Insulation Install and Repair
SUBJECT: Insulation Maintenance Services
DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this Sources Sought that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future RFP will not be entertained.
SUBJECT: The Clarksburg, WV VA Medical Center is conducting market research in order to provide insulation maintenance services.
OBJECTIVE: See Attachment 1
RESPONSE INSTRUCTIONS:
Name and Address of Company
Any small business designation as certified by the Small Business Administration
A through description of experience in managing support requirements of this nature.
CONTACT INFORMATION: Any questions related to this RFI shall be directed to Randy Brown @ Randall.brown@va.gov.
. All information regarding Capabilities Statements or any other proprietary information relative to this RFI shall be submitted via email to Randall.brown@va.gov no later than 3:00 pm EST on 03/22/2019.
ATTACHMENT 1
Louis A. Johnson VA Medical Center
Clarksburg, West Virginia
SCOPE OF WORK
For
Louis A. Johnson VA Medical Center
Insulation Maintenance and Repair
COR: Craig Shaffer
-- Contract Goals --
Contract Goals: To acquisition maintenance services that will:
Provide services and repairs where designated throughout Louis A. Johnson VAMC main building to ensure efficiency and meet patient safety and standard compliance.
-- Contract Scope --
GENERAL:
This contract is to furnish insulation maintenance services and repairs in areas such as, but not limited to; Mechanical Rooms- B125, 2183 and Chiller Plant
SPECIFICS:
Special Emphasis:
Potential Contractors should perform a thorough site survey of all areas prior to bid; review the project scope and submit RFI s as necessary before the RFI closing date TBD based on VA Contracting availabilities and processes.
Special emphasis must be focused on patient safety, infection control and site security.
It is highly recommended the contractor transmit all necessary submittals at the N.T.P..
All work must meet VA Master Specification and code. Contractors should note that VA specifications are often more stringent than code or what may be referred to as Standard Industry Practices .
-- Site Investigation --
EXPECTATION: Review the Requirements.
Investigate and review the service and maintenance requirements:
Contractors should perform a thorough review of the project requirements prior to bid.
During the onsite N.T.P. meeting, the contractor shall perform a secondary site walkthrough with Clarksburg VAMC Maintenance Staff, Infection Control Representatives, Fire Safety Officer, Safety Manager, Contracting officer, and COR to review immediate needs related to ICRA, and safety.
Infection Control Requirements:
The contractor shall work with the Infection control staff to finalize an infection control plan. The items below are not all inclusive and will be reviewed during a walkthrough for necessity based on specific tasks identified by the contractor and location within the medical center. It is imperative to patient safety that the contractor follow all VA infectious control requirements.
All workers deployed to work at the Louis A. Johnson VAMC must have an infection control training certificate for construction contractors. The following link is an example of an online resource for infection control training developed for contractors. https://infectioncontroluniversity.com/contractors/
Isolate HVAC systems in area where work is being done to prevent contamination of duct system.
Complete all critical barriers, i.e. sheetrock, plywood, fire rated plastic, to seal work area from non-work areas before maintenance or repair work begins, where required by VA. Utilize tack mats at exit of work area.
Maintain negative air pressure within work site utilizing HEPA equipped air filtration units when required by VA.
Contain waste and debris before transport in tightly covered, sealed lid containers. Tape covering unless solid lid.
Do not remove barriers from work area until completed work area is inspected by the M&O Supervisor and thoroughly cleaned by VA Environmental Management Services personnel.
Remove ICRA barrier material carefully to minimize the spreading of dust, dirt, and debris associated with the service or repair work.
Vacuum excessive dust and dirt from work area with HEPA filtered vacuums when required by VA personnel.
Remove isolation of HVAC system in areas where work was performed.
-- Program Development --
EXPECTATION: Develop a plan and maintain a schedule.
Develop the maintenance program and Maintain a schedule: Project Calendar Days = 60.
The contractor shall perform an initial inspection of all areas of the facility to determine any immediate needs. The contractor shall submit a tentative maintenance schedule not to exceed the total number of base contract performance days to cover areas noted as most necessary. All submittals should be submitted within 10 days of NTP.
Service and Repair Schedule:
The goal of this contract is to service and repair all dilapidate, unsightly, and economically inefficient insulation in listed areas. Upon N.T.P, by VA Contracting Official, the contracted shall begin servicing and repairing insulation deemed by the M&O Supervisor as needing replaced, serviced, or repaired to regain economical efficiency, and visual pleasantness by patients and staff.
Safety:
Special emphasis shall be placed on the contractors submission of an ICRA plan that includes infection control counter measures. When an area is to be closed off/down for services or repairs, the contractor shall place professionally fabricated signage attached to a portable station at the entrance of the area. Signs/stations to be placed at the entrance of an area are to state the reason of closure and planned time of reopening, and shall remain in place until all prescribed work and subsequent clean up is complete.
All contractor employees working at Louis A. Johnson VAMC must have a 10 hour OSHA card dated no more than two years prior to work. Supervisors are required to have a 30 hour OSHA card.
-- Execution of Work --
Expectations: Execute the work.
Provide services:
The vendor will begin execution of work upon approval of the Immediate Need schedule, safety plan and other submittals.
Maintenance work shall be executed no later than 15 days after NTP and will be expected to follow the approved schedule. All progress payments shall be based on inspections of satisfactory completed work as reviewed by the project COR. Payments requested for work that is not complete or do not meet performance requirements will be rejected.
MAINTENANCE & REPAIR SERVICE SPECIFICATIONS
A. Introduction:
This contract is to furnish maintenance and repair services for insulation deemed unserviceable by Facilities Management Service and/or FMS M&O Supervisor and commencing fifteen (15) calendar days after the Notice To Proceed (N.T.P.) and continuing for a maximum of sixty (60) working/business days.
B. Scope of Work:
1. The Contractor shall obtain all necessary licenses and/or permits as needed or required to perform the work.
The Contractor shall furnish all material, labor and equipment as defined in section B - 3, to provide full maintenance and repair services to unserviceable insulation located throughout the facility, and all services rendered must be in compliance to the manufacturer guidelines and/or industry standards.
3. The work covered under this contract includes but is not limited to the following:
a. All labor and supervision as described within this contract
b. All materials as described within this contract
c. All lubricants, fluids, fasteners, cleaning supplies, paints, and other
supplies,not necessarily parts, to perform the services required in this
contract.
d. All tools, equipment, specialty items and other items that may be
necessary to perform the tasks required under this contract.
e. All support functions such as office overhead, travel, etc.
4. Contractor shall have in his possession throughout the term of the contract all equipment necessary to fully install, maintain, repair, adjust or reapply any and all types of insulation currently existing within the facility.
5. Contractor shall be required to attach a permanent tag after insulation installation over any plumbing or HVAC equipment so as to be readily identifiable without removing insulation coverings.
C. Maintenance Tickets:
1. Contractor shall have all maintenance tickets signed by the M&O Supervisor or the M&O Supervisor s Representative.
2. All work shall be documented in a written record. See Section F, Documentation.
D. Performance Standards:
The following performance standards shall be maintained at all times:
1. Contractor speed and response time during emergent situations.
2. Accuracy of maintaining industry standards for each install, repair, or modification shall be maintained at all times.
Start of Shift times , breaks and meal times, and End of Shift times shall be established by the insulation foreman and agreed upon by M&O Supervisor.
4. All work shall be documented in a written record. See Section F,
Documentation.
E. Labor, Supplies and Parts for Normal Maintenance:
The Contractor shall furnish all labor and tools as well as specialty tools and materials necessary to regularly and systematically examine, install, repair, or replace any type of insulation located within the facility.
1 . The contractor shall instruct their personnel that when they perform work under this contract, they shall comply with the following procedures:
Upon arrival at the station, the Contractor shall check in with the M&O Supervisor so that the Louis A. Johnson VAMC will be aware of the Contractor s presence at the facility at all times.
2. All work shall be documented in a written record. See section F, Documentation.
F. Documentation:
A Record of Maintenance and work performed shall be kept on site, and available for review at the discretion of the COR.
2. At a minimum the Record of Maintenance shall keep track of:
a. All service ticket information.
b. An inventory of all materials on hand, used during maintenance,
increases/decreases in inventory, parts installed from outside the inventory.
c. All parts used, all work performed, all tests performed, lists of deficiencies
found during maintenance and inspections, a summary of trouble shooting
performed.
3. Reports, all reports shall be sent via electronic means to the COR:
G. Maintenance reports:
1. Within 48 hours after the completion of any maintenance work being
performed a Daily Work report shall be sent to the COR. This report shall
be an attachment to an email. This report shall contain:
a. Each type of system worked on
b. A description of all work performed on that system
c. All parts used on that system
d. A description of all trouble shooting
f. Recommendations for future work, minor and major
2. Within 10 working days of the end of each month a Monthly Summary report
shall be sent to the COR. This report shall be an attachment to an email.
This report shall contain:
a. A summary of all work performed on each type of system or piece of
equipment
b. A summary of all materials used, noting increases and decreases in the
material alottment
c. A plan to accomplish all work, minor and major, recommended in the
Daily Reports.
d. A description of any work required or anticipated outside the contract
requirements.
H. Additional Work INCLUDED IN THIS CONTRACT:
The following work is specifically included from this contract.
Repairs or replacements made necessary due to negligence or vandalism of the insulation by persons other than the Contractor, his representatives or his employees NOT TO EXCEED VALUE OF $5,000 (Materials and labor) PER INCIDENT.
The COR must approve in advance any extra charge work attributed to vandalism or misuse. No invoice will be paid without prior approval. Any repairs due to misuse or negligence per incident shall be billed according to the labor rate specified in the pricing schedule. Parts will be billed at actual invoiced cost.
All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as, but are not limited to, time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc.
I. Hours of Work:
Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR or COR s designated representative.
1. Emergency Callback Service shall be provided 24 hours a day, seven days per week, as requested by the COR or COR s designated representative.
J. Call Back Service :
Contractor shall provide callback services for emergency situation that arise from time to time as follows: Callback service is defined as requests for individual or a team of insulators, either during or after normal working hours, to correct any problem or condition, which needs attention. Callbacks during normal working hours consists of responding to the Louis A. Johnson VAMC to take corrective action at the site within 1 hour, 2 hours for all other service calls. Callbacks are not to take time away from preventive maintenance or other requirements required under this contract Noted insulation malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the contractor s control preclude resolution of the problem that day, the COR or COR s designated representative must be notified with an explanation of the delay.
1. Contractor shall have a service ticket on each service call signed by COR or COR s designated representative. Service tickets shall identify the respective piece of equipment or system, description of problem, description of corrective measures taken, date and time work was complete. Service tickets for extra charge work must be signed and a copy left with the COR or COR s designated representative. Failure to do so will result in non-payment for extra charge work.
2. Emergency service or repairs authorized by the COR, which occur after the
normal hours of operation (4:30PM 6:00AM), shall be included in the service. If regular time work must be carried over and the Contractor wishes to continue to work beyond the Medical Center s normal hours of operation, authorization for overtime work must be obtained from the COR before proceeding and shall be at no additional cost.
3. The Veterans Affairs Medical Center shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work.
4. Contractor shall notify the COR or COR s designated representative by telephone or in person after completion of each work assignment is completed.
K. Shutdowns:
Under no circumstances will any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the COR.
a. All work shall be documented in a written record. See section F,
Documentation.
L. Work Required Outside Contract:
Contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to, any insulation, which the Contractor considers not covered by the contract. The contractor shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer and the Contractor.
M. Work During Federal Holidays:
No work will be performed during Federal Holidays, as the VAMC will not be operating during these times.
New Years Day President s Day Martin Luther King s Birthday
Memorial Day Independence Day Labor Day
Columbus Day Veterans Day Thanksgiving Day Christmas Day
N. Testing
1. The Contractor shall make available the uninterrupted services of at least one employee to accompany the inspector during the course of any inspection.
2. Within two (2) weeks prior to the termination of this contract, the COR shall make a thorough inspection of all equipment covered under this contract. The Contractor shall correct all defects found within seven (7) calendar days. The Contractor shall notify the COR in writing that the deficiencies have been corrected and that re-inspection can be made.
3. The inspectors used by the Louis A. Johnson VAMC on this contract may or may not work for the VAMC. An outside company may be used to perform inspections as a representative of the Medical Center if so desired by the COR.
O. Personnel:
1. Contractor shall provide qualified journeyman mechanics at a MINIMUM of three
eight-hour day per week to perform Preventive Maintenance, installations,
adjustments and/or repairs. All work shall be documented in a written record.
See Section F, Documentation.
2. The Contractor shall provide an additional qualified journeyman mechanic at
the Louis A. Johnson VAMC as needed if normal maintenance requires two
journeymen to accomplish the maintenance schedule and assist in repairs,
inspections / adjustments. The contractor may use an insulation apprentice
in lieu of a journeyman provided the apprentice has met the State of West
Virginia requirements for that level of work. The contractor may use non-
skilled workers for work not directly related to insulation maintenance (i.e
removal (unless Asbestos is present), disposal, record keeping etc.)
3. Supervision: The Contractor shall provide a Contract Manager who shall
be responsible for the performance of the work. The name of this person
and any alternates shall be designated in writing to the Contracting Officer prior
to the contract start date. Changes to personnel shall be submitted to the
Government within five (5) work days of the changes. The Contract Manager
or alternate shall have full authority to act on all contract matters relating to
the daily operation of the contract. The Contract Manager or alternate shall
be available to speak/meet with the CO or COR within 24 hours of request
during normal operating hours, and/or within the next business day after
Friday or during a Federal Holiday.
4. In addition to the above requirements, the Contractor shall have a minimum of 5 (five) years' direct experience in the insulation business, and have successful experience in maintaining, repairing, and installing identical or similar material to the existing material covered by this contract. Each offeror shall submit, as part of his offer, references for the previous 5 (five) years experience. The written references shall include, as a minimum, the name, address and telephone numbers of the specific companies and key personnel contacts.
5. Contractor Employees. The selection, assignment, and management of contractor employees is the responsibility of the Contractor; however, the Contactor shall not employ any individual who is identified as a potential threat to the health, safety, security, and general well being, or operation of the installation s mission or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees at all times. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This shall be accomplished by the wearing of distinctive clothing bearing the name of the company or by possessing the appropriate badges containing the company s name and employee picture.
6. The Contractor shall require all employees, including supervisors, to have
a Louis A. Johnson VAMC government contractor ID and wear them at all times
at the VAMC site. These ID s shall be issued by the Louis A. Johnson VAMC
Police Department under its rule for issuance.
7. Contractor Consent to Background Checks. The contractor or subcontractor
shall not employ persons under this contract who have an outstanding
criminal warrant as identified by Law Enforcement Agency Data System
(LEADS) through the National Crime Information Center. Background
Checks will verify if a person is wanted by local, state, and/or federal
agencies. All contractor and subcontractor personnel must consent to
Background Checks. Contractor and subcontractor personnel who do not
consent to a Background Check will be denied access to the installation.
Information required to conduct a Background Check includes: full name,
driver s license number, and/or social security number, date of birth of the
person entering the installation, and completion of a background check
questionnaire.
8. Contractors shall ensure their employees and those of their subcontractors
have the proper credentials allowing them to work in the United States.
Persons later found to be undocumented or illegal aliens will be remanded to
the proper authorities. The contractor shall not be entitled to any
compensation for delays or expenses associated with complying with the
provisions of this clause. Furthermore, nothing in this clause shall excuse
the contractor from proceeding with the contract as required.
9. Conduct of Contractor s Employees
a. The Contractor shall prohibit his employees from disturbing papers on
desks, opening desk drawers or cabinets, or using for personal use,
telephones or office equipment provided for official Louis A. Johnson
VAMC use.
b. Contractor shall require his employees to comply with the instructions
pertaining to conduct and other regulations called to the Contractor s
attention by the CO/COR, Federal Protective Officers, Inspectors, etc.
P. Condition of Equipment
Upon contract award, the contractor accepts "as is" all existing insulation specified in the contract. Failure to inspect all areas within this facility, prior to contract award, will not relieve the contractor from performing services/repairs in accordance with the strict intent and meaning of the specifications. Offerors will be provided the opportunity to inspect the premises by the Contracting Officer prior to submitting their offers in order to be fully aware of the scope of services required.
Q. Infectious Control and Cleanliness.
1. To carry out its mission as a health care facility the Louis A. Johnson VAMC
maintains the highest level of cleanliness as a part of its Infectious Control Program to insure that our patient s health is not compromised. The contractor shall maintain the storage rooms, work areas, equipment rooms and equipment room access to these standards.
R. Safety
The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulator requirements.
In performance of this contract, the Contractor shall follow Louis A. Johnson VAMC safety policy and standards for safe work practices, and take such safety precautions as the Louis A. Johnson VAMC Safety Officer or designee or the COTR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with Louis A. Johnson VAMC smoking policy, which designates all interior space as NON-SMOKING areas.
Patient, employee, visitor, and contractor personnel safety shall be maintained at all times. The contractor is responsible for the occupational safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair insulation immediately after completion of work or when leaving the job unattended.
The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the Louis A. Johnson VAMC. MSDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to Louis A. Johnson VAMC personnel to assure compliance with all laws and requirements regarding the Right to Know law.
The Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the contract. In addition, the contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Training on required safety programs and the proper use of PPE shall be provided, and documentation maintained by the contractor.
The Contractor shall obtain a Hot Work Permit from the COR whenever soldering, welding, grinding, using a cutting torch, or other open flame, spark, or heat producing equipment is used. The contractor is required to follow ALL requirements outlined for the issuance of the Hot Work Permit.
The Contractor shall be notified of any non-compliance with the pervious provisions. The contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the COR or the Louis A. Johnson VAMC Safety Officer the condition is life threatening he/she shall instruct the contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards.
The contractor shall provide within ten (10) working days after receipt of this contract a detailed listing of the following information:
Written safety program specific to the Louis A. Johnson VAMC contract and required to be followed by the contractor s personnel in the performance of their duties.
Listing of Personal Protective Equipment(s) required to be used by the contractor s personnel in the performance of their duties.
Material Safety Data Sheet (MSDS) for any chemical(s) utilized by the contractor in the performance of this contract. All chemicals must be stored in an approved flammable cabinet. Note that active cabinet ventilation may be required at the discretion of the Louis A. Johnson VAMC safety office, based on specific stored material.
Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor s responsibility to assure compliance with the scope of work and requirements referenced in this contract.
The contractor shall reinstall any guards, hanger, or equipment panels removed to perform insulation installation or repair on any equipment that it was removed from before the end of every workday.
S. Injury or Accident
Contractor shall submit a written report to the Louis A. Johnson VAMC within five work (5) days of any accident or injury involving any employee. The report shall state the cause, what and when the incident occurred as well as the remediations that were made to correct the cause of the incident.
T. Quality Control Program
The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified, within ten (10) work days of the N.T.P. The Contractor shall submit this program to the COR, for approval. The program shall include, but not be limited to, the following:
An inspection system covering all the services described in the contract. A checklist used for inspecting contract performance during regularly scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspections.
The checklist shall include every area of the Contractor s operation as well as every task required to be performed.
A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies.
A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Louis A. Johnson VAMC upon request, at any time during the term of the contract.
U. Emergency Telephone Numbers
1. The Contractor shall provide the COR with pertinent emergency telephone numbers, in order to request assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR, within 10 days following the N.T.P..
V. General Information
The Contractor shall immediately notify the Contracting Office and Contracting Officer s Representative (COR) (in writing) of the development of any defects in, or repairs required to which the contractor considers he is not responsible for under the terms of the contract. The contractor and shall furnish the COTR a written estimate of the cost to make necessary repairs. The Contracting Officer reserves the right to make final determination of the responsibility. The contacting officer also reserves the right to solicit the services of other contractors to make said repairs.
The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the Louis A. Johnson VAMC is a NO SMOKING Facility. Smoking is not permitted in any building (including Penthouses and elevator pits).
Contractor shall have use of station telephones to make business calls related to the Louis A. Johnson VAMC s equipment. Misuse of this privilege will necessitate the need to require the contractor to use public telephones.
Potential Service Locations:
Louis A Johnson VA Medical Center, Clarksburg:
Louis A Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg, WV 26301
Caitlin E Hippensteel
Contract Specialist
304-263-0811
caitlin.hippensteel@va.gov
