Statement of work (SOW)- air exchange testing.docx

STATEMENT OF WORK

Quarterly Air Exchange Testing

1. REQUIREMENT:

This requirement for quarterly air exchange testing to ensure proper air flow, air exchanges and pressure relationships for airflow in critical areas, on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

Work shall be performed during business hours of 8:00 a.m. through 4:00 p.m. weekends only, excluding all federally observed holidays. At this time no overtime is authorized.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

· Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor shall provide quarterly air exchange testing services, to ensure proper air flow, air exchanges and pressure relationships for airflow in critical areas. Quarterly testing shall begin in October of each calendar year and shall be conducted by the contractor once per quarter in the months of October, January, April, and July, during each calendar year.

The Contractor shall furnish all labor, travel, equipment, supplies, shipping costs, and materials required to perform quarterly air testing services.

· All work must follow all Veteran Affairs (VA), Occupational Safety National Health Association (OSHA), American National Standard Institute (ANSI) and Hospital procedures and requirement, including infection control and wearing proper Personal Protective Equipment (PPE).

· Testing to be conducted by trained, qualified, experienced certified technicians.

· The latest most accurate testing procedures, used industry wide, must be used

· All testing shall be coordinated with the COR. Work will be done on weekends or after hours when testing will not impede with patient care.

· Coordination shall be made prior with the COR. Access to various areas shall be coordinated by the COR with the Service Lines, in addition to VA Police for entry into applicable areas. Charge nurse (WIN Nurse), to be notified day of testing, for final clearance and approval.

· Contractor shall be escorted by a VA A/C Mechanic for access, coordination, adjustments, and necessary repairs; Mechanics will assist for Engineering Control Center (ECC), Variable Air Volume (VAV) boxes.

· Rooms to be tested:

· 1A118

· 1A113 to 1A113B

· 1A113B to 1A113A

· 1A113A to Pharm Center

· 100A

· 2D138 GU/GI

· 100-LC131G Clean Room

· Bldg 9:

· 122-126

· 216-219 (main lab in 218)

· 231-233, 235

· 1 – 8

· Recovery room

· Rear corridor

· Break room

· Women’s locker room

· Measurements to be taken must include:

· Room volume in cubic feet, calculated from measurements of room size

· CFM represents cubic feet per minute of air at standard pressure and temperature

· CFH represents cubic Cubic feet per hour (CFM x 60)

· ACH represents Air Exchanges per Hour (CHF/Room volume)

· All Operating Rooms (OR), are positively pressured to both the corridor and the common Sterile Core

· Minor adjustments/repairs if needed, are to be made at the time of testing.

REPORT REQUIREMENT:

The Contactor shall provide a report of service each quarter, after all testing is completed for all rooms. This report shall be submitted to the COR no later than ten (10) business days after each inspection occurs.

The report shall contain a minimum of the following items.

· Date of Testing

· Room #’s tested

· Any areas of concern on any rooms/areas

· Work performed in room/area

· Name of Inspector

Sample Report of Testing follows.

Column headings listed, are to be used for reporting purposes:

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with the Emergency Control Center (ECC) in Building 100 Basement, prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are always secured.

· Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

· All debris must be removed from the facility upon completion of service each day.

All personnel are required to wear approved masks when entering or working in any of the facilities buildings.

· They are to be non-surgical type masks, no cloth or homemade masks (this is for staff and Contractors).

· This mask is to be worn at all times. Any personnel caught without wearing an approved mask will be escorted out of the facility.

· Masks are to be worn properly and should fully cover the nose and mouth at all times

· Masks need to be worn whenever you are within six (6) feet of another person, whether you are outside or inside. This includes riding in carts.

· Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

The WJB Dorn VA Medical Center is a smoke free campus. Smoking is not permitted indoors or on campus (except at the Regional Office location), to include parking lots, at any time. All smoking shall be conducted at designated smoking areas.

TRAINING REQUIREMENTS:

Certified technicians in requirement area

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. 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 by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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