Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Performance Work Statement for FY21 Facility Service Contract for Boilers 15 MAINTENANCE, INSPECTION AND REPAIR BOILER PLANT STATEMENT OF WORK DEPARTMENT OF VETERANS AFFAIRS JAMES J. PETER MEDICAL CEN... Performance Work Statement for FY21 Facility Service Contract for Boilers 15 MAINTENANCE, INSPECTION AND REPAIR BOILER PLANT STATEMENT OF WORK DEPARTMENT OF VETERANS AFFAIRS JAMES J. PETER MEDICAL CENTER BRONX, NY 1. PURPOSE. Obtain maintenance and repair services, safety inspections and testing Boiler Plant and associate Equipment, at the James J. Peters VA Medical Center referred to as the Government or VA or VHA or Medical Center. FACILITIES. Equipment Inventory to this Site-Specific is in PWS. All billable corrective maintenance and repair work performed for the Equipment Inventory shall be performed when authorized by the CO or COR and in accordance with a Government-approved technical instructions and facility priorities. 1.1. 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 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. * Note: All trades personnel shall have universal EPA certification. Electricians working shall have essential electrical system qualifications/experience in hospitals work. Contactor will ensure all certificates, licenses, permits 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 certification expenses shall be borne by the Contractor. Inspection and testing must be done by a Qualified Professional Inspector (QPI) is any one or combination of the following: (1) A boiler inspector who has a valid and current certificate from the National Board of Boiler and Pressure Vessel Inspectors; (2) A boiler inspector who has qualified for licensure by passing a written examination under the laws, rules, and regulations of a jurisdiction of the State and holds a current State license; (3) A boiler inspector who is currently employed as a boiler inspector/testing by a jurisdiction that has adopted and administers one or more sections of the American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code as a legal requirement, and has a representative serving as a member of the ASME Conference Committee; or (4) A boiler inspector who is currently employed by an insurance company that has been licensed or registered by the appropriate authority of a State to write boiler and pressure vessel insurance. Minimum Staffing - The Contractor will maintain minimum staffing requirements on a 24/7/365 basis to respond to emergencies. The Contractor is encouraged to perform maintenance that affects the normal operations of the healthcare facility during off peak hours to the fullest extent possible to reduce patient care interruption. 1.2.2. Personnel Requirements for the Boiler Plants / Electrical Systems. The Contractor will ensure all tradespersons (i.e., engineers, electricians, boiler mechanics, etc.) who perform maintenance on the systems and equipment in the Boiler Plants/Electrical Systems are licensed and have received adequate training prior to operating or maintaining the systems/equipment. SCOPE OF WORK MAINTENANCE, TESTING AND REPAIR SERVICES The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the Boilers equipment operating as originally specified by the equipment manufacturer. Contractor shall provide chemical water treatment services and to repair, replace, maintain, inspect, test, diagnose, and report on chemical water treatment and the equipment used or required for proper chemical treatment of the systems Contractor shall provide callback response and emergency service during the hours outside normal operating hours, weekends and Federal Holidays. At least one of the emergency telephone numbers with alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. It is advised and recommended that the contractor will perform a field Site Visit in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the VHA. The list below to be used as a reference only and not to be consider as a complete list of equipment. Equipment list is at Attachment A . The contractor shall perform inspection and certification of high-pressure steam boilers and associate equipment(s) at the Medical Center of the U.S. Department of Veterans Affairs accordance with VHA DIRECTIVE 1810 current VA version. All High-Pressure Boilers (above 15 Psig.) must be inspected. VHA Directive 1810 latest edition is at Attachment D The contractor shall maintain, repair, inspect and test the Boiler Combustion Control System and all associated devices/equipment and Recording Instrumentations. The contractor requires to perform a field Site Visit in the Hospital to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the Medical Center. Internal Inspections: The contractor shall examine all surfaces of the exposed metal on the waterside of the boiler for deposits caused by water treatment, scale, oil or other substances. If the contractor discovers any amount of oil, he will take immediate steps to clean the affected surfaces and prevent further contamination. Any excessive scale or other deposits should be removed by chemical or mechanical means. All stays, whether diagonal or through, will be examined by the contractor to determine whether they are in even tension. All fastened ends will be examined to determine whether cracks exist where the stays are punched or drilled for rivets or bolts. Stay or stay bolts which are not in tension or adjustment should be replaced. The contractor will test firebox stay bolts by tapping one end of each bolt with a hammer (an unbroken bolt should give a ringing sound while a broken bolt will give a hollow sound). Stay bolts with telltale holes will be examined for evidence of leakage which will indicate a broken or cracked bolt. Broken stay bolts must be replaced. The manhole and reinforcing plates, as well as nozzles or other connections flanged or screwed into the boiler, will be examined by the contractor for evidence of defects both internally and externally and repaired or replaced if damaged. Contractor shall perform observation from the inside of the boiler as to whether connections are properly made to the boiler. Contractor shall examine and repair all openings leading to external attachments, such as water column connections, low water fuel cutoff devices, openings in dry pipes, and openings to safety valves to ensure they are free from obstruction. . The contractor shall observe whether any part of the boiler has become deformed during operation by bulging or blistering. If a bulge or blister is of such size as would seriously weaken the plate or tube, and especially when evidence of leakage is noted coming from those defects, the boiler should remain out of service until proper repairs are made. The blister area should be removed, the remaining thickness determined, and repairs made as required. A bulge on a water plate, if not extensive, may be driven back into place; otherwise the affected area should be patched. The contractor shall examine areas where cracks are most likely to appear, such as at the ligaments between the tube holes on water tube boiler drums, between the tube holes on the tube sheet of fire tube boilers, from and between rivet holes, at any flange where there may be repeated flexing of the plate during operation, and around welded pipe and tube connections. Where active corrosion is found, the contractor shall advise the Government representative to obtain competent advice regarding remedial action. The contractor shall closely examine the exposed tube ends in the combustion space to determine if there has been a serious reduction in thickness. The contractor shall make as thorough an examination as possible for pitting and corrosion on the waterside surfaces of the tubes. In vertical firetube boilers excessive corrosion and pitting is often noted at and above the water level. Excessive scale on water surfaces should be removed before the boiler is placed back into service. The surfaces of tubes will be carefully examined to detect corrosion, erosion, bulges, cracks, or any evidence of defective welds. The contractor shall make a thorough examination of code piping to ensure that there is adequate provision for expansion and support. Steam and water piping and fittings shall be examined for evidence of leakage. Any leakage or other defects should be corrected (to avoid water hammer, the location of the various stop and drain valves should be such that water will not accumulate when the valves are closed). The piping to the water column will be carefully noted by the contractor to ensure that water cannot accumulate in the steam connection. The position of the water column will be checked to determine that the column is placed in accordance with ASME Code requirements. All automatic low water fuel cutoff and water feeding devices will be examined by the contractor to ensure that they are properly installed. The float chamber will be examined to ensure that it is free of sludge or other accumulation. Any necessary corrective action should be taken before the device is placed back into service. The contractor will check that the operating instructions for the devices are readily available. Contractor shall examine safety and safety relief valves at each inspection. There should be no accumulation of rust, scale, or other foreign them at each inspection. There should be no accumulation of rust, scale, or other foreign substances in the valve body which will interfere with the free operation of the valve. The contractor shall check the name plate of the safety or safety relief valves to verify that the set pressure is correct and the capacity is adequate. The contractor will also check that the set pressure and blowdown adjustments are properly sealed. Boiler External/Operational Inspection: External inspection of boilers shall be made in accordance with Part RB-3100 of the NBIC. The boiler shall be fired and brought up to operating pressure and temperature. All automatically and manually operated control devices provided for controlling the operation of the steam and pressure, hot water temperature, combustion, and boiler water level shall be inspected and caused to function under operating conditions. All associated valves and piping, pressure and temperature indicating devices, metering and recording devices, and all boiler auxiliaries shall be inspected under operating conditions. Inspections and tests of boilers may be made with the main steam or hot water distribution valves closed or open, as necessary, to fire the boiler and operate it under normal operating conditions. Testing the function of automatically or manually controlled devices and apparatus that may interfere with the distribution requirements should be done with the main steam or hot water distribution valves closed, as applicable. The operation of all firing equipment, including oil burners, gas burners, fuel injectors, fuel igniters, coal stokers and feeders, and other such equipment provided to introduce fuel into the boiler furnace and to ignite the fuel, shall be inspected for any deficiency that may be evidenced under operating conditions. Inspect the operation of all controls directly associated with the operation of the boilers. Inspect the operation of combustion controls, steam pressure controls, water temperature controls, and feedwater controls. Make sure that the ability of the combustion control and steam pressure control to maintain proper steam pressure (or water temperature in high temperature water installations) and air-fuel ratio is demonstrated. Check fully automatic boiler controls for the proper programming sequence and timing with respect to pre-purge, ignition, pilot proving, flame proving, and post-purge periods. Check the operation of flame failure and combustion air failure devices to ensure that they properly shut-off the supply of fuel. While the boiler is operating, examine all steam and water pipes up to the jurisdictional limits of the ASME boiler code, including connections to the water columns and all associated piping, for leaks, and if any are found, determine whether they are the result of excessive strains due to expansion or contraction or other causes. Look for undue vibration, particularly in piping connections to the boiler. All temperature indicating devices shall be observed for indications of excessive temperatures, particularly during and immediately following the time when high load demands are made on the boiler. Test the freedom of each blow-off valve and its connections by opening the valve and blowing off the boiler for a few seconds. Determine whether the valve is excessively worn or otherwise defective and whether there is evidence of restrictions in the valve or connected piping preventing proper blow off the boiler. Unfired Pressure Vessel Inspection: Internal inspections of UPVs shall be made in accordance with Part RB-2030 & RB-3200 of the NBIC. The contractor shall check that all valves are suitable marked to meet the requirements of the applicable Code and service conditions. Contractor shall check that the markings on rupture disks meet the requirements of the applicable Code and service conditions. Contractor shall thoroughly examine the vessel for the following types of corrosion: (1) Shallow, isolated, scattered pitting over a small area does not substantially weaken the vessel. It could, however, eventually cause leakage and, if possible, steps should be taken to eliminate the cause or treat the condition by protective coating. (2) This is a condition where pits are connected, or nearly connected, to each other in a narrow band or line. Line corrosion frequently occurs in the area of intersection of the support skirt and the bottom of the vessel or liquid-vapor interface. (3) This is corrosion which covers a considerable area of the vessel. When this occurs, consideration must be given to the safe working pressure of the vessel which is directly related to the remaining material thickness. Every effort must be made by the customer to determine the remaining thickness of sound base material by using NDE methods such as ultrasonic testing or by drilling. The continued safe working pressure should be based on the findings. (4) This type of corrosion is a form of metal deterioration caused by localized corrosion and stress concentration. Grooving may be found adjacent to riveting lap joints and welds and on flanged surfaces, particularly the flanges of unstayed heads. Contractor shall check for dents and recommend repairs as necessary. Contractor shall check for cuts and gouges and recommend repairs as necessary. All openings leading to any external fittings or controls will be examined as thoroughly as possible by the contractor to ensure they are free from obstruction. External inspections of UPVs shall be made in accordance with Part RB-3200 of the NBIC. 1.3.8. Contractor shall Provide all labor, material and supervision required and necessary to provide chemical water treatment services and to repair, replace, maintain, inspect, test, diagnose, and report on chemical water treatment and the equipment used or required for proper chemical treatment of the systems included in this specification. The water treatment program will provide scale and corrosion protection for condenser water systems, chilled water systems, steam boilers, deaerator, steam/condensate lines, and closed hot water loops, while maximizing program safety, efficiency and performance. Must meet VHA, NYC and NY State Water Treatment requirements. 1.4. EXISTING CONDITIONS Immediately after contract award and no later than 60 days thereafter, the Contractor and the Government shall conduct a thorough inspection of Boilers and develop a list of existing deficiencies and required corrective actions. Any work listed on this survey will NOT be the responsibility of the Contractor under the terms of this Contract. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order. If a deficiency is not identified in the inspection and 60 days have passed since award of the Contract, the deficiency shall be covered under this Contract. Once the deficiencies identified have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract. Schedule Maintenance. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A (Item 1-12); Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. Laars Boiler Scheduled Maintenance The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item s PM schedule. In Attachment A (Item 13-14); Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM. PM shall include but not limited to; 1.4.5.1 System Maintenance 1. Lubricate the system water-circulating pump, if required, per the instructions on the pump. 2. If a strainer is employed in a pressure reducing valve or the piping, clean it every six months. 3. Inspect the venting system for obstruction or leakage at least once a year. Periodically clean the screens in the vent terminal and combustion air terminal (when used). 4. Keep the appliance area clear and free from combustible materials, gasoline, and other flammable vapors and liquids. 5. If the appliance is not going to be used for extended periods in locations where freezing normally occurs, it should be isolated from the system and completely drained of all water. All systems connected to it should also be drained or protected from freezing. 6. Low water cutoffs, if installed, should be checked every 6 months. Float type low water cutoff should be flushed periodically. 7. Inspect flue passages, and clean with brushes/ vacuums, if necessary. Sooting in flue passages indicates improper combustion. Determine the cause and correct. 8. Inspect the vent system and air intake system, and if the vent system is Category III, ensure that all joints are sealed properly. If joints need to be resealed, follow venting manufacturer's instructions to clean and reseal vent system. 1.4.5.2 Appliance Maintenance and Component Description (Only genuine Laars replacement parts should be used.) The gas and electric controls on the appliance are engineered for long life and dependable operation, but the safety of the equipment depends on their proper functioning. It is strongly recommended that qualified service technician inspect the basic items listed below every year. a. Ignition control b. Ignitor c. Water temperature control d. Automatic gas valve e. Pressure switches and tubing f. Blower g. High limit h. Pump (if required) i. Relays j. Flow switch k. Gas train l. Control components 1.5. UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). In the event that the VA maintenance- staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repair. 1.5.1. Parts & Materials: The Contractor shall obtain all parts, materials, and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract, which shall be included in the Contractor s firm fixed price. All costs under Scheduled and Unscheduled Service shall be borne by the Contractor. 1.5.1.1. Acquisition of Materials, Parts and Supplies. Materials, parts and supplies will be procured on a competitive basis by the Contractor. If a lack of competition exists, a justification will be provided to the on-site COR and CO. Discounts and rebates on items will be credited to the Government. All purchase documents will be made available for review and audit by the on- site COR and CO. 1.5.2. For individual Unscheduled Maintenance Actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs which cost less than or equal to $2500. Labor is not calculated into the $2,500 threshold if performed by on-site contractor personnel during normal duty hours. Labor obtained via sub- contract can be included in the cost determination, however the CMM must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in- house. 1.5.3. Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater will be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retains the right to specify the kind and quality of all materials, parts, and supplies. 1.5.4. Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long-distance telephone service expenses shall be borne by the Contractor. 1.5.5. Warranty Enforcement. The on-site COR shall be responsible for tracking and Contractor compliance with manufacturers and contract warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to the Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the Response and Completion Table in page 1 above, for all infrastructure systems under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system: Priority Code 1. Emergency Warranty Response Required. The facility maintenance Contractor shall determine the EMERGENCY nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Priority Code 2. Urgent Warranty Response Required. The facility maintenance Contractor shall determine the URGENT nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 8 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. Priority Code 3. Routine Warranty Response Required. The facility maintenance Contractor shall determine the ROUTINE nature, based on criteria noted in the Response Definitions table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 3 days to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved. 1.5.6. Exclusions and Initial Inspection Period: After task order award, the contractors shall perform a complete initial inspection of all building systems for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor shall provide a detailed written report, with photographs (electronic and hard copy), of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/replace the items identified they are to be identified for exclusion under the task order proposal period. Contractors shall not include any items that would be replaced, repaired or adjusted during performance of normal preventive maintenance. Equipment Repair/Replacement: The Contractor shall assume responsibility for all Service repairs to the equipment, whether the repair is conducted by the General Maintenance Contractor or a hired sub-contractor. Deficiencies found subsequent to/after the initial Contractor RPIE survey/inspection will not be considered preexisting and the repair shall be the responsibility of the Contractor. Existing Deficiencies: Nothing in this section pertaining to existing deficiencies shall be construed as diminishing the obligations imposed by this agreement upon the contractor, to operate and maintain any deficient item to the extent possible. The Contractor shall be responsible for maintaining proper operation of all RPIE whether identified or not on the initial Contractor RPIE survey/inspection. The Contractor will not be held responsible to replace RPIE/infrastructure installed as part of a new construction or renovation conducted outside of this facility maintenance contract that has deficiencies as a result of Architectural and Engineering Design Deficiencies. However, the Contractor shall be responsible to properly maintain (PM and CM) all RPIE as identified under the Service Contract. Removal from Coverage: Contractors shall notify the CO and COR at least one (1) year prior to the effective date of their intent to remove an equipment item from coverage because it has passed life expectancy and can no longer be economically maintained. This change can only be done after the year has expired and at next task order renewal period. The facility must take appropriate action to replace the equipment in order to have coverage on that specific equipment item. In the event the facility cannot or does not replace identified equipment, coverage for that equipment will cease and the task order price will be reduced accordingly. Note: PM labor and PM parts will continue to be provided at FSS rates for items that are dropped off the coverage. DELIVERABLES: 2.1. The contractor will provide (3 copies) a report to the Chief of Engineering on the effectiveness of the PM program; (b) provide quantitative results analysis of the impact of the PM program. The report is to be provided within the completion of the PM cycle (monthly PM-monthly report, semi-annual PM- semi-annual report ). 2.2. All service tickets, reports of inspections, work orders, Boiler Efficiency Institute (BEI) safety device testing reports, vessel inspection reports, non-destructive vessel inspections and others service, maintenance, and repairs document as required. 3. EVALUATION FACTORS: The facility will evaluate all proposals and contractors based on the following factors: 3.1. Technical Proposal: Demonstrate an understanding and acceptance of the scope of work and RFP requirements. Demonstrate the ability to meet the requirements of the scope of w...