SOW-PM Program.pdf

STATEMENT OF WORK

STRENGTHEN FACILITY MAINTENANCE PROGRAM

PROJECT #521-24-2-5125-0011

1. General: The contracted firm shall provide all labor, materials, equipment, supervision, and project management to build the specified elements of the facility’s maintenance program.

Elements shall include: identify and build an electronic inventory list of all building service equipment (excluding medical equipment); update Maximo (facility’s maintenance program) with electronic inventory list; develop valve naming system and tag valves & equipment locations in the field; develop OSHA compliant LOTO lockout tag out procedures. The main facility is located at 700 19th Street South, Birmingham, AL 35233 while the facility’s

(Transitional Residence) TR house is located at 1301 26th St. North, Birmingham, AL.

2. Background: This service is needed to address the facility’s inadequate maintenance program and incomplete equipment inventory of building service equipment, at the Birmingham Veterans

Affairs Healthcare System (BVAHCS) facility to include its TR House. The main VA facility is estimated at 808,000 SF and the TR house at approximately 2200 SF.

3. Statement of Bid Items: Tasks to be performed by the contractor are as follows:

• Line Item 1 (Electronic Inventory): Identification and location of all building service equipment (BSE) and other devices requiring preventative maintenance.

Assumed equipment total is estimated between 500-700. Provide complete report of all identified equipment with the following information, in a Microsoft Excel file:

• Equipment identification number

• Area Serviced by Equipment

• Manufacturer

• Model # and details such as steam ratings, capacity, voltage etc..

• Serial # if applicable

• Location (floor #, room #, general location (in wall, above ceiling, in room, etc.))

• Associated Bill of Material (BoM) for equipment

• Preventative Maintenance Schedule for equipment if applicable (in accordance with manufacturer’s recommendation)

• Identification of all critical systems

• Line Item 2: Valve & Instrument Naming System & Installation of corrosion-resistant tags/labels in the field for valves and equipment

• Inventory main utility systems & develop nomenclature for associated isolation valves

• Install Equipment Identification Number – flat etched tags on or near equipment

• Install valve identification tags- round valve tags installed on all valves for equipment

• Tagging of instruments such as flow meters and flow regulators with round tags where possible

• Line Item 3: Input electronic equipment inventory into work order management system used by facility (Maximo)

• Vendor (with Contracting Officer Representative (COR) assistance) to go through the process to attain VA computer access

• Enter all pertinent information from line item 1 into Maximo system

• Set up PM routes on all identified critical equipment

• Line Item 4: Establish Lockout Tagout (LOTO) procedures for all critical equipment/processes and utility systems. Procedures must comply with 29 CFR

1910.147, 29 CFR 1910.333, 29 CFR 1926.417, NFPA 70E (most recent edition), and manufacturer’s guidance (as applicable).

• All procedures shall be written in the same format, font, colors, style, and layout using Microsoft Word.

• Develop a master list of LOTO procedures and link each piece of equipment in the list with the associated LOTO procedure.

The list below is for general reference as to the type of devices to be included in line items 1-4 above and may not be all encompassing:

• All manual and automatic valves (chilled water, heating hot water, fire suppression, domestic cold water, domestic hot water, RO/DI water, steam, steam condensate, control air, medical air, medical vacuum, pressure reducing valves, and relief valves)

• All pumps (domestic water, steam condensate, chilled water, condenser water, heating hot water, ground water sumps, fire suppression, vacuum, glycol, and chemical injection)

• All HVAC system components

• Air Handling Units (AHU’s)

• Fan Coil Units (FCU’s)

• Variable Air Volume (VAV) boxes

• Chillers

• Heat exchangers

• Boilers

• All hot water heaters/steam generators

• All electrical distribution system components (transformers, switchgear, Motor Control Centers (MCC), Automatic Transfer Switches (ATS), and sub-stations)

• All refrigeration equipment (walk-in coolers/freezers, reach-in coolers/freezers, morgue cooler, ice machines, and drinking fountains)

• All domestic water system components (motion activated faucets, automatic flushing faucets)

• Main system instruments such as flow meters

4. Regulations, Standards and References: All final documents, equipment and procedures developed or provided by the contracted firm shall meet the requirements of applicable sections of the following references:

• 29 CFR 1910.147

• 29 CFR 1910 Subpart I

• 29 CFR 1910.333

• 29 CFR 1910.335

• 29 CFR 1926.417

• Relevant sections of 29 CFR 1910 related to the safe handling of hazardous machinery and equipment.

• NFPA 70

• NFPA 70E

• NFPA 99

• ANSI/ASSE Z244.1

• ANSI/ASSE Z117.1

• Respective manufacturers’ directions and instructions

5. General Information

A. Bid Information

Base Bid:

Entire scope of above bid items 1-4 as written. Period of Performance (POP) shall be 9 months from agreed upon NTP.

Option Extension:

Entire scope of work in base bid, plus provide 6-months of additional service, from the date of completion. This additional service is to include the input of any new/incoming equipment, establishment of new PM’s, updates/revisions to PM’s identified under line item #1, and development of any LOTO procedures for equipment not included in line item 4. Period of Performance (POP) shall be 6 months from extension NTP.

B. Facility Hours:

Normal business hours for the facility are Monday-Friday, 8:00 am until 4:00 pm.

It is estimated that 25%-35% of the investigative work for this contract will need to be conducted outside of normal business hours so that there is limited impact on operations at the facility. The vendor’s schedule with milestones must be submitted and coordinated with the COR prior to work commencing. All employees of vendor shall comply with VA security management program, wear visible identification while in the facility, and are restricted from unauthorized access.

C. Quality Control:

The contractor shall establish a quality control plan specifying the standards for performance and quality. The quality control plan shall be provided to the CO and

COR. The COR will conduct surveillance of the contractor’s performance to ensure products meet the intent of the project and that proper mitigation plans are put in place if it becomes necessary.

D. Clean Up & Infection Control Measures:

The contractor is responsible for the removal of any debris made by their services.

Contractor is to work with COR on any infection control measures required while performing this contract.

E. Parking:

The facility does not have onsite parking. It is the responsibility of the contractor to secure daily parking.

6. RECORDS MANAGEMENT

a. 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.

b. 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.

c. 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.

d. Birmingham VAHCS 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 Birmingham VAHCS 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

Birmingham VAHCS. The agency must report promptly to NARA in accordance with

36 CFR 1230.

e. 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 Birmingham VAHCS 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).

f. 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 Birmingham VAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Birmingham VAHCS policy.

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

Birmingham VAHCS information that are not specifically tied to or authorized by the contract.

i. 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.

j. The Birmingham VAHCS 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 Birmingham VAHCS 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 52.227-20.

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

l. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

m. Flow down of requirements to Subcontractors

n. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

o. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.