36C24419Q1179-001.docx

DEPARTMENT OF VETERAN AFFAIRS

STATEMENT OF WORK

FOR

Monthly, Annual, 5/6 Year and Hydrostatic Fire Extinguisher Inspections

A. GENERAL INFORMATION

1. Scope of Work: The Contractor shall provide the Lebanon VA Medical Center with regular monthly, annual, 5/6 year and hydrostatic fire extinguisher inspections on Amerex fire extinguishers already installed throughout the Medical Center. The annual, 5/6 year examination and hydrostatic testing of a fire extinguisher requires the services of a trained and certified Technician who has the proper tools, listed parts and appropriate manufacturers service manual.

2. Background: The Lebanon VA Medical Center currently has 414 fire extinguishers that get inspected monthly and annually by the Safety Dept. The Contractor will be responsible for 378 units to include monthly, annual, 5/6 year examination and hydrostatic testing of the following Amerex fire extinguishers:

Excerpts from National Fire Protection Association (NFPA) Standard 10 7.2.1.2 Fire extinguishers shall be inspected either manually or by means of an electronic monitoring device/system at intervals not to exceed 31 days. NFPA 10 7.3.2 An annual external visual examination of fire extinguishers shall be made to detect obvious physical damage, corrosion, or nozzle blockage. NFPA 10 7.3.6 Every 5/6 years, stored-pressure fire extinguishers that require 12-year hydrostatic testing shall be emptied and subject to the applicable internal and external examination process.

B. GENERAL REQUIREMENTS FOR MONTHLY EXAMINATION

· Verify Location and Accessibility:

· Clear from obstruction and accessible.

· Examine cabinet condition and fitness.

· Inspect mounting hardware.

· Verify proper mounting heights.

· Frequency

· Conducted every 31 calendar days

· Selection & Distribution of Fire Extinguishers:

· Verify proper size and placement of fire extinguishers.

· Check for special hazard fire extinguisher placement.

· Monthly Inspection

· Verify location.

· Examine tamper indicators.

· Examine physical condition.

· Inspect fire extinguisher.

· Create and maintain records as required for code compliance.

· Verify pressure gauge reading is in operable range.

C. GENERAL REQUIREMENTS FOR ANNUAL EXAMINATION

Annual examination will be conducted on January of each year to evaluate the basic elements of the fire extinguisher and components shall include the following:

· Annual Examination

· Check extinguisher records to determine interval of 5/6-year and hydrostatic testing

· Thouroghly examine cylinder for dents, damage, repairs or corrosion

· Remove pull pin to ensure that it functions properly and is not damaged or corroded

· Examine the handles and levers to ensure they are undanmaged and operable

· Ensure the valve stem is correctly extended and not corroded or damaged

· Verify that the pressure gauge is in the operational range

· Examine the pressure gauge is not damaged, bent or cracked

· Examine exposed thread areas for corrosion, wear, or damage

· Ensure that the hose and couplings are not cracked, cut, damaged, or deformed

· Examine internal valve port surfaces and threads for signs of leakage and corrosion

· Ensure the hose rention band is secure and properly adjusted

· Reinstall the ring pin and install a new inspection seal

· Clear exposed extinguisher surfaces to remove any foreign material

· Record the maintenance on the extinguisher tag or label to include the words “annual” in the remarks section

D. GENERAL REQUIREMENTS FOR 5/6 YEAR INTERNAL INSPECTION

Every 5/6 years, stored-pressure fire extinguishers that require a 12-year hydrostatic test shall be emptied and subjected to the applicable internal and external examination procedures.

· 5/6 Year Examination

· Empty fire extinguisher and examine both internally and externally.

· Replace any leaking valves

· Replace gasket

· Recharge fire extinguisher

· Install waterproof label indicating month and year service was provided

E. GENERAL REQUIREMENTS FOR HYDROSTATIC TESTING

Pressure vessels used as fire extinguishers and specified components of fire extinguishers shall be hydrostatically tested in accordance to NFPA 10.

· Hydrostatic Testing

· Discharge fire extinguisher

· Pressurize cylinder by water or other compatible noncompressible fluid

· Inspect for leaks

· Test pressure gauge for certified accuracy.

· Replace any gaskets and or valves that fail testing procedures.

· Dry equipment to not exceed 150o

· Inspect hose for cracks

· Replace hose if fails inspection

· Examine external cylinder for physical damage

· Assemble unit and recharge

· Install waterproof label indicating month and year service was provided

F. CONTRACTOR RESPONSIBILITIES

· Contractor shall have tech support to assist with troubleshooting and questions as needed.

· Contractor shall supply a system to the Lebanon VA Medical Center that has multiple redundancies in the system (servers) to ensure there is no interruption of service the Lebanon VA Medical Center during system maintenance and other factors that may cause disruptions (i.e. natural disasters, man-made disasters, technological failures, etc.).

· Supply documentation to the Government POC showing monthly, annual, 5/6 year and hydrostatic inspection prior to leaving the facility on the day of the inspection.

G. GOVERNMENT RESPONSIBILITIES

· No Government Furnished Property (GFP) will be provided.

· The Government will provide a point of contact, a contracting officer’s representative (COR) for questions related to this project.

· The Government will provide access to needed areas.

H. PERIOD OF PERFORMANCE

1. Performance Period: The Government is requesting one base period of one year and five option periods of one year.

2. Place of Performance: Lebanon VA Medical Center, 1700 South Lincoln Avenue, Lebanon, PA 17042.

I. RECORDS MANAGEMENT

The Lebanon VAMC Records Manager has determined records management language shall be included in the contract. The aforementioned information is incorporated below.

1. Applicability: This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

2. Definitions: "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 informational value of data in them.

The term Federal record:

· includes Department of Veteran Affairs records.

· does not include personal materials.

· applies to records created, received, or maintained by Contractors pursuant to their Department of Veteran Affairs contract.

· may include deliverables and documentation associated with deliverables.

3. Requirements:

· 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 transmission, or state of completion.

· 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 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

· 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.

· Department of Veteran Affairs 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 Department of Veterans Affairs 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 Department of Veteran Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

· 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 vehicle]. 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 Department of Veterans Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

· 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 to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

· The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

· The Contractor shall not create or maintain any records containing any non-public Department of Veteran Affairs information that are not specifically tied to or authorized by the contract.

· 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.

· The Department of Veterans Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veterans Affairs 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 Department of Veterans Affairs-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.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

4. Flowdown of requirements to subcontractors

a. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

J. PRIVACY AND SECURITY REQUIREMENTS

· The Lebanon VAMC Privacy Officer has determined that the vendor will not have access to VA Sensitive Information.

· The Lebanon VAMC Information Security Officer has determined that the vendor will not have access to VA Information Systems.

K. BUSINESS ASSOCIATE AGREEMENT

· The Lebanon VAMC has determined that a Business Associate Agreement (BAA) wil not be required for this contract.