Final PWS Fire damper inspection 2026 02.docx

PERFORMANCE WORK STATEMENT (PWS)

James A. Haley Veterans’ Hospital (JAHVH) Fire/Smoke Dampers Inspection and Certification

I. Introduction: The James A. Haley Veterans Hospital (JAHVH), 13000 Bruce B Downs, Tampa FL 33612 has a requirement for Fire Damper, Smoke Damper, and Combination Fire and Smoke Damper Inspection and Certification.

LIST OF DAMPER EQUIPMENT LOCATED @ JAHVH

a) Bldg. 100 (New Bed Tower): 132 Fire Dampers, 17 Fire/Smoke Dampers

b) Building 1- 536 Fire Dampers and 8 Fire/Smoke Dampers.

c) Building 30-50 Fire Dampers.

d) Building 32-4 fire Dampers.

e) Building 41- 1 Fire Dampers

f) Building 68-5 Fire Dampers

g) Building 38 288 Fire Dampers 4 floors SCI Polytrauma-. (G, 2, 3, 4,)

h) Building 40 Pool Area 6 Fire Dampers

The amounts listed are approximate numbers.

Grand Total: Approximately 1047 Dampers The Contractor shall perform to the standards in Performance Work Statement (PWS) that requires the work to be performed by qualified Contractor Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the JAHVH to the Contracting Officer (CO) and/or the Contracting Officer’s Representative (COR) within 10 days after contract award. Contractor shall revise this documentation whenever service personnel are assigned or re-assigned to the JAHVH. The CO or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing JAHVH equipment. The contractor will not require access to JAHVH sensitive information; therefore, the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply.

Definitions/Acronyms/Abbreviations:

Central Utility Plant (CEP) - Maintains the JAHVH utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

a) Center for Devices and Radiological Health (CDRH)

b) Contracting Officer (CO) – JAHVH official with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.

c) Contracting Officer's Representative (COR) – JAHVH official responsible for providing contract oversight and technical guidance to the COR include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the CO.

d) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

e) FSE – Field service engineer.

f) Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment based on the contractor's cost experience in performing the contract.

g) NICET – National Institute for Certification in Engineering Technology

h) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

i) Out-Patient Clinic (OPC) - the part of our JAHVH system designed for the treatment of veteran’s outpatients with health problems who visit the JAHVH for diagnosis or treatment out in their local community.

j) Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

k) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

l) Performance Work Statement (PWS) – provides for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

m) Weekends, Holidays, Evenings and Nights Hours – WHEN

n) James A. Haley Veterans’ Hospital (JAHVH) References:

a) NFPA 70, National Electric Code.

b) NFPA 70E, Standard for Electrical Safety in the Workplace.

c) NFPA 80, Standard for Fire Doors, and other Opening Protectives.

d) NFPA 90A, Standard for the Installation of Air Conditioning and Ventilating Systems.

e) NFPA 90B, Standard for the Installation of Warm Air Heating and Air Conditioning Systems.

f) NFPA 99, Health Care Facilities Code, Latest Edition.

g) NFPA 101, Life Safety Code, Latest Edition.

h) NFPA 105, Standard for Smoke Door Assemblies and Other Opening Protectives.

i) NFPA 110, Standard for Emergency and Standby Power Systems, Latest Edition.

j) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

k) OSHA Standard 29 CFR Part 1910, Subparts: I, J, R, & S.

l) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart K - Electrical

m) Inter-National Electrical Testing Association (NETA) – Maintenance & Testing Specifications

n) Operating/Maintenance manuals and specifications of all components of identified UPS systems. The JAHVH will not provide service manuals or service diagnostic software to the contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

II. Scope The contractor shall perform the inspection and certification of approximately 1047 fire and combination dampers. The contractor shall furnish all labor, material, tools, equipment, fuel, supervision, and insurance required to inspect, certify at JAHVH. Documentation of all Inspection, Certification will be provided in hard copy and electric form to the JAHVH COR or designee.

Contractor shall install access doors where required to achieve the certifications when necessary. Completion of services is for all identified fire, smoke, or combination dampers and ensure they are in working order and accessible. Any other questions can be addressed by an RFI submittal to the COR or his designee. Drawings will be provided prior to scheduling of work. All work will be accomplished within all OSHA and VA Hospital policies and regulations. All numbers are approximate and will be verified by the contractor at the time of the walk through.

1. GENERAL REQUIREMENTS

1. The Inspection and Certification of dampers shall occur between Mondays-Friday (8am-4:30pm).

2. All activity dates and times shall be coordinated with the COR prior to start date.

3. Contractor shall update COR (HVAC Supervisor) daily and perform written out brief upon completion of work.

4. Upon completion of the Certification, task shall be inspected by the COR.

5. Copy of report shall be submitted to the Chief, Engineering Service or COR.

6. Vendor shall provide a list of all employees working on-site prior to the start date for access to the facility.

7. Smoking is not permitted within or around JAHVH.

8. Contractor personnel shall wear attire or uniforms appropriate for accomplishment of their work and wear identifying badging or ID of the individual and/or company.

9. It is the responsibility of the contractor personnel to park in the appropriate designated parking areas.

10. All work shall be conducted in a safe manner and in compliance with all applicable safety-related technical rules and regulations. The contractor shall comply with OSHA regulations for all work performed to ensure safety and protection.

11. The Contractor shall always be responsible for monitoring employee’s safety and health conditions. Contractor shall submit proof of the following upon award of a contract. All COVID tests/vaccinations shall be current within the past year.

12. The Contractor shall abide by regulations set forth in the COVID-19 Protocols in accordance with the Center for Disease Control (CDC) and Environment Protection Agency (EPA) guidelines and all of JAHVH.

13. Asbestos-containing spray-on fireproofing is located above the ceiling in some of the work areas. Due to this, the following shall be adhered to. The COR shall notify the contractor if the work area involves asbestos containing fireproofing. The VA will supply asbestos maps of the building.

a. All Federal, State, Local and VA regulations shall be complied with during work in Asbestos-Containing material (ACM) areas.

b. Monitoring for airborne fibers (asbestos) shall be performed during certification activities.

1. Monitoring shall be accomplished by a competent person furnished by the contractor, under the general supervision of a State Licensed Asbestos Consultant. Contractor shall provide licensure to certify all work is completed in a safe manner and in accordance with all pertinent regulations. Contractor will provide a copy of the Licensed Asbestos Consultant's Quality Assurance Program to the COR for asbestos monitoring.

2. Personal monitoring is required until a negative exposure assessment is established, and then periodically thereafter, as determined by the JAHVH’s Industrial Hygienist and the Contractor's licensed Asbestos Consultant.

a. Area monitoring is required when a constructed poly enclosure is used to contain the work area.

b. All monitoring results shall be furnished to the COR within 24 hours of monitoring.

3. Workers shall have documentation of, at the minimum, the 16-hour Asbestos O & M course. Supervisors shall have documentation of the 40-hour Asbestos Contractor/Supervisor course.

4. Documentation shall be presented to the COR prior to start of work verifying completion of medical surveillance, respirator training, and fit testing.

5. If fireproofing is accidentally disturbed, debris shall be removed by use of a HEPA vacuum and/or wet cleaning method.

6. The following procedures shall be followed when performing any kind of work (including inspections) in ACM areas.

a. Work shall be performed in an approved enclosure made of 6 mil poly or an approved mini enclosure. The integrity of the enclosure/mini enclosure shall be checked before, during and after use. Signage shall be affixed to enclosure. Traffic shall be restricted surrounding enclosed area or mini enclosure (10 ft. on all sides).

b. Appropriate personal protective equipment (PPE) shall be worn. A (HEPA) P/N/R-100 filter respirator and protective clothing (full body coveralls, gloves, etc.) shall be worn.

c. All ceiling tiles shall be vacuumed with a HEPA vacuum prior to removal and shall be replaced prior to leaving the area.

d. After work is completed, prior to leaving the enclosure, the inside of the poly enclosure or mini enclosure (including ladder, etc.) and protective clothing shall be HEPA vacuumed.

e. All poly, protective clothing, and any other asbestos contaminated material shall be properly disposed of as asbestos waste.

III. General Information

1. Type of Contract Firm-Fixed Price Contract.

2. Contract Period of Performance 2/1/2026 – 2/28/2026 (dates are tentative).

IV. Inspector Test Procedure

1. The vendor shall be licensed in the State of Florida to perform testing, Inspection, Certification on fire/smoke control systems associated with fire alarm systems. National Institute for Certification in Engineering Technologies (NICET) certified technician.

2. In accordance with IBC Section 909.3 and NFPA code requirements, the inspector shall document in their report, the testing methodology. The written report of the Inspection and Certification will provide a detailed method of testing and documenting the pass/fail criteria of each test demonstrating each component of the smoke control system functions as intended by the design. The report shall be provided as a bound document that will contain a photograph of each damper and a written description of testing result. Where any damper is found to fail the testing criteria, the inspector shall furnish a detailed written summary of the reason why the device failed and suggested method of corrective action.

3. Conduct the work in accordance with International Fire Code (IFC). It is the IFC that defines or references most testing requirements including the National Fire Protection Association (NFPA) 803 (fire) and NFPA 105 4 (smoke) directly for the containment damper requirements. These two standards have details on what to test or inspect periodic requirements and replacement information. Compliance with the IFC smoke control system requirements including 909.20.4 for dedicated systems and 909.20.5 for non-dedicated systems. The most current version of NFPA 90A5, NFPA 92A6 and NFPA 92B77 must also be met by the contractor as he/she executes the work.

4. Contractor shall furnish all staff necessary to conduct the required testing. Contractor is responsible for ensuring that their staff has ample communication devices in case they are working in remote locations of the building and can effectively execute the testing without delay.

5. No component of the fire alarm system or smoke control system may be taken out of service beyond a 4-hour period. All components are to be restored to full operation at the end of the work shift.

6. In cases where the contractor is required to verify that alarms operate and transmit to the JAHVH Energy Control Center (ECC), the contractor shall coordinate with the COR to ensure employee personnel are available at the building’s fire alarm panel to confirm the signal and at the fire alarm panel.

V. General Requirements

1. Location and Hours of Work

a. All work will be done at the James A. Haley Veterans’ Hospital, 13000 Bruce B Downs Blvd, Tampa FL 33612.

b. Government normal duty hours are from 0800-1700, Monday through Friday, excluding Federal holidays.

V. Performance Requirements

1. Contractor shall provide the necessary personnel and equipment to meet or exceed work request.

2. Contractor shall supply all labor, materials, hardware, and accessories.

3. Contractor shall provide active means to prevent airborne dust from dispersing into atmosphere by wiping and/or water misting ceiling or wall surfaces where installations will take place. HEPA vacuums are acceptable.

4. Inspection and Certification shall follow all applicable sections of the NFPA Code. This includes, but is not limited to NFPA 70, 2014 edition, NFPA 72, 2013 edition, and NFPA 101, 2012 edition.

5. Contractor is responsible for any damages caused by contractor to Government property during execution of work and will repair at no cost to the Government. This includes but not limited to any patching, priming, and painting of walls and ceilings.

6. All installed hardware shall be inspected for defects prior to acceptance to JAHVH.

VI. Deliverables

1. All installed hardware shall be inspected for defects prior to acceptance to JAHVH.

VII. Travel Travel will not be paid by the government.

VIII. Security The contractor shall be escorted by a JAHVH employee during Inspection and Certification.

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING :

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training 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 Rules of Behavior before being granted access to VA information and its systems.

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

c. 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.

The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required for this PWS.

Records Management Contract Language The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Compliance & Business Integrity (CBI) Language for Contracts The JAHVH has a CBI Program. If the contractor detects and/or suspects any noncompliance relative to the revenue cycle when providing treatment to our veterans, he/she is to notify the Contracting Officer’s Representative (COR) or the JAHVH CBI Officer. CBI Awareness training is available on the Talent Management System website. Any contract staff who does VA work is required to take basic compliance awareness training, annual CBI refresher training. Job-specific training may be required for staff in specific positions that relates to the revenue cycle. Contact the JAHVH CBI Officer or COR for examples of CBI training that would satisfy this requirement. The contractor is to show proof of completing this training by submitting a completed copy of the VISN 6 CBI Certification Form to the COR. You may contact the JAHVH CBI Officer for more information regarding CBI training.

Rev. 9/2/13 All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives (HIR) will coordinate with Contracting Officer Representative for instructions, so they are in compliance with JAHVH policies:

HPM NO. 90-25; JANUARY 2014; HEALTHCARE VENDOR ACCESS AND COMPETENCY

HPM NO. 132-04; DECEMBER 2012; SECURITY MANAGEMENT PROGRAM

HPM NO. 132‑05; DECEMBER 2012; HOSPITAL IDENTIFICATION PROGRAM

HPM NO. 11-91; MAY 2013; PHARMACEUTICAL COMPANY REPRESENTATIVES

HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made.

Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process.

a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than 3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor’s badge as well as their company’s personal name badge while in the hospital.

Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and Competency.

Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued daily and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with VA Police.

Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service Point of Contact.