Statement of Work_Iwaki Aquatics.pdf

Statement of Work

Preventative maintenance of aquatic animal housing units

The Research Service of the G.V. (Sonny) Montgomery VAMC seeks preventative maintenance including cleaning, replacement of worn out parts, water quality testing, and service of all pumps, filters and disinfection module for its Xenopus animal housing aquatic systems and water storage reservoir. These units are in the R&E Building subbasement animal vivarium area. The systems consist of 3 units: 1) One Iwaki ITS-X System, 2) One MBI XR3, Iwaki System Retrofit, and 3) One MBI Water Storage Reservoir.

1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the Iwaki ITS-X system, MBI XR3, Iwaki System Retrofit, and One MBI Water Storage Reservoir. The preventative maintenance should consist of onsite inspection, routine tests, service and maintenance activities as recommended by the manufacturer and as required by the manufacture’s preventative maintenance schedule. The necessary preventative maintenance must ensure systems are in their proper working order and consistent with the service technician’s professional judgment.

1.2. This contract is effective for 1 year upon date of award plus any extensions that may be exercised by the VA.

1.3. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

1.4. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments and repairs, as specified herein, along with scheduled contractor maintenance in response to service calls made by Research Service of the G.V.

(Sonny) Montgomery VAMC to the contractor due to a partial or complete system or subsystem failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system. The Service Technician may make general recommendations or identify certain improvements related services needed, or possible changes to the system that might reasonably be expected to improve the performance of the system.

2. Equipment:

2.1. The equipment to be serviced/maintained includes:

One Iwaki ITS-X System, One MBI XR3, Iwaki System Retrofit, and One MBI Water Storage Reservoir

3. Definitions/Acronyms:

3.1. G.V. (Sonny) Montgomery VAMC address: 1500 E. Woodrow Wilson Drive, Jackson, MS 39216 (POC ph. 716-863-2291).

3.2. CO – Contracting Officer.

3.3. COR – Contracting Officer’s Representative.

3.4. IAW – In Accordance With

3.5. PM – Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

3.6. FSE – Field Service Engineer. A person who is authorized by the contractor

3.7. FSR – Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

3.8. Acceptance Signature – Signature of Research Service of the G.V. (Sonny) Montgomery VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

3.9. Authorization Signature – COR’s signature; indicates COR accepts work status as stated in

ESR.

3.10. OSHA – Occupational Safety and Health Administration.

4. Conformance Standards:

4.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of manufacturer’s Network Equipment/System. Upgrades/updates shall be installed in strict accordance with manufacturer’s specifications and must operate within manufacturer’s specifications and must operate within manufacturer’s specified parameters.

5. Hours of Coverage:

5.1. The contractor will respond by phone at no additional charge, within the normal business hours (7:30 AM to 4:00 PM (CST) M-F).

5.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist:

5.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COR prior to the proposed start of the maintenance and the request is approved by the COR before work is begun.

5.2.1.1 The COR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

5.3. Scheduled maintenance shall be performed in accordance at the manufacturer’s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR and

CO.

5.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR.

5.6. Federal holidays observed by G.V. (Sonny) Montgomery VAMC are:

Labor Day Columbus Day Veteran’s Day Thanksgiving Day New Years Day Juneteenth Martin Luther King Day President's Day Memorial Day Independence Da y Christmas Day and any other day specifically designated by the President of the United States.

6. Scheduled Maintenance:

6.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer’s Maintenance Manuals for the system.

6.2. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

6.3. General Maintenance Tasks shall include, but need not be limited to, the following:

6.3.1. Testing and adjusting water quality values including pH, temperature, conductivity, and water depth.

6.3.2. Testing system pumps for functionality as well as testing voltage, current draw, and pulse rates.

6.3.3. Replacing consumable filters on air pumps and performing functional diagnostic testing.

6.3.4. Testing voltage, current draw, and heat transfer of system heaters as well as cleaning external surfaces.

6.3.5. Replacing system filters and consumable o-rings.

6.3.6 Replacing quartz sleeve, bushings, lamps on ultraviolet sterilizers.

6.3.7 Performing functional testing on ultraviolet sterilizer ballast and monitoring degradation of housing.

6.3.8 Replacing and calibrating consumable pH electrodes.

6.3.9 Performing functional testing on controller software including recommended Walchem software upgrades and network testing.

6.3.10 Updating and testing controller network communication via Walchem Fluent server, adjusting configurations for optimal performance.

6.3.11 Testing functionality of Marine Biotech LSC controller on storage reservoir and advising on lifespan, replacement parts and longevity of unit.

6.3.12 The technician shall conduct Semi-annual and annual preventative maintenance as scheduled below:

Water Quality and System Testing

Semi-Annual Annual Task X X Temperature X X pH X X Conductivity/Salinity

X X Dissolved Oxygen (DO) X X Pressure Gages X X Flow Rates X X Monitoring system - Readings are stable and accurate X X Test dosing system relays X X Probes - Cleaned & calibrated X Probes - Replaced & calibrated X X Ammonia (TAN) X X Nitrite (N02-N) X X Nitrate (N03-N)

Equipment

X X Pump(s) - Flow rates are within parameters X X Pump(s) - Checked housings and electrical connections X Pump(s) - Changed mechanical shaft seal X X Air Pump - Checked lines for proper flow X Air Pump - Replaced linear pistons and air filter X Blower - Replaced air filter X X Heaters - Inspected, wiped and/or de-scaled X X Dosers - Inspected and cleaned pumps X X Dosers - Cleaned tanks and intake screens; Remade solutions X Dosers - Changed dosing lines

Mechanical, Biological, Chemical and UV Filtration

X X Mechanical Filter(s) - Changed filter bags; Inspected and greased o-rings X X Carbon Filter - Rinsed and replaced activated carbon X X Biological Filter - Rinsed 1/3 of Siporax panels X X Biological Filter - Siphoned sumps and cleaned airstones X X UV System - Inspected / Changed UV lamps X X UV System - Inspected / Changed quartz sleeves X UV System - Changed gaskets and bushings

Monitoring and Control & Alarm Systems

X X Check operating modes, performance parameters and indicators X X Check fuses, lamps, lights and replace as necessary

X X Test local alarm functionality X X Test Sensaphone and update phone numbers and zone information X X Inspect, clean and test water level float switches X X Inspect, clean and test pressure or flow sensors X X Test and adjust automatic water change solenoids

Reverse Osmosis and Water Delivery Systems

X X Inspect and adjust float valves in system and storage tank X X Inspect and test water level sensors X Change RO membrane X X Change RO Sediment, Carbon and Deionization Prefilters X X RO Production Rate: LPD/GPD X X Test float switches X Replace UV lamp(s) X Replace UV quartz sleeves X Replace delivery lines

7. Parts:

7.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. No used parts will be used to repair this equipment.

7.2 Parts identified below are typical for preventative maintenance and shall be inclusive as part of the semi-annual and annual service. Any additional parts claimed will be approved by the CO via the COR before service is to be completed.

Item Quantity pH 7 Buffer: 51370 2 pH 10 Buffer: 51371 2 1000 uS Buffer: AQ1101 2 Iwaki pH Electrode: WEL-PHF-NN 2 ITS-X O-ring: AQ1298 2 Alita Porus Filter: AQ1781 1 Aqua UV 25/57W UV Lamp: AQ1085 2 Aqua UV 25/57W UV Quartz Sleeve: AQ1301 2 Aqua UV 25W/57W Quartz Bushing: AQ1299 2 Aqua UV 25W/57W O-ring: AQ1102 2 Viqua E4 UV Lamp: AQ1921 1 Viqua E4 UV Quartz Sleeve: AQ1922 1

8. Documentation/Reports:

8.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications. The field service technician shall provide a completed copy of the field service report to the end-user upon completion of the service work.

8.2. Any additional charges claimed will be approved by the CO via the COR before service is completed.

9. Reporting Requirements:

9.1. Upon arrival at the G.V. (Sonny) Montgomery VAMC the contractor shall be required to log in with (Federico Gonzalez-Fernandez) in room (R-303) in (R&E Building). This log-in is mandatory as well as wearing the contractor badge issued upon log-in. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all time while working at a VA facility.

9.2. When service is completed, the FSE shall document services rendered on a legible service report. Preferred method of delivery is (How is the report given) or via email to alicia.drake@va.gov.

10. Services Beyond the Contract Scope:

10.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract.

10.2. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs.

11. Condition of Equipment:

11.1. The contractor accepts responsibility for the equipment described in “as is” condition.

14. Test Equipment:

14.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used.

15. Identification, Parking, Smoking, and VA Regulations:

15.1. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name.

15.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

15.3. Smoking is prohibited inside all VA buildings.

15.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

15.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

16. Contractor Qualifications:

16.2. “Fully qualified” is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

16.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.