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VA Connecticut Healthcare System Animal Lab Multi-Stack Chiller Repair STATEMENT OF WORK Animal Lab Multi-Stack Chiller Repair VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN Pag... VA Connecticut Healthcare System Animal Lab Multi-Stack Chiller Repair STATEMENT OF WORK Animal Lab Multi-Stack Chiller Repair VA CONNECTICUT HEALTHCARE SYSTEM (VACHS) VA MEDICAL CENTER WEST HAVEN Page 1 of 4 VA Connecticut Healthcare System Animal Lab Multi-Stack Chiller Repair BACKGROUND VA Connecticut Healthcare Systems (VACHS), West Haven Campus, requires the repair of the multi-stack chiller unit providing cooling to the animal research lab. VACHS, West Haven requires the contractor to provide services for all labor, materials, transportation, and expertise necessary the required repairs. JUSTIFICATION Veterans Health Administration (VHA) seeks to continue to improve operational capabilities by establishing services that result in fewer operational problems, improved communications, increased efficiency within the facility and to improve the quality of services to veterans. LOCATION OF SERVICES VA Medical Center West Haven 950 Campbell Ave West Haven, CT 06516 PERIOD OF PERFORMANCE The Contract Time Period of Performance will be 14 calendar days from Notice to Proceed (NTP) and includes contractor closeout. QUALIFICATIONS Contractor shall have prior knowledge on the current condition of the multi-stack animal lab chiller and the details for repair. Contractor shall have personnel trained and certified in the repair of multi-stack chiller units. Contractor shall be located within 40 miles of West Haven Campus. SCOPE OF WORK The scope of this work includes coordination, site prep, transportation of personnel and equipment, and repair of modules 2, 3, 4, & 5 via the use of parts from modules 1 & 6. Contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to repair multi-stack modules 2, 3, 4, & 5. Work shall occur during regular business hours between 7:00 a.m. 4:30 p.m. or as coordinated with the COR and/or appropriate FMS POC. OBJECTIVES 1. The repair requirements for the multi-stack chiller shall be in conformance with the following standards/codes/specifications to include but not limited to: a. Local and National Environmental Protection Agency (EPA) requirements and regulations. b. National Fire Protection Association (NFPA) 70E. c. American Society of Heating Refrigerating and Air Conditioning Engineers (ASHRAE) 15 & 34 d. Department of Veterans Affairs, HVAC Design Manual, PG-18-10. Page 2 of 4 VA Connecticut Healthcare System Animal Lab Multi-Stack Chiller Repair 2. The contractor will be responsible for coordinating, scheduling, and reporting all work-related activities. The responsibilities shall include but are not limited to: a. LOTO IAW applicable contractor and VA policies. b. Testing and consolidation of functional components from modules 1 & 6, into modules 2, 3, 4, & 5. c. Evacuation of refrigerant in modules 3 & 4. d. Nitrogen pressure testing modules 3 & 4 and repairing any leaks identified during pressure test. e. Recharging modules 3 & 4 IAW information provided on module nameplate. f. Verify module operation. 2. Additional items in need of rework/repair that are identified during the scope of the work outlined above shall be reported via email and by phone or in person NLT EOD on the day of discovery. 3. Coordinate all placement and removal of Lockout Tagout devices for any energy sources with FMS VA COR/Maintenance & Operations. 4. Protect all equipment in place during work activities. 5. Remove and dispose of debris and empty containers as a result of the work. 6. Work hours for service and corrective maintenance shall be as follows, unless otherwise requested/approved by the COR or appropriate VA representative: a. 7:00 a.m. to 4:30 p.m., Monday through Friday. SUBMITTALS/DELIVERABLES 1. Prior to the start of work, the specifications shall require the contractor to develop and submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to: a. Job Hazard Analysis (JHA) / Activity Hazard Analysis (AHA) b. Acknowledgement of VA LOTO requirements (Attachment C) and contractor LOTO policy. 2. Contractor shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. SPECIAL INSTRUCTIONS 1. Subcontracting of any ensuing award of this solicitation shall not be allowed without written permission of the Contracting Officer. Service response on calls from unauthorized personnel could result in non-payment. 2. Contractor Check-in: All employees of the service provider shall comply with VA Security Management Program and obtain permission of the VA Police and restricted from unauthorized access. Upon arrival, the contractor shall sign-in at Building 15, FMS office and/or receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The contractor shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR. a. The Contracting Officer (CO), Contracting Officer s Representative (COR), and/or Project Manager (PM) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided. Page 3 of 4 VA Connecticut Healthcare System Animal Lab Multi-Stack Chiller Repair 3. Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees. 4. No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time. 5. VA reserves the right to close down or shut down the facilities and order Service provider employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the VA Contracting Officer. 6. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives. 7. Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021. 8. Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR. 9. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others. 10. Billing: Provide COR and/or PM with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. TERMS AND CONDITIONS 1. User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. 2. All work is subject to inspection, review and approval by the HVAC Supervisor, Utility System Supervisor, Chief M&O, Chief Engineer, and/or their designees. Page 4 of 4