P09-SOW.docx

STATEMENT OF WORK (SOW)

Combined Inspection, Testing, and Maintenance of the Water-Based Fire Protection Systems, Commercial Cooking Fire Protection Systems, Portable Fire Extinguishers, and Fire Alarm Systems at the Tomah VA Medical Center (VAMC), Tomah, Wisconsin

Part 1 General Information

1. GENERAL: This is a non-personnel services contract to provide combined inspection, testing, emergency and maintenance of water-based fire protection systems, commercial cooking fire protection systems, portable fire extinguishing equipment, and fire alarm and detection systems at the Tomah VA Medical Center, 500 E. Veterans St., Tomah, WI. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, most current reference materials applicable for Testing/Inspection/Maintenance (T/I/M) of systems, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform combined water-based fire protection systems, commercial cooking fire protection systems, portable fire extinguishers, and fire alarm systems at the Tomah VA Medical Center as defined in this Statement of Work (SOW) except for those items specified as Government furnished services. The Contractor shall perform to the standards in this contract. No deviation to the T/I/M schedule provided is permitted without exclusive permission of the COR of this contract.

1.2 Background: The Tomah VA Medical Center, operated by the Veterans Health Administration (VHA), United States Department of Veteran Affairs (VA), is a campus consisting of healthcare, ambulatory healthcare, domiciliary, business, storage, and industrial occupancies that support the Administrations mission of providing quality healthcare to the nation’s veteran population. VA policy is to design and maintain facilities in compliance with the most recent edition of NFPA 101. VAMC programs are accredited by the Joint Commission, Office of Inspector General (OIG), and Long-Term Care Institute (LTCI) which required detailed documentation and corrective action taken of inspection, testing, and maintenance of life safety features.

1.3 Objectives:

NOTE: Contractor shall perform all service, testing and maintenance per the most current NFPA Codes as referenced below.

· Water-based fire protection systems shall be inspected, tested, and maintained in accordance with NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.

· Commercial cooking fire protection systems shall be inspected, tested, and maintained in accordance with NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations; and NFPA 17A, Standard for Wet Chemical Extinguishing Systems.

· Portable fire extinguishers shall be inspected, tested, and maintained in accordance with NFPA 10, Standard for Portable Fire Extinguishers.

· Fire alarm systems shall be inspected, tested, and maintained in accordance with NFPA 72, National Fire Alarm and Signaling Code.

1.4 Scope: Combined Inspection, Testing, and Maintenance (ITM) of water-based fire protection systems, commercial cooking fire protection systems, portable fire extinguishers, and fire alarm systems. Services include ITM of automatic sprinkler systems and associated kitchen exhaust hood fire suppression systems; kitchen cooking equipment wet chemical extinguishing systems; portable fire extinguishers; and fire alarm systems. Delivered products include written reports of ITM results with itemized inventories and individual pass/fail/not tested results in both paper and electronic formats. Documentation of corrective action taken, how/what was corrected, and date of correction is required. Contractor shall be within a one-hundred and fifty (150) mile radius of the Tomah VA Medical Center.

1.5 General Information:

1.5.1 Quality Control: The Contractor shall develop and maintain an effective quality control (QC) program to ensure services are performed in accordance with this Statement of Work (SOW). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.5.2 Quality Assurance (QA): The Government shall evaluate the Contractor’s performance under this contract in accordance with the Performance Requirements Summary.

1.5.3 Hours of Operation: The Contractor is responsible for providing services, between the hours of 7:00 a.m. and 4:30 p.m. local time, Monday thru Friday, except Federal holidays or any other day designated as a federal holiday by Presidential Decree; or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall have enough personnel for uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. VA may consider allowing work outside of the above-listed hours of operation for the convenience of the Government. Federal holidays are.

1.5.3.1 Emergency Services: The Contractor shall respond and be on-site within twenty-four (24) hours from the time that first contact was made by the contract COR, for emergency work related to ITM to restore systems to an operational status. Includes without limitation to resetting dry pipe sprinkler systems, pre-action sprinkler systems, wet pipe sprinkler systems, fire alarm systems, and wet-chemical extinguishing systems that malfunction because of ITM work.

1.5.4 Place of Performance: The work to be performed under this contract shall be performed at The Tomah VA Medical Center campus, located at 500 E. Veterans St., Tomah, Wisconsin 54660.

1.5.4.1 Physical Security: 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.

1.5.4.2 Key Control: 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 (CO).

1.5.4.2.1 Key Loss: In the event keys are lost or duplicated, 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 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.

1.5.4.2.2 Key Use: 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.

1.5.4.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations (including electronic keypad codes) are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.5.5 Special Qualifications: The Contractor shall be responsible for ensuring all employees possess and maintain current certification during the execution of this contract. The Contractor shall be responsible for ensuring all employees possess and maintain current knowledge of most recent editions of all pertinent NFPA code regulations. All employees shall have at least seven (7) years of hospital fire/suppression/alarm system to perform testing, inspection, and maintenance. Inspections may necessitate the need to have several technicians on-site to complete all T/I/M for fire extinguishers, fire suppression, fire alarm and hood systems. A minimum of two (2) technicians shall be NICET III certified or personnel that hold a Wisconsin State license and are qualified to the Journeymen level and present at all times. Contractor and all employees shall be knowledgeable of and be able to apply the most recent codes as applicable accurately and consistently and be able to speak to the code requirements. Contractor shall provide all employees the most current references/codes as applicable. All I/T/M shall be conducted in accordance with applicable codes listed below.

ITM of Water-Based Fire Protection Systems:

· National Institute for Certification in Engineering Technologies (NICET): Inspection and Testing of Water-Based Systems Level III, or a Wisconsin State license and are qualified to the Journeymen level AND

· State of Wisconsin: Automatic Fire Sprinkler Tester Registration; AND

· State of Wisconsin: Cross Connection Control Tester Registration.

ITM of Portable Fire Extinguishers:

· National Association of Fire Equipment Distributors (NAFED) Portable Fire Extinguisher Technician Certification, OR equivalent manufacturer certification approved by VA.

ITM of Commercial Cooking Fire Protection Systems:

· National Association of Fire Equipment Distributors (NAFED) Pre-Engineered Kitchen Fire Extinguishing Systems certification, OR equivalent manufacturer certification approved by VA.

ITM of Clean Agent Suppression Systems

· NICET: Special Hazards Suppression Systems Level I

ITM of Fire Alarm & Detection Systems

· NICET: Fire Alarm Systems Level III

1.5.6 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) 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.

1.5.7 Key Personnel: The following personnel are considered key personnel by the Government: Contract Manager/Alternate Contract Manager. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:30 a.m. to 4:30 p.m. local time (WISCONSIN), Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. Immediately after award of this contract, the contractor shall provide the names of the contract manager and alternate (ALT) contract manager to include phone numbers, cell numbers and email address (in writing) to the COR.

CONTRACT MANAGER____________________________________________________________

ALT. CONTRACT MANAGER________________________________________________________

1.5.8 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. VA identification badges are required for all contracted employees working at the VA. Before beginning work on any project, all outside contractors shall obtain a VA contractor identification badge or Flash Badge. The contractor shall complete the badge application and submit it to the COR, (VA Medical Center, building 36, Fire Department) who will forward to the Police. The contractor shall stop at the Police ID office, building 407, room 1709 after approximately 2 business days to complete the badge application process. VA contractor badges are required for all contractors and consultants who will be onsite for more than 3 total days of the project. Temporary badges shall be provided to the contractor for contracted employees onsite for less than 3 days. The outside contractor shall supply the following information: location of work site, authorization, duration, and any pertinent information that is required. Contractors shall display the badge at all times while in any VA Medical Center Building. At no time will contractors allow others to use their badge to access the VA Medical Center or other areas where badge access is required.

1.5.9 Organizational Conflict of Interest (OCI): The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.10 Reports and Deliverables: All reports shall include date of service, building numbers, type of testing, inspection and maintenance performed to include a listing of all devices, the “pass/fail” result, and the name of the person performing the test. For all failed devices, the COR shall be notified before leaving the facility. No system is to be left non-functional and all fire panels must be restored to full-service. Reports must be submitted electronically to the COR within five (5) business days.

1.5.11 Invoices: Invoices shall include the date of the I/T/M service performed, the building numbers, type of test, inspection or maintenance and line item by building and type of inspection.

PART 2

DEFINITIONS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.2 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.3 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the quote.

2.14 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.5 QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.6 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.7 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the Subcontractor.

2.1.8 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.9 WORK WEEK. Monday through Friday, unless specified otherwise.

PART 3

GOVERNMENT SERVICES

3. GOVERNMENT SERVICES:

3.1 Services: The Government shall provide the following services:

· Weekly inspection of sprinkler systems

· Monthly inspection of automatic sprinkler system gauges

· Monthly inspection of automatic sprinkler system control valves

· Monthly owner’s inspections of wet chemical extinguishing systems

· Monthly fire extinguisher checks

· Annual Fire Extinguisher inspections

· Fire alarm system batteries

· Aerosol test smoke

· Aerosol detector cleaners

· Control valves

· Waterflow alarm devices

· Valve supervisory alarm devices

· Supervisory signal devices

· Spare sprinklers

· Fire department connections

· Main drains

· Fire hydrants, including flow test

Contractor shall not be compensated or reimbursed for performance of the above inspections.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all reference materials, supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this SOW.

4.2 Materials. The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this SOW to include:

· Gaskets

· Seals

· Packing

· Lubricants

· Inspection & testing tags and hangers

· Labeling/identification materials

· Fusible links

· Wet chemical extinguishing system nozzle blow off caps.

· Aerosol test smoke

· Aerosol detector cleaners

· Extinguishing agents

· Extinguishing system activation cartridges

· Compressed gas for extinguishing equipment recharging

· Portable fire extinguishers

· Portable fire extinguisher service components

4.3 Equipment: The Contractor shall furnish ladders, hoses and fittings, alarm detector test equipment, and any other equipment required to perform I/T/M in accordance with applicable NFPA code to meet the requirements under this SOW.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services: The Contractor shall provide services for the inspection, testing, and maintenance (ITM) of fire protection systems.

5.2 ITM of water-based fire protection systems:

· Gauges, including 5-year replacement

· Hydraulic nameplates

· Hangers and bracing

· Pipe and fittings

· Informational signage

· Alarm valves, including 5-year internal

· Check valves, including 5-year internal

· Dry pipe valves, including 5-year internal, strainers, filters, and orifices

· Pre-action/deluge valves, including 5-year internal, strainers, filters, and orifices

· Hose connections, including 3-year hose valve testing

· Backflow prevention assemblies

· Sprinklers, including 5, 10, 20, 50, and 75-year testing and replacement as required by NFPA.

· Obstruction investigation, including 5-year internal pipe and branch line inspection

· Private service fire main 5-year flow test

5.3 ITM of commercial cooking fire protection systems, including kitchen exhaust hoods and wet chemical extinguishing systems:

· Semiannual inspection and trip testing

· Replacement of fusible links

· Replacement of system nozzle blow off caps

· Hydrostatic pressure testing of wet chemical containers, auxiliary pressure containers, and hose assemblies; or replacement with equivalent current year manufactured replacements

5.4 ITM of portable fire extinguishers:

· Periodic internal examination; or replacement with equivalent current year manufactured replacements. Replacement at contractor cost. Contractor has the option to perform the internal exam on sight.

· Periodic hydrostatic testing; or replacement with equivalent current year manufactured replacements

· Recharging discharged or under-pressured units

· Replacement of missing seals, tags, hose retainers

· No area will be left without a fire extinguisher for more than two (2) hours each occasion

5.5 ITM of fire alarm systems and interfaces device:

· Control equipment

· Transient suppressors

· Initiating devices, including sensitivity testing and cleaning

· Interface equipment

· Special hazard equipment

· Alarm transmission equipment

· Identification labeling of initiating devices, where missing

· Identification labeling of notification appliances

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) CONTRACTOR SHALL PROVIDE FOR ALL EMPLOYEES

6.1 The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures:

NOTE: Contractor shall perform all service, testing and maintenance per the most current NFPA Codes as listed below.

· NFPA 101, Life Safety Code,

· NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems,

· NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations,

· NFPA 17A, Standard for Wet Chemical Extinguishing Systems,

· NFPA 10, Standard for Portable Fire Extinguishers,

· NFPA 72, National Fire Alarm and Signaling Code,

6.2 When NFPA 101, Life Safety Code is revised, the references above shall be revised to the editions referenced in the latest edition of NFPA 101.

PART 7

TECHNICAL EXHIBIT LISTING

7. Technical Exhibit List:

7.1. Technical Exhibit 1 – Deliverables Schedule

7.2. Technical Exhibit 2 – Fire Protection System Data

NOTE: The information provided in Attachment 7.2 is an approximation and shall not be considered complete.

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

ITM reports are due within five (5) days of completion of ITM via email or postal service. Contractor shall email the COR.

ITM reports shall include date of inspection, building number(s), full list of devices tested, outcome/test result (pass/fail); if fail, indicate why and date of correction (if applicable) and a summary sheet of deficiencies listing devices and failure cause.

All testing shall be completed within time limits established in accordance with all applicable NFPA Code regulations from the date of the last ITM performed. No deviations from this testing scheduled shall be permitted.

TECHNICAL EXHIBIT 2

FIRE PROTECTION SYSTEM DATA

Sprinkler Systems

Initiating devices

** Above initiating devices quantities can vary depending on facility renovations or NFPA revisions, etc. Initiating devices quantities in above should not exceed 15% of original quantities indicated for the life of the contract** Kitchen Hood Suppression Systems

Clean Agent Suppression Systems

Fire Extinguishers (Base Year Only)

CO2

Halon

Class K

Clean Agent

Water

** Above fire extinguisher quantities can vary depending on facility renovations or NFPA revisions, etc. Fire extinguisher quantities in above schedules shall not exceed 15% of original quantities indicated for the life of the contract**

Anti-Freeze Loop

Backflow Preventers