J045--P/M Service Contract for Dialysis Reverse Osmosis System

2 | Page Performance Work Statement Department of Veterans Affairs (VA) VA Connecticut Healthcare System Dialysis Reverse Osmosis System Maintenance and Service The purpose of this contract is to provide preventative maintenance and service calls for the reverse osmosis system located within Dialysis. The contract also includes the option to purchase new equipment to replace the equipment on site. The remainder of all contracted maintenance and service would revert to the new replacement equipment. The contract shall be for 1 year with 4 additional 1- year options to extend. Facility Information: West Haven VAMC Building 2, Ground Floor, Room 131 G131-2-W 950 Campbell Avenue West Haven, CT 06516-2770 Dialysis Equipment Listing One (1) Water Purification Unit Manufacturer/Model: Gambro/080247309 One (1) Water Purification Unit Manufacturer/Model: Gambro/CWP100 Four (4) Carbon Filter Tanks One (1) Water Softener Tank Particle Filter Scope of Work: For every preventative maintenance service call for the reverse osmosis water treatment system the work shall be performed by a qualified vendor, the contractor shall: Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services. Check-in with Customer On a monthly basis, replace the pre-filter sediment cartridge with a similar size sediment filter. Dispose of the old filter properly. The reverse osmosis membrane must be cleaned during each service call. The reverse osmosis membrane must be changed every two or three years. Dialysis point of contact must be able to schedule the service as need. Building engineer check: Technicians will communicate with the building engineer to gather information about the system s performance. Water quality inspection: This inspection involves checking water for iron, hardness, RO quality, chlorine leakage and overall quality. LAL samples, 5 per month per unit. AAMI analysis on each reverse osmosis unit, semi-annually. Exterior system inspection, every service call: The exterior system check includes checking tanks, piping and valves for corrosion, leaks, or exterior damage. Softener systems valve operation inspection, every service call: This inspection involves checking regeneration and service cycle flow patterns for proper operation. Brine system inspection, every service call: This inspection involves checking the brine tank level, rinse cycle, valve, draw and rate. Media filtration valve operation inspection, every service call: This inspection involves checking backwashing and service cycle flow patterns for correct operation. Controls inspection, every service call: This check involves observing controls for correct programming and operation and adjusting the controls when necessary. RO inspection, every service call: RO inspection involves checking the membrane, pre-filters, pressure, motor, and pump. Electrodeionization (EDI) system inspection, every service call: This inspection involves checking the EDI for electrical consumption, quality, and resistivity output. It also includes checking water and wiring connections and adjusting them as needed. Probe and monitor calibration, every service call: Calibrating probes and monitors involves checking the resistivity, conductivity, chlorine, hardness, pH and ORP. Clean and disinfect reverse osmosis machines, bi-monthly. Cleaning of temperature blending valve screen and salt tank, annually. Re-bed of the carbon tanks and head rebuild, annually. Please put a protective cover on the floors and clean up any dust and debris created by the work. Re-bed of water softener tank and head rebuild, annually. Please put a protective cover on the floors and clean up any dust and debris created by of the work. Inspection report: An inspection report completed after each inspection includes all relevant data, every service call. For one-time repair service calls Schedule repair work with Dialysis in conjunction with Facilities Management Service. Provide all material, labor, safety equipment, LOTO procedures, and disposal necessary to provide services. Check-in with Customer Perform scheduled work. Reverse Osmosis System Technical Requirements Double-stage reverse osmosis with heat disinfection Dialysis machines currently in use at the facility Fresenius 2008T 15 individual dialysis stations Electrical Power 3 phase 208v All work shall be performed and completed on a schedule that will be approved in advance. Dates and times of repairs shall be coordinated between the contractor and Government to minimize impact to Dialysis operations. 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 shall 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 shall be required to remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable Local, State and VA and Federal regulations. Property Damage: The Contractor shall take all necessary precautions to prevent damage to any government property. The Contractor shall report any damages immediately and shall 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 shall be required to follow all current COVID-19 regulations. Records Management: 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.