BK-SA_Fire Suppression System SOW (002).docx

Performance Work Statement

FIRE SUPPRESSION SYSTEMS

MAINTINANCE, INSPECTION, TESTING AND REPAIR

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

BROOKLYN VA MEDICAL CENTER

ST. ALBANS COMMUNITY LIVING CENTER

630-21-1-6485-0006

1. PURPOSE

Obtain maintenance and repair services, safety inspections and testing for Fire Suppression system at the Brooklyn VA Medical Center (“BK VAMC”), and St. Albans Community Living Center (“SA CLC”), referred to as the Government.

2. SCOPE OF WORK

2.1 The Contractor shall provide management, supervision, labor, parts, material, tools, incidental services, and transportation necessary to perform maintenance, repair, inspection, testing, and component replacement to keep the Fire Suppression system equipment operating as originally specified by the equipment manufacturer.

2.2 Contractor shall perform annual testing of Fire Pumps under flow, Semi-Annual Testing of Tamper and Flow switches, Annual Testing of Main Drain (For facilities with fire pump), Quarterly Testing of Main Drain (For facilities with no fire pump), 5 Year test of fire suppression stand pipe, Annual test of the Pre-Action Systems, and test system supervisory devices.

2.3 The Contractor shall inspect and service in accordance with the manufacturer's recommendations, prevailing industry standards and all applicable Federal Codes, Local and Veterans Health Administration (VHA) standards and directives. Codes to include but not limited to:

National Fire Protection Association (NFPA) 72 and 90 International Building Code (IBC) **When Applicable**

2.4 The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract.

2.5 The Contractor shall provide complete maintenance service, safety inspections, and tests on system(s) for the period required under the contract. Work shall be performed by only trained, and certified technicians on facility’s fire Suppression systems.

2.6 The certified technician will provide a report of deficiencies found to the Government and Contractor is required to correct.

2.7 The certified technician shall ensure full system functionality each time they depart the facility after performing system test, inspection, maintenance and or repair.

2.8 The Contractor shall identify the date of the last Test and maintain the frequency as per Joint Commission VHA requirements.

2.9 Any repairs or adjustments necessary to complete a test and return the fire Suppression system to service shall be performed by the Contractor at no additional expense to the Government.

2.10 All tests or inspections removing fire suppression system or any of its components from normal operation shall be scheduled in advance with the CO/COR/Facility’s General Forman.

2.11 The Contractor shall coordinate with COR and Facility’s safety Office when Inspecting, testing, and or performing repair on the Fire Suppression system.

2.12 Facility’s normal operating hours are between 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. If circumstances arise that some work to be performed outside normal business hours, the contractor shall communicate the proposed schedule with COR and Facility’s General Forman.

2.13 Contractor shall provide callback response and emergency service and at least one of the emergency telephone numbers with alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. Contractor response time shall be according to the following requirements:

a. Priority Code 1. Emergency Response Required. The Contractor shall be on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

b. Priority Code 2. Urgent Response Required. The Contractor shall be on-site within 8 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

c. Priority Code 3. Routine Response Required. The Contractor shall be on-site within 3 days to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

2.14 Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.

2.15 Contractor shall provide tools, equipment, specialty items and other items that may be necessary to perform tasks required under this Contract. Parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace from another source.

2.16 Contractor shall immediately notify the COR or COR designee of any equipment or environmental conditions which impair or jeopardize safe and continuous functioning of the equipment.

2.17 If work is required outside of the Scope of this Contract, the Contractor shall submit a detailed scope and cost estimate for required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, except for emergency situations, without the written consent of the CO and receipt of a separate Purchase Order to cover the cost of additional work.

2.18 Contractor shall Inventory entire facility’s fire suppression system and assure accurate quantity and locations.

3. EXISTING CONDITIONS

3.1 Immediately after contract award and no later than 10 days thereafter, the Contractor and the Government shall conduct a thorough inspection of fire suppression system and develop a list of existing deficiencies and required corrective actions. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order/Task Order.

3.2 If a deficiency is not identified in the inspection and 10 days have passed since award of the Contract, the deficiency shall be covered under this Contract.

3.3 Once the deficiencies identified have been corrected, any future service, maintenance or replacement required for these same items will be covered under this Contract.

4. FACILITIES

The contract is to cover the fire suppression systems at Brooklyn VA Medical Center, and St. Albans Community Living Center, to include but not limited to the following:

BROOKLYN CAMPUS

1-Fire Pump.

1-Jockey (Booster) Pump.

5-Pre-Action (dry) Sprinkler Systems.

All Waterflow devices (Several Buildings Approximately 200) and Tamper Switches (Approximately 200).

5- Kitchen Fire Suppression Systems

ST. ALBANS COMMUNITY LIVING CENTER

1- Fire Pump.

1- Jockey (Booster) Pump.

3- Pre-Action (dry) Sprinkler Systems.

All Waterflow devices (Several Buildings Approximately 150) and Tamper Switches (Approximately 150).

5 - Kitchen Fire Suppression Systems.

5. GOVERNMENT FURNISHED PROPERTY

5.1 The Government will not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for the performance of this Contract.

5.2 The Government will not provide any materials to the Contractor.

5.3 Disposal of equipment and construction debris is the responsibility of the Contractor.

6. PERFORMANCE REQUIREMENTS

6.1 The Contractor is currently engaged in maintenance, repair, inspection, and testing of fire suppression system. The Contractor shall have a minimum of five (5) years of successful experience servicing fire suppression systems identical to the systems and equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contacting office.

6.2 The Contractor shall provide a Contract Manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to 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.

6.3 Contractor shall show evidence of their reliability, ability and experience by furnishing:

· Technicians Resume, and Training Certifications/License;

· A list of personnel who will perform under the contract, showing the length and type of experience of personnel who will service the facility and proof of certifications to perform inspection, testing, and maintenance on identified fire suppression systems in this contract.

6.4 The selection, assignment, and management of Contractor’s employees is the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the New York Harbor facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. 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.

7. SECURITY REQUIREMENTS

7.1 Contractor and Subcontractor personnel working on New York Harbor Healthcare System’s facilities must consent to Background Checks or shall be denied access to the NYHHCS VA facilities. Information required to conduct a Background Check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

7.2 Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

7.3 Department of Veterans Affairs regulations always requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

7.4 The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

7.5 The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

7.6 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

7.7 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

7.8 The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

8. DOCUMENTATION

8.1 The Contractor shall submit an Inspection/Test report upon completion of system inspection and test. The report shall include the following at minimum:

· Cover sheet

· Property information

· Test results and details

· Certification sheet to include Inspector name, date, time and signature

9. SAFETY

9.1 Contractor shall adhere to OSHA, EPA, NFPA, VA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

9.2 During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VA Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VA smoking policy.

9.3 Patient, employee, visitor, and Contractor personnel safety shall always be maintained. The Contractor is responsible for the safety and health of his/her employees.

9.4 The Contractor shall obtain a Hot Work Permit from the Government (VA Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit.

9.5 Contractor shall be notified of any non-compliance with safety regulations. 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 CO/COR or the Government’s 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 all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

9.6 Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease.

9.7 Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

10. QUALITY CONTROL REQUIRMENTS

10.1 Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed.

11. UNSCHEDULED MAINTENANCE AND REPAIR ACTIONS

11.1 Unless otherwise directed by the CO/COR the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order or use of Unscheduled funds task order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

11.2 Unless otherwise directed by the CO/COR the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order or use of Unscheduled funds task order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

12. PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Year of 12 months and Four (4) 12-month option years. The Period of Performance reads as follows:

Base Year - 4/1/2021 – 3/31/2022 Option Year I – 4/1/2022 – 3/31/2023 Option Year II – 4/1/2023 – 3/31/2024 Option Year III – 4/1/2024 – 3/31/2025 Option Year IV – 4/1/2025 – 3/31/2026

13. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

14. CONTRACTING OFFICER REPRESENTATIVE (COR)

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

15. TRAINING REQUIREMENTS

15.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

1. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

1. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

1. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

1. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.

15.2 The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

15.3 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.