Statement of Work.pdf

STATEMENT OF WORK

HVAC/Heating Systems Maintenance Services

BACKGROUND:

Indian Health Services Nashville operates a number of health Centers providing critical health services to Tribal communities within the Nashville Area region. This region serves a population of over 60,000 users, 36 Tribal Nations and 3 Urban Indian Health programs located across the Eastern USA. Indian Health Services Nashville is streamlining operations by entering into consolidated preventive maintenance contracts for federally operated IHS health clinics. By doing so IHS will be able to respond to maintenance requests in a timely fashion while reducing administrative burden that detracts from critical health care activities. IHS Nashville is seeking services for various IHS medical facilities. The purpose of this contract is to establish a consolidated Service Agreement for the preventive maintenance, repair and inspection of Heating, Ventilation, Air Conditioning (HVAC) systems at these Centers.

SCOPE:

The Contractor shall provide all labor, supplies and materials to provide HVAC/Heating Systems Preventive Maintenance (PM) and PM included repair services for equipment at three health clinics, located in Virginia and South Carolina, on a quarterly/semi- annual/annual basis.

Maintenance actions shall be in accordance with the equipment’s manufacturer defined service schedule and/or requirements and includes but is not limited to filter changes, belt tensioning, greasing, lubricating, coil cleaning, pan cleaning, tightening and adjusting components, refrigerant inspection, charging etc. The resultant contract will include a separate funded line for PM related incidental parts only, if needed, up to the micro-purchase threshold annually for all 3 facilities. The maintenance of the requested items below are vital to support the facility environment of care for staff and residents. The Contractor shall provide an HVAC Maintenance Plan that provides a schedule and details for performance of all monthly, quarterly, and annual tasks.

Non-PM repairs are NOT included under this agreement and are to be billed as a separate action.

Interested bidders are required to submit current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Any necessary non- PM repairs or parts will be submitted for approval and then billed against a separate purchase order (PO) if/when approved. The Contractor is not approved to do any additional work without approval.

Emergency Services are NOT included under this agreement and are to be billed as a separate action if/when approved. Interested bidders are required to submit their rates in the event of an emergency. Emergency Service, with a four-hour response time, must be available seven days a week during business hours. Emergency services will be billed per trip. The Contractor is not approved to do any emergency work without approval.

The following are the current equipment and services requested:

Equipment # of Services Monacan Health Clinic

Air Cooled Condensing Unit: Daikin RCS040D, Air Cooled, Quantity: 1 Air Cooled Scroll Quarterly Maintenance 2 Air Cooled Scroll Semi-Annual Maintenance 1 Air Cooled Scroll Annual Maintenance and Cleaning 1

Air Handler: Daikin CAH025, Quantity: 1 Air Handler Quarterly Maintenance 3 Air Handler Annual Maintenance and Cleaning 1

Boiler: Lochinvar FTXL500, Quantity: 2 Boiler Quarterly Maintenance 3 Boiler Annual Maintenance and Cleaning 1

Split System: Mitsubishi PKA-A12HA7, Quantity: 1 Split System Quarterly Maintenance 3 Split System Annual Maintenance and Cleaning 1

Additional Equipment Identified on Attached Drawings

Mid Atlantic Health Center Rooftop Units: Daikin DPS012A, Quantity 2. Daikin DPS025A, Quantity 2.

Rooftop Unit Quarterly Maintenance 2 Rooftop Unit Semi-Annual Maintenance 1 Rooftop Unit Annual Maintenance and Cleaning 1

Air Handler: Daikin CAH025, Quantity: 1 Air Handler Quarterly Maintenance 3 Air Handler Annual Maintenance and Cleaning 1

Boiler: Lochinvar FCB1000-L, Quantity 2.

Boiler Quarterly Maintenance 3 Boiler Annual Maintenance and Cleaning 1

Split System: Mitsubishi PKA-A24KA7, Quantity 1.

Split System Annual Maintenance and Cleaning 1

Catawba Service Unit Air Cooled Condensing Units: Various Manufacturers 5Ton-3.5Ton, Quantity 7 Air Cooled Condensing Unit Quarterly Maintenance 3 Air Cooled Condensing Unit Annual Maintenance and Cleaning 1

Air Handler: Trane XR80, Quantity: 7 Air Handler Quarterly Maintenance 3 Air Handler Annual Maintenance and Cleaning 1

Split System: PTAC QSHC091, Quantity 1.

Split System Annual Maintenance and Cleaning 1

GENERAL REQUIREMENTS:

1. The Contractor shall submit an HVAC Maintenance Plan that outlines the maintenance activities to be performed throughout the year within 30 days of contract award and delivered electronically to the COR Team.

2. The Contractor shall submit sample and technical specifications on all materials being used in this project and shall not proceed with any work prior to approval by the Project Manager and COR.

3. The Contractor shall develop and provide a work completion report delivered to COR for all work performed during maintenance visit. The contractor shall deliver the report to the COR upon completion of work.

4. For all repair work outside of the scope of this SOW, provide a quote for repair to COR within 5 workdays of the identified need.

5. Before beginning any work, the Contractor shall survey the site and examine the drawings and review the scope of work to determine the extent of the work. The Contractor shall take the necessary precautions to avoid damages to existing items to remain in place, to be reused or to remain the property of the Clinic. Any damaged items shall be repaired or replaced at the Contractors expense as directed by the COR.

6. Establish construction limits, install safety controls, and install construction fencing as approved by the COR.

7. Thoroughly clean up the work area at the end of each day’s work and at completion of the project.

Leave premises clean and free of waste, scrap, used equipment or other material intentionally or incidentally delivered to the site by Contractor or Contractor’s personnel.

8. At Contractor’s own expense, Contractor shall immediately restore to service and repair any damage caused by Contractor’s workmen to existing piping and consults, wires, cables, etc., of utility services or of fire protection systems, communication systems (including telephone) which are not scheduled for discontinuance or abandonment.

9. Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original existing construction, except as otherwise shown or specified.

10. The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site not to be removed and do not reasonably interfere with the work required under this contract.

11. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be made known by the Contractor. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in the performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

12. All utilities required for the continuous operation of all existing facilities shall be maintained in service at all times except when disruptions are needed. The contractor shall inform the Clinic Director and the Contracting Officer (CO) in writing 2 weeks prior to the need to shut down. When the option exists, implement options to minimize interruption of services to the facilities.

13. The Contractor shall coordinate with the COR for parking facilities and any other needs for the work.

Public access to the Clinic shall not be impaired.

14. Upon completion of contact, deliver work complete and undamaged. Existing materials, equipment, structures, facilities, grounds and disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in good condition as existed before commencing work.

15. All work will be coordinated with the Contracting Officer’s Representative (COR). Only the

Contracting Officer (CO) has the authority to make changes to the contract that affects price and/or time. Work will be conducted in such a manner to minimize the impact on the Cemetery operations.

16. Coordination of Construction with the Clinic Director: The clinic operations shall take precedence over construction activities. The Contractor must cooperate and coordinate with the Clinic Director, through the COR, in arranging construction the construction schedule to cause the least possible interference with Clinic operations. Construction noise shall not disturb the clinic.

17. Site work will be accomplished between the hours of 8:00 and 4:30, Monday through Friday, except

Federal Holiday’s. Work outside of the Clinic’s normal operating hours of 8:00 am to 4:30 pm shall be permitted on by approval of the COR and to only meet the Period of Performance.

CONTRACTOR QUALITY CONTROL:

1. The Contractor shall guarantee that all work done under this contract shall be free form defaults and no faulty materials or workmanship with one (1) year warranty or extended manufacturer’s warranty. The Contractor hereby agrees to repair or replace deficiencies within the specified time frame by the direction of the Contracting Officer (CO) at the Contractor’s expense. And shall be corrected to the satisfaction of the Government.

2. The Contractor shall provide a Job Site Superintendent who speaks and write fluent English on site, and at all times when Contractor personnel are on the premises. The Job Superintendent will:

a. Review and Approve submittals.

b. Inspect the quality of work performed.

c. Certify the completed work for payment and other purposes.

REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULES:

The Contractor shall provide report(s)/deliverables and delivery schedules quarterly, semi-annually and annually as requested by the Contracting Officer or the Contracting Officer’s Representative.

PERIOD OF PERFORMANCE:

The estimated period of performance, including a base year and 4 one-year option periods is as follows:

• Base Period: 09/15/2025 to 09/14/2026

• Option Period One: 09/15/2026 to 09/14/2027

• Option Period Two: 09/15/2027 to 09/14/2028

• Option Period Three: 09/15/2028 to 09/14/2029

• Option Period Four: 09/15/2029 to 09/14/2030

All option years will be exercised via a notification and contract modifications as outlined in the Federal Acquisition Regulation clause entitled “Option to Extend the Term of the Contract”. All options years are subject to the appropriations of funds for Nashville Area.

PLACE OF PERFORMANCE:

The work shall be performed at The Indian Health Service Mid-Atlantic Tribal Health Center, 2401 Roxbury Rd, Charles City VA 23030.

The work shall be performed at the Indian Health Service Monacan Health Clinic located at 108 Dixie Airport Rd, Madison Heights, VA 24572.

The work shall be performed at the Catawba Service Unit, 2893 Sturgis Road, Rock Hill, South Carolina 29730.

AWARD STATEMENT:

A single award will be made to the lowest responsive responsible bidder who meets all of the technical specification requirements. The Government reserves the right to reject any or all bids.

IHS CONTRACTING OFFICER RESPONSIBILITY:

The Contracting Officer (CO) is the only person with authority to act as an agent of the Government under this contract. The CO is the only individual with the authority to:

1. Direct or negotiate any changes in the scope of work.

2. Modify or extend the period of performance.

3. Change any monetary aspect of the contract.

Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

a. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

b. The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

c. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

d. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Qualifications of Employees

a. The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from IHS controlled buildings or other real property should it be determined that the individual(s) are either unsuitable for security reasons or otherwise unfit to work on IHS controlled property.

b. The Contractor shall fill out and cause each of its employees performing work on the Contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

c. Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Suitability Determinations

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badge, and escorted entry, as applicable.

d. Temporary Employees who have not received a favorable suitability determination shall be escorted government at all times while in non-public space, as directed by the CO or designee. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

e. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

f. The Contracting Officer or his/her designated representative shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

g. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the

Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the Contract.

Compliance with Security Requirements

a. The Contractor shall comply with all IHS security requirements in the building(s) where work is being performed. Contractor personnel requiring access to IHS’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with IHS Division Information Resource Management (DIRM) IT policies, i.e., all IHS IT systems needing network connectivity must reside on the IHS network.

b. When a controlled personnel identification access system is used at a site where work is performed, the Agency will be responsible for providing any required access credentials. Credentials shall be displayed at all times or as otherwise required by the Agency.

c. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

STATEMENT OF WORK