Complete Life Safety Assessment Statement of Conditions (SOC)

1. SCOPE

The Contractor shall provide all parts, labor, tools, materials, supplies, equipment, transportation and supervision, necessary to provide Complete Life Safety Assessment Statement of Conditions (SOC) in complete and strict accordance with the contract and all attachments thereto.

1.1. The Department of Veterans Affairs requires a Life Safety Assessment (SOC) assessment in accordance with the latest editions of National Fire Protection Association 101 (Life Safety Code), NFPA 99 (Health Care Facilities Code) and Joint Commission standards to ensure the safety of patients, staff and visitors located at the Veterans Healthcare System of the Ozarks (VHSO) in Fayetteville, Arkansas and AR, Community Based Outpatient Clinics (CBOCs) and other locations affiliated with the VA Medical Center.

SOC Electronic copies of applicable drawings shall be furnished by the VA to the Contractor upon request. Hard copies of VA drawings shall be at the Contractors expense. Contractor shall be responsible for verifying all quantities and dimensions.

1.2. Contractor shall provide updated SOC drawings to the VA in electronic format (AutoCAD and PDF).

1.3. Contractor shall provide support via a unique log-in Data Innovations Customer Web Portal.

1.4. Complete Life Safety Assessment Statement of Conditions (SOC) shall be rendered at the following locations:

1.4.1. Veterans Healthcare Systems of the Ozarks (VHSO), 1100 N. College Ave, Fayetteville, AR:

Building 1 (184,860 SQFT)

Building 2 (38,105 SQFT)

Building 21 (140,862 SQFT)

Building 30 (7,725 SQFT)

Building 31 (7,176 SQFT)

Building 32 (5,227 SQFT)

Building 49 (21,321 SQFT)

1.4.2. Community Based Outpatient Clinics (CBOCs) affiliated with the medical center:

Gene Taylor CBOC, MO (68,000 SQFT) 1850 W Republic St, Springfield, MO 65807

Fort Smith, AR CBOC (37,486 SQFT) 5700 Phoenix Place Fort Smith, AR 72903

Branson, MO CBOC (22,962 SQFT) 5571 Gretna Rd, Branson, MO 65616

Joplin, MO CBOC (20,585 SQFT) 3015 Connecticut Ave, Joplin, MO 648

Jay, OK CBOC (9,505 SQFT) 1569 N Main St, Jay, OK 74346

Ozark, AR CBOC (8,050 SQFT) 2713 W Commercial St, Ozark, AR 72949

1.4.3. Other Locations affiliated with the medical center:

Sunbridge (Fayetteville AR) (14,700 SQ FT) 180 E Sunbridge Dr, Fayetteville, AR 72703

Office of Community Care and Care Referral (17,205 SQ FT) 3930 Vantage Drive, Fayetteville, AR 72703

Township Mental Health (Fayetteville AR) (5,404 SQFT) 216 E Township, Fayetteville AR 72703 (Township)

2. OBJECTIVES

2.1. Any provision or partial provision of the Contract plans, specifications, documents or requirements that is not consistent with this SOW and Contractor Access and Activities Notice will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract plans, specifications, documents or requirements must remain in full force and effect.

2.2. Information Technology (IT) security requirements Certification and Accreditation (authorization) (C&A) of the contractor system: The C & A requirements do not apply, and a Security Accreditation Package is not required.

2.3. Safety must be the Contractor’s highest priority.

2.4. The VA healthcare facility must continue to operate during the performance period, including, but not limited to the mechanical and electrical systems.

2.5. Work by the Contractor must be completed between the hours of 0800 hours and 1700 hours Monday through Friday, excluding Federal holidays. Work that will interfere with normal medical center operations must be coordinated (prior to or ahead of designated time) with the COR and accomplished during designated maintenance times, as noted otherwise herein, as requested and must approved in writing by the COR for special circumstances.

2.6. Contractor’s work must be conducted in a manner and at times which would present the least amount of disruption to the VA healthcare facility.

2.7. Period of Performance: One Hundred and Twenty (120) calendar Days.

2.8. VHSO utilities and work areas may not be immediately available, and the Contractor must be flexible in the project schedule without additional cost to the Government.

2.9. Contractor must execute the contract in accordance with the true intent and meaning of the SOW, contract and specifications without additional cost to the Government.

3.Qualifications: Contractor shall provide the VA with proof of the following qualifications prior to contract award.

3.1. Fire Protection Engineer shall have at least 5 years’ experience, performing Fire Life Safety Assessments.

3.2 Fire Protection Engineer must visit each location in person to perform the assessments.

3.3. Fire Protection Engineer shall have conducted at least 3 Hospital assessments.

3.4. Fire Protection Engineer shall be able to accurately assess Hospital Occupancy, Ambulatory Occupancy, Business Occupancy and Special Purpose Industrial Occupancy.

3.5. Shall be able to provide AUTO CAD drawings, SOC binder with required documents.

3.6. All assigned surveyors must have documented experience with NFPA 101 Life Safety Code and NFPA 99 Health Care Facilities Code. Assigned surveyors will have at least five years of fire protection engineering experience with demonstrated experience in evaluating complex healthcare facilities with respect to The Joint Commission accreditation standards.

3.7. The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct shall be dealt with by the Contractor, VATR and the final decision made by the Contracting Officer.

Failure to submit any of the required information, statements, or certifications may result in rejection of the quote without further consideration for award or termination of the contract afterward.

4. Task

i. Conduct a physical on-site survey of the listed buildings to determine compliance with the most current edition of NFPA 101 Life Safety Code, VA Fire Protection Design Manual most recent edition, and VHA-Joint Commission Clarification Document requirements.

ii. Review and verify areas for the appropriate occupancy classification for each room or suite to determine ratings of structure according to most current NFPA codes and VA requirements. Verify all suites are correct and/or needed according to most current NFPA Code and VA requirements.

iii. Assess all fire and smoke, barrier walls and dampers and make a determination whether they are required, or they shall be decommissioned.

Assess all cross-corridor doors and make a determination on whether they are required. Some areas may require coordination with staff for off duty hour inspections. Verify that barriers are complete and needed.

iv. Assess and make determinations on new and existing 7.3 Exit Access Corridors and 7.1 egress path impediments interpretation from current Code Requirements. Assess Common paths of travel in all areas. Assess Travel distances to Exits in all areas.

v. Verify all electrical closets and transformer rooms are correctly rated according to most current NFPA Code and VA requirements.

vi. Verify all exit stair or passageway areas, including signage, are compliant with most current NFPA Code and VA requirements.

vii. Verify distances to exits and distances to next barrier are compliant with most current NFPA Code and VA requirements.

viii. Conduct a survey of 100% of all fire and smoke barrier walls and ceilings to confirm location and construction. This shall be accomplished everywhere the ceilings and walls are accessible.

ix. Identify and document with pictures and include code reference for any deviations from most current NFPA Code, VA requirements, or other regulatory requirements, so that work orders and Survey Plan for Improvement (SPFI) can be developed. Pictures will not contain any PII and PHI. (Staff or Patient Information)

x. Review our electronic Joint Commission data and assist in its update.

xi. Review and verify Equivalencies are compliant and are needed or need to be updated according to most current NFPA Code and VA requirements.

xii. Verify all fire, smoke, and corridor doors meet the most current NFPA Code and VA requirements. Assess no doors locked in the path/direction of egress.

xiii. Review and verify all fire extinguisher locations meet most current NFPA Code and VA requirements. Assess travel distances to Fire Extinguishers.

Assess Fire Extinguisher heights for compliance.

xiv. Review and verify all room numbers, locations, and labeling are consistent with most current NFPA Code and VA requirements.

xv. Review and verify all room numbers are noted properly on Life Safety Drawings.

xvi. The reports and data shall be provided in a format using Microsoft Word, Adobe Acrobat, and AutoCAD Architecture.

xvii. All letters and numbers shall be readable on 11”x17” paper drawings.

xviii. Review and verify that all recessed sprinklers have been approved by the Authority Having Jurisdiction. Document every location in writing with justification and approval.

xix. SOC binder will be labeled and constructed according to the most current Joint Commission standards. All equivalencies and justifications shall be documented in writing and inserted in the SOC binder. This is to include:

1. Statement of Qualifications

2. General building description including height, size, construction classification, and occupancy

3. Information provided by the Medical Center regarding any equivalencies approved by The Joint Commission (if any)

4. Life Safety Assessments

5. Floor plan drawings showing the current room layout, room numbers, fire walls, smoke barrier walls, smoke compartment names or designations, and occupancy classification for each floor. Also identify suites, hazardous rooms, and keynote any special life safety features according to most current NFPA codes and VA requirements.

6. Make recommendations on how to correct any noncompliant items that are not correctable by simple, straight forward methods.

7. Prepare a preliminary Plan for Improvement (PFI) in the draft submittal for any items that are not correctable under our work order system. After receiving the Medical Center's input, complete the PFI for inclusion in the final SOC documents.

xx. Fayetteville Engineering department will provide the most current Architectural AutoCAD drawings for all aforesaid buildings.

Drawings shall be drafted in accordance with the VA CAD Standards Guide.

xxi. Provide an exit conference after all surveys are completed with Fayetteville VHSO Hospital Leadership, Safety Office, and Engineering staff to discuss findings and trends for a total of two hours. Included in the exit conference will be a spread sheet with a list of deficiencies including locations. All minor deficiencies that are best corrected through normal maintenance efforts or work orders shall be provided by separate letters and lists.

xxii. Deficiencies will only be included in the draft SOC documents. Must include pictures (pictures will not contain any PII or PHI of staff or patients) of deficiencies with listed code violation and location. Five draft copies of the SOC PDF drawings, CAD drawings, and preliminary PFI documents will be submitted for review.

xxiii. Fayetteville VHSO shall review and have recommendations for changes to drafts to the Vendor within 20 business of receipt of drawings.

xxiv. The VHSO shall receive the one Master, four numbered copies and an electronic copy of the Final SOC documents. These SOC documents shall include any equivalencies that pertain to Fayetteville VHSO property.