36C24725Q0569 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 7

0001 04-25-2025

534-25-3-5034-0589

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee Street

Charleston SC 29403-5799

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee Street

Charleston SC 29403-5799

To all Offerors/Bidders

36C24725Q0569

X

X X

See CONTINUATION Page

X

Subject: 2025 Statement of Conditions Survey and Drawings

The purpose of amendment 001 is to post a vendor RFI and revised Performance Work Statement.

1. See vendor RFI on Continuation Page.

2. See Performance Work Statement REV 01 on pg 3.

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED

dAVID pARENTE

Contracting Officer

CONTINUATION PAGE

VENDOR RFI

1. We recommend and request that the VA remove the Performance Work Statement requirements indicated in red below. Those committees have very limited membership and limiting competition to those who are fortunate enough to be on them would be overly restrictive and unnecessary, because the knowledge and experience needed for the project can be readily gained in other ways. As mentioned above, our team is an example of this.

We have successfully performed dozens of Statement of Conditions Surveys for VA Medical Centers- but are not on either of these committees. We have encountered identical language in other solicitations, and the Contracting Officers were willing to remove it.

The contractor/consultant firm shall possess the appropriate qualifications and credentials for conducting life safety surveys. The firm shall permanently employ a Fire

Protection Engineer and/or Life Safety Code Specialist, both with minimum 10 years health care occupancy experience. The fire protection engineer shall have a B.S in Fire

Protection Engineering Or, have a B.S. in a different field of engineering and have professional registration in the field of fire protection engineering. Either the fire protection engineer, or the life safety code specialist shall be a member of either the

NFPA 101, Life Safety Code technical committee or NFPA 99 Health Care Facilities technical committee. The lead surveyor shall be one of the two above. Experience conducting Statement of Conditions surveys within the VA is preferred

VA RESPOSNE: See revised PWS.

PERFORMANCE WORK STATEMENT REV 01

Update Statement of Condition Survey and Documentation

Performance Work Statement

A. Introduction: The purpose of this Performance Work Statement (PWS) is to define the requirements to review, modify and update the existing The Joint Commission (TJC), Statement of Conditions Documentation for the Ralph H. Johnson VA Medical Center, Charleston SC.

B. Scope of Work: The contractor shall provide all labor, materials, equipment, and supervision necessary to survey building 1 – Main Hospital (500,000 sq. ft.)

C. The survey shall be in accordance with the Joint Commission (TJC) Comprehensive

Accreditation Manual for Hospitals effective January 2025. The survey will focus on TJC

Environment of Care (EC) and Life Safety (LS) standards for the Statement of

Conditions (SOC) documentation. All SOC documentation shall be prepared in accordance with TJC Elements of Performance criteria LS.01.01.01.

a. All buildings/space for which TJC requires a Statement of Conditions documentation will be inspected. The work will include visual inspection of smoke and fire barrier doors, suites, and hazardous areas. The surveyor will consult with the hospital Engineering and Safety Sections to identify areas of the hospital that meet the mixed occupancy criteria as outlined in NFPA 101.

b. Upon completion of the inspection, the surveyor shall provide an overview of findings and identify any serious deficiencies that need immediate attention to hospital leadership and Environment of Care staff,

c. Follow-up technical support (12 hours annually) will be provided by telephone/electronic mail to the site up through the TJC accreditation survey.

D. The surveyor will use the most current Life Safety Code Standard (2024 Edition). All

SOC documentation shall also be in accordance with the Memorandum of

Understanding (Effective October 1, 2023) between the VA and TJC for implementation of TJC Environment of Care and Life Safety standards.

E. A pre-survey telephone conference will be held the Chief of Engineering, the Chief of

Safety, and leadership staff at a mutually agreed upon time within 15 days of contract award. Survey schedules will be approved / finalized during the pre-survey conference.

F. The start date of the SOC survey should be within 45 days of contract award. The facility survey will occur on consecutive days within a single week or consecutive weeks.

G. The contractor will assist the hospital by video session (within 14 days of the site survey) on data entry of the latest Statement of Conditions documentation – Basic Building

Information electronically on TJC extranet website. The contractor will also provide 1-2 hours of training specifically geared towards the processes of accessing, updating, and maintaining the website.

H. The contractor/surveyor will submit three (3) copies of the draft written report within thirty

(30) days after the initial site visit. Three (3) copies of the final written report shall be provided within 14 days after receipt of the draft report review comments. The final report shall be also submitted in an electronic format in Microsoft Word and AutoCAD.

I. The contractor/consultant firm shall possess the appropriate qualifications and credentials for conducting life safety surveys. The firm shall permanently employ a Fire

Protection Engineer and/or Life Safety Code Specialist, both with minimum 10 years health care occupancy experience. The fire protection engineer shall have a B.S in Fire

Protection Engineering Or, have a B.S. in a different field of engineering and have professional registration in the field of fire protection engineering. Experience conducting Statement of Conditions surveys within the VA is preferred.

J. All costs, including travel costs and materials furnished to the facility must be included in the bid submitted.

K. Safety and Compliance

a. The contractor shall adhere to VA safety policies and OSHA regulations.

b. Personal protective equipment (PPE) shall be used at all times during work activities.

c. The contractor shall coordinate with VA personnel to minimize disruption to hospital operations.

L. Period of Performance

a. The contractor shall complete all work within 90 days from the start date, as agreed upon with the VA contracting officer.

M. Deliverables

a. Pre-work assessment report

b. Work plan and schedule.

c. Survey report and drawings.

RECORDS MANAGEMENT REQUIREMENTS

A. 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.

B. 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:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their

[Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. 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.

2. 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.

3. 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.

4. [Agency] 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 [Agency] 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 [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 [Agency] 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).

6. 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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public

[Agency] information that are not specifically tied to or authorized by the contract.

9. 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.

10. The [Agency] 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

[Agency] 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-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.]

D. Flow down of requirements to subcontractors

1. 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.

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