Statement of Work-1153-Updated.pdf

HEPA Filter Service Contract SLVHCS October 28, 2021

Performance Work Statement

For

HEPA Filter Service Contract

Southeast Louisiana Veterans Health Care System New Orleans Replacement Facility

Department of Veterans Affairs

November 17, 2021

Performance Work Statement for HEPA Filter Service Contract

The Department of Veterans Affairs, Southeast Louisiana Veterans Health Care System (SLVHCS), New Orleans, LA is seeking the replacement of all High Efficiency Particulate Air (HEPA) Filters located throughout the facility and semi-annual evaluation of these filters for replacement.

1. SUMMARY

1.1. SLVHCS is seeking a Service Provider to replace all the HEPA filters and associated pre-filters located throughout the facility, 191 in total. Following replacement, a baseline pressure will be taken for all individual filters or filter boxes. The condition of the filters will then be evaluated on a semi-annual basis using the ASHRAE 52.2 pressure drop test. Based on the results of the tests, the service provider will make recommendations on whether to change out the filters.

Services will be rendered at the medical center located at 2400 Canal Street, New Orleans, LA 70119. The following buildings on site will receive filter replacement and periodic evaluation:

Inpatient B & C, Outpatient H & J, Diagnostic and Testing D & E, and Transitional Living M1 & M2.

2. The Contractor under this Performance Work Statement (PWS) will be responsible for all labor, tools, and materials required to carry out all CLIN items as outlined in this PWS.

2.1. All personnel working in the vicinity shall, in accordance with CDC recommendations for COVID

19 protections; wear appropriate personal protective equipment (PPE), and use safety protections while all work is performed. All appropriate PPE must be worn when handling HEPA filters, according to the National Air Filtration Association (NAFA) and ASHRAE. Any questions or injuries shall be brought to the attention of the Safety Officer and Contracting Officer’s Representative (COR). Safety Data Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials and chemical agents. Copies will be provided to the COR for approval and file management.

2.2. The contractor shall maintain work schedules as outlined by this performance work statement.

The schedules shall take into consideration that the staff can effectively perform their services without adversely impacting patient care and the safe operation of the medical center. The Contractor shall deliver standard services between the hours of 8:00 AM to 4:00 PM Monday through Friday to the greatest extent possible; the Contractor should be prepared to work after hours and/or on weekends as agreed upon due to safety concerns and availability of Inpatient Rooms and Laboratories.

2.3. All work shall be performed by personnel specifically qualified and trained for both of the specific tasks listed in this PWS: HEPA filter evaluation and HEPA filter replacement. A current NAFA Certified Technician Level II (NCT II) will be required to handle the HEPA filters. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract.

2.4. Contractor shall employ standard industry “best practices” while fulfilling this requirement.

3. PREPARATION

3.1. Interested Bidders must prepare a written plan that includes strategies and step-by-step procedures, at a minimum, to include the following:

3.1.1. Supervisor contact information.

3.1.2. Methods and materials planned for both specific tasks listed in the PWS.

3.1.3. Required support from other trades.

3.1.4. Equipment and material transportation and storage requirements.

3.1.5. Engineering controls and safety measures to ensure safety and prevent cross contamination.

4. EXPERIENCE

4.1. The Contractor will list all related experience in the following fields:

4.1.1. HEPA filter evaluation using the ASHRAE 52.2 pressure drop test

4.1.2. HEPA filter replacement, to include “hazardous” bag-in-bag-out filters

5. ACRONYMS

ASHRAE: American Society of Heating, Refrigerating and Air-Conditioning EPA: Environmental Protection Agency FMS: Facilities Management Service (VA Engineering) NAFA: National Air Filtration Association.

OSHA: United States Occupational Safety and Health Administration PM: Project Manager or Project Management PWS: Performance Work Statement QA: Quality Assurance QASP: Quality Assurance Surveillance Plan VA: Veterans Administration GEMS: Green Environmental Management

6. FILTER REPLACEMENT

6.1. The following filters will be replaced in the Pandemic Fan, patient room filter boxes, Bag in/Bag out filter boxes, and fume hoods

6.1.1. Pre-Filter for Patient Rooms, Bag In/Bag Out, Pandemic Fan

6.1.1.1. Standard capacity (2000 CFM) pleat configuration with a depth of 2" (nominal 1-3/4" actual)

6.1.1.2. Classified UL and cUL per the UL 900 Standard

6.1.1.3. Media shall be 100% synthetic. The media will not support microbial growth.

6.1.1.4. Media laminated to corrosion resistant expanded metal.

6.1.1.5. Frame shall be a heavy duty, high strength, moisture resistant paperboard (24 point) double wall construction with an integral die-cut faceguard on the air entering and air leaving sides to prevent movement and protect the media pack and ensure media pack integrity during shipping and actual operation.

6.1.1.6. The media pack shall be secured within the frame with an adhesive sealant to ensure leak free construction.

6.1.1.7. Filters shall be a MERV 8 when tested in accordance with the ASH RAE 52.2-2007 Test Standard

6.1.1.8. Filter shall have a low initial pressure drop that shall not exceed 0.25" W.G. at an air flow rate of 500 FPM.

6.1.1.9. Filters shall be rated to withstand a continuous operating temperature of 200°F (93°)

6.1.1.10. Filters shall have a recommended final resistance of 1.0" W.G.

6.1.1.11. Sizes

6.1.1.11.1. 24 x 24 x 2“- CLINS 0001, 0002, 0004, 0005, 0007, 0008, 0009

6.1.1.12. Currently in use – Koch Multi-Pleat XL8

6.1.2. Bag In/Bag Out Filter Box

6.1.2.1. High capacity – 2000 CFM @1.4 in w.g.

6.1.2.2. 99.97% efficiency on 0.3-micron size particles

6.1.2.3. Cell side material – Galvanized steel

6.1.2.4. Separators – High capacity aluminum

6.1.2.5. Bond material – Flame Retardant Polyurethane

6.1.2.6. Seal material – Fluid seal through, ¾” deep with silicone sealant

6.1.2.7. Sealant location – gel upstream, extractor clips downstream

6.1.2.8. Size – 24 x 24 x 12“– CLINS 0001, 0002, 0004, 0007, 0008

6.1.2.9. Currently in use – Flanders AstroCel I

6.1.3. Bag In/Bag Out Filter Box

6.1.3.1. Standard Capacity – 1000 CFM

6.1.3.2. 99.97% efficiency on 0.3-micron size particles

6.1.3.3. Media – Submicron glass fibers formed into a water-resistant, high efficiency high density, wet-laid paper mat

6.1.3.4. Size – 24 x 24 x 12” – CLIN 0003

6.1.3.4.1. Currently in use – Koch BioMax H62A2X1

6.1.4. Bag In/Bag Out Filter Box

6.1.4.1. High Capacity – 2000 CFM

6.1.4.2. 99.97% efficiency on 0.3-micron size particles

6.1.4.3. Media – Submicron glass fibers formed into a water-resistant, high efficiency high density, wet-laid paper mat

6.1.4.4. Size – 24 x 24 x 12” – CLIN 0005, 0006, 0009

6.1.4.4.1. Currently in use – Koch BioMax H66A2X1

6.2. All personnel must provide their own and wear proper PPE for the filters to be replaced.

6.2.1. Bag In/Bag Out filters are considered hazardous, and a full Hazardous Suit is required, per National Air Filtration Association (NAFA) and ASHRAE

6.2.2. All other filters will require a face mask and gloves according to CDC Covid-19 guidelines.

6.3. All removed filters will be disposed of properly.

6.3.1. Bag In/Bag Out filters are considered hazardous and will be disposed of according to EPA and OSHA guidelines

6.3.1.1. A Hazardous Waste disposal manifest will be generated for all of these filters

6.3.2. All other filters can be placed in a normal trash bag and disposed of as normal trash

6.3.3. All removed filters will be disposed of off-site. No VA trash bins will be used to dispose of filters

6.4. The contractor must provide own pallet jacks, transportation carts, ladders, and other necessary equipment. All equipment brought into the medical center must be appropriately cleaned for a hospital setting.

7. INSTRUMENTATION AND AUTOMATION

7.1. Contractor shall be responsible for testing and calibration of the analog and digital pressure sensors associated with the pre-filter and HEPA filter.

7.2. Contactor shall ensure cleanliness of piezo tubes and sensor plumbing during the filter replacement.

7.3. Contractor shall set baseline (clean) filter readings on analog and digital sensors. Contractor shall be responsible for setting dirty filter warning and dirty filter alarm settings in the Building Automation System.

8. PARTS RIDER

8.1. A yearly parts rider shall be included to pay for the cost of necessary filter replacements (pre-filters and HEPA filter), analog gauges, and digital components i.e. pressure transducers, plumbing for sensors, and all other equipment and materials directly associated with the proper functioning of the filter system and monitoring

9. CLIN ITEMS

CLIN BUILDING(S) EQUIPMENT MAX #

Diagnostics and Treatment (F&G), Research (P) Replace HEPA filters and associated pre-filters and recalibrate the pressure gauge(s)

• 2 ea HEPA filter

• 2 ea pre-filter 4

Inpatient (B) 5th Floor Replace HEPA filters and associated pre-filters in Pandemic Filter Box and recalibrate the pressure gauge(s)

• 20 ea Pre-filters

• 20 ea HEPA filters

Diagnostics and Treatment (E&F) Interstitial Replace HEPA and recalibrate the pressure gauge(s)

• 1 ea HEPA filter 2

Diagnostics and Treatment (E&F), Transitional Living Replace HEPA filters and associated pre-filters and recalibrate the pressure gauge(s)

• 2 ea Pre-filters

• 2 ea HEPA filters

Inpatient (B&C), Diagnostics and Treatment (D&E) Interstitial Replace HEPA filters and associated pre-filters and recalibrate the pressure gauge(s)

• 1 ea Pre-filter

• 1 ea HEPA filter

Research 4th Floor Replace HEPA filter in Animal Grossing Station

• 1 ea HEPA filter 1

Inpatient (B), Diagnostics and Treatment (F) Replace HEPA filters and associated pre-filters and recalibrate the pressure gauge(s)

• 8 ea Pre-filters

• 8 ea HEPA filters 3

Outpatient (J), Diagnostics & Treatment (F), Transitional Living (M) Replace HEPA filters and associated pre-filters and recalibrate the pressure gauge(s)

• 4 ea Pre-filter

• 4 ea HEPA filter 2

0009 Diagnostics and Treatment (D&E) • 2 ea Pre-filter

• 2 ea HEPA filter

All Buildings Listed in CLINs 0001- 0009:

Evaluate all HEPA filters and associated pre-filters at the facility

N/A Semi-Annually

0011 Parts Rider:

Annual

10. PERIOD OF PERFORMANCE

8.1. This is a 5-year contract with the following base and option years:

8.1.1. Base year: April 1, 2022 – March 31, 2023

8.1.2. Option year 1: April 1, 2023 – March 31, 2024

8.1.3. Option year 2: April 1, 2024 – March 31, 2025

8.1.4. Option year 3: April 1, 2025 – March 31, 2026

8.1.5. Option year 4: April 1, 2026 – March 31, 2027

8.2. Following contract award, the service provider will have 2 months to replace all HEPA filters and associated pre-filters in the facility, recalibrate the pressure gauges, test and program monitoring and automation systems. CLIN 0001-0011.

8.3. Periodic evaluation of the facility HEPA filters should take place no more than semi-annually (at the discretion of the VA) and will take no longer than 2 weeks.

8.4. Subsequent HEPA filter changes, based on need, shall take no longer than 1 month.

9. QUALITY ASSURANCE

9.1. NAFA Qualifications: At least one employee of the company shall have current NAFA Certified

Technician Level II (NCT II) certification

9.2. An employee with NAFA Certified Technician Level II (NCT II) certification will be on-site to handle Bag In, Bag Out “hazardous” filters ensuring work is completed in an appropriate manner.

9.3. All collection devices, vacuums and other tools and devices shall be cleaned or sealed before relocating to different areas of the building and before removing the equipment from building.

10. COR AUTHORITY

10.1. In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

11. KEY PERSONNEL

11.1. All services covered by this contract will be performed by fully qualified and trained

Technicians trained and certified in Bag In, Bag Out “hazardous” HEPA filter replacement.

11.2. The Contractor shall provide a qualified and experienced Project Manager for this contract.

The Project Manager shall have full authority to act for the Contractor and serve at all times to carry out all the provisions of the contract. The Project Manager shall be in charge of and have overall responsibility for the work to be carried out under this contract.

11.3. The Contractor’s project manager’s work hours shall coincide with the Medical Center’s business hours which are defined as 8:00 AM – 4:00 PM, Monday through Friday, with the exceptions of all holidays observed by the Government. The Project Manager or approved responsible alternate authorized by the COR will be identified and available for receiving calls 24 hours a day, seven (7) days a week.

11.4. The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, Project Manager and an alternate or equally responsible Supervisor person who when approved by the COR shall assume the Project Manager’s duties when the primary project manager is absent. A resume shall be included with all names on the Contractors Key Personnel List. The Contractor shall include with the Key Personnel List contact numbers and email addresses for all employees performing services under this contract.

11.5. When Staffing changes are made the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require 15 calendar days’ notice to the COR.

11.6. The Government shall have the right in its sole discretion to approve or reject any Project Manager selected by the Contractor at any time.

12. CONDUCT

12.1. The Contractor’s employees, at all times while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor’s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work.

12.2. The contractor and its personnel shall review and agree to comply with the Government’s Information Security System (ISS), and network policy.

12.3. This is a non-smoking facility. This includes e-cigarettes.

12.4. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

13. SECURITY AND PIV REQUIREMENTS

13.1. SECURITY CLAUSE

13.1.1. A&A requirements do not apply--Security Accreditation Package is not required.

14. DELIVERABLES

14.1. WORK EXECUTION PLAN - The Contractor shall, within ten (10) days of contract start date, submit a work execution plan that details how the Contractor will ensure all requirements of the contract will be fulfilled. This plan shall include the following:

14.1.1. A phasing plan that outlines facility impact and duration.

14.1.1.1. Contractor shall notify the COR at least 2 weeks in advance to schedule a shutdown of equipment that has no operational redundancy.

14.1.2. A plan to access all equipment

14.1.3. A plan to move materials throughout the facility

14.1.4. Any spatial restrictions

14.1.5. A timeline for each CLIN item

14.2. QUALITY CONTROL PLAN - The Contractor shall, within ten (10) days of contract start date, submit a quality control plan that details how the Contractor will ensure all requirements of the contract will be fulfilled. The plan shall include but not be limited to all elements of the quality control program described in the technical proposal that the contractor submitted in response to the Government's solicitation for this contract.

14.3. SAFETY PLAN - The Contractor shall, within ten (10) days of contract award, submit its own detailed site-specific safety and protection plan that shall comply with all safety, environmental protection, property protection and health provisions of the contract.

14.4. WORK COMPLETION REPORTS - The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract. These reports shall contain, at a minimum, the equipment serviced (to include model/serial number, room number, and MX number) and shall be signed and dated by the Contractor's Representative.

14.5. WASTE MANIFEST – The contractor shall submit a waste manifest to the COR within two (2) working days after completing each occurrence of service under this contract.

14.6. TURN AROUND TIME – The Contractor shall be ready to mobilize and begin replacing all filters within 45 calendar days.

15. WASTE REMOVAL

15.1. Contactor is responsible for removal of all trash and debris.

15.1.1. All trash must be transported in bags or enclosed containers from the point of filter removal source to external transport vehicle or container.

15.1.2. All trash, including replaced filters, must be disposed of offsite by the contractor. The VA’s garbage bins shall not be used for disposal.

15.2. HAZARD WASTE MATERIALS (e.g., batteries, chemicals, filters, etc.), shall be the responsibility of the Contractor and shall be disposed of by LDEQ, OSHA or EPA requirements. The contractor shall identify all potential hazardous material brought on site. They shall be accompanied by a safety data sheet (SDS). Containers for said materials shall be appropriately disposed of in accordance with LDEQ, OSHA and EPA.

15.2.1. Cleaning waste developed under this contract shall be disposed of in adherence with LDEQ, OSHA, and EPA.

15.3. GOVERNMENT PROVIDED SERVICES

15.3.1. Materials Lay Down Area – the contractor may use service bays or mechanical rooms for temporary storage of material at the discretion of the COR. All materials shall be removed upon completion of service.

15.3.2. Utilities – the contractor may use convenience outlets located in the areas of work

15.3.3. Elevators – the contractor may use the service elevators throughout the facility to transport material at the discretion of the COR.

15.3.4. Parking – parking on site is not guaranteed, it is at the discretion of Police Services. The contractor shall provide the COR, two days prior to arriving on site, with the names of the contractors who will be on site and the number of vehicles. The contractor should make every effort to consolidate into one vehicle due to limited parking spaces in the visitor garage.

16. QUALITY ASSURANCE SURVEILLANCE PROGRAM

16.1. VA Facilities Management Service (FMS) has the right, at all times, to inspect services performed, the Contractor’s workmanship, and materials furnished/utilized in the performance of such services to the extent practicable. FMS shall perform inspections, as it deems necessary, throughout the term of the contract. However, the inspections and/or walk-through will be conducted in a manner that will not unduly interrupt or delay the Contractor’s work.

16.2. The Government has the right to arrange for a third party to conduct a condition assessment on the Contractors work and to analyze or identify measures of the preventive maintenance program.

16.3. If any of the services do not conform to contract requirements, FM may require the Contractor to perform the services again in conformity with contract requirements, and have the Contractor perform a quality control inspection at no additional increase in contract amount or the Medical Center may reduce the payment to reflect the reduced value of the services performed. Each unresolved action shall adversely affect the Contractor’s payment by 10%, but not to exceed 60% or the total base billing. The Contracting Officer (CO) will make a determination as to an appropriate sum of money that will approximately equate to the reduced service.

16.4. If, after having been directed by the Medical Center to correct a contract deficiency, the Contractor fails to promptly perform the services again or fails to take the necessary action to ensure future performance is in conformity with contract requirements, the Medical Center may:

16.4.1. Perform the services (by contract or otherwise) and charge the Contractor any cost incurred by the Medical Center directly related to the performance of such service plus a 10% markup on parts required.

16.4.2. Terminate the contract for cause.