This is a service / maintenance or supply contract in Aurora, Colorado. Contact the soliciting agency for additional information.

Page 2 of 2 REQUEST FOR INFORMATION / SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs Network Contracting Office (NCO) 19, Rocky Mountain Acquisition Center (RMAC) is issuing this source sought notice as a means of conducting market research to identify parties having an interest in, and the resources to support this requirement for Boiler Program and Safety Device Testing for the Rocky Mountain Regional Veterans Affairs Medical Center, located at 1700 N. Wheeling Street, Aurora, CO 80045. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811310 This is a request for information and sources only, which may or may not lead to a future solicitation! This is not a solicitation. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Contractor shall provide all necessary personnel, tools, (test) equipment for the Boiler Program and Safety Device Testing according to the Scope of Work (SOW). BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE, THIS REQUIREMENT MAY BE SET-ASIDE FOR SSERVICE DISABLED VETERAN OWNED SMALL BUSINESSES, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION and only one award MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SUBMISSION INSTRUCTIONS: If your organization can provide these services and is interested in this opportunity, please respond to Alejandra Sierra, Contracting Specialist, Department of Veterans Affairs, NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village, Colorado 80111 or via e-mail at Alejandra.Sierra@va.gov and NCO19Services1@va.gov with a statement describing your capabilities. The capability statement shall include a point of contact, complete mailing address, telephone number, email address, and state the company s business size status and should address this specific requirement, with appropriate documentation supporting claims of organizational and staff capability. Please be as thorough as possible in your submission. Requests for copies of a solicitation will not be honored or acknowledged. The deadline for responses is Monday, July 03, 2023 at 8:00 AM mountain time. Boiler Program Development, Site Specific Procedure Development, Boiler Personnel Training, and Safety Device Testing Service Contract For Eastern Colorado Health Care System (ECHCS) at Rocky Mountain Regional VA Medical Center (RMRVAMC) Statement of Work Objective: To bring RMRVAMC into compliance per VHA Directive 1810 January 4, 2023 and the VHA Boiler and Associated Plant Safety Device Testing Manual 7th Edition January 2023. Boiler Program Audit Base Year then Biennial Boiler Program Development Site Specific Procedure Development Base Year Only Bi-Annual Boiler Personnel Training Combustion Analysis/Tuning and Safety Device Testing - Annual 6-year Inspection and Magnetic Particle Testing Base and Option Year 4 Only Equipment Boilers Boiler #1: Cleaver Brooks; Model No. 4WI-200-700-200ST; Serial No. T3786-1-1 Boiler #2: Cleaver Brooks; Model No. 4WI-200-700-200ST; Serial No. T3786-1-2 Boiler #3: Cleaver Brooks; Model No. 4WI-200-700-200ST; Serial No. T3786-1-3 Boiler #4: Cleaver Brooks; Model No. 4WI-200-700-200ST; Serial No. T3786-1-4 Deaerator Tanks Condensate/Surge Tank Condensate/Surge Tank: Cleaver Brooks; Model No. SRG-4096-4F; Serial No. T3786-6-1; 4,096-gallon capacity Boiler Program Audit (Base Year then Biennial) Contractor shall review the existing boiler plant operations program at RMRVAMC. The following areas shall be addressed: The contractor shall speak with the Chief Engineer and Boiler Plant Supervisor or Lead to verify the below information. To the extent possible, hard copy data should be supplied as supporting documentation. The contractor shall visit the facility for 3 consecutive days to conduct the audit. The Contractor will interview the Boiler Plant Supervisor, Chief Engineer and possibly others outside of the boiler plant to be able to collect the following information at a minimum. Management Reports: Detail Boiler Program Review: The contractor shall provide the VA with a report which shall include items reviewed, analysis of status, any conclusion/recommendations for improvement, action items, successes, challenges, etc. for each site: The contractor shall travel to RMRVAMC and work in conjunction with the Boiler Plant Supervisor and other appropriate personnel to visit each building and/or mechanical room housing or containing any of the affected systems (distributed hot water or low-pressure steam fired generating units). Each system cataloged shall be visually assessed to determine overall condition and evaluated to determine what (if any) VA-related Safety Devices are install on each system. This inventory list shall be of sufficient detail to support the development of the Master Plan. The contractor shall develop a Master Plan outlining the discrepancies between the existing safety devices list and the required safety devices list. Devices that are physically present but are not testable per VHA approved procedures must have the necessary modification noted. Devices which are required but are not present (or where the installed device is not VHA compliant) shall be noted as being required to be installed. Devices which would be required but cannot be installed due to equipment limitations shall be noted as requiring the creation of an Interim Safety Measure, along with (potentially) a request for a Waiver for the Office of Healthcare Engineering (OHE). The completed Master Plan document can then be used for workflow planning for the project(s) required to bring the affected systems to Compliance, to the degree possible. The Contractor shall travel to the RMRVAMC and working in conjunction with the Boiler Plant Supervisor and other appropriate personnel to visit each area or affected systems to review the repairs that have been completed. The contractor shall verify that the installed devices are correct and testable as installed. A written report will be generated, noting the status of each system in terms of compliance with the generated list of required medications. No work shall be performed Boiler Program Development Procedure Development The contractor shall develop site specific Boiler Plant Standard Operating Procedures (SOPs) and associated documentation templates and forms. They shall write a VHA compliant Boiler Plant Engineering SOP and accompanying attachments to address all Directive 1810 required procedures and documentation forms to include new hire and ongoing training programs. SOP shall include hot water and distributed systems. The contractor shall develop written site specific normal and emergency operations procedures for high pressure boiler plant and associated plant devices. The contractor shall develop site specific safety device testing procedure for all safety devices on high pressure boilers and associated plant devices. Procedures will be site specific and in accordance with VHA Safety Device Testing Manual 7th Edition. Procedures will provide step by step guidance with photos of local equipment to facilitate a compliant safety device testing program. Custom documentation sheets will also be developed for each test. The contractor shall create procedures onsite and will fully vet each procedure form completeness, accuracy, and performability alongside in house personnel. The contractor shall provide all procedures and documentation forms into useable printable packaged booklets in PDF form. The contractor shall provide all electronic files created over to the VA upon completion of services. VA shall have full authority and freedom to edit/update files as desired. Bi-Annual Boiler Personnel Training The contractor shall provide hands on training to any available boiler plant personnel in attendance on boiler safety device testing using the newly developed, site specific safety device testing procedures. This activity also serves to vet procedures for useability and accuracy. The contractor shall travel to the facility twice a year and the visits must be at least 4 months apart. This site visit can be combined with the safety device testing site visit. Contractor shall perform Boiler training sessions RMRVAMC. Each session shall be 3 consecutive 8 hour days, training a total of 12 individuals each session. In the training session, the contractor will demonstrate how to test the safety devices using the VHA Boiler Plant Safety Device Testing Manual - Current Edition. The Contractor will review the process to develop a site-specific testing procedure document and explain how to set up the plant equipment for convenient and safe testing of the safety devices and how to properly use test equipment. Training on proper methods to test safety devices will be conducted. The objective is for plant personnel to actively participate in the testing while being "taught/coached" by the contractor/s and test identified in item c. below. The next priority will be given to training on those safety devices requested by the supervision/plant personnel and then as many other safety devices as time permits. The following Safety Devices must be tested during this training: Low fire proving switch(s) Low water levels (all) High steam pressure switches (all) Lift the safety valves Purge air proving switch Combustion air proving switch Proof of closure switches High and low gas pressure switches Low O2 Test the flame scanner for all failures - times, seeing spark, early spark termination, etc. High and low oil pressure switches Low atomizing media pressure switch Provide Summary of Safety Device Tests and if they passed, failed or failed repaired. Did the facility have written Policy and SOPs that address (Publish date must be less than 3 years old): Boiler Plant Safety Devices and testing frequencies Yes/No/Inadequate Boiler Plant has a policy or SOP that addresses ongoing boiler Operator Training Yes/No/Inadequate Boiler Plant has a policy or SOP that addresses emergency operating conditions - Yes/No/Inadequate Facility is firing boiler and pilot light per Directive on alternate fuel (fuel oil, propane, etc.) - Yes/No/Inadequate Each site will be assessed by the contractor in the following areas (the contractor may suggest other assessments to be used in addition to the below): Status report of Safety Devices (pass/fail) tested above as compared to the documentation of the testing provided by the facility. BP Supervisor engagement in safety device testing, willingness to learn and participation at training session. Facility knowledge of the proper safety device testing methods and understanding of the site-specific requirements. Ability to test the safety devices correctly Plant equipment being set up for proper device testing Proper test equipment is available and documented calibration data on record. Ability/knowledge to use the testing equipment Boiler Plant overall score as related to Boiler Plant Safety Device testing. Whether the Safety Device Testing can be performed safety in-house. The above questions should be graded as follows: 5- Excellent/Good, progressing in the correct manner and has or will meet the VA goals if they continue in this manner. 3- Fair, progressing in the correct manner, but more is needed in this area to meet VA goals in a timely manner Poor, progress is not going well and at this pace will not accomplish VA goals in a timely manner Contractor shall evaluate the site-specific testing procedures. If they have not been developed the contractor shall coach the site on their development. Contractor will provide training material and test equipment sufficient to accomplish the work. Examples of test equipment includes: combustion analyzer for oxygen, carbon monoxide test gas, and electrical multi-meter for continuity and voltage. Typical and usual audiovisual equipment may be requested in advance from the VAMC, if needed. Combustion tests will be performed on one boiler on at least three load points from low fire to high fire. Review water chemistry tests performed on water in one boiler, condensate return and on soft water. An overview of the plant arrangement will be conducted regarding access to valves and equipment, the existence of valved piping bypasses of equipment such as the feed water deaerator, for emergencies, normal repairs, and inspections. Each site visit will begin with a 30-minute meeting with the VAMC management and invited staff to discuss the objectives and methods of the staff training. Contractor will briefly interview plant supervision, operators, and involved maintenance personnel to evaluate their knowledge, skills, education, and experience. A final meeting on-site with plant personnel will be conducted to discuss findings and recommendations, and to respond to questions. Allow up to one (1) hour for this activity. An exit meeting will be conducted providing an oral report to VAMC management to discuss findings and recommendations. Allow 1 hour for this activity. After the first training session the contractor will provide up to 1 hours of telephone and/or email time to answer questions from each of the sites trained. Questions will be in form of email from Supervisor with COR CC: to the contractor. All questions shall be asked within 2 months of the site visit. During the site visit, the contractor shall review any existing standard operating procedure (SOP) for On-Going Training and Safety Device Testing for the site. In the absence of an existing SOP, the contractor shall develop such document. The attachment 2- Directive 1810 shall be the basis for both the revised or new SOP. Once a draft is developed the contractor will send the final draft SOP with the Training Site Specific Written Report. Written Report - will be prepared addressing the above items that were assessed and delivered by email to RMRVAMC COR/POC within 3 weeks of completion of the site visit. The contractor s report shall provide the VA with a site-specific review of the items investigated, the deficiencies found, any conclusion/ recommendations, action items, successes, challenges, complete with pictures and backup documentation etc. for each site based upon the above evaluation items and onsite training sessions. The contractor shall also ensure the updated SOP for On-Going Training and Safety Device Testing is included as part of the final deliverable for this task. Combustion Analysis/Tuning and Safety Device Testing (Annually) The inspections, testing, and adjustments shall comply with: The recommendations and requirements of VHA Boiler Plant Safety Devices Testing Manual. The written recommendations of the equipment manufacturers. The requirements and recommendations of NFPA 85 Boiler and Combustion Systems Hazard Code including applicable appendices. Burner performance requirements in this document. A summary of the work is as follows: Review boiler plant log sheets and alarm and trouble reports. Review records that show combustion performance (flue gas oxygen). Perform overall visual inspection of systems. Verify that systems comply with referenced codes and VA requirements stated in this contract. Test the operation and set points of all burner/boiler safety interlock devices. Refer to list below. Record the settings and compare with required settings. Make adjustments as necessary and record the new settings. The operation of a device must result in burner shutdown and/or proper alarm operation. Operate burner(s) on each fuel from low fire to high fire and back to low fire in at least six increments and record combustion performance (flue gas oxygen, carbon monoxide, NOx where applicable), fuel train pressures, atomizing train pressures, burner pressures, stack temperatures, boiler steam output. Compare the combustion performance data with VA requirements (see below) and previous readings. If necessary, make adjustments to the fuel flow and combustion air controllers, control valves and dampers to obtain the required performance. Record the new performance data. If further work, such as repairs or burner modifications, is needed to correct any problems, provide recommendations to the COR. Verify accuracy of instrumentation listed below. Verify that all devices are properly selected for the application in terms of type, size, set point range, performance, and code approval. Calibrate all instruments that are not within manufacturer s specifications for accuracy. Immediately inform COR of any recommended repairs, modifications, or safety related problems. List of interlocks and safety devices to be inspected and tested on each boiler/burner: High and low fuel pressure switches (gas/oil). Low fuel oil atomizing media (steam/compressed air) pressure switches. Low differential pressure switch, atomizing media/fuel oil (if provided by burner manufacturer). Oil burner position switch (if provided by burner manufacturer). Fuel safety shut off valves proof of closure (over-travel/valve seal switch). Leak test fuel safety shut off valves (main and pilot burners) (leakage into burner). Leak test gas fuel vent valves. Forced draft motor interlock. Forced draft damper wide-open interlock for purge. Outlet damper open interlock for purge (if outlet damper provided). Purge airflow interlock. Purge timing. Ignition timing. Low fire position interlock, if present. Combustion airflow interlock. Main flame out time to close fuel valves. Ignition flame out burner shutdown. Scanner not sensing ignition spark (ultraviolet scanner). Scanner not sensing hot refractory (infrared scanner). Required burner performance (natural gas and fuel oil): Turndown (ratio of maximum and minimum firing rates): 10/1 8/1 5/1 4/1 (Refer to original burner specification). Achieve, but do not exceed, boiler maximum steam flow output rating. Measure fuel input at minimum and maximum firing rates. Maximum carbon monoxide: 200 parts per million (ppm) Maximum NOx (Nitrous Oxide): _____ (Refer to original burner specification). Flue gas oxygen: 2.5 4.2% (Up to 5.2% at loads below 40% of maximum steam output; no upper limit at minimum firing rate; oxygen can be one percentage point higher on oil firing). Flue gas oxygen (low excess air burners): 1.0 2.0% (Up to 2.5% at loads below 40% of maximum steam output; no upper limit at minimum firing rate; oxygen can be one percentage point higher on oil firing). No visible smoke, except on heavy oil fuel maximum opacity is 20%. Comply with local emissions regulations. Flames shall be stable with no pulsations, shall be retained near burner, no blow-off or flashbacks, no constant flame impingement on refractory or water-walls. Inspection and Magnetic Particle Testing (Base Year and Option Year 4) Annual internal and external inspections are required for each boiler. Internal inspections of the feed water de-aerator pressure vessel are required every six years or more frequently if welding repairs have been performed. Contractor shall coordinate with COR to schedule an inspection. The Contractor shall ensure coordination and scheduling of any inspection is conducted at least two weeks prior to the intended date of an inspection. Inspections must be scheduled for periods when the VA determines that the boilers that will be inspected internally will not be needed for steam supply and when the COR or his/her designate is available on site to monitor the inspections. To maintain steam service, only one boiler at a time will be scheduled for internal inspections per inspection visit. Thus, multiple visits will be necessary every year to inspect all the boilers internally. Feed water de-aerator pressure vessel inspections must be scheduled during periods of low steam demand. Coordinate the inspection schedule with the COR so that VAMC can have personnel available to monitor the inspections. Boilers scheduled for internal inspection will be prepared by the contractor prior to the scheduled arrival of the Qualified Professional Inspector. This includes cooling the boilers to near ambient temperature and having all man ways, hand holes and furnace access doors open; the boilers cleaned of loose materials waterside and fireside; electrical lock-out, tag-out in place; connecting piping isolated; proper illumination provided; compliance with confined space access requirements including having safety personnel present in the boiler plant. Similar advance preparations will be made to the feed water de-aerator when it is scheduled for internal inspection. VAMC will comply with any other requirements of the contractor that are considered reasonable by VAMC and have been presented in writing at least two weeks prior to the scheduled inspection. The boiler and feed water de-aerator inspections shall comply with the guidelines in the current issue of the NATIONAL BOARD INSPECTION CODE, Part RB, In-service Inspection of Pressure-Retaining Items, and ASME Boiler and Pressure Vessel Code, Section VI or VII as applicable. In addition to those guidelines, the inspections shall comply with all requirements listed in statement of work. The inspector must completely enter the internal spaces of the boiler or feed water de-aerator and visually inspect all internal surfaces that can be accessed. Methods for testing safety devices shall comply with VHA Boiler Plant Safety Device Testing Manual, 7th Edition. Summary of the minimum inspection requirements for boilers: Review the boiler history including: operating conditions, date of last inspection, current inspection certificate, ASME stamping on boiler, National Board registration number, history of repairs and modifications. Review boiler logs, water test reports, and reports on tests performed on the burner controls and interlocks. Assess the external parts of the boilers and boiler accessories and piping and valves for safety, accessibility, proper maintenance and operation, cleanliness, and compliance with codes. Inspect for evidence of leakage of combustion gases or fluids, externally and internally, including all gaskets. Inspect foundations for signs of stress such as cracking or movement. Inspect boilers externally and internally for defects including bulges, blisters, cracks, wasted or eroded material, warping, general corrosion, grooving and pitting, damaged insulation. Inspect all accessible internal surfaces for waterside and fireside deposits, including scaling, sediment, debris, carbon deposits. Examine all stays and stayed plates. Inspect gas side baffles. Inspect internal drum surfaces and steam separating internals. Inspect tubes, tube ends and tube alignment. Check for sagging tubes. Set combustions for boilers number one, two, and three, on natural gas and number two oil. Test all safety devices and perform annually required accumulation tests on boilers one, two and three. Verify that all nozzles of internal piping such as feed water admission and bottom blow off collection are clear with no obstructions. Inspect seating surfaces of man ways and hand holes. Check that boiler structure is plumb and level with no excessive deformations. Check for missing items such as bolts and nuts. Examine all valve and pipe connections to the pressure vessel. Inspect refractory including burner throat, expansion joint, bull ring, furnace seals, furnace walls and floor. Verify proper alignment of burner assembly. Inspect furnace for evidence of flame impingement. Test operation of water level gage glass. Perform mechanical and electrical inspection of disassembled low water cutouts (disassembly by VA). After reinstallation, test operation to the extent possible. Test low water cutouts on hot boilers by lowering water level gradually. Verify that steam pressure gage is properly calibrated. Test operation of high steam pressure cutouts on hot boilers by raising steam pressure. Inspect safety valve installations and verify that the valves have proper capacity and set pressure and valves, drains and vents are properly installed. Verify that valve locking seals are not broken. On boilers that are hot, perform an operation test under pressure to confirm operation at proper set pressures. Operate boiler with burner at high fire to verify adequate steam flow capacity of the safety valves ( accumulation test ). Inspect piping connected to the boilers for evidence of leakage, provision for expansion, provision of adequate support, proper alignment, and evidence of detrimental conditions. Inspect piping to the water column, low water cutoffs and alarms, gage glass. Verify that interior of piping is clear of obstructions. Inspect valves on boiler feed water, blow down, drain and steam systems. Perform service and Calibration of boiler instrumentation and controls. Provide recommendations for non-destructive testing when the inspections indicate that this is necessary to assure continued safety and reliability under current operating conditions. Summary of the minimum inspection requirements for Feed water Deaerators: Review the feed water de-aerator history including: operating conditions, date of last inspection, current inspection certificate, ASME stamping, National Board registration number, materials of construction, extent of post weld heat treatment, history of repairs and modifications. Assess the external parts of the feed water de-aerator and accessories and piping for safety, accessibility, cleanliness, proper operation, and compliance with codes. Test hazardous gas monitoring system. Inspect for evidence of leakage. Note feed water de-aerator pressure gage and thermometer readings and verify gage and thermometer accuracy. Inspect safety valve installation and verify that the valves have proper set pressure and capacity and are properly installed. Perform an operation test under pressure to confirm operation at proper set pressures. Verify that the de-aerator can safety withstand the test pressure prior to testing the valve(s) in-situ. Verify that non-condensable gas vent line is open and proper orifice is provided to permit venting of gases. Inspect support structures for proper integrity and allowance for thermal expansion. Internal Inspections: Visually inspect all visible pressure vessel surfaces for corrosion, material thinning, deposits, and weld cracking. Inspect spray nozzles and trays. Work Standards The Contractor shall travel to the RMRVAMC and work in conjunction with the Boiler Plant Supervisor and other appropriate personnel to complete all deliverables outlined in sections 3.0 7.0. Contractor must follow the VHA Boiler Plant Safety Device Testing Manual 7th Edition procedures when testing all safety devices listed in section 6.0. Work site shall be free of debris and returned to original condition upon completion of preventative maintenance. Contractor personnel shall present a neat appearance and wear VA issued identification tags at all times. The Contractor shall assign the appropriate quantity and type of personnel to successfully complete all functions specified in this SOW. The Contractor shall maintain throughout the life of this contract, a current list of technicians and their credentials available for inspection by the Government at any time. Requirements and Qualifications of Testing Personnel Inspection and Testing Requirements At least two weeks notice to the Contracting Officer s Representative (COR) is required prior to an inspection. Work cannot be scheduled during heavy steam load periods. Only one boiler at a time can be out of service for the inspection, testing and calibration procedures. Work must be conducted when the COR or his/her representative is available on site to monitor the work. The contractor is required to prepare the boilers for inspection by opening, cleaning watersides and firesides, and preparing the boiler for inspection following National Board, ASME, Veterans Administration and industry requirements/guidelines. The contractor will also be required to restore the boiler for service. Each burner and the burner control, monitoring and safety interlock systems shall be inspected and tested and adjusted as necessary. VA will have the boilers that are to be serviced prepared for the test personnel upon their scheduled arrival. This includes having the boilers clean of soot and loose scale; fully warmed and at normal steam pressure; steam exhaust silencer system operable; all boiler, burner and fuel train pressure gages and thermometers calibrated; fuel meters in accurate operation (pressure/temperature correction factors provided, if applicable); boiler steam flow, stack temperature and flue gas oxygen instruments operating. VA will comply with any other requirements of the test personnel that are considered reasonable by VA and have been presented in writing at least two weeks prior to the scheduled testing. The COR or his/her representative will observe the work. Qualifications of Testing Personnel Boiler Inspectors shall be a qualified Professional Inspector . Proof of qualification shall be provided to the COR upon request. They shall be versed with and have access to the current versions of reference materials defined in section13.0. A Qualified Professional Inspector is defined as one who possesses one or a combination of the below requirements: A boiler inspector who has a valid commission from the National Board of Boiler and Press Vessel Inspectors (NB). A boiler inspector who has qualified by passing a written examination under the laws, rules, and regulations of a jurisdiction of a state. A boiler inspector who is regularly employed as a boiler inspector by a jurisdiction which has adopted and administers one or more sections of the American Society of Mechanical Engineers (ASME) Boiler and Pressure Vessel Code as a legal requirement and has a representative serving as a member of the ASME Conference Committee. A boiler inspector who is regularly employed by an insurance company which has been licensed or registered by the appropriate authority of a State of the United States to wrote boiler or pressure vessel insurance. Combustion Analysis and Safety Device Testing personnel shall be qualified for boiler plant burner, control, and instrumentation testing. Proof of qualification shall be provided to the COR upon request. Qualification includes completing at least a one-year trade school and five years successful experience in this field. The experience shall be largely wit institutional and industrial boiler plants similar in design to the VAMC plants. The testing personnel shall be equipped with portable electronic flue gas analyzers and all other test instruments necessary for the required tests and calibrations, all currently calibrated either according to the manufacturer s specifications or a standard traceable to the national Bureau of Standards. Reports and Records The Boiler Program Development documents (section 4.0) will be furnished within 6 months of contract award. The Bi-Annual Boiler Personnel Training site specific written report (section 4.2) will be furnished within 90 days of each training occurrence. Combustion Analysis/Tuning and Safety Device Testing Report Requirements (section 5.0) Provide complete written report of the inspection fully describing all tests performed, all findings, and recommendations. The report shall have two sections the first section will be in a table form that with four columns: The first column labeled FUNCTION did the device pass or fail. The second column labeled Device list the device number and description in accordance with the VHA Boiler Plant Safety Devices Testing Manual 7th Edition. The third labeled Deficiencies-Recommendations The fourth column labeled corrective actions list any corrective actions taken during the inspection. The next section shall be in paragraph/bulleted form and list each device individual in accordance to the VHA Boiler Plant Safety Devices Testing Manual, 7th Edition. Plus the section must reference the correct Master Specification and Standard Detail for that device. See sample below. 5.1. Condensate Storage Tank High Water Alarm Purpose: High water level may be an indication of condensate transfer pump failure that could lead to low water condition in the feedwater deaerator and in the boilers. There may be a failure of make-up water controls. Recommended set point: 4 inches below overflow level and 2/3 of tank height. Potential hazards due to failure of high-water alarm: Feedwater deaerator running dry and, consequently, boiler feed pumps running dry will cause overheating and damage to pumps and potential for plant shut down. Failure of make-up water controls (in open position) could lead to significant cost from waste of water and condensate from the tank overflow if this occurs over a long time period. Recommended type of device: Conductivity probe type switch. Float type switches have high failure rate in this application where they are exposed to flash steam that causes seals to harden and prevent float movement. VA Master Specification section: 23 50 11 (old 15625). www.va.gov/facmgt/standard/VA Standard Detail: SD232111-05.pdf www.va.gov/facmgt/standard/ Failure rate of float types: 48% (BEI study of VA boiler plants). Make and Model: Mercoid Float Did it function properly: No Category & Action Time Limit: Upon Failure or Within 5 Years Comments: Float type switches are not allowed for high water alarms. The VA recommended switch type is a conductivity probe type switch. Install the VA recommended switch and set to alarm at 2/3 of the tank height. There are valves that can isolate this alarm. These valves must be made lockable only in the operating position. Furnish report within one week of facility inspection in Microsoft Word format by email to the COR. Provide hard copies of data sheets and flue gas analyzer strip printouts to the COR. All safety-related deficiencies shall be immediately reported to the COR, Boiler Plant Supervisor and/or Chief Engineer during the inspection visit. Inspection and Magnetic Testing Report (section 6.0) will be furnished within two weeks of each inspection/testing visit. All visits must be completed within the base year. The Boiler Program Audit Report (section 3.0) will be furnished within two weeks of each program audit visit. Resources The Government will not furnish any resources for the fulfillment of the services required under this contract. The contractor must provide all tools, equipment, materials, transportation, professional expertise, personnel, and supervision for maintenance services required under this contract. Hours of Work and Scheduling Scheduling The work will be performed Monday through Friday from 7:30am to 4:00pm. The majority of the work will have minimal impact on the operation of the VA Medical Center. Any potential disruption to ongoing medical center operations shall be coordinated 2 weeks in advance and shall be subject to review and approval by the COR/POC. Any other disruption of operations in any building shall be scheduled at least one week in advance with the COR/POC. Work shall be scheduled to allow continuous operation of all facilities to the greatest extent possible. Federal Holidays New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Contractor Check-In All Contractor personnel working onsite at the VA facility shall check in and out with the COR/POC located in Building L (ENC). Access to work areas, and performance monitoring, will be provided by the COR. In all cases, the COR/POC shall be notified of any changes which may affect the response time of vital equipment. Compliance The Contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules and regulations. The Contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The Contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes; example: lockout/tagout. All work for the duration of the contract shall be performed by trained technicians. All safety measures shall be approved as adequate by the safety officer in advance. Hazardous material disposal (refrigerant, oil, etc.) shall be the responsibility of the contractor. Quantities of hazardous material disposed of by the contractor shall be included in the service report. Reference Materials VHA Boiler and Associated Plant Safety Device Testing Manual 7th Edition VA Directive 1810 January 4, 2023 ASME Boiler and Pressure Vessel Code ASME B31.1, Power Piping Code ASME CSD-1, Controls and Safety Devices for Automatically Fired Boilers ANSI/NB-23, National Board Inspection Code NFPA 85, Boiler and Combustion Systems Hazards Code Utilize National Board Forms NB-6 and NB-7 NATIONAL BOARD INSPECTION CODE, Part RB, In-service Inspection of Pressure-Retaining Items Records Management Language This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined below: Federal Record as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the information value of data in them. The term Federal Record: Includes (Agency) records Does not include personal materials Applies to records created, received, or maintained by Contractors to the (Agency) contract May include deliverables and documentation as associated with deliverables The following items should be added to the Statement of Work (SOW) for contracts: 1. Contractor shall comply with all applicable records management laws, and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act, (44 U.S.C. chs, 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974, (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transportation, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for government use and delivered to, or falling under the legal control of, the government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA)(5 U.S.C. 552), as amended, and the Privacy Act of 1974 (U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. Eastern Colorado Health Care System (ECHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of ECHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to ECHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ECHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. 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 co, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ECHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contractor and in accordance with ECHCS policy. 8. The Contractor shall not create or maintain any records containing any non-public ECHCS information that are not specifically tied to or authorized by the contract. 9. 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 from public disclosure by an exemption to the Freedom of Information Act. 10. ECHCS owns the rights to all data and records produced as part of the contract. All deliverables under the contract are property of the U.S. Government for which ECHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. TRAINING: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgement of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. The Method of Contractor Selection has not been determined at this Time.