SOW - Cogen Cooling Tower Water Treatment.pdf

VA Connecticut Healthcare System Cogen Cooling Towers Water Treatment

STATEMENT OF WORK

VA CONNECTICUT HEALTHCARE SYSTEM (VACHS)

VA MEDICAL CENTER WEST HAVEN

BACKGROUND

VA Connecticut Healthcare Systems (VACHS), West Haven Campus, requires water chemical treatment for the Cogen absorber cooling tower. VACHS, West Haven requires the contractor to provide services for all labor, materials, transportation, and expertise necessary for consistent chemical treatment in order to meet VA requirements for plant operation and efficiency during the cooling season.

JUSTIFICATION

Veterans’ Health Administration (VHA) seeks to continue to improve operational capabilities by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans.

LOCATION OF SERVICES

VA Medical Center West Haven 950 Campbell Ave West Haven, CT 06516

PERIOD OF PERFORMANCE

The Contract Time Period of Performance will be 180 calendar days from Notice to Proceed (NTP) and includes contractor closeout. Coordination of a time schedule will be reflected between VA FMS department and issued Contractor for work to be conducted.

QUALIFICATIONS

Contractor shall have personnel experienced with chemical treatment requirements for a Marley, PN:

NC8412RCN3CGF, cooling tower.

Contractor shall have staff located within 100 miles of West Haven Campus.

Contractor shall have prior knowledge of the Cogen absorber cooling tower units and the chemical treatment needs for the West Haven campus.

Contractor shall have knowledge of Cogen absorber cooling tower water supply make-up, and particulates.

SCOPE OF WORK

The scope of this work includes coordination, site prep, transportation of personnel and staging and removal of materials, periodic inspection of chemical treatment systems as outlined in the objectives below.

Contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to provide consistent water treatment for the Cogen absorber cooling towers.

Work shall occur during regular business hours between 7:00 a.m. – 4:30 p.m. or as coordinated with the COR and/or appropriate FMS POC.

OBJECTIVES

1. The chemical treatment of the Cogen absorber cooling tower shall be in conformance with the following standards/codes/specifications/regulations to include but not limited to:

a. Environmental Protection Agency (EPA) governing regulations.

b. National Fire Protection Association (NFPA) 70E.

c. Department of Veterans Affairs Policy on Cooling Tower Water Systems.

2. The contractor will be responsible for coordinating, scheduling, and reporting all work-related activities and will provide information related to the scope of work as requested by the COR/PM.

The responsibilities shall include but are not limited to:

a. An initial site visit to setup the chemical feed equipment and to dose the system with a primary chemical treatment at the start of the month of May.

b. Provide 2 scheduled site visits of 90 minutes in length per month during the months of May through September.

c. Provide a final site visit to shut down the chemical feed equipment at the end of the month of September.

d. Provide operator training and safety training for VA staff.

e. Provide training on testing methods and detailed logs.

f. Provide full testing and analysis of the cooling water and review with designated VA representative at each site visit.

g. Provide management of chemical inventories.

h. Coordinate with the COR or assigned VA FMS representative to develop a schedule for items a – g, and have the schedule completed and approved a minimum of 2 weeks in advance of the first site visit.

2. Additional maintenance 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.

3. Protect all equipment in place during work activities.

4. Remove and dispose of debris and empty containers as a result of the work.

SUBMITTALS/DELIVERABLES

1. The contractor shall submit any waste manifest documents as applicable with final reports.

2. 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. Safety Data Sheets (SDS) for all chemicals provided.

3. Work hours for service and corrective maintenance shall be as follows:

a. Normal routine service shall occur during normal business hours.

• 7:30 a.m. to 4:00 p.m., Monday through Friday.

b. Authorization to procure and/or provide additional chemical treatment shall be per written direction of the VA Contracting Officer or per Purchase Order Number issuance upon approval and funding of cost for correction and upon which the contractor shall provide all labor, parts, and or materials necessary for correction.

SPECIAL INSTRUCTIONS

1. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment.

2. Contractor Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the contractor shall sign-in at Building 15, FMS office and/or receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The contractor shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR.

a. The Contracting Officer (CO), Contracting Officer’s Representative (COR), and/or Project Manager (PM) 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.

3. 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.

4. 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.

5. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer.

6. 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.

7. 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.

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

9. 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.

10. Billing: Provide COR and/or PM 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.

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