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VA Northern Indiana Health Care System (VANIHCS) is requesting information for HVAC Duct Cleaning services. Contractor shall clean duct system and perform post cleaning inspection, then provide anti-m... VA Northern Indiana Health Care System (VANIHCS) is requesting information for HVAC Duct Cleaning services. Contractor shall clean duct system and perform post cleaning inspection, then provide anti-microbial treatment to all surfaces for Marion Campus located at 1700 E. 38th St, Marion, Indiana 46953. The Contractor shall provide Inspection, cleaning, treatment and post inspection for bldg. 138 air handler unit #2 duct system. Debris coming from vent system needs to be cleaned and certified. Debris removal: contractor shall remove debris daily. Request for Information (RFI) (36C25019Q0743) is to determine Contractor capability and is used for market research. Interested Contractors should submit their interest in writing to the Administrative Contracting Officer at the following e-mail address: toni.walker@va.gov Statement of Work is attachment and will be used as part of the Request of quest solicitation. This General Specification describes the minimum requirements necessary for commercial HVAC system cleaning. 3 Page 3 of 17 SUPPLEMENT A GENERAL SPECIFICATIONS FOR THE CLEANING OF COMMERCIAL HEATING, VENTILATING AND AIR CONDITIONING SYSTEMS FOR NIHCS Marion Campus Bldg 138 AHU #2 Page 5 of 17 General Specifications Contents Part 1 -- Special Provisions 1.01 Qualification of the HVAC System Cleaning Contractor (A) Membership (B) Certification (C) Supervisor Qualifications (D) Experience (E) Equipment, Materials and Labor (F) Licensing 1.02 Standards (A) NADCA Standards 1.03 Documents (A) Mechanical Drawings Part 2 -- HVAC System Cleaning Specifications and Requirements 2.01 Scope of Work (A) Scope 2.02 HVAC System Inspections and Site Preparations (A) HVAC System Evaluation (B) Site Evaluation and Preparations (C) Inspector Qualifications 2.03 General HVAC System Cleaning Requirements (A) Containment (B) Particulate Collection (C) Controlling Odors (D) Component Cleaning (E) Air-Volume Control Devices (F) Service Openings (G) Ceiling sections (tile) (H) Air distribution devices (registers, grilles & diffusers) (I) Air handling units, terminal units, blowers and exhaust fans (J) Duct Systems 2.04 Health and Safety (A) Safety Standards (B) Occupant Safety (C) Disposal of Debris 2.05 Mechanical Cleaning Methodology (A) Source Removal Cleaning Methods (B) Methods of Cleaning Fibrous Glass Insulated Components (C) Damaged Fibrous Glass Material (D) Cleaning of coils (E) Biocidal Agents and Coatings 2.06 Cleanliness Verification (A) General (B) Visual Inspection (C) Verification of Coil Cleaning 2.07 Pre-existing System Damage 2.08 Post-project Report 2.09 Applicable Standards and Publications Page 7 of 17 General Specifications Part 1 -- Special Provisions 1.01 Qualification of the HVAC System Cleaning Contractor (A) Membership: The HVAC system cleaning contractor shall be a certified member of the National Air Duct Cleaners Association (NADCA), or shall maintain membership in a nationally recognized non-profit industry organization dedicated to the cleaning of HVAC systems. (B) Certification: The HVAC system cleaning contractor shall have a minimum of one (1) Air System Cleaning Specialist (ASCS) certified by NADCA on a full time basis, or shall have staff certified by a nationally recognized certification program and organization dedicated to the cleaning of HVAC systems. (C) Supervisor Qualifications: A person certified as an ASCS by NADCA, or maintaining an equivalent certification by a nationally recognized program and organization, shall be responsible for the total work herein specified. (D) Experience: The HVAC system cleaning contractor shall submit records of experience in the field of HVAC system cleaning as requested by the owner. Bids shall only be considered from firms which are regularly engaged in HVAC system maintenance with an emphasis on HVAC system cleaning and decontamination. (E) Equipment, Materials and Labor: The HVAC system cleaning contractor shall possess and furnish all necessary equipment, materials and labor to adequately perform the specified services. 1. The contractor shall assure that its employees have received safety equipment training, medical surveillance programs, individual health protection measures, and manufacturer s product and material safety data sheets (MSS) as required for the work by the U.S. Occupational Safety and Health Administration, and as described by this specification. 2. The contractor shall always maintain a copy of all current MSS documentation and safety certifications at the site , as well as comply with all other site documentation requirements of applicable OSHA programs and this specification 3. Contractor shall submit to the owner all Material Safety Sheets (MSS) for all chemical products proposed to be used in the cleaning process. Page 8 of 17 (F) Licensing: The HVAC system cleaning contractor shall provide proof of maintaining the proper license(s), if any, as required to do work in this state. Contractor shall comply with all Federal, state and local rules, regulations, and licensing requirements. 1.02 Standards (A) NADCA Standards: The HVAC system cleaning contractor shall perform the services specified here in accordance with the current published standards of the National Air Duct Cleaners Association (NADCA). 1. All terms in this specification shall have their meaning defined as stated in the NADCA Standards. 2. NADCA Standards must be followed with no modifications or deviations being allowed. 1.03 Documents (A) Mechanical Drawings: The owner shall provide the HVAC system cleaning contractor with one copy of the following documents: 1. Project drawings and specifications. 2. Approved construction revisions pertaining to the HVAC system. 3. Any existing indoor air quality (IAQ) assessments or environmental reports prepared for the facility. Part 2 -- HVAC System Cleaning Specifications and Requirements 2.01 Scope of Work (A) Scope: This section defines the minimum requirements necessary to render HVAC components clean, and to verify the cleanliness through inspection and/or testing in accordance with items specified herein and applicable NADCA Standards. The Contractor shall be responsible for the removal of visible surface contaminants and deposits from within the HVAC system in strict accordance with these specifications. Page 9 of 17 2.02 HVAC System Component Inspections and Site Preparations (A) HVAC System Component Inspections: Prior to the commencement of any cleaning work, the HVAC system cleaning contractor shall perform a visual inspection, and provide representative video/picture of the HVAC system to determine appropriate methods, tools, and equipment required to satisfactorily complete this project. The cleanliness inspection should include air handling units and representative areas of the HVAC system components and ductwork. The cleanliness inspection shall be conducted without negatively impacting the indoor environment through excessive disruption of settled dust, microbial amplification or other debris. In cases where contamination is suspected, and/or in sensitive environments where even small amounts of contaminant may be of concern, environmental engineering control measures should be implemented 1. Damaged system components found during the inspection shall be documented and brought to the attention of the owner. (B) Site Evaluation and Preparations: Contractor shall conduct a site evaluation, and establish a specific, coordinated plan which details how each area of the building will be protected during the various phases of the project. (C) Inspector Qualifications: Qualified personnel should perform the HVAC cleanliness inspection to determine the need for cleaning. At minimum, such personnel should have an understanding of HVAC system design, and experience in utilizing accepted indoor environmental sampling practices, current industry HVAC cleaning procedures, and applicable industry standards. 2.03 General HVAC System Cleaning Requirements (A) Containment: Debris removed during cleaning shall be collected and precautions must be taken to ensure that Debris is not otherwise dispersed outside the HVAC system during the cleaning process. (B) Particulate Collection: Where the Particulate Collection Equipment is exhausting inside the building, HEPA filtration with 99.97% collection efficiency for 0.3-micron size (or greater) particles shall be used. When the Particulate Collection Equipment is exhausting outside the building, Mechanical Cleaning operations shall be undertaken only with Particulate Collection Equipment in place, including adequate filtration to contain Debris removed from the HVAC system. When the Particulate Collection Equipment is exhausting outside the building, precautions shall be taken to locate the equipment down wind and away from all air intakes and other points of entry into the building. (C) Controlling Odors: Measures shall be employed to control odors and/or mist vapors during the cleaning process. Page 11 of 17 (D) Component Cleaning: Cleaning methods shall be employed such that all HVAC system components must be Visibly Clean as defined in applicable standards (see NADCA Standards). Upon completion, all components must be returned to those settings recorded just prior to cleaning operations. (E) Air-Volume Control Devices: Dampers and any air-directional mechanical devices inside the HVAC system must have their position marked prior to cleaning and, upon completion, must be restored to their marked position. (F) Service Openings: The contractor shall utilize service openings, as required for proper cleaning, at various points of the HVAC system for physical and mechanical entry, and inspection. 1. Contractor shall utilize the existing service openings already installed in the HVAC system where possible. 2. Other openings shall be created where needed and they must be created so they can be sealed in accordance with industry codes and standards. 3. Closures must not significantly hinder, restrict, or alter the airflow within the system. 4. Closures must be properly insulated to prevent heat loss/gain or condensation on surfaces within the system. 5. Openings must not compromise the structural integrity of the system. 6. Construction techniques used in the creation of openings should conform to requirements of applicable building and fire codes, and applicable NFPA, SMACNA and NADCA Standards. 7. Cutting service openings into flexible duct is not permitted. Flexible duct shall be disconnected at the ends as needed for proper cleaning and inspection. 8. Rigid fiber glass duct systems shall be resealed in accordance with NAIMA recommended practices. Only closure techniques that comply with UL Standard 181 or UL Standard 181a are suitable for fiber glass duct system closures. 9. All service openings capable of being re-opened for future inspection or remediation shall be clearly marked and shall have their location reported to the owner in project report documents. (G) Ceiling sections (tile): The contractor may remove and reinstall ceiling sections to gain access to HVAC systems during the cleaning process. Page 12 of 17 (H) Air distribution devices (registers, grilles & diffusers): The contractor shall clean all air distribution devices. (I) Air handling unit, terminal units (VAV, Dual duct boxes, etc.), blowers and exhaust fans: The contractor shall insure that supply, return, and exhaust fans and blowers are clean and free of debris (J) Duct Systems. Contractor shall: 1. Create service openings in the system as necessary in order to accommodate cleaning of otherwise inaccessible areas. 2. Mechanically clean all duct systems to remove all visible contaminants, such that the systems are capable of passing Cleaning Verification Tests (see NADCA Standards). 2.04 Health and Safety (A) Safety Standards: Cleaning contractors shall comply with applicable federal, state, and local requirements for protecting the safety of the contractor s employees, building occupants, and the environment. In particular, all applicable standards of the Occupational Safety and Health Administration (OSHA) shall be followed when working in accordance with this specification. (B) Occupant Safety: No processes or materials shall be employed in such a manner that they will introduce additional hazards into occupied spaces. (C) Disposal of Debris: All Debris removed from the HVAC System shall be disposed of in accordance with applicable federal, state and local requirements. 2.05 Mechanical Cleaning Methodology Page 13 of 17 (A) Source Removal Cleaning Methods: The HVAC system shall be cleaned using Source Removal mechanical cleaning methods designed to extract contaminants from within the HVAC system and safely remove contaminants from the facility. It is the contractor s responsibility to select Source Removal methods that will render the HVAC system Visibly Clean and capable of passing cleaning verification methods (See applicable NADCA Standards) and other specified tests, in accordance with all general requirements. No cleaning method, or combination of methods, shall be used which could potentially damage components of the HVAC system or negatively alter the integrity of the system. 1. All methods used shall incorporate the use of vacuum collection devices that are operated continuously during cleaning. A vacuum device shall be connected to the downstream end of the section being cleaned through a predetermined opening. The vacuum collection device must be of sufficient power to render all areas being cleaned under negative pressure, such that containment of debris and the protection of the indoor environment are assured. 2. All vacuum devices exhausting air inside the building shall be equipped with HEPA filters (minimum efficiency), including hand-held vacuums and wet-vacuums. 3. All vacuum devices exhausting air outside the facility shall be equipped with Particulate Collection including adequate filtration to contain Debris removed from the HVAC system. Such devices shall exhaust in a manner that will not allow contaminants to re-enter the facility. Release of debris outdoors must not violate any outdoor environmental standards, codes or regulations. 4. All methods require mechanical agitation devices to dislodge debris adhered to interior HVAC system surfaces, such that debris may be safely conveyed to vacuum collection devices. Acceptable methods will include those, which will not potentially damage the integrity of the ductwork, nor damage porous surface materials such as liners inside the ductwork or system components. (B) Methods of Cleaning Fibrous Glass Insulated Components 1. Fibrous glass thermal or acoustical insulation elements present in any equipment or ductwork shall be thoroughly cleaned with HEPA vacuuming equipment, while the HVAC system is under constant negative pressure, and not permitted to get wet in accordance with applicable NADCA and NAIMA standards and recommendations. 2. Cleaning methods used shall not cause damage to fibrous glass components and will render the system capable of passing Cleaning Verification Tests (see NADCA Standards). Page 15 of 17 (C) Damaged Fibrous Glass Material 1. Evidence of damage: If there is any evidence of damage, deterioration, delaminating, friable material, mold or fungus growth, or moisture such that fibrous glass materials cannot be restored by cleaning or resurfacing with an acceptable insulation repair coating, they shall be identified for replacement. 2. Replacement: When requested or specified, Contractor must be capable of remediating exposed damaged insulation in air handlers and/or ductwork requiring replacement. 3. Replacement material: In the event fiber glass materials must be replaced, all materials shall conform to applicable industry codes and standards, including those of UL and SMACNA. Replacement of damaged insulation is not covered by this specification. (D) Cleaning of coils 1. Any cleaning method may be used which will render the Coil Visibly Clean and capable of passing Coil Cleaning Verification (see applicable NADCA Standards). Coil drain pans shall be subject to Non-Porous Surfaces Cleaning Verification. The drain for the condensate drain pan shall be operational. Cleaning methods shall not cause any appreciable damage to, displacement of, inhibit heat transfer, or erosion of the coil surface or fins, and shall conform to coil manufacturer recommendations when available. Coils shall be thoroughly rinsed with clean water to remove any latent residues. (E) Antimicrobial Agents and Coatings 1. EPA registered and FDA approved antimicrobial agents for hospital use shall be applied to prevent fungal growth. 2. Application of any antimicrobial agents used to control the growth of fungal or bacteriological contaminants shall be performed after the removal of surface deposits and debris. 3. When used, antimicrobial treatments and coatings shall be applied in strict accordance with the manufacturer s written recommendations and EPA registration listing. 4. Antimicrobial coatings shall be applied according to the manufacturer s written instructions. Coatings shall be sprayed directly onto interior ductwork surfaces, rather than fogged downstream onto surfaces. 2.06 Cleanliness Verification (A) General: Verification of HVAC System cleanliness will be determined after mechanical cleaning and before the application of any treatment or introduction of any treatment-related substance to the HVAC system, including biocidal agents and coatings. (B) Visual Inspection: The HVAC system shall be inspected visually to ensure that no visible contaminants are present. 1. If no contaminants are evident through visual inspection, the HVAC system shall be considered clean; however, the owner reserves the right to further verify system cleanliness through Surface Comparison Testing or the NADCA vacuum test specified in the NADCA standards. 2. If visible contaminants are evident through visual inspection, those portions of the system where contaminants are visible shall be re-cleaned and subjected to re-inspection for cleanliness. Page 17 of 17 3. NADCA vacuum test analysis should be performed by a qualified third party experienced in testing of this nature. To be considered clean by the NADCA vacuum test, the net weight of the debris on the sample filter media collected on a non-porous surface shall not exceed 0.75 mg/100 cm2. 4. Representative post cleaning surface fungal sampling shall be conducted and results shall be in the range of none to rare fungal structures for the representative samples collected. 5. Representative post cleaning lead wipe samples shall be collected on horizontal interior surfaces and results shall not exceed 40 micrograms of lead per square foot. 6. Each portion of the HVAC system, which does not meet the cleanliness verification test criteria shall be thoroughly re-cleaned and then re-inspected. The process shall be repeated until the system passes the test. Additional inspection and testing will be at the expense of the Contractor. (C) Verification of Coil Cleaning 1. the coil will be considered clean only if the coil is free of foreign matter and chemical residue, based on a thorough visual inspection (see NADCA Standards). 2.07 Pre-existing System Damage (A) Contractor is not responsible for problems resulting from prior inappropriate or careless cleaning techniques of others. 2.08 Post-project Report (A) At the conclusion of the project, the Contractor shall provide a report to the owner indicating the following: 1. Success of the cleaning project, as verified through visual inspection and/or gravimetric analysis. 2. Areas of the system found to be damaged and/or in need of repair. 3. Microbial test and lead wipe test results 2.09 Applicable Standards and Publications: The following current standards and publications of the issues currently in effect form a part of this specification to the extent indicated by any reference thereto: (A) National Air Duct Cleaners Association (NADCA): Assessment, Cleaning & Restoration of HVAC Systems (ACR 2005), 2004. (B) National Air Duct Cleaners Association (NADCA): Understanding Microbial Contamination in HVAC Systems, 1996. (C) National Air Duct Cleaners Association (NADCA): Introduction to HVAC System Cleaning Services, 2004. (D) National Air Duct Cleaners Association (NADCA): Standard 05 Requirements for the Installation of Service Openings in HVAC Systems, 2004. (E) Underwriters Laboratories (UL): UL Standard 181. Page 1 of 17 (F) American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE): Standard 62-89, "Ventilation for Acceptable Indoor Air Quality". (G) Environmental Protection Agency (EPA): "Building Air Quality," December 1991. (H) Sheet Metal and Air Conditioning Contractors' National Association (SMACNA): HVAC Duct Construction Standards - Metal and Flexible, 1985. (I) North American Insulation Manufacturers Association (NAIMA): "Cleaning Fibrous Glass Insulated Air Duct Systems," 1993.