STATEMENT OF WORK (SOW) GENERAL SCOPE: The Contractor shall furnish and install all labor; tools and materials necessary to perform preventive maintenance inspections and services as per local codes District Department of Environment. (DDOE) for: Two (2) Underground Storage Tanks : One (1) 10k UST/One 30k UST 6 above ground storage tanks, One-subbase tank Two 10-thousand-gallon domestic water Hydro-Tanks. These systems are required by the District Department of the Environment to be inspected and serviced annually. Task #1 Contractor shall Perform the following maintenance/testing procedures on fuel storage tanks and associated systems in accordance with manufacturer specifications on fuel storage tanks and associated systems: Scope of Work: Precision Tightness Testing, Sump Hydrostatic testing, visual inspection of sumps and spill buckets, and diesel fuel filtering for two (2) underground storage tanks (USTs) Scope of Work: Preform precision testing on (2) USTs. One (1) 30,000 gallon UST (Diesel) One (1) 10,000 gallon UST (Diesel) 1. Hydrostatic Testing of 6 sumps and 2 Spill buckets on (2) USTs. One (1) 30,000 gallon UST 3 sumps and I spill bucket One (1) 10,000 gallon UST 3 sumps and 1 spill bucket 2. Inspection, Recalibration and Recertification of Tank Monitoring System (TMS). One (1) 30,000 gallon UST 1- TMS One (1) 10,000 gallon UST 1- TMS 1. Filter /Polish and treat diesel fuel in 2-USTs and (6) 100-gal day tanks and one 200 gallon day tank One (1) 30,000 gallon UST (diesel) One (1) 10,000 gallon UST (diesel) 2. Performing the following preventive maintenance procedures on automatic tank gauging systems in accordance with manufacturer specifications on fuel storage tanks: Calibrate (3) Automatic Tank Gauging operating systems to ensure that the system is operating in accordance with manufacturer s specifications. Calibrating and lubricating the equipment. Performing remedial maintenance/repairs of non-emergent nature. Inspect all mechanical and electronic components which may include but not limited to cables, relays, switches, control devices and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, solenoid or manual valves, chemical injectors, keyboards and display screens for mechanical and electrical integrity, safety, and performance. Task 2# UST Repairs Scopes of Work: The Contractor shall furnish and install all labor; tools and materials necessary to perform repair services noted as deficiencies on the most recent Underground Fuel Tank Report. Contractor shall comply with local codes District Department of Environment. Scope of work to be performed is as follows: Coordinate start date of repair services to be performed Mobilize on site for Job briefing of services to be preformed Contractor shall provide job procedures for approval Transition Sump: Locate leaking piping in the 30K UST transition sump, inspect condition of piping and fittings Tighten leaking fittings, remove accumulated fuel in the bottom of the sump. Properly dispose Replacement of leaking day tank: Lock out / tag out the system. disconnect emergency generator #4 pump set and piping from the day tank. Pump remaining fuel from the day tank. Remove and dispose of the accumulated fuel in the day tank containment. Remove day tank from secondary containment. Clean out inside of secondary containment, properly disposing of cleaning products. Provide and install (1) new 100gal Tremont day tank inside the existing secondary containment. Reinstall the day tank, containment, pump set and piping. Purge and test piping after reconnection is complete. Leaking pump 10K UST Tank Inspect pump and find source of leak. Remove and disassemble pump as necessary to access compromised gaskets Reassemble pump, reinstall and reconnect piping. Remove accumulated fuel in the containment. Clean the inside of the containment, properly disposing of cleaning products ATG leak sensor labeling: Identify individual leak sensors in the ATG s associated with the 30K and 10K UST s. Reprogram ATG s and name individual leak sensors. Recalibrate ATG s as needed after leak sensor labeling is complete. Task #3 Domestic water hydro tank disinfection procedure The Contractor shall furnish and install all labor; tools and materials necessary to perform disinfection procedures and services for two 10 thousand gallon domestic water Hydro-Tanks. These systems are required by the District Department of the Environment to be inspected and serviced annually. Procedure will be as follows: Each tank will be scheduled for disinfection procedures on two agreed Saturdays for a time that is agreed upon by both parties. Tanks will be filled prior to contracts arrival to the work site by VA facility personnel. Contractor will preform the noted procedures to clean and disinfect the tanks Once the contractor is complete, water samples will be taken by a Third party and sent to a facility approved test laboratory for quality assurance. Within thirty (10) days after award, the Contractor shall provide the COR with a copy of the procedures that the Contractor shall follow, including the manufacturer specifications, the ones listed in paragraph A, and any additional procedures followed by the Contractor. The day of the Service must be scheduled by the Field Service Engineer and the Contracting Officers Technical Representative at least a week in advance and during normal working hours. All exceptions to the preventive maintenance schedule shall be arranged and approved in advance. 4. Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete schedule PM shall be provided by the Contractor and are included within this contract, and it s agreed upon price. PARTS The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, to minimize downtime and meet equipment uptime requirements. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. 8. SERVICE MANUALS The VAMC shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its Field Service Engineer s all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. 9. TEST EQUIPMENT Within thirty (10) days after award, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which shall be used by the Contractor on VAMC s equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. 10. CHECK-IN PROCEDURES A. The Contractor shall be required to report to the COR during normal working hours, prior to, and after any work is performed, every day that is required to complete the job. This check-in is mandatory. At this time the Field Service Engineers will be issued a contractor s identification badge which will be always displayed while on VAMC property and surrendered upon completion of the job. Also, at this time Field Service Engineers (FSE) will be required to enter the following information into the lob: name of Field Service Engineers, name of Contractor, current date, and time in, location of service/equipment being serviced, and time out. B. When service is completed, the Field Service Engineer shall document services rendered on a properly completed Engineering Service Report. The Field Service Engineer shall be required to log out with the Utility Systems Shop and submit the Engineering Service Report(s) to the COR. All Engineering Service Reports shall be submitted to the equipment user for an acceptance signature and to the COR for an authorization signature . If the COR is unavailable, a signed, authorized copy will be sent to the Contractor after the work can be reviewed. C. When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress in the form of an Engineering Service Report and verbal description must be provided to the COR before 4:00 p.m. D. When work is authorized to be done outside normal working hours and Utility Systems Shop is not staffed the Field Service Engineer shall be required to log in and out with Security/Police service in the VAMC lobby or room 1A114 and receive proper identification badges. Engineering Service Reports for these services, completed and left in progress, will need an acceptance signature , and should be dropped off at a point agreed upon with the COR. 11. DOCUMENTATION/REPORTS A. Documentation in the form of Engineering Service Report must be furnished to the COR for all scheduled and unscheduled maintenance performed by the Contractor. Failure to comply may result in delayed payment. B. The documentation shall include detailed descriptions of scheduled maintenance and emergency repairs, procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment. Such documentation shall meet the guidelines as set forth in Section C.3, Conformance Standards. The Engineering Service Report shall consist of a separate report for each equipment item covered under the specific contract. Each Engineering Service Report must, at a minimum, document the following data legibly and in complete detail: Name of Contractor. Name of Field Service Engineering who performed services. Contractor service Engineering Service Report number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract). Description of problem reported by Contracting Officers Technical representative Identification of equipment to be serviced: device name/description, device location (if applicable), manufacturer s name, model number, serial number, inventory/barcode, and any other identification numbers. Itemized description of service performed, and parts replaced. Results of calibration and/or performance testing. 11. Signatures Authorization of work task shall be completed by a signature by Contracting Officer s Technical Representative. If he/she is unavailable a signed, authorized, copy of the Engineering Service Report will be sent to the Contracting Officer after the work can be reviewed, if requested by the Field Service Engineer and noted on the Engineering Service Report. Any additional charges claimed by the Contractor must be approved by the Contracting Officers Technical Representative before the service is completed. A purchase order number must then be provided to the Field Service Engineer /Contractor by the Contracting Officers Technical Representative. 12. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the Contracting Officer and the Contracting Officers Technical Representative, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the Contracting Officer and Contracting Officers Technical Representative with a written estimate of the cost to make necessary repairs. 13. ADDITIONAL CHARGES There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional Field Service Engineer and/or delivery of parts. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: The Contractor shall have fully qualified Field Service Engineer performing all service on the equipment under contract. Within a 10-day period after the award of the contract, the Contractor shall submit a list of the fully qualified Field Service Engineers who shall perform the contracted service at this VAMC for each make and model of equipment on the equipment schedule. The list for each Field Service Engineer performing work at this VAMC will include: their name, geographic location, length, and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). Each respondent must have an established business, with an office and full-time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two fully qualified Field Service Engineers who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC. Fully Qualified is based upon training and on experience in the field. For training, the Field Service Engineer(s) has successfully completed a formalized training program, for the equipment identified in the scheduled of equipment. For field experience, the Field Service Engineer(s) shall have a minimum of two years of experience (except for equipment on the market less than two (2) years) performing preventive maintenance and equipment repairs on the equipment. The Field Service Engineers shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by fully qualified individuals. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Field Service Engineers for each make and model the Contractor services at the VAMC, as detailed in Section C.15. The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The Contracting Officer and COR specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the Contracting Officer; the Contractor shall submit any proposed change in subcontractor(s) to the Contracting Officer for approval or disapproval. GENERAL CONDITIONS AND DEFINITIONS: VA: Veterans Affairs. COR: Contracting Officers Representative. VA employee of VAMC Facilities and Engineering Service officially assigned to act as a Project Manager and Inspector on behalf of VAMC and the Contracting Officer. COR shall be First Point of Contact on all matters concerning contract work for subject Project. DDOE: District Department of Environment Coordinate all administrative and construction requirements exclusively with or through assigned COR of VAMC Facilities and Engineering Service; and neither discuss contract work with, nor take any directives concerning contract work form any other person other than COR unless specifically permitted and authorized to do so. SAFETY PRECAUTIONS: The Contractor shall comply with all applicable Federal, State and Local legal requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulation, such as applicable provision of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees. Contractor shall assume the responsibility to guard against causing fires and/or explosion and to protect Government Property, reference NFPA 241 and 29 CFR 1926. The Contractor shall perform the work in a manner consistent with the area security and fire safety regulations especially about exits and exit way access. Utility shutdowns shall not compromise security, communication, or fire safety for occupants. No flammable liquids shall be stored or used in the Medical Center. The necessary number and appropriate types of portable fire extinguishers are required per National Fire Protection Association (NFPA) 10 and NFPA 41. All necessary precautions shall be taken by the contractor to prevent activation of any existing smoke detectors or sprinkler heads. HAZARDOUS MATERIAL REPORTING: The Contractor shall maintain hazardous inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used at this Medical Center. Hazardous materials must be inventoried when received and when the project is completed. Hazardous Materials Inventories, Material Safety Data Sheets and Material Quantities used shall be submitted to the Contracting Officer for approval. In the event of a spill, Contractor shall immediately notify the Contracting Officer s Technical Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provision of 40 CFR Part 761. ENVIRONMENTAL PROTECTION: All hazardous and universal waste resulting from contractor services shall be removed and properly disposed in accordance with 40 CFR 261 through 265, 40 CFR 273 and 40 CFR 279 by the contractor at no additional cost to the VA. This will include the disposal of oil sludge and or material that is deemed as hazardous material. Copies of disposal manifests must be provided to the COR. Contractor must comply with Federal Executive Order 13514 and VA specifications by developing a waste management plan to divert 30-50% of demolition debris from the solid waste stream. At a minimum, the following shall be diverted from the landfill: inert material, wood, metal, cardboard, roofing material, plastics, carpets, carpet pads, gypsum board, insulation, unused paint. ADDITIONAL INFORMATION: Parking for contractors will be permitted on the VAMC/DC facility in designated areas. Contractor will maintain their own waste apparatuses for removal of waste materials.
