J041--HVAC Duct Cleaning-Tomah VA Hospital in Tomah WI

Can you please tell me if you will take the past performance in leu of NADCA certification?

Past performance will be evaluated and if the facility deems it sufficient, it may decide to consider offerors without NADCA certification.

QUESTIONS AND ANSWERS SUBMITED BY VENDORS:

The documents are requiring a vacuum truck for duct cleaning. Can this requirement be waived? Please confirm that contractors can use portable equipment in lieu of a vacuum truck to perform the cleaning. ANSWERED BELOW

The SOW reads as follows.

Contractor shall employ, at a minimum, a truck mounted vacuum system capable of at least 15,000 cfm. Fan/Filter unit shall be sized to create enough negative pressure for capture and filtration of air and contaminants dislodged during duct cleaning.

The intent was to make sure that the vacuum had a capacity of 15,000 cfm minimum. It isn t required to be truck mounted, but should at least meet that minimum requirement, and meet the rest of the requirements in the line above from the SOW.

Are mechanical drawings of the duct systems required to be cleaned available to be sent out?

Facility shall provide information for buildings listed below to the winning vendor.

What is the square footage of each facility requiring duct cleaning? ANSWERED BELOW

See Table 2: Schedule of Building Locations and Square Footage included in Section 3 -Scope, of the Statement of Work. See below.

Schedule of Building Locations and Square Footage

Item #

Building

Floor

Square Feet

1

400

1st

29,422

2

400

2nd

25,572

3

400

3rd

23,483

4

400

4th

18,720

5

401

1st

17,849

6

401

2nd

17,708

7

401

3rd

17,708

8

402

1st

20,445

9

402

2nd

17,749

10

402

3rd

17,749

11

403

1st

17,524

12

403

2nd

16,439

13

403

3rd

16,436

14

408

1st

18,132

15

408

2nd

18,133

16

408

3rd

18,133

17

424

1st

29,171

Please provide CFM or tonnage of each air handler unit or each exhaust fan associated with ductwork required to be cleaned. Facility shall provide information for buildings listed below to the winning vendor.

Building

AHU #

CFM and/or Tonnage

B400

B401

B402

B403

B408

B424

Are Prevailing Wage Rates Required to be used on this project? If so, please provide. ANSWERED BELOW

The SCLS wage standards are attached to the RFQ for the county.

Please confirm that hard surfaces (e.g. walls and /or ceilings) are not required to be cut into in order to facilitate cleaning. ANSWERED BELOW

No, hard surfaces will not have to be cut into for this work to be done.

Please confirm that testing and/or air monitoring is not required. ANSWERED BELOW

Yes, testing is required, see updated SOW

Please confirm that repairs and/or replacements are not part of the scope of work. ANSWERED BELOW

Repairs and replacements are not part of this statement of work. This is for duct cleaning services only. If repairs and/or replacement is required for the Vendor to complete the services defined in the statement of work, this work will be actioned on a separate purchase order, and in coordination with the COR and Contracting Officer.

Who is in charge of the infection control risk assessment? ANSWERED BELOW

The Facility will do an infection control risk assessment and will provide the Contractor with the details and outcome of the assessment in each location.

Does the contractor work with the infection control department? Or work with lead VA supervisor? ANSWERED BELOW

Contractor shall coordinate all work with the contract COR and/or the contract ACOR.

Inpatient care areas will we be able to perform work a wing at a time? ANSWERED BELOW

Yes

Can you post a picture of the sign in sheets from site visit? ANSWERED BELOW

NO

What are the hours of operation for us to perform work? ANSWERED BELOW

Information listed in SOW

Will there be someone to inspect the work as we perform cleaning? ANSWERED BELOW

The contract COR or ACOR will inspect all completed work. Contractor shall coordinate with each of them for this to take place.

UPDATED SOW-CHANGES ARE HIGHLIGHTED IN YELLOW:

STATEMENT OF WORK

HVAC DUCT CLEANING SERVICES

Contractor shall provide all parts, equipment, material, labor, and supervision, including travel costs, necessary to perform HVAC duct cleaning services at the Tomah VA Medical Center according to the following scope of work.

1. PLACE OF PERFORMANCE

Tomah VA Medical Center, 500 E. Veterans St., Tomah, WI. 54660

GENERAL REQUIREMENTS

Contractor shall be certified with National Air Duct Cleaners Association (NADCA), and all Contractor site Superintendents/Forman s shall carry, at a minimum, the Air Systems Cleaning Specialist (ASCS) certification through NADCA.

SCOPE

Contractor shall perform Heating, Ventilation and Air Conditioning (HVAC) ductwork cleaning throughout the Tomah VA Medical Center according to the following Statement of Work. Duct work equipment and assemblies to be cleaned are defined below in Table 1: Schedule of HVAC Items.

Each contract year, the Contractor shall provide central fan and AHU systems, duct systems and other HVAC mechanical systems cleaning throughout the Tomah VA Medical Center, that shall cover a quantity of up to 25,000 S.F. Cleaning each year shall be in coordination with the contract COR. Each year a different area will be identified by the contract COR and shall be scheduled at a time mutually agreed upon by the COR and the contractor.

Table 1: Schedule of HVAC Items

Schedule of HVAC Items

1

Supply, Return Air and Exhaust Ductwork.

2

Diffusers and grills

3

Exhaust Fans

4

AHU Heating and Cooling Coils

5

Variable-Air-Volume (VAV) Boxes

6

Air Handlers

Table 2: Schedule of Building Locations and Square Footage

Schedule of Building Locations and Square Footage

Item #

Building

Floor

Square Feet

1

400

1st

29,422

2

400

2nd

25,572

3

400

3rd

23,483

4

400

4th

18,720

5

401

1st

17,849

6

401

2nd

17,708

7

401

3rd

17,708

8

402

1st

20,445

9

402

2nd

17,749

10

402

3rd

17,749

11

403

1st

17,524

12

403

2nd

16,439

13

403

3rd

16,436

14

408

1st

18,132

15

408

2nd

18,133

16

408

3rd

18,133

17

424

1st

29,171

*Approximately Six AHU s per building for a total of 36 (6x6=36).

*Approximately 25 VAV s per floor, per building.

Based on Table 2: Schedule of Building Locations and Square Footage, we are going to clean 17 separate floors with an approximate total of 425 VAV s (17x25=425).

Contractor shall employ, at a minimum, A vacuum system capable of at least 15,000 cfm. Fan/Filter unit shall be sized to create enough negative pressure for capture and filtration of air and contaminants dislodged during duct cleaning.

Contractor shall not employ temporary HVAC filtration inside each HVAC system that has cleaning requirements under execution. Existing air filtration shall remain in place during cleaning.

After cleaning requirements and performance is completed, inspected, and approved by the contract COR, new, clean, return side HVAC filters, of the same type, size and specifications shall be employed permanently for use. New clean air filters shall be VA provided, and VA Installed.

Contractor shall coordinate with contract COR to alert Tomah VAMC maintenance staff ahead of time to schedule the purchase and replacement of air filters.

Contractor shall provide vacuum testing in accordance with the National Air Duct Cleaners Association (NADCA) after all duct cleaning is completed.

Testing results are expressed in milligrams per 100 cm2.

A result of 0.75mg/100 cm2 or less shall be considered a passing result and will indicate sufficient cleanliness.

Results of testing shall be provided to contract COR upon completion of all building HVAC duct cleaning.

Contractor shall conduct pre-cleaning meetings with contract COR/ACOR before any building area, floor, or section of pre-planned HVAC system cleaning work performance is completed.

Contractor shall submit an HVAC system cleaning activities schedule five days prior to each meeting. Cleaning schedule shall be reviewed with contract COR/ACOR during pre-cleaning meeting.

Cleaning activities schedule shall contain the following information, at a minimum.

Description of HVAC components to be cleaned.

Itemized list of environmental engineering controls required for workspace, and special work requirements.

Description of detail cleaning work means and methods.

Name, contact information, and functional tasks performed by each contract personnel, technician and staff.

Contractor shall access duct cleaning work through existing or new service openings, allowing safe access and thorough cleaning throughout specified components.

Contractor shall work through service openings sized to allow mechanical tool entry and visual inspection, as required for cleaning activities.

Where new service openings are required, contractor shall install openings as follows.

Do not degrade structural, thermal, or functional system integrity, and comply with applicable Sheet Metal and Air Conditioning Contractors' National Association (SMACNA) duct construction methods.

Install service openings complying with applicable SMACNA standards, Federal, State, and Local code requirements, and requirements of Authorities Having Jurisdiction.

Where required, install duct access doors and service panels fabricated with materials complying with SMACNA. Insulate as required.

Install service openings that can be reopened for future inspection or remediation. Mark outside of duct and report service opening locations to contract COR/ACOR in project closeout documents.

Do not cut service openings into flexible duct.

All service openings shall be installed with approval from, and in coordination with contract COR.

Contractor shall maintain cleaning equipment employed in work performance in good working order.

Clean and inspect equipment before bringing to work site.

Do not introduce contaminants from cleaning equipment into indoor environment or HVAC system.

Perform activities requiring opening vacuum collection equipment on-site, including servicing or filter maintenance, in appropriate containment area or outside of building.

Clean and seal collection devices, vacuums and other tools and devices before relocating to different building areas, moving equipment through occupied spaces, and before removing equipment from building.

Contractor shall clean HVAC components employing agitation device to dislodge contaminants from HVAC component airside surfaces, and then capturing contaminants with vacuum collection device.

Contractor shall clean HVAC components using source removal mechanical cleaning methods designed to extract contaminants from within HVAC system components and safely remove contaminants from facility. Do not employ cleaning method, or combination of methods, that can damage HVAC system components or negatively alter system integrity.

Contractor shall capture removed contamination and cleaning materials and dispose of in at locally approved landfill.

Contractor shall employ vacuum collection device of sufficient capacity to maintain areas being cleaned under negative pressure, containing debris and preventing contaminant migration to adjacent areas. Vacuum collection device shall be employed through service openings.

When possible, discharge ducted exhaust air from vacuum collection devices outdoors, keeping discharge air clear of outdoor air intakes, operable windows, and other locations allowing outdoor air entry. Do not discharge unfiltered air from vacuum collection devices outdoors.

When necessary to exhaust vacuum collection devices indoors, including hand-held and

wet-vacuum machines, keep discharge air in work area, and provide machine air discharge HEPA filtration, rated at 99.97 percent collection efficiency for 0.3-micron particles and larger.

AIR HANDLING UNIT (AHU) CLEANING

Contractor shall provide the following:

Shutdown of air handlers for all cleaning performance must be scheduled two weeks in advance of cleaning operations and shall be coordinated with the contract COR in all pre-cleaning plans, schedules and meetings, as defined in Section 2, Part C above.

Clean supply, return, relief, and exhaust fans and blowers, fan housings, ducted plenums, scrolls, blades, or vanes, shafts, baffles, dampers and drive assemblies.

Clean (AHU) internal surfaces, components and condensate pans, and drains.

Clean heat transfer coils, fans, condensate pans, drains and similar non-porous surfaces in conjunction with mechanical methods.

Control water spray and extraction are sufficient to collect debris and prevent water damage to HVAC components and surrounding equipment.

Capture, contain, test and dispose of wastewater generated while performing wet cleaning in accordance with applicable Federal, State, and Local regulations, and requirements of Authorities Having Jurisdiction.

After cleaning, verify HVAC system component cleanliness in accordance with all NADCA requirements.

AIR DUCT SYSTEMS

Contractor shall provide:

Clean airside surfaces of ducts to remove non-adhered substances.

Access air duct interiors through service openings in system that are large enough to accommodate mechanical cleaning procedures and allow for cleanliness verification.

Use mechanical agitation methods to remove non-adhered substances.

Capture dislodged substances with vacuum collection device.

Do not employ cleaning methods that damage HVAC components.

When cleaning is complete, restore dampers and devices to their marked positions.

After cleaning, verify HVAC system component cleanliness in accordance with all NADCA requirements.

AHU AND DUCT MOUINTED INLINE COILS

Contractor shall provide:

Perform visual coil and drain pan inspection to determine whether Type 1 dry cleaning, or Type 2 wet cleaning is required.

Type 1 Cleaning Method

Operate negative air machines with HEPA-filtered discharge continuously while mechanically removing non-adhered substances and debris.

Type 2 Cleaning Method

Employ Type 2 wet cleaning method when visual inspection reveals suspect microbial matter on coil or drain pan. Access both upstream and downstream sides of each coil section for cleaning.

Perform Type 2 cleaning if adhered substances still remain on the coil or the coil is impacted after Type 1 cleaning has been completed and post-cleaning inspection has been performed.

Capture rinse water when cleaning duct mounted coils without drain pans. Do not allow water to remain in cleaned ductwork.

Isolate coil from duct system during cleaning process. Do not allow removed particles to migrate to, or redeposit on, unintended areas.

Employ cleaning methods rendering coil visibly clean. Apply cleaning methods and products that do not cause damage to, or erosion of, coil surface or fins.

Apply coil cleaning products in accordance with manufacturer s published data and labeling.

Clean and flush coil condensate drain pan and drain line. Verify proper drainage operation before and after cleaning.

After cleaning, verify HVAC system component cleanliness in accordance with all NADCA requirements.

Contractor shall apply antimicrobial agents only when active biological growth is reasonably suspected, or where unacceptable levels of biological contamination have been verified through testing, and after removal of surface deposits and debris. Application of microbial agents shall be in accordance with manufacturer s recommendations and associated EPA registration listing.

Any changes to this SOW shall be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government.

Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place.

SERVICE HOURS AND FEDERAL HOLIDAYS

Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested and approved by the COR or their designee.

Any required after hour work performance shall be requested, by the Contractor, to the contract COR, or designee, in writing, one week prior to required work performance date.

All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR.

Federal Holidays observed by the VAMC are:

New Years Day

Independence Day

Christmas Day

Columbus Day

Labor Day

Martin Luther King Day

Memorial Day

Presidents Day

Veterans Day

Juneteenth

Thanksgiving Day

GENERAL INFORMATION

Compliance with General Safety Regulations:

All Contractors and Subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract.

Contractor is responsible to replace any items damaged by the contractor, sub-contractor, their employees, or equipment at no extra charge to the Government.

Contractor shall not interrupt any utility service while performing under this contract.

Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur.

No hot electrical work shall be performed. Any electrical work that requires any interruption in electricity must be coordinated with the COR and the facility electricians. All OSHA and Facility lockout/tagout procedures shall be followed.

CONTRACTING OFFICER S REPRESENTATIVE (COR)

Scheduling of work shall be arranged with at least one, or all the Point of Contacts below and in the following order: contract COR (Contracting Officers Representative) or contract ACOR (Alternate Contracting Officers Representative).

See Table 3 below for Point of Contact information.

Table 3:

NAME

POSITION

PHONE

EMAIL

Tony Johnson

COR/HVAC Technician

608-315-0134

tony.johnson2@va.gov

Rick Ickler

ACOR/Facilities Maintenance Supervisor

608-605-0542

richard.ickler@va.gov

COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT:

Each respondent must have an established business, with an office and staff; The staff includes a Field Service Technician (FST) and a second FST who will serve as the backup.

Contractor shall be certified with National Air Duct Cleaners Association (NADCA), and all Contractor site Superintendents/Forman, shall at a minimum, carry the Air Systems Cleaning Specialist (ASCS) certification through NADCA.

Proof of all certifications shall be provided at the time of, and with all solicitation proposals.

FST shall have a minimum of two (2) years of experience performing this service. The FST(s) shall have completed a formalized training program for the services identified in the Statement of Work. For field experience, the FST(s) shall have a minimum of two years of experience, with respect to HVAC ductwork, equipment/assemblies cleaning as identified in this scope of work and related attachments.

The FSTs shall be authorized by the Contractor to perform the required services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSTs for all work the Contractor performs at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are performing any work at the Tomah VAMC under this SOW. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work at the Tomah VAMC.

If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval. The contractor shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the contractor. Individuals who are performing the work must be experienced, fully trained and a regular employee of the contractor.

Contractor's personnel shall be regular employees of the Contractor, day laborers are not acceptable.

DAILY INBRIEF AND OUTBRIEF

Contractor shall allow adequate on-site time during service work site visits to brief the COR of proposed plan for mobilization and execution for all required service work defined in this contract.

CONTRACT DELIVERABLES

Contractor shall provide, to COR after completion of work, at the minimum, the following deliverables:

Completion of cleaning work, as verified by contract COR s visual inspection and verification of cleanliness.

Photo images, HVAC plans and other supporting documents such as submittal forms for materials used and/or warrantees.

Photos shall be timestamped to record all pre-cleaned HVAC systems.

Photos shall be timestamped to record all post-cleaned HVAC systems.

Documentation of system areas found to be damaged or in need of repair, that were in dis-repair before execution of work under this contract.

Mapping/drawings of all new service openings installed by the contractor in the performance of work.

Copies of all cleaning plans and pre-cleaning meeting minutes and details

Results of all NADCA vacuum testing done post duct cleaning.

All deliverables shall be provided in digital format.

RISK CONTROL

The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts.

All work affecting patients shall be coordinated in advance by the Government and the Contractor to have minimal impact on the patients.

HVAC Air duct cleaning services