NYH- BK/SA Fume Hoods Inspection, Certification and Repair

Performance Work Statement for Chemical Fume Hoods/Biological Safety 02/22/2017





6



SITE-SPECIFIC PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

NY HARBOR HEALTHCARE SYSTEM



1. SCOPE OF WORK. The contractor shall provide all labor, personnel, supervision, equipment, tools, and all materials necessary to perform preventive maintenance, repair and certification on the chemical fume hoods / biological safety cabinets throughout Brooklyn campus, and St. Albans CLC, Department of Veterans Affairs. The frequency of the PM is Semi-annual.

The service contract period to be partial base year + 4 (Four) Option years.

Preventive Maintenance Procedures:

The contractor will contact the POC at least two weeks prior to their arrival with a list of the fume hoods and/or biological safety cabinets that are to be tested and certified so the POC can make arrangements with the affected services. Contractor will report to the POC upon arrival at the facility and inform POC of the fume hoods and/or biological safety cabinets that are to be tested and certified for the day. In the event of a fume hood failure due to poor exhaust, the contractor will inform the POC who will then arrange for the repair of the exhaust system and the rescheduling of the fume hood testing and certification. Contractor will be responsible for fume hood filter replacement as needed. The contractor will be responsible for the proper operation and repairs of the sash, motor, belts, fan unit, electrical connections and VAV where applicable. The contractor will also insure proper calibration on existing self-monitoring devices.

Fume Hoods /Biological Safety Cabinets are to be tested in accordance with OSHA, AIHA/ANSI. Hoods are to be certified semiannually or annually as required. Primary test to be performed are inflow velocity profiling as per ANSI/AIHA Z9.5-2003 American National Standards for Laboratory Ventilation 6.3.3 Face Velocity Tests. The average face velocity shall be determined by the method described in the ANSI/ASHRAE 110-1995 Method of Testing Performance of Laboratory Fume Hoods. Face velocity measurements shall be made by dividing the hood opening into equal area grids with sides measuring no more than 12 in. (30.5 cm). The tip of the probe shall be positioned in the plane of the sash opening and fixed (not handheld) at the approximate center of each grid. Grid measurements around the perimeter of the hood opening shall be made at a distance of approximately 6 in. (15.2 cm) from the top, bottom, and sides of the opening enclosure. The average face velocity shall be the average of the grid velocity measurements. Each grid velocity shall be the average of at least 10 measurements made over at least 10 seconds. The plane of the sash shall be located at the midpoint of the sash frame depth.



ANSI/ASHRAE 110-1995 ASHRAE Guideline: Method of Testing Performance of Laboratory Fume Hoods. 6.2 Face Velocity Measurement. A 1.0 ft2 imaginary grid pattern shall be formed by equally dividing the design hood opening into vertical and horizontal openings. Velocity readings shall be taken with a calibrated anemometer. For VAV hoods, measurements should be made at 25, 50, and 100% sash openings. A hood is considered certified when the average face velocity at twelve inches working sash height is between 80 120 feet per minute. Testing for Pharmacy equipment shall be performed in accordance with USP Chapter 797; CETA CAG-002; and ISO14644-1:1999 standards and requirements for proper operation of this equipment with regard to minimizing potential contamination and exposure during sterile compounding and preparation of hazardous drugs.

Routine performance tests shall be conducted at least semi-annually or annually or whenever a significant change has been made to the operational characteristics or relocation of the equipment. A hood that is found to be operating with an average face velocity more than 10% below the designated average face velocity shall be labeled as OUT OF SERVICE and corrective actions shall be taken by VA staff to increase flow. Each hood shall be posted with a notice giving the date of the routine performance test, the measured average face velocity and initialed by the technician. If it is taken OUT OF SERVICE it shall be posted with an out-of -service notice.

Repair Procedures: The contractor must be able to respond to emergency repairs within one business day in order to restore equipment back to first-class operating condition. Contractor will make allowances for revisits for clean room and hood certification due to failure to certify. Contractor will schedule certification of the equipment once repairs have been completed.



1.2 PERSONNEL QUALIFICATIONS. Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. Personnel operating motor vehicles will have a valid state driver s license and abide by all NY Harbor Healthcare System traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. When requested, the Contractor will provide the CO and on-site COR with information on the qualifications or certifications for employees and sub-Contractors. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements. Contactor will ensure all certificates; licenses and bonds are kept current and valid. All licenses and certifications will be submitted to the on-site COR and QAE annually or as requested. Associated training, licensing and certifications expenses shall be borne by the Contractor.



1.6. DELIVERABLES: At the completion of each day s testing, the contractor will give the POC written reports for the hoods that were inspected indicating whether the unit has been passed and certified or failed with description of the deficiencies noted. Service reports must be signed by both service provider and POC at completion of work. An electronic version of same shall be sent to the POC. In addition, stickers will be affixed to equipment indicating date certified and due date of next inspection.



1.7 EVALUATION FACTORS: The facility will evaluate all proposals and contractors based on the following factors:



1.7.1 Technical Proposal:

a) Demonstrate an understanding and acceptance of the scope of work and RFP requirements.

Demonstrate the ability to meet the requirements of the scope of work.



1.7.2 Team Arrangements & Subcontracting Plan:

a) Provide Resumes of Key Personnel

b) Provide Information Flow and Delegation of Authority and Responsibility to execute maintenance tasks



1.7.3 Past Performance:

a) The contractor perform work that is the same or similar in nature, size, and complexity to the services being procured under this Solicitation.

b) Recent Past Performance

Relevant Post Performance

d) Past Performance Confidence Rating



1.7.4 Sub- Contractors:

The sub-contractor will identify his Key Subcontractors



1.7.5 Price Proposal:

Price will be evaluated to determine whether it is reasonable and if it reflects the offeror understands of the work. This factor will be evaluated utilizing price analysis. Analysis will include review of price reasonableness and balanced pricing. Offeror s are cautioned that "materially unbalanced" prices and/or unreasonably high or low prices may cause your proposal to be deemed unacceptable and rejected.



1.7.6 Quality Control Plan:

a) VA Engineering will evaluate the offeror s ability to provide services that met the Hospital s quality requirements. The Offeror s performance will be examined to determine whether the quality of service necessary to provide conformance to contract requirements was met.



1.7.7 Contractor s Capabilities:

Contractor will have resources (employees, supervisors, material and equipment) dedicated specifically to the performance of this contract.

























TRAINING



All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:



  Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the  Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

  Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

  Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

  Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]



The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. 



Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.















































































ATTACHMENT

A

Equipment List



















































Campus/Building

Room

Serial #

MFG

Model

Type

Class

Testing Frequency

SA/89

PHARMACY

86181

Baker

SS-500

Clean Bench

NA

Semi-annual

BK/1

3-301

82468

Baker

FH-5

Fume Hood

NA

Semi-annual

BK/1

8-211

104729

BAKER

SS 500

Glove Box

III

Semi-annual

BK/1

8-210

76663

Baker

SG- 303

A2

II

Semi-annual

BK/15

1-647

11617

Air Filtronix

SINGLE PASS

Single Pass

I

Semi-annual

BK/1

3-317

3-317-VE-1

Thermo Scientific

NA

Single Pass

I

Semi-annual

BK/1

3-317

3-317-SH-1

Mopec

SLOT HOOD

Slot Hood

NA

Semi-annual

BK/1

5-117

86234

Baker

SS 500

Glove Box

 

Semi-annual

BK/1

3-406A

97737033005

Nuaire

425-400

A2

II

Semi-annual

BK/1

3-208B

23124WT

Nuaire

NU-425-400

A2

II

Semi-annual

BK/1

3-208B

16577TS

Nuaire

425-400

A2

II

Semi-annual

BK/1

3-406A

5160

Germfree

NA

A2

II

Semi-annual

BK/1

3-400

SL39754V

Baker

SG-400

A2

II

Semi-annual

BK/1

2-511B

511B-FH-1

Labconco

Protector

Fume Hood

NA

Semi-annual

BK/1

B-523

136119030210

NUAIRE

NU-617-400

Single Pass

I

Annual

BK/1

B-522

66913

Baker

B40 ATS

A2

II

Annual

BK/1

B-521

136124030210

Nuaire

NU 607-400

Single Pass

I

Annual

BK/1

B-512

136116030210

Nuaire

NU-617-400

Clean Bench

NA

Annual

BK/1

B-524

136117030210

NUAIRE

NU-617-400

Single Pass

I

Annual

BK/1

3-314

75372

BAKER

SG 403

A2

II

Annual

BK/1

8-211

86324

Baker

CS-500

Glove Box

III

Semi-annual

BK/1

3-210

100914

Duralab

FH-4Ft

Fume Hood

NA

Annual