561210 MAU Replacement - NWI

Nebraska

06/06/2024 05:55 PM EDT

06/27/2024 01:00 PM EDT

VETERANS AFFAIRS, DEPARTMENT OF - VETERANS AFFAIRS, DEPARTMENT OF - NETWORK CONTRACT OFFICE 23 (36C263)

PERFORMANCE WORK STATEMENT

1. GENERAL DESCRIPTION:

This PWS is to replace a Vision Indoor Air Handling Unit in NE Clinic at Grand Island VA Medical Center. (This replacement will be a replacement in-kind.) The current unit cooling coil has failed and cannot be repaired. With the age and condition of the unit it needs to be replaced. Dampers will not close completely linkage guide worn out, cooling coil is unrepairable, steam coil leaking, freeze stat switch and wire needs replaced. Until it is replaced clinic will not have a fully functioning air handling unit.

1. PERFORMANCE LOCATION:
   1. Department of Veterans Affairs Nebraska-Western Iowa Health Care System, Grand Island Division Medical Center, 2201 N Broadwell Ave, Grand Island, NE 68803

1. PERFORMANCE PERIOD:
   1. 01-July-2024 to 30-Sept-2024

1. HOURS OF SERVICES:
   1. Normal Operational Hours (i.e. 06:00-16:30)
      1. Preventive maintenance services and inspections shall be performed on weekdays during normal business hours between 06:00 CST to 17:00 CST unless other arrangements have been made with the appropriate representatives.
      2. Normally, work will not be done on federal holidays.  A list of federal holidays is at Federal Holidays (opm.gov).
      3. Any work scheduled outside of normal operational hours must be arranged and approved by the Nebraska-Western Iowa VA Health Care System Engineering with at least 24 hours of advanced notice.

1. NEBRSAKA-WESTERN IOWA VA HEALTH CARE SYSTEM CONTACT INFORMATION:
   1. Normal Work Hours (i.e. 06:00-16:30):
      1. Grand Island VA Medical Center Contacts:
         1. Primary – William Sis (308) 392-8344, william.sis@va.gov
         2. Secondary – Tony Stoppkotte (308) 216-2379, anthony.stoppkotte@va.gov
         3. Tertiary – Josiah Curley (918) 581-4171 Josiah.Curley@va.gov
   2. After-Hours Work (i.e. outside of 06:00-17:00):
      1. Omaha VA Medical Center
         1. Primary - Boiler Plant Operators 402-995-4830
         2. Secondary - AC Plant Operators 402-995-3280
      2. Grand Island VA Medical Center
         1. Primary - Boiler Plant Operators 308-395-3400

1. EQUIPMENT LIST:
   1. CAH003GDAC – Vison Indoor Air Handler

1. REQUIRED CERTIFICATION
   1. LOTO certifications
   2. Active electrical
   3. HVAC

1. CONTRACTUAL REQUIREMENTS AND PERFORMANCE CRITERIA:
   1. REPORTING
      1. The contractor personnel shall report to the VA site representative to sign in and acquire a badge.
      2. The contractor personnel shall report to the VA site representative to sign out and return the badge before departing the VA facility at the end of each week.
      3. The contractor personnel shall wear an identification badge provided by VA when working under the resulting contract on Federal property.
      4. Unit must be able to connect to existing piping and ductwork.
      5. Unit must be compatible with JCI controls and building automation system.
      6. Unit must be integrated to JCI building automation system for control and operation of unit.
      7. Grand Island HVAC will test unit for proper operation and controls.

1. 1. SERVICES:
      1. Contractor Will:
         1. Remove ceiling grid.
         2. Disconnect piping, duct work and control wiring.  
         3. Lower AHU to floor, dismantle and dispose of unit.
         4. Provide and install new replacement unit.
         5. Reinstall piping, duck work, control wiring, and provide necessary fittings and duct work needed for the install of new unit.
         6. Reconnect control wiring.
         7. Provide startup of new unit, verifying both steam and cooling coils are not leaking, and unit functions as designed.
         8. Replacing ceiling grid.
         9. To be completed on a Friday – Sunday schedule to have the least impact on veteran’s care.

1. 1. 1. VA Responsibility:
         1. Remove lighting in room and provide temporary lighting.
         2. Relocate fire sprinkler head if needed for AHU install.
         3. Grand Island HVAC will test unit for proper operation and controls.

1. 1. 1. Replacement unit:
         1. CAH003GDAC – Vision Indoor Unit
         2. Lead time: 10-12 Weeks.

1. REPAIR WORK:
   1. If additional repairs not included under the definitions laid out in this document are required to make the medical gas systems operational, the contractor shall provide the nature of the repair and a budgetary cost estimate in the format of a quote (including line items for labor, materials, and all other related costs) needed to complete repairs in an inspection summary report. Any additional charges and repair work claimed must be approved by the contracting officer before service commences. Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government.
   2. Once it has been determined and agreed upon both by the VA and the contractor that the additional services needed to affect repairs are not included in this contractual performance work statement, monetary funds will need to be requested and approve by means of a PO if total repair expenses are less than $2500.00 or through means of a contract modification if total repair expenses are greater than $2500.00. The COR does not have the authority to approve the work outside of the SOW and any work performed by the contractor in good faith outside of the SOW. Any work performed by the contractor without the approval of the contracting officer or an approved purchase through a credit card PO will be completed or resolved at the expense of the contractor and not the VA.

1. HOURS OF WORK:
   1. Routine Work: Routine work connected with this contract shall be performed between the times of 06:00 and 17:00 local time defined as normal working hours unless explicitly stated in the SOW.
   2. Emergency Work: Emergency work is defined as work performed after normal working hours. As specified earlier, the contractor shall be required in some instances to work other than normal working hours. Approval of the COR shall be obtained prior to starting work during other than normal working hours to ensure services are needed after hours and are included in this SOW.

1. CONTACT INFORMATION:
   1. The contractor shall provide to the contracting officer and the COR specific mobile number(s), email address (es) and/or SMS texting number(s) which can always be used to alert the contractor, including weeknights, weekends, and holidays. In addition, the Government shall provide the contractor the names of the agency personnel authorized to initiate medical gas and vacuum system service calls, contracting officer, contract monitor, alternate contract monitor. Both parties entering the contractual agreements will include three points of contact as a double redundancy for communication and information relaying.

1. REPORTING AND DOCUMENTATION:
   1. The contractor will be responsible for providing documentation of incremental work completed to the primary and secondary points of contact listed prior. Documentation should be submitted to the VA representatives when maintenance of any kind is performed, inspections of equipment is completed, inventory of materials is certified, or emergency repair work is finished. The documents (in the form of electronic documents, preferably PDFs) should regularly be emailed to the VA representatives at least one week after inspection to include maintenance provided, whether or not the unit passed, and any other deficiencies with the equipment to include cost line items and weekly so that a comprehensive schedule of the contractor’s work is retained for records as required by government records agencies.

1. GENERAL REQUIREMENTS
   1. The contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. No weapons are permitted on the premises.

1. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS
   1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
   2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
   3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.
   4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
   5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
   6. The Government Agency owns the rights to all data/records produced as part of this contract.
   7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
   8. Contractor agrees to comply with federal and agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [email, fax, etc.] or state of completion [draft, final, etc.]. 36C26321P0052
      1. No disposition of documents will be allowed without the prior written consent of the contracting officer. The agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the agency or destroyed without regard to the provisions of the agency records schedules.
      2. Contractor is required to obtain the contracting officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The contractor (and any sub-contractor) is required to abide by government and agency guidance for protecting sensitive and proprietary information.