36C24120R0162.docx

Contract Opportunity Sources Sought Notice

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Required Field Contract Opportunity Sources Sought Notice C213 Statement of Conditions Work for VA VISN 1 01053-9764 36C24120R0162 09-18-2020

5:00PM

EASTERN TIME, NEW YORK, USA

N 541330 Department of Veterans Affairs

VA CENTRAL WESTERN MASSACHUSETTS HCS

Acquisitions-90 421 North Main Street Leeds MA 01053-9764 Heather Libiszewski-Gallien Heather.Libiszewski-Gallien@va.gov Reference Statement of Work

Heather.Libiszewski-Gallien@va.gov Heather.Libiszewski-Gallien@va.gov SOURCES SOUGHT: The Veteran Integrated Service Network (VISN) 1 has a requirement for a Firm Fixed Price contract to provide professional Architect/Engineer (A/E) Design Services for nine Medical Centers in New England comprised of approximately 5 million square feet. The contract will consist of the following requirements (Statement of Work is also attached to this notice):

· Perform a Life Safety Survey to identify, list and detail all physical deficiencies with regard to relevant life safety standards;

· Identify, list and detail deficiencies in the inspection, test, drill, and maintenance records of Life Safety systems, critical utility systems and fire drills;

· Provide an updated set of documents to meet requirements of The Joint Commission’s (TJC) standards in LS.01.01.01 (Life Safety Drawings and Basic Building Information);

· Complete the requirements of the contract within 6 months of the contract being awarded;

· The goal of this project is to help prepare each Medical Center within the VA New England Healthcare System for the FY21 TJC survey prior to TCJ surveyors’ arrival.

The NAICS code is 541330 and the small business size standard is $16.5 million. Interested SDVOSB, VOSB and SB firms must indicate their interest to the Contracting Officer no later than 5:00 PM EST on September 18, 2020 via email to Heather.Libiszewski-Gallien@va.gov. The following information is requested in response to this notice:

(1) If an interested firm is an SDVOSB or VOSB, evidence of verification in Vetbiz as an SDVOSB or VOSB firm under NAICS code 541330;

(2) A positive statement of your intention to submit a proposal in response to a solicitation for this project;

(3) Proof of professional liability insurance required to cover this project;

(4) Firms must be registered in the System for Award Management (SAM) under NAICS 541330. Provide your current SAM record to include your DUNS number. Visit www.sam.gov to register in this database;

(5) Employs or can demonstrate a professional partnership with a firm who employs a sufficient number of fire protection engineers with current experienced in leading Life Safety Surveys, Statement of Conditions development, and verifying/updating life safety drawings according to current Joint Commission standards, Long-Term Care Institute (LTCI) and Centers for Medicare and Medicaid Services (CMS) standards in at least a level 1C health care facility;

(6) Employs or can demonstrate a professional partnership with a firm who employs a sufficient number of staff with healthcare-based Life Safety expertise (certifications and experience) to assist the lead surveyor;

(7) Employs or can demonstrate a professional partnership with a firm who employs a sufficient number of staff with expertise to develop or revise Life Safety drawings using CAD software;

(8) Experience in successfully performing Statement of Conditions surveys, reports and drawings for the Veterans Health Administration or other 1C healthcare facilities.

All information must be submitted in sufficient detail for a decision to be made on the availability of interested SDVOSB, VOSB or SB concerns. Failure to submit all information requested will result in a contractor not being considered as an interested SDVOSB, VOSB, or SB concern. If adequate interest is not received this action will not be set-aside. Interested firms may reply via e-mail to Heather.Libiszewski-Gallien@va.gov. Firms must be registered in the System for Award Management (SAM). Visit www.sam.gov to register in this database. SDVOSB or VOSB firms must be verified by the Center for Veteran Enterprises (CVE).

DISCLAIMER

The sources sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this notice.

STATEMENT OF WORK

Statement of Conditions & Life Safety Assessment VISN 1

A. General Requirement.

1. For each of the healthcare, ambulatory, and lodging facilities listed in Attachment 1: perform a Life Safety Survey to identify, list and detail all physical deficiencies with regard to relevant life safety standards; identify, list and detail deficiencies in the inspection, test, drill, and maintenance records of Life Safety systems, critical utility systems and fire drills; provide an updated set of documents to meet requirements of The Joint Commission’s (TJC) standards in LS.01.01.01. The goal of this project is to help prepare each Medical Center within the VA New England Healthcare System for the FY21 TJC survey prior to TCJ surveyors’ arrival.

B. Tasks.

1. Conduct a Statement of Condition and Life Safety survey and assessment (which will be subsequently referred to as Survey or areas to be Surveyed) of each of the healthcare, ambulatory, and lodging facilities in Attachment 1 to determine compliance with the most recent edition of NFPA 101 and associated TJC standards within Life Safety (LS) accreditation requirements as modified by agreements made between the Veterans Health Administration and TJC. Record any identified deficiencies of compliance. These Surveys are intended, in part, to fulfill the Medical Centers’ requirements listed in TJC Standard LS.01.01.01 EP2.

2. Surveys will include the following items: verification of compliance with NFPA 101, NFPA 99 chapter titled “Features of Fire Protection” and TJC standards within the LS accreditation requirements; visual verification of the continuity of accessible areas of at least ten smoke barriers assemblies and ten fire barrier assemblies in each building 100,000 square feet and over; visual verification of the continuity of accessible areas of at least five smoke barriers assemblies and five fire barrier assemblies in each building under 100,000 square feet; verification of the fire rating integrity of all accessible areas of vertical shafts which traverse multiple floors regardless of occupancy; evaluation of the full means of egress for the subject occupancies as defined by NFPA 101.

3. Findings of deficiencies for each Medical Center’s Survey will be identified and recorded in a consistent and understandable format. Each finding must include at a minimum: a description of the deficient condition; a reference to the specific standard’s section and paragraph; the location to include building, floor, and specific area, e.g. room number or location relative to a specified landmark; comments or amplifying information for clarification if necessary.

4. During physical inspection of all areas Surveyed, evaluate existing Fire Protection Features Drawings for accuracy and completeness. Based on this inspection and evaluation, amend, correct and/or produce each facility’s existing drawings to achieve compliance with the most current TJC Standard LS.01.01.01 EP3 and as modified by agreements established between the Veterans Health Administration and TJC.

5. Review the inspection, maintenance, testing records for Life Safety systems for all patient care areas in each facility (not only those areas in Attachment 1) for completeness and compliance with TJC LS requirements as modified by agreements established between the Veterans Health Administration and TJC. This review will also examine inspection, maintenance, testing records for compliance with NFPA 99 chapter titled “Features of Fire Protection.” This review will also examine inspection, maintenance, testing records for compliance with the following TJC standards: EC.02.03.05 (fire safety equipment and building features); EC.02.05.07 (emergency power systems); and EC.02.05.09 (medical gas and vacuum systems). This review will also examine fire drill records as required in EC.02.02.03. Document all deficiencies to include: a description of the deficient condition; a reference to the specific standard’s section and paragraph; comments or amplifying information if necessary.

6. Review all existing Equivalencies for each Medical Center to ensure continued accuracy and compliance. Deficiencies will be documented and reported in writing.

7. If, during the course of the Surveys and document/records reviews, a condition requiring an equivalency is identified without a corresponding approved equivalency, then provide all the documentation necessary to allow the facility points of contact to submit an equivalency request in accordance with VHA and TJC requirements and procedures.

8. Review and assess each Medical Center’s Basic Building Information (BBI). Amend and correct each facility’s existing BBI to achieve compliance with the most current TJC Standard LS.01.01.01 EP7 and as modified by agreements established between the Veterans Health Administration and TJC.

9. Provide draft copies of the final Survey reports and documents to the VISN 1 Safety Program Manager and the Points of Contact (POCs) for each respective Medical Center within fourteen calendar days after completion of each site survey. Medical Center and VISN 1 subject matter experts will review draft copies and verify or otherwise provide notes for correction or clarification. Respond to Medical Center and VISN 1 POCs comments and/or questions regarding the draft copies. Ensure the VISN 1 Safety Program Manager is copied on all correspondences. It is anticipated that all inquiries will be answered by telephone, teleconference and /or email, i.e. additional trips by the contractor’s employees are not anticipated in order to complete this task unless an oversight by the contractor’s employees necessitates another site visit. The goal is to have all questions answered, concerns successfully addressed, and a full set of draft Survey documents approved by each Medical Center within thirty-five calendar days after completion of each respective Survey. Subsequently, the contractor will finalize and submit all documents to the VISN 1 Safety Program Manager and POCs of each respective Medical Center within ten calendar days.

10. After completion and acceptance of all the required reports, provide a summary document of best-practices and common deficiencies found during the surveys to the VISN 1 Safety Program Manager.

11. All reports and documents shall be identified with Medical Center name and dates of survey. All draft documents will display the word “DRAFT” on each sheet or page. Unless otherwise noted or agreed upon, all reports and documents will be provided electronically in a standard MS Word format.

12. Provide updated and accurate Fire Protection Features Drawings in Portable Document Format (.pdf) and AutoCad computer-aided design drawing format (.dwg). The files must be clearly annotated and formatted for 15 x 22 or 22 x 34 (ANSI D) size printing. Documents or portions of documents provided by the contractor shall not be password-protected, locked, or otherwise rendered non-editable by the VA.

13. Distribute all draft reports, final reports and other required documents via standard electronic mail system or other efficient electronic file transfer system. At no time will the contractor have access to or connect any devices to the VA information network. Clearly name all files based on the files’ contents and specific medical center. Draft document files’ names will contain the word “draft.” Contractor will also provide all final reports and documents on high quality CD-R or DVD disks to the VISN 1 Safety Program Manager.

14. Support the facilities and VISN 1 Safety Program Manager with writing equivalency requests required for deficiencies found during the Life Safety inspections of the facilities. Equivalency requests shall be prepared in the required VA format. A copy of the format will be provided by the VISN 1 Safety Program Manager. Equivalency request documents shall be provided to the respective facility for comments and the VISN 1 Safety Program Manager for review and submittal to VA Central Office.

C. Additional Information.

1. Attachment 1 is a preliminary list of the facilities to be Surveyed and for which Life Safety drawings will be assessed, updated and/or produced. Each Medical Center will provide the surveyor with accurate information describing the buildings to be Surveyed and required Life Safety drawings to be updated or produced no later than ten calendar days prior to the start date of the Survey. The updated information will deviate by no more than 5% of the total square footage listed in Attachment 1 for each Medical Center.

2. Each Medical Center will appoint one primary and up to three secondary points of contact (POCs) to provide existing documents prior to the start of each respective survey, coordinate local security and safety requirements for the contracted employees, present EC and LS records for review, ensure escorted access to all surveyed areas, and provide reviews, comments and approval of draft survey reports.

3. The on-site portion of the Surveys for each Medical Center Site is expected to take no more than 5 business days. The contracted firm will assign a sufficient number of qualified surveyors to complete all required on-site tasks within 5 consecutive business days unless otherwise mutually agreed upon by the respective Medical Center’s primary POC and the contracted firm.

4. Submit a schedule of work and timeframe for completion for each Medical Center in the contract proposal. The Order of Priority in Attachment 2 shall be used to develop the timeframe and schedule. The schedule will be finalized when contract is awarded. Subsequent proposed deviations from the Order of Priority will be discussed between the contractor and VA Network contacts to develop mutually agreeable changes. These deviations shall not be considered changes to the terms of the contract or authorizations to obligate the VA to pay costs beyond the terms of this contract.

5. A copy of the agreements made between the Veterans Health Administration and TJC will be provided upon award of the contract.

6. Existing Fire Protection Features Drawings in Portable Document Format (.pdf) and/or computer-aided design drawing format (.dwg) will be provided by each facility no later than ten calendar days prior to the start of the respective Surveys.

7. Each Medical Center will provide applicable existing equivalencies no later than ten calendar days prior to the start of each respective Survey.

8. Each Medical Center will provide copies of the existing BBI no later than ten calendar days prior to the start of each respective Survey.

9. Qualifications for this project are delineated in Attachment 3.

10. The final reports and documents must be completed for all medical centers within six months of the notice-to-proceed date.

11. Establish a quality control plan specifying standards for both performance and quality. The quality control plan will be provided to the CO and COR no later than the notice-to-proceed. The CO and COR will conduct surveillance of the contractor’s performance to ensure products delivered achieve the standard or mitigation plans are put into place early to avoid corrective measures later in the contract period.

12. Proposed Price of this project is to be fully inclusive. Upon award of the contract, change orders and additional costs may only be committed and approved by a VA Contracting Officer.

13. Network technical contacts:

DRAFT

Attachment 1 Statement of Work Life Safety Assessment VISN 1 Task Order XXXXXXXXXX

Medical Center sites subject to Life Safety surveys for accreditation.

Medical Centers and associated addresses:

VA Boston Healthcare System Brockton Campus 940 Belmont Street Brockton MA 02401

VA Boston Healthcare System Jamaica Plain Campus 150 South Huntington Ave Boston MA 02130

VA Boston Healthcare System West Roxbury Campus 1400 VFK Parkway West Roxbury MA 02132

Bedford VA Medical Center 200 Springs Road Bedford MA 01730

VA Connecticut Healthcare System West Haven Campus 950 Campbell Ave West Haven CT 06516

VA Connecticut Healthcare System Newington Campus 555 Willard Ave Newington CT 06111

Providence VA Medical Center 830 Chalkstone Ave Providence RI 02908

VA Central Western Massachusetts Healthcare System 421 North Main Street Northampton MA 01053

Manchester VA Medical Center 718 Smyth Road Manchester NH 03104

White River Junction VA Medical Center 215 North Main St White River Junction VT 05009

VA Maine Healthcare System 1 VA Center Augusta, ME 04330

Attachment 2 Statement of Work Life Safety Assessment VISN 1 Task Order XXXXXXXXXX

MEDICAL CENTER SITE SURVEYS ORDER OF PRIORITY

1. Brockton & Jamaica Plain, MA

2. West Roxbury, MA

3. West Haven, CT

4. Providence, RI

5. White River Junction, VT

6. Manchester, NH

7. Togus, ME

8. Northampton, MA

9. Bedford, MA

Attachment 3 Statement of Work Life Safety Assessment VISN 1 Task Order XXXXXXXXXX

DESIRED QUALIFICATIONS

The firm selected must have experience, capability, and willingness to commit the resources necessary to plan, organize, and successfully complete tasks within the timeframe specified.

Qualified firm: Directly employs or can demonstrate a professional partnership with a firm who employs at least five fire protection engineers, each with a BS in Fire Protection Engineering and a professional engineering registration in field of fire protection. The firm has satisfactorily completed ten Statement of Conditions surveys and/or Life Safety Assessments in preparation for TJC Surveys for a level 1 complexity healthcare facility within the past five years.

The assigned project manager will have a current professional certification in the fields of fire safety, healthcare accreditation, NFPA 101 Life Safety Code, NFPA 99 Health Care Facilities Code and/or other relevant expertise. The project manager will have at least 10 years of demonstrated experience in evaluating life safety systems in healthcare occupancies with respect to TJC and CMS standards. The same project manager or equally competent and qualified professional must remain on the firm’s project staff for the entire contract and must review progress and maintain quality assurance of the required tasks, reports and documents.

The lead on-site Surveyors for each facility must have a current professional certification in the fields of fire safety, healthcare accreditation, NFPA 101 Life Safety Code, NFPA 99 Health Care Facilities Code and/or other relevant expertise. The lead on-site Surveyors will have at least 10 years of fire protection work experience with demonstrated experience in evaluating life safety systems in in level 1 complexity healthcare facilities with respect to TJC and CMS standards. The lead on-site Surveyor for each facility will have successfully completed at least ten fire protection designs and/or reviews, and ten life safety assessment projects involving all aspects of fire protection and life safety as the lead Surveyor in level 1 complexity healthcare facilities. The same on-site lead Surveyor for each Medical Center, or equally competent and qualified professional, must remain on the firm’s project staff until the completion of each respective Survey and final delivery of all required reports and documents.

All assigned surveyors must have a current professional certification in the fields of fire safety, healthcare accreditation, NFPA 101 Life Safety Code, NFPA 99 Health Care Facilities Code and/or other relevant expertise. Assigned surveyors will have at least five years of fire protection work experience with demonstrated experience in evaluating life safety systems in in level 1 complexity healthcare facilities with respect to TJC and CMS standards

References for all personnel assigned to the project must be submitted in the proposal package. The VA must approve substitution of any assigned surveyors.

If any of the personnel named in the bid package are unable to perform their assigned roles, the contractor shall promptly notify the CO in writing or email, provide a detailed explanation of the circumstances necessitating the proposed substitution and a complete resume for the proposed substitution. All substitutions must meet the qualification standards specified in the above paragraphs. No substitutions shall be made without written or email approval by the CO or their designated representative.