UPDATED STATEMENT OF WORK.docx

STATEMENT OF WORK

Sprinkler System Inspection, Maintenance, & Testing Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC)

1.0 INTRODUCTION

1.1 The United States Department of Veteran Affairs requires services to perform maintenance on the fire sprinkler system at RMR VAMC, 1700 Wheeling Street, Aurora, CO 80045 as required by the NFPA 25 standard. This work includes Buildings A, B, C, D, E, F, G, H, K, L, P, PE, PN, PS and Fisher House (Bldg. R). Occupied buildings total approximately 1.8 million square feet.

1.2 The objective of this contract is to provide inspection, maintenance & testing services in accordance with referenced codes for the fire sprinkler system of the entire campus, currently 13 buildings and 1.2 million square feet.

1.2a Contractor will perform inspection, testing, maintenance, and replacement of parts associated with all kitchen suppression hoods located at the Rocky Mountain Regional VAMC

1.3 Service work to the fire sprinkler system must be completed in accordance with the following:

• NFPA 25; Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems

• NFPA 13; Installation of Sprinkler Systems

• NFPA 72; National Fire Alarm Code

• NFPA 14 Standard for the Installation of Standpipe and Hose Systems, 2013 Edition (Copyright 2013 by National Fire Protection Association Inc.).

• NFPA 15 Standard for Water Spray Fixed Systems for Fire Protection, 2012 Edition (Copyright 2011 by National Fire Protection Association Inc.).

• NFPA 4 Standard for Integrated Fire Protection and Life Safety System Testing 2015 Edition (Copyright 2015 by National Fire Protection Association Inc.

2.0 SCOPE OF WORK

2.1 The Contractor shall provide all repair & maintenance services necessary to meet the standards cited above.

2.2 All flow tests are to be performed at system designated test points/valves.

2.3 All parts and materials, tools & equipment will be Contractor furnished equipment.

2.4 The contractor shall be responsible for removal and replacement of all ceiling tiles affected by the work. Contractor shall dispose of any unused pipe, excess materials or other construction debris.

2.5 The Contractor shall coordinate all work and testing of systems with the POC at the site. The POC at site shall be Supervisory Pipefitter or Pipefitter Lead. The POC will assist and direct the contractor when scheduling work, obtaining approved local supplies, and liaison with VAMC personnel during the contract. All questions concerning coordination of installation activities while at post shall be directed to the POC.

2.6 All questions concerning the scope and requirements of the work, shall be directed to the POC.

2.7 The main building (Buildings A, B, C, D, E, F, G, H, K, and L) consists of:

a)1.8 million square feet.

b) The number of sprinkler heads is estimated at 18,000.

c) There are 2 dry standpipes in each of the 9 wings on the main campus. They are located in the east and west stairwells of each building.

d)There are 139 tamper switches.

f) There are 94 flow switches

2.8. The parking garages (Buildings PE, PN, PS) consist of:

a) 3 parking garages with dry systems

b) approximately 14 drum drips/low points

2.9 The Bioscience East Building (Building P) consists of:

a) 25,433 sq. ft.

b) Approximately 175 sprinkler heads for the west system

c) approximately 20 heads in the dry system

d) 1 drum drip

2.10 Fisher House (Building R) consists of:

a) 12,228 sq. ft

b) it has 110 sprinkler heads.

2.11 The kitchen suppression hoods fire suppression system shall be inspected, tested, and maintained every 6 months to ensure proper function.

2.12 In the event of a “dump-out” and the fire suppression system being tripped, the contractor shall replenish the fire suppression chemicals as required. Replenishment of fire suppression chemical must occur with 24-48 hours of contractor being notified.

2.13 Vendor will perform any necessary repairs identified up to $5,000 during each annual period of performance.

2.14 A full report of the maintenance of each part of the system are required and will be provided to the Contract Officer’s Representative (COR) or Government Point of Contact (POC) within 5 business days of each service visit.

2.15 The contractor shall affix a Certificate of Performance label to each hood to include the following information: company info , inspection date. The label must be visible, and all other outdated and previous labels removed.

2.16 Any deficiencies must be reported on an after-service follow up report and provided to the COR or POC within 2 business days of being identified.

2.17 All work will be scheduled in writing with the COR or POC at least 14 days in advance of the proposed date for accomplishment. Hood inspections will have to be done after hours to limit food service disruption.

2.18 The contractor shall provide the necessary equipment required for workers to safely work in the kitchen and serving lines and not stand upon ranges, griddles, or other installed equipment in performing work.

3. CODE & REGULATION COMPLIANCE

3.1 All services provided under the requirements of this contract will be executed in accordance with the manufacturer and NFPA Codes 17, 17A, 96 and UL 300

3.2 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):

3.2.1 NFPA 17 Standard for Dry Chemical Extinguishing Systems

3.2.2 NFPA 17A Standard on Wetting Agents

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

3.2.4 UL 300

4. EXCLUSIONS

4.1 Alarm Devices. All sprinkler alarm devices are tested and inspected in a separate contract.

4.2 Fire Pump System. The fire pump system is tested and inspected in a separate contract.

5.0 SUBMITTALS:

5.1 The contractor shall, within seven (7) calendar days of the receipt of a Notice To Proceed Request, submit to the Contracting Officer, a schedule showing (at minimum) start/completion dates for the project.

5.2 Within 21 calendar days after notification of award, the Contractor shall submit to the Contracting Office (2) copies of the Maintenance, Testing & Inspection Procedures (which will be used during the Services of his contract) including proposed dates when standard maintenance, inspection, & testing shall be accomplished. In addition, the Contractor shall provide a copy of the Contractor’s site-specific safety plan, personal protective equipment (PPE), and Safety Data Sheets (SDS). These copies must be received before any invoice can be certified for payment.

5.3 The Dept. 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. Such documentation shall be submitted to the CO.

5.4 Qualified Mechanic. Documentation that Contractor personnel conducting sprinkler system work and/or testing shall be qualified and experienced in accordance with Section 4.3.3 of NFPA 72, National Fire Alarm Code.

5.5 Records & Reports of all activities, Test Results, and Repairs shall be provided in the format dictated by the latest edition of NFPA Chapter 35. All records of testing and inspection and repairs shall be provided to the State of Colorado DFPC as well as to the Owner.

5.6 Records of inspections, testing, or maintenance conducted outside of a full Inspection, Testing, and Maintenance Service must contain a notice to the System owner or responsible party advising of the limitations of the work conducted in relation to the overall responsibilities of the System owner.

5.7 Acceptance of Work. The Contractor shall provide certification that work was approved and accepted by the POC at the site. The Contractor shall fill out a work order completion form showing work was completed and provide the form to the site COR/POC or his official representative. The contractor must submit validation that work was completed satisfactorily with request for payment.

• Electronic monthly and annual testing and inspection reports

• Proof of National Institute for Certification in Engineering Technologies (NICET) Certification for the Responsible Managing Employee, who will be overseeing the work at the site.

• State of Colorado Certificate of Registration as a Fire Suppression System Contractor.

• Management Plan to identify: o Adequate coverage 24/7/365 o Coordination with VA FMS personnel to maintain acceptable conditions for all on-going hospital functions affected o Acquiring permits for and managing hot work operations

6.0 SERVICE MANUALS /TOOLS / EQUIPMENT / PARTS

Contractor shall furnish all labor and materials to perform complete work. All system shutdowns shall be coordinated with the POC, Safety, the Fire Alarm contractor and on-site Biomed Electronic Technicians.

The Contractor shall provide all parts, lubricants, supplies, and tools necessary to perform the required work included in this contract.

Contractor shall provide and install, or repair as necessary all parts required to maintain fire sprinkler system in proper working condition.

Major components replaced shall be guaranteed against defect and /or failure for a period of one (1) year from date of the completed installation. All other components shall be guaranteed for a period of ninety (90) days. All parts/components installed shall be only new standard parts and shall have full versatility with presently installed equipment.

If it is necessary to complete a repair specifically excluded from this contract, the Contractor shall receive authorization from the Contracting Officer or designee prior to installation. This work is subject to bid by other contractors as well.

Individual incident repair parts exceeding $3,000.00 are excluded from the base contract. In the event of an incident requiring repair parts in excess of $3,000.00, a modification shall be issued by the CO to capture the total cost of the parts required. Labor to install such parts, however, shall remain covered under the base contract.

All defective parts that have been replaced become the property of the Contractor and shall be disposed in accordance with all Local, State and Federal Laws.

Existing plans of the system are attached to the contract documents in this solicitation package. Full size plans and specifications will be provided to the Contractor upon request. All such documents shall remain as VA property.

7.0 EMERGENCY/CALLBACK SERVICE CALLS:

The Contractor shall provide callback services 24 hours a day, 7 days a week. Callback service is defined as a request by an authorized Government representative, either during or after normal working hours, to correct any fire sprinkler system problem or condition. Callbacks during normal working hours consist of responding to an emergency fire protection system service call to take corrective action at the site within 4 hours.

Callbacks during normal working hours consist of responding to a service call within 2 hours for all other service calls. Equipment malfunctions shall be corrected the same day that the service call is issued. If circumstances beyond the Contractor’s control preclude resolution of the problem that day, the Contractor shall notify the POC with an explanation of the delay and an assessment of the problem and a plan of action to effect repairs.

Overtime Callback service shall be listed, managed, and billed as a separate Contract Line Item Number and shall consist of a base amount of 60 hours (per year) to be used as determined and pre-approved by the POC or authorized designee throughout the duration of period of performance. The Contractor may charge a minimum of 2 hours for a single Overtime Callback incident. Overtime Callback incidents shall be billed monthly, with detail including date of the incident(s), hours worked, and service number / brief description of the incident. Contractor shall provide a service rate sheet for service calls with proposal. Service rates shall be broken down by normal business hours, after hours, and over-time labor rates. For any Overtime Callback Service, the Government shall be responsible for the premium portion of the overtime rate only.

In the event that more than 60 hours of Overtime Callback service are required, the Government may choose to modify the contract to add a specified number of additional hours, or alternatively, may pay for specific incidents (at the indicated rates) via purchase order / Government Purchase Card.

The Contractor shall provide a service ticket / number for each service call for the POC or designee, to sign. Service tickets shall identify the piece of equipment, description of problem, explanation of corrective measures taken, and the date and time the unit was returned to regular service. Service tickets for overtime after hours work must be signed and a copy left with the POC, or designee.

Contractor shall notify the POC, or designee, by email after completion of each service call. Medical Center shall not be responsible for incidental charges including, but not limited to: parking, tolls, or mileage.

8.0 PERSONNEL QUALIFICATIONS & REQUIREMENTS:

Contractors may not allow persons to work on Fire Suppression Systems who are not registered with the Division as Sprinkler Fitters. A Sprinkler Fitter does not include a person who performs work exclusively on cross-connection control devices.

Supervision: The Contractor shall specify a Responsible Managing Employee who will have responsibility for performance of contract services. The Responsible Managing Employee shall be competent to supervise all aspects of contract and shall be available on-site during performance of contract work.

The Responsible Managing Employee shall be certified and licensed in the state in which they are employed in.

Training: No employee may be assigned to work under provisions of contract until certification has been provided to the Contracting Officer that personnel have received required orientation and training.

All personnel performing Inspection, Testing & Maintenance (ITM) on fire suppression systems be certified by the National Institute for Certification in Engineering Technologies (NICET).

Uniforms and Employee Identification: Contractor’s personnel assigned to the performance of this contract are to wear a Contractor-provided, standard distinctive uniform. Uniforms are to be clean and maintained in good repair. A contractor-provided, clearly readable name identification device consisting of the employee’s name and the company name will be worn and placed where easily visible. Contractor will report to the Police Station daily to receive a VA Daily Contractor Badge, which must be worn at all times while on VA property. This badge will be turned in at the end of each day to the Police Station in the 1st Floor Atrium. In special sanitation and/or isolation situations, Contractor’s personnel may be required to wear special protective clothing and shoe covers supplied by the medical facility. They will be received, worn and turned in or disposed as directed. All other safety or protective clothing or equipment shall be provided and maintained by the contractor at the Contractor’s own expense.

The Contractor shall 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 fire sprinkler system.

9.0 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 POC or government representative.

10.0 BADGES & PARKING:

All Contractor personnel are required comply with all VA regulations which covers the following requirements:

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 POC water upon award of contract.

11.0 RECORDS MANAGEMENT OBLIGATIONS

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

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

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

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

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

End of Statement of Work