J045--Newington Campus BEI Corrections Updated SOW

VA Connecticut Healthcare System Newington Campus Safety Deficiencies Corrections Work Page 2 of 2
STATEMENT OF WORK NEWINGTON BOILER PLANT SAFTEY DEFICIENCIES CORRECTION BACKGROUND VA manages and maintains the operation and condition of facility level boiler to set standards and does so through Directive 1810 as well as compliance to all applicable codes, regulation and guidance. It is the intent of this project to support and maintain the condition and operation of the facility level boilers in compliance through ongoing inspections, cleaning, service, proper operation, etc.
JUSTIFICATION VA Connecticut Healthcare System completed a Newington Campus Boiler Plant inspection. This inspection by the Boiler Efficiency Institute, Inc. (BEI) identified several safety concerns that need to be addressed to properly close out open findings. These items and their corrections ensure that the boilers are operating to standard and in compliance with VA Directive 1810, codes, regulations, etc.
PLACE OF PERFORMANCE The place of performance for this contract is VA Connecticut Healthcare System, located at Newington Campus, 555 Willard Avenue, Newington, CT 06111.
PERIOD OF PERFORMANCE The Contract Time Period of Performance is 45 days from the contract award and Notice to Proceed (NTP).
QUALIFICATIONS To be considered eligible for consideration, potential bidders shall have a field service representative located within 100 miles of the Newington Campus of the VA Connecticut Healthcare System. The Service Provider acting as a Prime with subcontracted labor shall meet this requirement.
The Bidders shall provide, upon request, documentation of certification/training on the specific equipment under the terms of this contract.
The Bidders shall be qualified to perform work on steam distribution systems to include industrial boiler plant equipment and have completed prior steam distribution work and/or inspection projects for VA Connecticut Healthcare System.
The Service Provider shall have a minimum of three (3) years of related scope and work experience with commercial and industrial steam boiler and steam boiler component installation and repairs as well as all aspects of inspections, cleaning, calibration, and testing in compliance with and clear understanding of relevant codes and regulations.
The Service Provider and/or assigned project staff members shall have industry standard certifications and qualifications to include but not limited to current OSHA certification (10 hours minimum/ 30 hours preferred) and equivalent qualifications associated with requirements herein.
The Service Provider shall submit documentation of technical training and certifications for personnel performing all work under the terms of this contract for review and acceptance prior to the start of work on site.
The Service Provider/ welders shall be certified and possess R-stamp certification.
The Service Provider will be responsible for complying with the VA Connecticut Healthcare System policies for confined space, Lock Out Tag Out, all equipment, supplies, and external support to safely enter the confined space to document and investigate existing conditions, determine quantities, and confirm scope of work.
The Service Provider shall submit documentation on technical training and certifications for personnel performing all work. The Contracting Officer (CO) and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Service Provider s personnel and refuse permission to work on the equipment outlined herein, based upon credentials provided.
SCOPE OF WORK The Service Provider shall furnish all labor, materials, equipment, tools, supervision, Safety considerations, LOTO procedures, clean up (daily and at the end of work with proper disposal of waste) and all incidentals to complete work for the services described in this document.
The Service Provider shall submit a project schedule, work procedures, inspection procedures, testing procedures, all safety documentation, weld procedures, welders certifications, etc. for review and approval by VA Contracting Officer Representative (COR) and Safety Office before the start of work on site.
If applicable, the Service Provider shall develop and submit an abatement plan including all personnel certifications and training records before the start of work on site.
Normal scheduled work shall occur between the hours of; 7:00 a.m. and 5:00 p.m. Monday Friday as coordinated with COR. All off-normal scheduled work shall be communicated and coordinated with CO and COR a minimum of ten (10) working days prior to need. No work shall be performed on Federal Holidays unless an emergency status has been indicated and/or authorized by the Contracting Officer.
US Federal Holidays:
New Year s Day Martin Luther King Jr. Day President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day
Description of Services: The project will include but not be limited to the following:
Boiler #1
Low Fuel Gas Pressure Cutoff Switch (LFGPCS): Replace switch and make isolation valves lockable only in open position. The Contractor shall replace switch and retest.
High Fuel Gas Pressure Cutoff Switch (HFGPCS): Replace switch and make isolation valve lockable only in open position. The Contractor shall replace switch and retest.
Combustion Air Proving Switch (CAPS): Switch setpoint is too low. The Contractor shall adjust switch to trip at 6.4 in wc or higher. The Contractor shall adjust the setpoint and retest. The Contractor shall adjust switch. Expected to be corrected within April 22 services. Verify in field task has been completed.
Purge Airflow Proving Switch (PAPS): Not plumbed properly. Switch must be plumbed from the wind box to the stack with proper test ports and isolation valves. Refer to testing manual 5th edition. Once properly plumbed switch must be properly set. The Contractor shall replumb switch and retest.
Low Fire Proving Switch (LFPS): Setpoint too high (x2 devices). The Contractor shall adjust position switch so that the switch is open at 10% firing rate or less for both devices and retest. The Contractor shall adjust the switch. Expected to be corrected within April 22 services. Verify in field task has been completed.
Replace the control panel mounted draft gauges for furnace pressure, draft, and flue gas outlet pressure.
Boiler #2
Low Fuel Gas Pressure Cutoff Switch (LFGPCS): Replace switch and make isolation valves lockable only in open position. The Contractor shall replace switch and retest.
Automatic Pilot Fuel Gas Shutoff Valve and Solenoid Vent Valve Seat Leakage (APFGSOV & APFGSVV): Both upstream and downstream APFGSOVs are leaking. The Contractor shall replace valves and retest.
Combustion Air Proving Switch (CAPS): Switch setpoint is too low. The Contractor shall adjust switch to trip at 6.4 in wc or higher. The Contractor shall adjust the setpoint and retest. The Contractor shall adjust switch. Expected to be corrected within April 22 services. Verify in field task has been completed.
Purge Airflow Proving Switch (PAPS): Not plumbed properly. Switch must be plumbed from the wind box to stack with proper test ports and isolation valves. Refer to testing manual 5th edition. Once properly plumbed switch must be properly set. The Contractor shall replumb switch and retest.
Furnace Pressure Interlock (FPI): The manual isolation valve for this switch needs to be locked in the open position. The Contractor shall make adjustment or replace interlock and retest.
High Fuel Gas Pressure Cutoff Switch (HFGPCS): Replace switch and make isolation valve lockable only in open position. The contractor shall replace the switch and retest.
Replace the control panel mounted draft gauges for furnace pressure, draft, and flue gas outlet pressure.
Boiler 3
Boiler is considered as being out-of-service and requires no corrections.
General Site Corrections:
Test and verify that existing water relays are operational (replace if required or provide as spares), remove the existing transmitter-actuated condensate tank high-water-level alarm, and provide a new replacement unit. Remove the existing probe-actuated high-level alarm and supply a new probe assembly. All installation, testing, and commissioning shall be included.
Provide and install Cross Boiler SCADA HMI with functions and plant trends per review with Plant Supervisor and COR.
Replace the control panel mounted draft gauges for furnace pressure, draft, and flue gas outlet pressure.
In addition, the contractor shall:
Check-in with the VACT Boiler Plant Supervisor at the start of each workday.
Provide a final comprehensive report on repairs and testing of deficient devices.
Performed and complete work per schedule that is approved in advance. Dates and times of work shall be coordinated between the Contractor and VA Contracting Officer to minimize impact on boiler plant operations. The Contract shall be completed within indicated days of the award. If any portion of the Contract cannot be completed within this period, the Contractor and VA Contracting Officer shall determine a reasonable period of performance for the specified portion within ten (10) Calander Days of award to modify for full compliance.
The Service Provider shall schedule and coordinate all work with VA COR, Utilities Supervisor, and Boiler Plant Supervisor.
All LOTO requests and procedures shall follow the VA Connecticut Healthcare System Medical Center Policy 138-075.
Coordinate Hot Work permit requests with VA Connecticut Healthcare System Safety Office.
Coordinate all placement and removal of Lock Out Tag Out devices for any energy sources with the VA COR/Maintenance & Operations.
All Confined Space entries shall follow the VA Connecticut Healthcare System Standard Operating Procedure Confined Space SOP-SO-010.
The VACHS confined space acknowledgement and permit is required to be completed by qualified individuals identified to perform entry into any confined space and will be coordinated with the VACHS Safety & Outage Coordinator and VACHS Safety Representative on site.
Protect all equipment in place during replacement activities.
Equipment considered necessary to accomplish all the work required by this contract includes but is not limited to equipment required for metal work, welding, inspection, testing, rigging & handling, de-watering, containment, and cleaning of any debris resulting from this work.
In accordance with VHA Operational Alert and Guidance, NO cast iron fittings and pipe components (valves, steam traps, etc.) shall be used. Reference VHA Directive 1810(1) as amended on September 11, 2018: 5.a(1) and 5.b(1).
ASTM A193 bolts shall be utilized and replace any ASTM A307 Bolts at locations of steam piping, flanges, gaskets, and other hardware where piping replacements are included within this scope of work. Reference Veterans Health Administration (VHA) Master Specifications for Hydronic Piping (Specification 23 22 13) and Steam and Condensate Heating Piping (Specification 23 22 13) where applicable.
Repair of existing cast iron fittings or pipe components is permissible in specific instances but must be reported and coordinated with the CO and COR for approval before starting the work through submittal process with justification as necessary.
All new steam and condensate lines shall be Schedule 80. All new steam and condensate lines that utilize valves to isolate or divert a medium shall be installed new as a double in series valve system (except for a drain line valve). Where the option exists to utilize welded vs threaded distribution, welded is the required option with connection to weld neck flanges and per use of metal jacketed gaskets. Alternate may be considered but not allowed unless authorized by the COR.
Repairs and any modifications shall be in full compliance with American Society of Mechanical Engineers (ASME) and National Board Inspection Code (NBIC).
The Service Provider shall perform an inspection report of all repairs, corrections, and testing with photographs and other documentation necessary to confirm information within the report.
All welding work shall be completed by certified welders (submit certifications for review and acceptance to the COR prior to any work) and must possess R-stamp certification. All weld tests shall meet standard per code specifications ASME Section V requirements for nondestructive examination and ASME Section VIIII rules for construction of pressure vessel.
Finish work shall include new insulation with R-factor and type to match existing, fiberglass with white paper wrap on lines, removable Velcro type fitting booths, color coded for medium, brass tags valves, medium labels on insulation and flow indicators as required.
SUBMITTALS/DELIVERABLES
The Service Provider shall furnish all submittal item documentations (with final dispositions) and final documentation report with all tests, photos, corrections made within fourteen (14) business days after work is completed. All submittals shall be provided to the VA O&M Section for Information Sharing Only and courtesy review. Proper equipment selection and timely procurement shall remain the responsibility of the Service Provider.
The Service Provider shall furnish all material certifications for any replacement parts used.
The Service Provider shall furnish a waste manifest as required.
SPECIAL INSTRUCTIONS Service Provider Check-in: All employees of the Service Provider shall comply with VA Security Management Program and obtain permission from the VA Police for access to restricted and unauthorized access areas. Upon arrival, the Service Provider shall sign-in at FMS Office and receive a temporary identification badge prior to performing services at VA Connecticut Healthcare System. The Service Provider shall wear visible identification always displaying the name and company ID while on site. All site visits shall be coordinated with the VA COR or assigned POC.
Per Directive 1805, smoking, vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.
No photography of VA premises is allowed without the written permission of the contracting officer. Patients and staff are not to be photographed at any time.
Parking for Service Provider and employees shall be in designated areas only. The Service Provider shall coordinate with VA COR.
The Service Provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.
Billing: Provide COR with a report or statement of work completed and include statements with request for payment. The statement should include service completed and the date each service item was completed. Labor charges shall be billed hurly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.
Safety Codes / Certification / Licensing: Environmental abatement work, if necessary and required per SOW, is to be performed by Service Provider under supervision and monitoring for the VA by a Certified Industrial Hygienist. If suspected ACM is discovered, reach out immediately to the VA Contracting Officer and Contracting Officer Representative.
The Service Provider shall comply with all codes as described above, as well as codes customarily applied in VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the Service Provider shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the reports.
Travel: Service Provider and/or subcontractors will travel from their place of business to the VA Connecticut Healthcare System and park, access and/or work in authorized areas only.
NARA Records Management Requirements The following standard items relate to records generated in executing this contract:
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.
The 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.
The 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.
The 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.
The 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. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
The 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.
The 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.