Inactive Total Small Business Set-Aside (FAR 19.5)

Performance Work Statement for FY21 Facility Service Contract for Boilers 15 MAINTENANCE, AND REPAIR BOILER PLANT STATEMENT OF WORK DEPARTMENT OF VETERANS AFFAIRS JAMES J. PETERS MEDICAL CENTER BRONX,... Performance Work Statement for FY21 Facility Service Contract for Boilers 15 MAINTENANCE, AND REPAIR BOILER PLANT STATEMENT OF WORK DEPARTMENT OF VETERANS AFFAIRS JAMES J. PETERS 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. 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. 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. 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 callback response and emergency services. 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, shall obtain all licenses, permits, and insurance required to perform the work. It is advised and recommended that the contractor will perform a field Site Visit in the Hospital. This exact number should be provided by the vendor. Equipment list is at Attachment A . The list we give must be complete. This is going to be a I.D.I.Q. contract. We don t make contractors provide us with a list without paying them for it first. We don t give incomplete lists unless we want incomplete work. 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, and test the Boiler Combustion Control System and all associated devices/equipment and Recording Instrumentations. 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 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. 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. 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 corrective maintenance, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary maintenance. 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. 1.5.2. 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. 1.5.3. Warranty Service Response. The Contractor shall 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: 1.5.4. 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. 1.5.5 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. 1.5.7. 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. 1.5.8 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. GOVERNMENT FURNISHED PROPERTY 3.1. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. 3.2 Oil. removed from hydraulic units shall be collected, placed in New York Department of Toxic Substances Control used oil management compliant containers, and turned over to the Government for disposal. Used or emptied oil containers maybe removed by the contractor only if they are Toxic Substances Control compliant containers, and only with COR inspection and approval. 4. SECURITY REQUIREMENTS 4.1. Department of Veterans Affairs regulations always requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge. When an employee leaves the Contractor s employment, or the Contract is terminated, the employee s badge shall be returned to COR within 3 working days. 4.2. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. 5. INFECTION CONTROL REQUIREMENTS 5.1. CO/COR will periodically inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust on any surface required to be kept clean under this Contract. 5.2. Debris, rubbish, and recyclable material resulting from work under this Contract may be disposed of on Government property at the direction of the CO/COR or off site at the option of the Contractor. The Contractor must dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act and State and local regulations. 5.3. CALLBACK SERVICE 5.4. Callback service is defined as a request for service or to assist in an entrapment for one or more Boilers, either during or after normal working hours, during weekdays, weekends or holidays, to correct any problem or condition, including entrapment, which needs attention. 5.5. Contractor shall respond to all callbacks and be prepared to take corrective action at the site within four hours. 5.6. Equipment malfunctions shall be corrected the same day the service call is issued. If circumstances beyond the Contractor s control preclude resolution of the problem the same day, the CO/COR must be notified in writing with an explanation of the delay. 5.6. Additional work not covered under this Contract must be authorized via written modification from the C.O. prior to commencement, and may be performed during normal hours of operation. ATTACHMENT A BOILER INSPECTION AND CERTIFICATION The contractor Shall Comply with: 2.1.10. BOILERS: The Contractor shall perform inspection and certification of high-pressure steam boilers for the U.S. Department of Veterans Affairs at the Veterans Medical Center James J Peters, NY, in accordance with VHA DIRECTIVE 1810 current VA version. All High- Pressure Boilers (above 15 Psig,) must have the inspections listed in Attachment C. The Contractor shall maintain, repair, inspect and test the Boiler Combustion Control System and all associated recording Instrumentations. ATTACHMENT B Boiler Equipment List Item Equip Location Mfg. Model # Output Pressure SN 1 Boiler #1* Bldg. 101 Trane/Murray MCF3-57 40,000 lbs/hour 120psi 10707 2 Boiler #2* Bldg. 101 Trane/Murray MCF3-57 40,000 lbs/hour 120 psi 10708 3 Boiler #3* Bldg. 101 Trane/Murray MCF3-57 40,000 lbs/hour 120psi 10709 4 Condensate Tank* Bldg. 101 Buffalo D2-3633 1000 GAL 25 5 Deaerator Tank* Bldg. 101 York-Shipley YSD-1201 120,000 lbs/hour * Includes the equipment attached/connected such as the economizer, pressure relief valves, the electronic control panel/cabinet, etc. Item Equip Location G.P.M. T.D.H. H.P. COMMENT 6 FWP #1 Bldg. 101 205 442 50 Electric Motor 7 FWP #2 Bldg. 101 205 442 50 Electric Motor 8 FWP #3 Bldg. 101 205 442 44 Steam Turbine Drive 9 CTP #1 Bldg. 101 210 80 7.5 Electric Motor 10 CTP #2 Bldg. 191 210 80 7.5 Electric Motor 11 TP-1 Bldg. 101 30 GPH 150 5 Fuel Oil Pump 12 TP-2 Bldg. 101 30 GPH 150 5 Fuel Oil Pump FWP Feedwater Pump CTP Condensate Transfer Pump TP Transfer Pump Item Equip Location Mfg. Model # Output Pressure S/N 13 Boiler #1 Fisher House Laars MT2H0300NACK2CXN 255 MBH C18287755 14 Boiler #2 Fisher House Laars MT2H0300NACK2CXN 255 MBH C18287759