36C25923Q0806.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Shanta Harrison Shanta.Harrison@va.gov

(303) 712-5719

PLACE OF PERFORMANCE

Eastern Colorado Health Care System

1700 N. Wheeling Street

Aurora CO

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation 36C25923Q0806 is issued as a request for quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2023-04 06/02/2023. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $12.5 million. This solicitation is 100% set-aside for SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (SDVOSBs). IF OFFEROR IS A GSA SCHEDULE HOLDER, ALL INFORMATION REQUESTED IN THIS NOTICE MUST BE PROVIDED, NOT JUST THE OFFEROR’S SCHEDULE NUMBER The following is a list of the contract line-item numbers, quantities and units of measure including options.

COST

TOTAL COST

Base Year : September 15, 2023 through September 14, 2024

Option Year 1: September 15, 2024 through September 14, 2025

Option Year 2: September 15, 2025 through September 14, 2026

Option Year 3: September 15, 2026 through September 14, 2027

Option Year 4: September 15, 2027 through September 14, 2028

TOTAL COST ALL CLINS,

BASE YEAR PLUS OPTION YEARS $___________________

The provision at FAR 52.212-1, INSTRUCTION TO OFFERORS -- COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021), applies to this acquisition with the following addendum:

FAR 52.204-7, System for Award Management (OCT 2018);

FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020);

FAR 52.216-1, Type of Contract (APR 1984): The government anticipates the awarding of a single firm-fixed price definitized contract to fulfill this requirement.

The provision at FAR 52.212-2, EVALUATION -- COMMERCIAL ITEMS (OCT 2014), applies to this acquisition. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Contract award will be made based on the solicitation response that represents the best value to the Government using a Contracting Officer’s Comparative Analysis. Since the Contracting Officer is considering price and other factors, the CO may award to other than the lowest-priced offer. The information below explains the evaluation approach:

The Contracting Officer will make a comparative analysis of all offers against the solicitation, using the following factors to decide which offer(s) represent the best value to the Government:

Factor 1: Technical Ability The offer shall be evaluated on the conformance to the requirements listed in the Statement of Work. The offeror shall submit a technical narrative, that describes the means and methods of successfully performing all work detailed in the SOW, to include the personnel being proposed to perform the work. Any training certifications for the repair of said equipment should be provided with quote.

Factor 2: Past Performance Offeror shall provide no more than three references of relatively the same size and complexity. Include the following information for each contract: Name and address of contracting activity (company name), contract number, type of contract, total contract amount, and status, date of award and completion, description and location of contract work, list of major subcontractors if any, Contracting Officer or individual responsible for signing the contract, and their telephone and fax number, and the COR’s/Administrator’s name, telephone and fax numbers. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. Searches in CPARS (Contractor Performance Assessment Reporting System), as well as Past Performance Questionnaires may be utilized.

Factor 3: Price – Offerors shall provide one copy of the fully completed Price Schedule in the format listed above. Proposed prices will be evaluated for reasonableness.

Comparative analysis will be utilized to evaluate quotations

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision)

A completed copy of the provision at FAR 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) shall be submitted with the offer.

The clause at FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Services (NOV 2021), applies to this acquisition, with the following addendum:

FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011);

FAR 52.204-13, System for Award Management Maintenance (OCT 2018);

FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020);

FAR 52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within fifteen (15) days of the expiration date of the current contract period.

For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows:

The evaluation will consider the possibility that the option can be exercised at any time, and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all quotes relative to each other, and will not affect the ranking of quotes based on price, unless, after reviewing the quotes, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. The `specified' rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause. (End of clause) FAR 52.217-9 Option to Extend The Term Of The Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. (End of Clause)

FAR 52.223-6 Drug-Free Workplace (MAY 2001);

FAR 52.223-99 Ensuring Adequate Covid-19 Safety Protocols For Federal Contractors (DEVIATION) FAR 52.228-5 Insurance—Work On A Government Installation (JAN 1997);

CL 120 - Supplemental Insurance Requirements: In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. (End of Clause)

52.232-19 Availability Of Funds For The Next Fiscal Year (APR 1984) Funds are not presently available for performance under this contract beyond SEPTEMBER 30TH OF ANY FISCAL YEAR. The Government’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond SEPTEMBER 30TH OF ANY FISCAL YEAR, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause)

FAR 52.237-2, Protection of government Buildings, Equipment, and Vegetation (APR 1984);

FAR 52.237-3, Continuity of Services (JAN 1991);

VAAR 852.203-70, Commercial Advertising (MAY 2008);

VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (NOV 2020) (DEVIATION);

VAAR 852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020) VAAR 852.219-74, Limitations on Subcontracting – Monitoring and Compliance (JUL 2018) (DEVIATION)

(a) This solicitation includes VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

(b) Accordingly, this contract is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) VAAR 852.219-77 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction.

As prescribed in 819.7009(c) insert the following clause:

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [ ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) □ Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror’s bid, quotation, or quote. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification:

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee: _________________________________ Printed Title of Signee: ________________________________ Signature: ______________________________________________ Date: ___________________________________________________ Company Name and Address: _______________________________ (End of clause) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018);

VAAR, 852.270-1 Representatives of Contracting Officers (JAN 2008).

The clause at FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) applies to this acquisition including the following clauses:

FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020);

FAR 52.209-6 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021);

FAR 52.219-28, Post Award Small Business Program Rerepresentation (SEP 2021);

FAR 52.219-32, Orders Issued Directly Under Small Business Reserves (MAR 2020);

FAR 52.222-3, Convict Labor (AUGUST 2003);

FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015);

FAR 52.222-26, Equal Opportunity (SEP 2016);

FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020);

FAR 52.222-40, Notice of Employees Rights Under the National Labor Relations Act (DEC 2010);

FAR 52.222-50, Combating Trafficking in Persons (NOV 2021);

FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020);

FAR 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021);

FAR 52.232-33, Payment by Electronic Funds Transfer– System for Award Management (OCT 2018);

aFAR 52.222-41 Service Contract Labor Standards (AUG 2018);

FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014);

FAR 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022);

FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2022)

DEPARTMENT OF LABOR WAGE DETERMINATIONS: Department of Labor Wage Determination 2015-5419 Revision Number 24 dated 07/25/2023 applies to this acquisition.

Quotes shall include the RFQ number (36C25923Q0806), the proposed unit price, the proposed extended price (for the base and all option years,) any prompt payment discount terms, company name, the company point of contact, address, phone number, fax number, e-mail address, Tax Identification Number, Unique Entity Identifier (UEI) number, and business size status.

The full text of a solicitation provision or contract clause may be accessed electronically at the address(es) below:

http://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm

All information has been posted and there are no other documents available. Offers are to be submitted electronically to the Department of Veterans Affairs, Network Contracting Office 19 (NCO 19) Rocky Mountain Acquisition Center, 6162 South Willow Drive, Suite 300, Greenwood Village, CO 80111 ATTN: Shanta Harrison, Contract Specialist at Shanta.Harrison@va.gov and NCO19Services1@va.gov no later than 4:00 p.m. Mountain Time on Tuesday, September 12, 2023. QUOTES SUBMITTED BY FASCIMILE (FAX MACHINE) WILL NOT BE ACCEPTED. PLEASE INCLUDE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF EMAILS SUBMITTED.

Any questions regarding this solicitation must be submitted in writing to the Contracting Officer no later than 5:00 p.m. MT, Monday, September 4, 2023. All responses to questions received will be posted to the Contracting Opportunities website via an amendment.

SCOPE OF WORK

FIRE EXTINGUISHER CERTIFCATION AND INSPECTION

1.0 OBJECTIVE:

The Department of Veterans Affairs has a requirement for fire extinguisher certification of all fire extinguishers at the Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC) Campus, 1700 N. Wheeling St. Aurora, CO 80045.

The contract shall be effective for a base period of one (1) year, with four (4) one-year options, to be exercised at the Government’s discretion.

2.0 SCOPE OF WORK:

Contractor will perform and document; monthly inspection, annual maintenance, 5/6 year internal maintenance, 10/12 year hydrostatic testing, replacement and recharging of all fire extinguishers (approximately 700 each) at the Rocky Mountain Regional VAMC Campus; see Fire Extinguisher Master Inventory spreadsheet. All services provided under the requirements of this contract will executed in accordance with NFPA 10. The Contractor will walk the RMRVAMC site to identify and record the certification status of all fire extinguishers. Once each fire extinguisher’s certification status has been determined, the contractor shall develop a recertification plan and schedule for all extinguisher at the medical center in accordance with NFPA 10 code requirements, so all fire extinguisher certifications remain current at all times. The recertification plan and schedule shall be submitted to the COR for review and approval. The Contractor shall dispose of and replace any fire extinguishers that are not suitable for recharging or recertification. The Contractor shall maintain a master record of all fire extinguisher inspections, testing, recharging, replacement, and recertification throughout the period of the contract and submit the record to the COR upon request, or at the conclusion of the contract.

CODE & REGULATION COMPLIANCE:

The Contractor shall comply with the public laws and statutes including all changes and amendments of federal, state and local environmental statutes and regulations in effect of date of issuance of this delivery order, including, the applicable portions of the documents cited in the basic contract and below (Most current version):

NFPA 10 Standard for Portable Fire Extinguishers Current Edition 29 CFR 1910.157 Portable Fire Extinguishers 29 CFR 1910 Occupational Safety and Health Standards NFPA 99 Healthcare Facilities Code Current Edition

4.0 GENERAL:

The Department of Veterans Affairs (VA) requires strict adherence to the Code of Federal Regulations 29, Part 1926. This includes the requirement that the contractor have a “Competent Person” on the job at all times (must have a 30-hour OSHA card), and that all contractor employees have received a minimum of ten (10) hours of OSHA construction safety training. The Contractor shall supply all materials, tools, equipment, vehicles, labor, and supervision required to execute the project scope.

This entire project shall conform 100% to all VA standards and specifications, OSHA, Joint Commission Environment of Care Standards, NFPA, and applicable building codes. In addition, if any part of any VA specification is not up to current design and construction practice, it shall be brought to the attention of the CO and COR for further evaluation. Provision of contract services is to follow all information outlined in VA Technical Information Library (TIL) located at http://www.cfm.va.gov/til/dGuide.asp unless otherwise approved in writing by VA.

Guidelines for Services Required:

Recharge: Recharge any fire extinguisher which has become unserviceable due to discharge or leak and is deemed out of service:

Recharging Specifications:

All rechargeable-type fire extinguishers shall be recharged after any use or as indicated by an inspection or when performing maintenance. When performing the recharging, the recommendations of the manufacturer shall be followed. The amount of recharge agent shall be verified by weighing. The recharged gross weight shall be the same as the gross weight that is marked on the label. For those fire extinguishers that do not have the gross weight marked on the label, a permanent label that indicates the gross weight shall be affixed to the cylinder. The label containing the gross weight shall be a durable material of a pressure-sensitive, self-destruct type.

Recharge Agents. Only those agents specified on the nameplate or agents proven to have equal chemical composition, physical characteristics, and fire extinguishing capabilities shall be used. Agents listed specifically for use with that fire extinguisher shall be considered to meet these requirements.

Mixing of Dry Chemicals. Multipurpose dry chemicals shall not be mixed with alkaline-based dry chemicals.

Topping Off. The remaining dry chemical in a discharged fire extinguisher shall be permitted to be re-used, provided that it is thoroughly checked for the proper type, contamination, and condition. Dry chemical found to be of the wrong type, or contaminated, shall not be re-used.

Dry Chemical Agent Re-use. Fire extinguishers removed for 5/6-year maintenance or 10/12 year hydrostatic testing shall be emptied. The dry chemical agent shall be permitted to be re-used, provided a closed recovery system is used and the agent is stored in a sealed container to prevent contamination. Prior to re-use, the dry chemical shall be thoroughly checked for the proper type, contamination, and condition. Where doubt exists with respect to the type, contamination, or condition of the dry chemical, the dry chemical shall be discarded.

Removal of Moisture. For all non-water types of fire extinguishers, any moisture shall be removed before recharging.

Pressure Gauges. Replacement pressure gauges shall have the proper indicated charging (service) pressure, shall be marked for use with the agent in the fire extinguisher, and shall be compatible with the fire extinguisher valve body material.

Pressurizing Gas. Only standard industrial-grade nitrogen with a dew point of –60°F (–51°C) or lower shall be used to pressurize stored-pressure dry chemical fire extinguishers.

Seals or Tamper Indicators. At the time of the maintenance, the tamper seal of rechargeable fire extinguishers shall be removed by operating the pull pin or locking device. After the applicable maintenance procedures are completed, a new tamper seal shall be installed.

Leak Test. After recharging, a leak test shall be performed on stored-pressure and self-expelling types of fire extinguishers.

Recharge Recordkeeping. Each fire extinguisher shall have a tag or label securely attached that indicates the month and year recharging was performed and that identifies the person performing the service. A “Verification of Service” (maintenance or recharging) collar shall also be attached to the extinguisher.

Five/Six-Year Maintenance.

Every 5/6 years, stored-pressure fire extinguishers that require a 10/12-year hydrostatic test shall be emptied and subjected to the applicable maintenance procedures. When the applicable maintenance procedures are performed during periodic recharging or hydrostatic testing, the 5/6-year requirement shall begin from that date.

Procedures. Maintenance procedures shall include a thorough examination of the basic elements of a fire extinguisher as determined below:

Mechanical parts of all fire extinguishers.

Extinguishing agent of cartridge- or cylinder-operated dry chemical, stored-pressure, loaded stream, and pump tank fire extinguishers.

Expelling means of all fire extinguishers.

Boots, Foot Rings, and Attachments. All removable extinguisher boots, foot rings, and attachments shall be removed to accommodate thorough annual cylinder examinations.

Maintenance Recordkeeping. Each fire extinguisher shall have a tag or label securely attached that indicates the month and year the maintenance was performed and that identifies the person performing the service.

Fire extinguishers that pass the applicable 5/6-year requirement shall have the maintenance information recorded on a suitable metallic label or equally durable material having a minimum size of 2 in. 3 in. (5.1 cm 8.9 cm). The new label shall be affixed to the shell by a heatless process, and any old maintenance labels shall be removed. These labels shall be of the self-destructive type when removal from a fire extinguisher is attempted. The label shall include the following information:

Month and year the maintenance was performed, indicated by a perforation such as is done by a hand punch Name or initials of the person performing the maintenance and name of the agency performing the maintenance Verification of Service (Maintenance or Recharging). Each extinguisher that has undergone maintenance that includes internal examination or that has been recharged shall have a “Verification of Service” collar located around the neck of the container. The collar shall contain a single circular piece of uninterrupted material forming a hole of a size that will not permit the collar assembly to move over the neck of the container unless the valve is completely removed. The collar shall not interfere with the operation of the fire extinguisher. The “Verification of Service” collar shall include the month and year the service was performed, indicated by a perforation such as is done by a hand punch.

Conduct 10/12 year Hydrostatic Testing This standard requires hydrostatic testing of pressure vessels used as fire extinguishers and specified components of fire extinguishers.

Hydrostatic testing shall be performed by persons trained in pressure testing procedures and safeguards who have suitable testing equipment, facilities, and appropriate servicing manual(s) available. A hydrostatic test shall always include both an internal and external visual examination of the cylinder. Hydrostatic testing shall be conducted using water or some other non-compressible fluid as the test medium. Air or other gases shall not be used as the sole medium for pressure testing. All air shall be vented prior to hydrostatic testing to prevent violent and dangerous failure of the cylinder. If, at any time, a fire extinguisher shows evidence of dents, mechanical injury, or corrosion to the extent as to indicate weakness, it shall be condemned or hydrostatically retested.

Frequency. At intervals not exceeding 10/12 years depending on the type of fire extinguishers shall be hydrostatically retested. The hydrostatic retest shall be conducted within the calendar year of the specified test interval. In no case shall an extinguisher be recharged if it is beyond its specified retest date.

Examination of Cylinder Condition. Where a fire extinguisher cylinder or shell has one or more of the following conditions, it shall not be hydrostatically tested, but shall be condemned or destroyed by the owner or at the owner’s direction:

Where repairs by soldering, welding, brazing, or use of patching compounds exist Where the cylinder threads are worn, corroded, broken, cracked, or nicked Where there is corrosion that has caused pitting, including pitting under a removable nameplate or name band assembly Where the fire extinguisher has been burned in a fire Where a calcium chloride–type of extinguishing agent was used in a stainless steel fire extinguisher Where the shell is of copper or brass construction joined by soft solder or rivets Where the depth of a dent exceeds of the greatest dimension of the dent if not in a weld, or exceeds in. (0.6 cm) if the dent includes a weld.

Where any local or general corrosion, cuts, gouges, or dings have removed more than 10 percent of the minimum cylinder wall thickness Where a fire extinguisher has been used for any purpose other than that of a fire extinguisher When a fire extinguisher cylinder, shell, or cartridge fails a hydrostatic pressure test, or fails to pass a visual examination, it shall be condemned or destroyed by the owner or the owner’s agent. When a cylinder is required to be condemned, the tester shall notify the owner in writing that the cylinder is condemned and that it cannot be re-used. Condemned cylinders shall be made incapable of being recharged or pressurized. A condemned cylinder shall not be repaired.

Test Equipment. This standard only permits the hydrostatic testing of pressure vessels used as fire extinguishers and specified components of fire extinguishers.

Test pressure gauges shall be certified accurate to ±0.5 percent or better of the full range of the gauge.

Test pressure gauges shall be capable of being read to within 1 percent of the test pressure. Interpolation of midpoint between smallest graduations is acceptable.

Test pressure gauges shall be capable of indicating 90 percent to 110 percent of the test pressure. Pressure gauges used on test equipment shall be calibrated at least semiannually. Master gauges or dead weight testers shall be calibrated at least annually.

Drying Equipment. All hydrostatically tested cylinders and apparatus, except water-type extinguishers, shall be thoroughly dried after testing. The temperature used for drying shall not exceed 150°F (65.6°C) inside the shell.

Test Equipment for Low-Pressure Cylinders and Hose Assemblies (Proof Pressure Test). Cylinders and hose assemblies shall be tested within a protective cage device, or placed behind a protective shield, that will permit visual observation while under pressure for leaks, bulges, and other harmful defects. A hydrostatic test pump, hand- or power-operated, shall be capable of producing not less than 150 percent of the test pressure. It shall include appropriate check valves and fittings. A flexible connection between the test pump and the test cylinder shall be provided so that it is possible to test through the cylinder opening, test bonnet, hose outlet, or nozzle, as applicable.

Testing Procedures. The pressure in a hydrostatic test of a cylinder shall be maintained for a minimum of 30 seconds, but for no less time than is required for complete expansion of the cylinder and to complete the visual examination of the cylinder. All valves, internal parts, and hose assemblies shall be removed and the fire extinguisher emptied before testing. On some dry chemical and dry powder fire extinguishers (cartridge-operated), where the manufacturer recommends that certain internal parts not be removed, those parts shall not be removed. All types of extinguishers except water type shall have all traces of extinguishing agents removed from the inside of the extinguisher before they are filled with water. A complete internal and external visual examination shall be conducted before any hydrostatic test. Any distortion of the cylinder shall be cause for rejection. A drop in pressure of the test gauge is an indication of a leak and is cause for rejection or retest. Cylinders passing the hydrostatic test shall be thoroughly dried internally before being returned to service. If heated air is used to dry the cylinders, the temperature shall not exceed 150°F (66°C) inside the shell.

Recording of Hydrostatic Tests. A permanent record shall be maintained for each cylinder tested. Fire extinguisher cylinders of the low-pressure type that pass a pressure hydrostatic test shall have the information recorded on a suitable metallic label with a minimum size of 2 in. 3 in. (5.1 cm 8.9 cm). The label shall be affixed by a heatless process. These labels shall be of the type that self-destructs when removal from a fire extinguisher cylinder shell is attempted. The following information shall be included on the label:

Month and year the test was performed, indicated by a perforation, such as is done by a hand punch Test pressure used Name or initials of the person performing the test, and name of the agency performing the test.

NFPA 10 8.1.2: All cylinders and cartridges bearing U.S Department of Transportation (DOT) markings shall be retested in accordance with the applicable DOT regulations.

PROJECT MANAGEMENT:

Based on the above list of work items the general contractor selected must complete and maintain and execute the following documents and requirements:

Service contract schedule including sequencing, durations, and cost loaded schedule of values.

Developing and implementing a Site-Specific Safety Plan (SSSP) Maintain site supervision by a competent individual(s) with OSHA-30 certificates.

Obtaining VA identification PIV badges for all employees.

Managing job site access and security.

Implementing and maintaining required ICRA measures.

6.0 SUBMITTALS:

Contractor shall submit the following:

Project schedule including sequencing, durations, and cost loaded schedule of values for inspection and recharge/recertification of all extinguishers. The schedule will be provided to the COR 2 weeks prior to start of work.

Site Specific Safety Plan (SSSP) Site superintendent OSHA-30, and tradesmen/labor OSHA-10 certificates.

Manufacturer’s specifications for all materials involved in testing and recharging.

Inspection reports, manufacturer approval certificates, and warranties, as notes in specifications.

Inspector certifications as required by NFPA 10 Chapter 7.

7.0 RESOURCES:

The Government will not furnish any resources for the fulfillment of the services required under this contract. The contractor must provide all tools, equipment, materials, transportation, professional expertise, personnel, and supervision for testing, maintenance, and certification services required under this contract.

8.0 TECHNICAL/INSPECTOR:

The Government reserves the right to accept or reject Contractor’s staff for cause.

Contractor shall provide throughout the contract at least one inspector/technician with a current certification for fire extinguisher inspection in accordance with NFPA 10 Section 7.1.2 The Contractor shall notify the Government within 3 business days if it intends to replace the inspector/technician. At the time of notification, the Contractor shall submit all required certifications for the replacement inspector/technician and replace the inspector/technician only upon written approval of the Government.

The Contractor shall have a back-up inspector/technician in the event the primary technician is unable to perform his/her duties.

The Contractor will ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect to personal and confidential information that they may come upon, while servicing the elevators.

9.0 PERSONNEL ASSIGNMENTS:

The Contractor shall assign the appropriate quantity and type of personnel to successfully complete all functions specified in this SOW. The Contractor shall maintain throughout the life of this contract, a current list of inspectors/technicians and their credentials available for inspection by the Government at any time.

10.0 DELIVERABLE:

Upon conclusion of the service contract term the Contractor shall submit a comprehensive report containing documentation of all fire extinguisher inspections, testing, maintenance, recharging, replacement and recertification to serve as evidence that all fire extinguishers at the Rocky Mountain Regional VAMC have valid and current certification. The Contractor shall record and maintain tags on the Fire Extinguisher in accordance with NFPA 10. The Contractor shall develop and implement a digital data base that will allow for automatic record of service and reconciliation of missed fire extinguishers for correction before departure.

11.0 ACCEPTANCE STANDARDS:

All fire extinguishers on the Rocky Mountain Regional VAMC must hold valid and current certifications, and the Contractor must provide documentation evidence of certifications in final report. The VA reserves the right to dispute completion of contract scope if any number of fire extinguishers do not pass testing and certification, or documentation of successful testing and certification is incomplete or deficient.

12.0 HOURS OF WORK:

The normal hours of work shall take place during the normal business hours of 7:30 AM and 4:00 PM, Monday through Friday, Federal Holidays excluded. Request for weekend, after-hour, and Federal holiday work is permitted with a request in writing submitted beforehand. “Inspections” will require a prior five-day notification submitted to the Contract Officer Representative (COR) or government representative. Federal holidays that fall on a Saturday will be observed the preceding Friday, and Federal holidays that fall on a Sunday will be observed the following Monday.

13.0 MEETINGS:

A Pre-Bid meeting and site walk will be held at a date and time specified by the COR to review scope, site, and requirements with perspective contractors, and provide answers to any questions before submission of bids. Contractors and/or sub-contractors shall be responsible for making any clarification requests that arise at the pre-bid meeting and site walk directed to the VAMC’s COR prior to the bidding of the work.

Contractor shall meet with the COR biweekly to provide progress updates, and at the conclusion of the service contract period of performance to submit final deliverable report.

14.0 BADGES AND PARKING:

All Contractor personnel are required to comply with security measures which covers the following requirements: Background checks, and the wearing of identification (I.D.) badges issued by the VA ECHCS at all times while on VA Facilities grounds. Failure of the background check may result in specific personnel not being allowed to work on VA premises and the Contractor will need to provide replacement personnel.

It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. The designated parking area will be specified by COR upon award of contract.

15.0 KEYS:

Under no circumstances are Contractor personnel to remove VA keys from VA premises.

RECORDS MANAGEMENT OBLIGATIONS

This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined below:

“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 information value of data in them.

The term Federal Record:

Includes (Agency) records Does not include personal materials Applies to records created, received, or maintained by Contractors to the (Agency) contract May include deliverables and documentation as associated with deliverables

The following items should be added to the Statement of Work (SOW) for contracts:

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 transportation, 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 (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. Eastern Colorado Health Care System (ECHCS) 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 ECHCS 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 ECHCS. 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. 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 ECHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. 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 co, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ECHCS 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 contractor and in accordance with ECHCS policy.

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