exclude annual and semi-annual months).

*Conduct testing and ensure all boiler safety devices listed below are functioning correctly and all associated boiler room equipment operates safely within desired operational settings and parameters in accordance with the VHA Boiler Plant Safety Testing Manual, Fifth Edition. To be conducted by the 15th of each month.

Monthly Preventive maintenance in accordance with VA Directive 1810:

• Low-water cutoff (slow drain)

• Fire each boiler and the pilot on the alternate fuel for 1 hour

• Auxiliary low-water cut-off (slow drain)

• High-water alarm

• Low-water alarm

• Flame scanner

4. DELIVERABLES

- Contractor shall furnish the CTVHCS with detailed service reports, boiler inspection reports and combustion test sheet on two water tube boilers on each Quarterly PM.

- Contractor shall furnish the CTVHCS with Certificate of Calibration of Combustion Analyzers for Testing.

- Contractor shall furnish the CTVHCS with Quarterly YHA Boiler Plant Testing Worksheets for the Waco & Temple facilities.

5. Government Holidays:

A. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas December 25th

B. In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

6. Program Office Points of Contact:

Contracting Officer’s Representative (COR): Tim C. Pittman Boiler Plant and AC Operations Supervisor – Engineering Service, 254-743-1559, Timothy.pittman2@va.gov

Supervisory POC: Victor Gaw, Associate Chief – Engineering Service, 254-743-0664, victor.gaw@va.gov mailto:Timothy.pittman2@va.gov mailto:victor.gaw@va.gov