Test and Balance PWS.pdf

PERFORMANCE WORK STATEMENT

654-26-3-6093-0055 TEST AND BALANCE of AIR FLOWS FOR VA SIERRA NEVADA HEALTH CARE

SYSTEM

Part 1

General Information

1. General: This is a service contract to conduct the Test and Balance (TAB) of air flows at VA Sierra Nevada Health System (VASNHCS). The contractor shall work directly with the Contracting Officer’s Representative (COR) and/or the Operations and Maintenance (O&M) Chief on all matters related to this service once awarded the contract.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to conduct the TAB at VASNHCS as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: VASNHCS requires an annual (and quarterly for four rooms/two SPS corridors) TAB of the air flows to ensure the various spaces in the hospital are performing within the designed parameters as per the VA Heating, Ventilation, and Air Conditioning (HVAC) Design Manual-2011.

1.3 Objectives: To perform testing, adjusting, and balancing of the air flows on approximately 52 rooms plus two corridors (52 rooms) annually and four Sterile Processing Service (SPS) rooms/2 corridors quarterly. Positive Negative checks occur annually for 78 rooms. On occasion, additional spaces at VASNHCS may be required to be tested and balanced as needed to ensure the air flows meets the standards as required per the HVAC Design Manual.

1.4 Scope:

1. Place of work and period of performance:

a. VASNHCS located at 975 Kirman Ave, Reno, NV 89502 to begin within 30 days upon award of contract.

b. Work may be conducted Monday through Friday (except Federal Holidays) from 0730am to 4:00pm.

i. Due to the patient care requirements of the facility, the contractor may be required to perform the TAB work during non-business hours and/or on weekends.

c. The contractor shall provide a quote for a service contract for a period of one year, with potential renewal for four additional years (option years) to perform testing, adjusting, and balancing (TAB) on 52 rooms (annually) and 2 SPS corridors (quarterly). Additionally, there are 78 rooms that require an annual positive/negative check.

i. Base year: June 5, 2026 to June 4, 2027

ii. Option year 1: June 5, 2027 to June 4, 2028

iii. Option year 2: June 5, 2028 to June 4, 2029

iv. Option year 3: June 5, 2029 to June 4, 2030

v. Option year 4: June 5, 2030 to June 4, 2031

2. Equipment:

a. The facilities HVAC consist of devices and systems of different vintages, configurations, manufacturers, and installers. A complete list of rooms can be found in Attachment A.

3. Qualifications:

a. TAB shall be performed in accordance with the requirements of the standard under which TAB agency is certified by the Associated Air Balance Council (AABC) or National Environmental Balancing Bureau (NEBB) for HVAC, water balancing and vibrations, and sound testing of equipment.

b. The TAB agency’s certification shall be maintained for the entire duration of the contract. If for any reason, the agency loses subject certification during the contract period, the contractor shall immediately notify the contracting officer (CO) or COR.

c. Any agency that has been the subject of disciplinary action by either AABC or the NEBB within the past five years preceding the contract award shall not be eligible to perform any work required under the contract.

d. All work performed by the TAB agency shall be considered invalid if the TAB agency loses its certification prior to contract completion, and the successor agency’s review shows unsatisfactory work performed by the predecessor agency.

e. The TAB specialist shall be either a member of AABC or an experienced technician certified by

NEBB. The certification shall be maintained for the entire duration of the contract. If, for any reason, the specialist loses subject certification during this period, the CO and/or COR will be notified immediately.

f. Any individual that has been the subject of disciplinary action by either the AABC or the NEBB within the five years preceding contract award shall not be eligible to perform any duties related to this contract.

g. All work performed by the TAB specialist shall be considered invalid if the TAB specialist loses their certification prior to contract completion and must be performed by an approved successor at no cost to the government.

h. All TAB technicians performing actual TAB work shall be experienced and must have done satisfactory work on a minimum of three projects comparable in size and complexity to this project. Qualifications must be certified by the TAB agency in writing. The lead technician shall be certified by AABC or NEBB.

i. Test equipment criteria: The instrumentation shall meet the accuracy/calibration requirements established by AABC National Standards or by NEBB Procedural Standards for Testing, Adjusting, and Balancing of Environmental systems and instrument manufacturer. Provide calibration history of the instruments to be used for TAB purpose.

4. Overview

a. The contractor is highly encouraged to perform a physical inspection of the areas to be covered by the contract before submitting a quote.

b. Obtain the necessary permits.

c. The contractor will be required to perform duties with minimal assistance from facility staff.

d. Some work will be performed in areas occupied by patients and staff.

e. Testing will be in accordance with requirements set forth in the following:

i. VA HVAC Design Manual-2011 edition; and

ii. (most current) American Society of Heating, Refrigerating and Air-Conditioning

Engineers (ASHRAE) handbook: HVAC applications, Chapter 38, “Testing, Adjusting, and Balancing”; and

iii. (most current) Associated Air Balance Council (AABC) and/or National Environmental Balancing Bureau (NEBB); and

iv. Industry/manufacturers guidelines.

f. Work will be limited to the testing and balancing of air system only, water balancing, vibration, and sound testing are not desired but may be added via a purchase order (not to exceed $2,500.00) payable with a government purchase card or through a modification of the contract.

5. A summary of the work is as follows (including, but not limited to):

a. Frequency:

i. The contractor shall perform test and balance of 52 rooms (annually) and four SPS rooms (quarterly) per Attachment A.

ii. The contractor shall perform positive negative checks of 78 rooms annually per Attachment A.

iii. Quarterly: = four times per year, +/- 10 days from the last completed. (i.e., October 15, January 15, April 15, July 15. No sooner than the 6th day of the month and no later than the 25th day of the month listed above as an example).

iv. Annually: = once per year, +/- 30 days from the last completed. (i.e., April 15, 2025.

No sooner than the 30 days prior to and no later than the 30 days after April 15, 2026).

b. The contractor shall provide all tools, personnel; transportation and PPE required to perform this work.

c. The contractor will test the supply, exhaust, and return air registers/vents in the rooms/areas listed on the TAB room schedule and assure the quantity of air entering and exiting the area and the differential pressure conforms to the requirements found in the VA HVAC Design Manual-2011 Edition.

i. See : HVAC Design Manual-2011 Edition

1. SPS requirements found on page 6-72.

2. Surgical suite requirements found on page 6-83.

3. Isolation room requirements found on page 6-91.

4. Bronchoscopy/Endoscopy room requirements found on page 6-93.

d. Procedures:

i. All work will be performed in accordance with AABC National Standards or by NEBB Procedural Standards unless superseded by the requirements provided in the VA HVAC Design Manual-2011 Edition. (Note: The values found in this manual may change based on adjustment in VA standards, but the test to be performed will remain the same.)

ii. Before starting TAB activity, the contractor shall inspect the supporting air handling unit for proper operation. Filters and coils shall be inspected for obstructions, damage, and proper installation. In addition, the contractor shall confirm the filters meet the requirements for the intended application. The government shall be responsible for providing and installing filters, if required.

iii. The contractor will perform a pre-adjustment inspection to include measurement of room supply, return, and exhaust pressure differential. This data will be submitted with the final TAB report.

iv. The contractor will perform adjustments on the air supply, return, or exhaust to achieve the appropriate number of air exchanges and differential pressures. All adjustments will be performed with doors and windows closed, unless otherwise indicated by AABC National Standards or by NEBB Procedural Standards.

v. Whenever possible, air change rates shall be set to the requirements set forth in the VA

HVAC Design Manual-2011 Edition plus 20%. (For example, a room requiring 20 air changes per an hour would be adjusted to provide 24 air changes per hour.) SPS Sterilizer requires 10 air changes per hour.

vi. Whenever possible, the differential pressures requirement will be set per the requirements of the VA HVAC Design Manual-2011 Edition plus 50%. (For example, a room requiring a positive differential pressure of 0.01 inches of water would be adjusted to obtain a pressure of 0.015 inches of water.)

vii. Upon completion of the TAB, the contractor will measure the static pressure output of the associated air handler at the nearest accessible point closest to the air handler.

viii. The contractor will test the 78 rooms for positive/negative pressure annually per Attachment A. Results shall be recorded in Attachment A. If a room fails to test per the positive or negative criteria, a recommendation shall be made to achieve the desired result and documented on Attachment A.

ix. Contractor shall provide a written report of all testing which will include completed sections of Attachment A as applicable no later than 2 weeks after completion of testing.

e. On occasion, the contractor may be asked to conduct additional TAB requirements or repairs within the hospital, or at outlying Community Based Outlying Clinics (CBOCs) or Clinics in locations.

i. This may include various spaces/rooms at:

1. VASNHCS 975 Kirman Ave, Reno, NV

2. Carson Valley CBOC (Gardnerville, NV)

3. Diamond View CBOC (Susanville, CA)

4. Lahontan Valley CBOC (Fallon, NV)

5. Winnemucca CBOC (Winnemucca, NV)

6. Capitol Hill Clinic (Reno, NV)

7. Kietzke Administrative Site (Reno, NV)

8. North Campus Clinic (Reno, NV)

9. Dental Clinic (Reno, NV)

10. East Campus Clinic (Reno, NV)

11. Eye Clinic (Reno, NV)

12. Double Eagle Administrative Site (Reno, NV)

ii. The contractor will notify the COR in advance if there will be a cost to travel to the outlying areas or to provide a quote for any type of service.

iii. If any finding or deficiency is noted during any part of the testing, the contractor shall provide a quote to repair the system.

iv. In the event that a TAB request and/or repairs for spaces not noted on Attachment A is requested, the contractor shall provide a quote to repair and/or conduct the TAB for that location.

1. If services will not exceed $2,500.00, a purchase order, paid with a government purchase card will be processed. In the event the service will exceed $2,500.00, a separate modification of the contract, once approved by the CO, will be submitted in advance of undertaking such work. The quote/proposal cost shall be broken down by material, parts, labor, travel, etc. At no time, shall work be conducted without a purchase order or if a modification of the contract has been requested, approval of the modification from the CO.

6. Infection Control:

a. Handwashing: The contractor shall wash their hands immediately upon entering a patient room and immediately before exiting a patient room. Washing will be performed with warm water and anti-bacterial soap.

b. Precautionary personal protective equipment (PPE): On occasion, the contractor may need to enter an area with heightened infection control requirements. The contractor will assure the use of appropriate level of PPE for the infection control concern. In the event the appropriate PPE is unclear, the contractor shall seek assistance from the COR or medical staff.

c. Dust: The contractor will take reasonable care not to introduce dust/debris into patient care areas.

In the event of an accidental release, the contractor will be required to vacuum the impacted area with a high efficiency particulate air (HEPA) filtered vacuum. After the area has been vacuumed, the contractor will wipe down the impacted area with a moist cloth.

d. The contractor will immediately notify the COR and/or the Chief of O&M to ensure that Infection

Prevention may be notified to verify if the area will require a terminal clean prior to being reoccupied.

7. Safety:

a. Ladders:

i. All ladder use shall comply with 29 CFR 1926 Subpart X.

ii. All portable ladders shall be of sufficient length and shall be placed so that workers will not stretch or assume a hazardous position.

iii. Manufacturer safety labels shall be in place on ladders.

iv. Step ladders shall not be used in the closed position.

v. Top steps or cap of step ladders shall not be used as a step.

vi. Portable ladders, used as temporary access, shall extend at least 3’(0.9m) above the upper landing surface.

vii. In no case shall the length of the ladder be such that ladder deflection under a load would, by itself, cause the ladder to slip from its support.

viii. Ladders shall be inspected for visible defects on a daily basis and after any occurrence that could affect their safe use. Broken or damaged ladders shall be immediately tagged “Do not use”, or with similar wording, and withdrawn from service until restored to a condition meeting their original design.

8. Documentation:

a. Within 14 calendar days of completion of the TAB inspection (annual, quarterly, ad hoc, etc.,), the contractor will provide a certified TAB report to the COR and designated representative. The TAB report will consist of air exchanges, room pressures, and pressure relationships with adjoining rooms, to include: initial measurements, final measurements, annotations regarding adjustments, and differential pressure measurements. The contractor will also provide a list of problems or concerns generated during TAB activities. he problem and concern list will be a stand-alone document and will not be a part of the official TAB report. The TAB report will also contain drawings indicating space CFM, pressure differential and “air flow patterns”. In addition to the building, floor and room number, the TAB report will also indicate the room function (OR, Sterile Processing, Decontamination, Morgue, etc.,)

i. The documents may be sent to the COR and designated representative electronically.

9. The contractor shall ensure that their personnel comply with all VASNHCS policies to include but is not limited to:

a. Parking in the appropriate/authorized spaces, with special consideration to ensure that they are not parking in veteran/patient spaces. (Parking is only available on the 2nd deck of the two-story parking garage off Belli Drive, the four-story parking garage south of the two-story parking garage, or on the streets surrounding the hospital.)

b. No tobacco (not authorized on any part of the hospital property).

c. Contractor personnel must check-in with the VASNHCS Police every day (during the duration of the service) to receive a visitor badge (which is only good for 24 hours).

d. VASNHCS may demand that the contractor remove any person(s) who pose a threat to the health, safety, or security of the hospital, employees, or patients.

10. Security and records management disclaimer:

a. The contractor will not have any access to Government computers or systems. The Certification and Accreditation requirements do not apply and that a Security Accreditation Package is not required.

b. Applicability

i. This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

c. Definitions

i. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

1. The term Federal record:

a. includes VA records.

b. does not include personal materials.

c. applies to records created, received, or maintained by contractors pursuant to the VA contract.

d. may include deliverables and documentation associated with deliverables.

d. Requirements

i. 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.

ii. 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.

iii. 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.

iv. The VA 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 the VA 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 the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

v. The contractor shall immediately notify the appropriate CO and/or COR 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 VA 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 CO or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

vi. The contractor is required to obtain the CO'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 VA’s guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

vii. The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA’s policy.

viii. The contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

ix. 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 FOIA.

x. The VA 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 the VA 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.

e. Flow down of requirements to subcontractors

i. The contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

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