36C26120Q0556-001.docx

B.3 Draft PERFORMANCE WORK STATEMENT VA Northern California Health Care System (VANCHCS) Fire Sprinkler Testing and Maintenance 5/1/2020

1. General Information

A. This Statement of Work includes the furnishing of all labor, materials, equipment, supervision, administrative support, and any necessary professional engineering services required for the maintenance, repair, and inspection of the Fire Sprinkler systems for those buildings and/or locations described therein. The contract is for a one-year base, with 4 one-year option periods.

B. Location of Work: The geographic location for service(s) are the following areas: (Specific buildings and corresponding building square footage are identified in Attachment titled List of Buildings by Geographical Location)

Sacramento VA Medical Center (SMC) – 10535 Hospital Way, Mather, CA 95655 Martinez Outpatient Clinic (MTZ) – 150 Muir Road, Martinez, CA 94553 McClellan Outpatient Clinic (MCC) – 5342 Dudley Blvd, McClellan Park, CA 95652 Fairfield Outpatient Clinic (FF) – 103 Bodin Circle, Travis AFB, CA 94535 Mare Island Outpatient Clinic (MI) – 201 Walnut Avenue, Vallejo, CA 94592

C. The Contractor shall assume that there are no staging areas available within the facility premises. If necessary, staging areas may be put into effect at the discretion of the Contracting Officers Representative (COR), depending on availability. The Contractor shall note that is absolutely NO Contractor employee parking in ‘Patient Parking’ designated areas. Contractor employees may be allowed to park in ‘Employee Parking’ only at the discretion of the COR, depending on availability. VANCHCS will not invalidate or make reimbursement for parking violations for the Contractor under any conditions.

2. Scope of Work

A. The Contractor shall provide all labor, materials, equipment, supervision, administrative support, and any necessary professional engineering services required for the maintenance (including cleaning), repair, and inspection of the Fire Sprinkler systems and associated devices and equipment in accordance with the following codes below. (all latest editions shall apply) All inspections and testing will be monitored by the COR or his authorized designee.

1. NFPA 1: Fire Code

2. NFPA 13: Standard for the Installation of Sprinkler Systems

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

4. NFPA 99: Health Care Facilities Code

5. NFPA 101: Life Safety Code

6. Occupational Safety and Health Administration (OSHA) Guidelines and Standards

B. In summary, the Contractor is responsible for all weekly, monthly, quarterly, semi-annual, and annual functions checks, inspections, maintenance and repairs concerning the Fire Sprinkler system control valves, relief valves, tamper switches, pressure switches, water flow alarm devices, fire pumps and controls, back flow preventers, main drain tests, water flow tests, Fire Department connections (FDC), fire connection hose valves, and fire sprinkler heads. The Contractor shall provide the 3-year inspection and testing as well as the 5-year inspection and testing as required per NFPA 25 standards. The Contractor shall also provide testing of the fire sprinkler heads per NFPA 25 and/or NFPA 99.

C. Required Reporting: The Contractor shall submit to the COR, within 14 days after each service, a PDF copy of their comprehensive service report. The service report shall contain the following data:

1. Date of Inspection

2. Tests conducted including a description of the test procedure and the instrument(s) used

3. Results of service and/or inspection to include a copy of all laboratory reports

4. Floor plans marking the location of devices tested and/or inspected. VA can provide available AutoCAD drawings as a starting point but shall be updated by the Contractor as necessary or when requested by VA

5. Parts replaced (description, item number)

6. Summary/ discussion of findings/ test results and comparison to relevant NFPA requirement(s) and/or best practice standards within Health Care Engineering

7. Where practical and helpful, the report shall include photographs that help to explain any unusual conditions or areas needing attention

8. Practical recommendations for any corrective actions for improvement of the Health Care environment

D. Contractors Quality Assurance/ Quality Control Plan

1. The Contractor shall establish and maintain quality control measures to ensure all contract requirements are met. Contractor shall submit one (1) PDF copy of the QAQC Plan with their initial proposal and an updated copy within 10 days of contract award. The COR will review the document and note any needed clarifications and return to the Contractor for revisions, if necessary. A VA approved QAQC Plan shall be in place within 30 days of the contract start date.

2. The Contractors QAQC Plan shall include the following at a minimum:

a. A comprehensive list of all devices and associated equipment required to be maintained and/or inspected as part of this service contract in accordance with the NFPA codes list in paragraph 2.A above. This list shall be reviewed with VA and discrepancies addressed prior to contract award.

b. An inspection plan and schedule covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented. The name and title of the individual(s) who will perform the inspections shall be noted.

c. On site records of all inspections conducted by the Contractor noting necessary corrective action(s) taken. The Government reserves the right to request copies of any inspection.

d. The methods for identifying and/or preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

e. Organizational structure and functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total contract performance.

f. The Contractor shall provide as part of the QAQC Plan and maintain records identifying the required certifications (per NFPA requirements) and ongoing training of each employee and/or laboratory testing agencies performing services under this contract. The Contractor shall make any updates to certifications or records for individuals and/or laboratory testing agencies available for review by the VA. The Contractor shall provide a copy of the certification records and/or a photo copy of the employee’s identification upon request by the COR or his authorized designee.

E. Contractor Responsibilities

3. Government Responsibilities

A. The Contracting Officer Representative (COR) will be appointed by the Contracting Officer who will provide technical guidance and clarifications to the Contractor. It shall be noted that interpretation of contractual terms and/or financial matters is the responsibility of the Contracting Officer.

B. The COR will monitor the Contractors performance to assure that services provided and the standards of performance are met in accordance with this Performance Work Statement and the QAQC Plan. In accordance with FAR 52.212-4 (a) “Inspection/Acceptance” the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of non-conforming supplies or re-work of non-conforming services at no additional cost to the Government.

C. All services provided at VANCHCS are performed during normal working hours of 8:00 a.m. to 4:00 p.m., Monday through Friday, except holidays.

D. Federal holidays observed are the following: New Year’s Day; Martin Luther King Jr. Day; President’s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran’s Day; Thanksgiving Day; Christmas Day;

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

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

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

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

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

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

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

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

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

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

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (Subcontractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any Subcontractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.