J045--Meg Chiller Preventative Maintenance Service Contract

2 | Page Performance Work Statement Department of Veterans Affairs (VA) VA Connecticut Healthcare System MEG Lab Chiller Preventative Maintenance and Service The purpose of this Performance Work Statement is to provide preventative maintenance and service calls for the MEG Lab Chiller. The contract awarded must be for 1 year with 4 additional 1- year options to extend. Facility Information: West Haven VAMC 950 Campbell Avenue West Haven, CT 06516-2770 MEG Lab Chiller Equipment Listing One (1) Chiller Make/Model: Filtrine/PCP-200-33AR-SSD Scope of Work: All contracted work must be performed by a qualified vendor on a semi-annual basis, no less than 170 and no more than 190 calendar days from prior service. For every service call on the chiller, the contractor must: Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services. Check-in with Customer All backup modes should be tested for proper operation. Coolant pump(s) operation and seals must be checked. City water switch over must be tested by simulating a chiller failure. Restore the simulated fault and reset chiller. Simulate a fault on each of the refrigeration safety switches. Verify that the appropriate reactions occur for each type of fault. Clean the condenser coils and fans if there is excessive contamination. Check that all mounting hardware for the compressor, fans, condensers are tight. Observe condenser fan operation and check for proper balance. Turn power to the chiller OFF from the service disconnect. Open the main electrical housing and inspect all electrical connections for tightness. Restore power to the hiller and measure the amperage of each fan motor. Verify that it does not exceed the nameplate FLA. Repeat this for all pump motors. Leak check the unit with an electronic leak detector. Check all flare fittings and tighten as needed. Check that the refrigerant site glass is clear at normal operating pressures. Install all panels on the chiller and tighten all screws. Submit maintenance log and accompanying report to the VA representative within Facilities Management Service. All work must be performed and completed on a schedule that will be approved in advance. Dates and times of repairs must be coordinated between the contractor and Government to minimize impact to operation room operations. Vendor must be available to work nights and weekends outside of normal business hours if needed. Interference to Normal Functions: When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor must schedule said work at other than normal hours and as directed by the VA designee at no additional charge to the Government. Debris Removal: The Contractor/Installer must be required to remove waste materials and debris daily from the campus. All waste material and debris must be removed off the site by the contractor and must be disposed of in accordance with applicable Local, State and VA and Federal regulations. Property Damage: The Contractor must take all necessary precautions to prevent damage to any government property. The Contractor must report any damages immediately and must assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material will be replaced in a timely manner or corrected by the Contractor with like materials at no extra cost to the government upon approval of the Contracting officer. Additional Information: The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility. COVID-19 Precautions: Face coverings are required to be worn while on station. See internal VA POC for precaution updates prior to arrival on station. COVID-19 precautions can potentially change at any time; contractors must be required to follow all current COVID-19 regulations. Records Management: The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 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. 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. 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. 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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. 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 [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 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. 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.