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STATEMENT OF WORK

FIRE DOOR ASSEMBLY DEFICIENCY REPAIR and

PREVENTATIVE MAINTENENCE

I. INTRODUCTION:

The Manchester VAMC is required to maintain the operation and fire rating of approximately 135 fire barrier doors contained within the facility, IAW the most recent edition of NFPA 80, as well as The Joint Commission. This contract is for the repair of all deficiencies needed to bring the door assemblies into regulatory compliance, Preventative maintenance and emergency call-back services.

Place of Performance: VAMC Manchester, 718 Smyth Road Manchester NH 03104 Period of Performance: 4/1/24 to 3/30/25 Base Plus 4 FFP

II. DEFINITIONS/ACRONYMS:

A. CO - Contracting Officer

B. COR - Contracting Officer's Representative.

C. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

D. VESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

E. Authorization Signature - COR signature; indicates work status is accepted as stated in

VESR.

F. VAMC - Department of Veterans Affairs Medical Center, Manchester.

G. Contractor- Vendor performing service.

H. PM- Prevenative Maintenance

I. PPE- Personal Protective Equipment (Head, eye, foot protection)

J. Fire Door Assembly- Includes the door frame, leaf, vision light, locks, latches and associated hardware of a rated door enclosure.

K. IAW- In Accordance With (reference to a policy, standard or code)

III. SCOPE :

Contractor shall perform the following tasks:

Task 1: REPAIRS

Provide all parts and labor to correct deficiencies and bring all fire door assemblies into compliance with current regualtions. Repairs and ratings shall be in accordance with the most recent edition of The National Fire Protection Association’s (NFPA) standard “NFPA 80: Standard for Fire Doors and Other Opening Protectives, Chapter 5 Inspection, Testing, and Maintenance”. Vendor shall provide pricing for the correction of each deficiency item, listed in the attached document, entitled “ Fire Door Assembly Deficiency Price Table”.

Task 2: PREVENTATIVE MAINTENANCE

Contractor shall provide necessary parts and labor to perform regularly scheduled preventative maintenance (PM) services for approximately 135 Fire/Smoke door assemblies, based solely on current VAMC Manchester’s life safety drawings, which are available to contract awardee, upon request. The drawings are to be used as a guide to aide in locating fire/smoke doors. Location of doors that may not be identifiable on the drawings will be provided to contractor by VAMC Manchester.

No change order will be considered for credit or additional cost, unless there is more than a 10% variation from the above stated number of fire door assemblies. PMs performed on fire door assemblies shall be in accordance with NFPA 80: Standard for Fire Doors and Other Opening Protectives, 2016 Edition - Chapter 5 Inspection, Testing, and Maintenance”. The Contractor shall also review, correct and prepare a full and accurate inventory list (excel format) of all known fire door assemblies as part of this solicitation. Preventative Maintenance will be performed on a quarterly basis and include all components of fire door assemblies. All PM visits shall be scheduled and coordinated through the COR or designee during normal business hours. Fire Door assembly Preventative Maintenance shall include, but not be limited to the following;

Ensure that all door assembly rating labels are intact and ledgible.

Fill and/ or repair holes or breaks in door surfaces and frames.

Ensure glazing, vision light frames, and glazing beads are intact.

Properly align doors, frames, hinges, hardware, and thresholds.

Replace any missing or broken parts.

Ensure door clearances around frames and at thresholds are appropriate.

Ensure self-closure devices operate.Repair or replace any device that does not operate as it should.

Confirm that coordinators are installed with an inactive leaf closing before active leaf.

Ensure latching hardware operates and secures the door when closed. Adjust as needed.

Auxiliary hardware does not interfere with operation of the door assembly.

Ensure modifications to door assemblies do not void the labels.

Check gasket and edge seals and verify for presence and integrity.

Task 3: EMERGENCY CALL BACK SERVICE:

A. Contractor shall have a technician on site within Twelve (12) hours, of request by telephone or otherwise, from contacting officer, COR or designee, for emergency services. Response will be in the event of a malfunction or failure of a fire door assembly, that has developed between regularly scheduled maintenance services.

Overtime emergency call back service shall be limited to minor adjustments and repairs required to provide immediate safety of the building occupants.

B. The contractor shall be responsible to make all repairs and adjustments necessary.

Repairs are defined as unscheduled work required to put a fire door assembly back in service after a breakdown or malfunction.

C. Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the Government. All repairs shall be in accordance with the equipment manufacturer’s requirements and\or applicable laws, regulations, codes, etc.

a. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the door assembly as timely as possible.

D. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service, emergent service, and repairs.

a. All parts and materials shall be of the original manufacturer’s design and specification, or equal thereto.

IV. HOURS OF COVERAGE:

A. Normal hours of coverage are Monday through Friday from 7:00 a.m. to 4:30p.m., excluding holidays. All service shall be performed during normal hours of coverage unless requested or approved by COR or his/her designee.

V. DOCUMENTATION/REPORTS:

The contractor must submit the preliminary report to the COR or designee at the time of departure.

The final documentation report shall include, but not limited to the following:

Fire Door Assembly and Location General condition of each item repaired.

Detailed written descriptions of repairs made.

In addition, each VESR must, at a minimum, document the following data legibly and in complete detail:

A. Name of Contractor and Contract Number.

B. Name of FSE who performed services.

C. Contractor service VESR number/log number.

D. Date, time (starting and ending), equipment downtime and hours on-site for service call.

E. Identification of door assembly to be serviced. (ID Number, Manufacturer's name, Fire door assembly, and any other Manufacturer's identification numbers.)

F. Itemized description of services performed.

G. Total cost to be billed for the visit.

H. Signatures of FSE performing service described.

VI. ARRIVAL (CHECK-IN/CHECK-OUT) REQUIREMENTS:

A. The Contractor shall be required to report to Engineering Service to log in. This check in/check out is mandatory. Upon check in, ALL members of Contractor group must sign out a “CONTRACTOR” badge.

B. When the service is completed, the FSE shall document services rendered on a legible VESR(s). and submit to the COR or designee, at the time of departure.

C. Work sites shall be left in the same manner of cleanliness and order in which they were found. Contractor will provide their own waste disposal, if any.

VII. ADDITIONAL CHARGES:

A. There will be no additional charge for time spent at the site (during or after normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

B. No change order will be considered for credit or additional cost, unless there is more than a 10% variation from the above stated number of door assemblies.

VII. REPORTING REQUIRED SERVICES:

A. CORRECTIONS/REPAIRS REQUIRED: The Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the fire door assemblies which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must have an established business, with an office and full time staff.

The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the inspection, testing and maintenance of fire door assemblies, IAW the most recent edition of NFPA 80.

C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

X. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS:

A. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC.

B. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

C. Smoking is prohibited inside any buildings at the VAMC.

D. Possession of illicit drugs, alcohol, and weapons are prohibited. Enclosed containers, including tool kits, shall be subject to search.

E. Proper PPE shall be worn, as necessary to the task being performed and/or the area, where work is being conducted.

F. Violations of VA regulations may result in citation answerable in the United States

(Federal) District Court, not a local district, state or municipal court and immediate dismissal from the site.