PWS Damper Inspections.docx

PERFORMANCE WORK STATEMENT

DAMPER INSPECTIONS

SECTION 1 - GENERAL

This performance work statement (PWS) is for performance of services for locating, identification, mapping, testing, re-labeling, inspection and reporting of smoke, fire, and combination smoke/fire dampers in support of the Sheridan Veterans Administration Medical Center (VAMC). The contractor shall provide appropriate personnel for all duties listed in the SOW at the Sheridan VAMC, 1898 Fort Road, Sheridan, WY. All services shall be in accordance with The Joint Commission (TJC), VHA Directive 7717, and all applicable National Fire protection Association (NFPA) standards to include but not limited to NFPA 80, 90A, 101 & 105.

A. HOURS OF OPERATION. Hours of work are defined as Monday through Friday from 7:30 a.m. to 4:00 p.m., excluding Federal holidays or as otherwise arranged with the Contracting Officer Representative (COR). All devices must be returned to normal operation No Later Than (NLT) 4:00 p.m. unless previously coordinated with the VA Safety Office Representative.

B. HOLIDAYS. The eleven holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day, and any other day declared by the President of the United States to be a national holiday.

SECTION 2 – BACKGROUND

The VAMC has 12 buildings with dampers which require inspection and testing as part of this SOW: buildings 3,4,5,6,7,8,9,64,71,71N,86 & 87. There are an estimated 598 dampers in these buildings. This requirement will be an Indefinite Delivery, Indefinite Quantity 5-Year (60-months) contract with an estimated Task Order every 2 years. Known locations of dampers are included in the table below.

Due

SECTION 3 – CONTRACTOR RESPONSIBILITIES/DELIVERABLES

Contractor shall:

1. Complete services as contained in this PWS within 45 90 calendar days after receipt of an awarded Task Order.

2. Provide within 14 calendar days following the inspection, a report that includes documentation of all tested devices and identifies date of inspection, unique device identification, device location, mapped location, status (pass or fail), the type and quantity of devices tested in each building, and a consolidated deficiency finding list per building.

3. Provide and maintain documentation, to include but not limited to reports, maps and records of inspections and testing. in hard copy and electronic format (DOCX, XLS, PDF) as required by this SOW and as directed by the Contracting Officer Representative (COR).

4. Locate, actuate and map dampers located in each of the identified buildings.

5. Remove and reset fusible links on dampers, to verify dampers full closure and if necessary, replace any fusible link that is compromised (Per NFPA code).

6. Clear each damper of any debris that would impede damper operation.

7. Coordinate with the VA safety office and local fire department if needed to place the fire alarm system and/or devices in test mode for testing.

8. Manually activate actuators on electric and pneumatic smoke and/or combination dampers to verify proper operation of the damper.

9. Provide an estimate of repair for any deficiencies found.

10. Identify and map damper locations on the “Life Safety Drawings.pdf” indicating the location of each damper.

11. Place identification stickers on ceilings or other locations to aid in locating dampers for future inspections.

12. Provide details, and an estimate to decommission any dampers that aren’t required by NFPA.

13. Annotate corrections needed in the master inventory so an accurate inventory can be obtained.

14. Remove existing labels (on dampers and non-dampers) and place new inspection labels on all dampers to confirm each damper is inspected and identified with a pass or fail indication. This will facilitate removal of improperly identified dampers by previous Contractor(s).

15. Contractor shall notify the COR and provide estimates for deficiencies/repairs identified during inspection.

SECTION 4 - SPECIAL CONDITIONS:

The Contractor is shall:

1. Provide qualified, certified & experienced technicians for all inspections & testing.

2. Coordinate inspections and testing with the COR and appropriate VAMC Personnel prior to testing.

3. Perform testing during normal hours (7:30am to 4pm, Monday through Friday) unless prior coordination and authorization have been received from the COR.

4. Follow-up on completion of any subcontracted work to ensure work is done as required in a timely manner.

5. Provide guidance and knowledge to aid in Sheridan VAMC in meeting requirements as set forth by NFPA and TJC.

6. Ensure only authorized personnel are performing work associated with this contract to include any work sub-contracted work.

7. Comply with agency personal identity verification procedures identified in the contract that implement homeland security presidential directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and federal information processing standards publication (FIPS PUB) number 201.

8. Comply with any Government requests to remove any contractor personnel whose actions or impaired state raises reasonable suspicion that a clear and present danger, or physical harm exists to contractor employee(s), government personnel, or the impaired individual. Removal of contractor personnel for cause does preclude the contractor from providing sufficient personnel to execute any requirements (work orders) issued under contract.

9. Ensure that all contractor personnel working onsite at the VA facility follow check in and out procedures, and all other VAMC location and security protocols as instructed by the COR.

10. 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/inspection of the dampers.

SECTION 5 - GOVERNMENT FURNISHED DATA

1. The Government shall provide the Contractor with access to review Building plans and Operation and Maintenance manuals.

2. The Government shall provide to the Contractor, a copy of “Life Safety Drawings.pdf” for editing and revision of damper locations.

SECTION 6 - GOVERNMENT AUTHORIZED INDIVIDUALS

A VA Contracting Officer's Representatives (CORs) shall be appointed for individual projects under this Agreement. The COR shall be responsible for technical monitoring of the contractor's performance and deliveries. The COR and the Contractor's Representative shall work together to ensure that all contractual requirements are met. The COR will interpret specifications or technical portions of the work and be the primary point of contact for questions regarding the services covered in the SOW.

The COR is not authorized to perform, formally or informally, any of the following actions:

(l) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract.

(2) Waive or agree to modification of the delivery schedule.

(3) Make any final decision on any contract matter subject to the Disputes Clause.

(4) Terminate, for any reason, the contractor's right to proceed.

(5) *Obligate in any way, the payment of money by the Government.

*Only a warranted Contracting Officer (CO) is authorized to obligate funds on this or any other contract action.

The contractor shall immediately notify the CO in writing if the COR has taken an action (or fails to act) or issues directions (written or oral) that the contractor considers exceeding the above limitations.

SECTION 7 – QUALIFICATIONS AND CERTIFICATION

The contractor conducting the physical inspections shall have specific training in Inspection & Testing of Fire Systems and damper assemblies. Acceptable training/proof of course completion shall be one (1) of the following:

1. ISO17024 certification.

2. ANSI: Completion of an American National Standards Institute (ANSI) National Accreditation Board (ANAB) approved course granting an ISO17024 certification.

3. ICB: Completion of an International Certification Board (ICB) certification course for any of the following:

a. Fire & Smoke Damper Contractor

b. Fire & Smoke Damper Technician

4. NFPA: Successful completion of an approved course by the National Fire Protection Association (NFPA) where certification is granted displaying knowledge of NFPA requirements for the inspection and testing of damper assemblies.

Qualified Person: A qualified person shall be defined as a person who, by possession of a recognized degree, certificate, professional standing, or skill, and who, by knowledge, training, and experience, has demonstrated the ability to deal with the subject matter, the work, or the project.

SECTION 8 - QUALITY ASSURANCE

The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS and implement procedures to identify, prevent, and ensure non-recurrence of non-compliant services. The contractor’s quality control program is how the Contractor assures that contractor work performance complies with the requirement of the contract. The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

100% compliance

100% compliance

100% compliance

100% compliance

100% compliance

Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO)and inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.

To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.

Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.