Revised Statement of Work (11 March 2026).docx

STATEMENT OF WORK

Automatic Door Maintenance and Fire Door System Inspection & Testing VA Northern California Health Care System

1. Introduction

This Scope of Work (SOW) outlines the requirements for inspection, preventive maintenance, repair, and emergency service of all automatic and fire-rated pedestrian doors installed at the VA Northern California Health Care System sites or campuses at the following locations:

· 10535 Hospital Way, Mather, CA

· 5342 Dudley Blvd., McClellan, CA

· 201 Walnut Ave, Vallejo, CA (Mare Island)

· 103 Bodin Circle, Travis AFB, CA (Fairfield)

· 6505 South Manthey Road, French Camp, CA (Stockton)

· 150 Muir Rd, Martinez, CA The objective is to ensure these doors function safely, reliably, and in full compliance with applicable federal, state, and Veterans Affairs fire/life safety codes.

2. Scope

The contractor shall furnish all labor, materials, equipment, tools, supervision, and transportation necessary to provide complete inspection, service, and repair of:

a. Automatic sliding and swinging doors.

b. Low- and high-energy operators.

c. Motion and presence sensors.

d. Control and access systems.

e. Fire-rated pedestrian doors and associated hardware.

f. Door frames, self-closing devices, and latching systems.

This includes doors located in patient care areas, entrances/exits, restrooms, staff access areas, and secured locations.

Conduct training on the electric doors to familiarize the local staff with the maintenance and service of the equipment at the facilities. Training should be no less than 2 hours per inspection visit at each location, each quarter.

3. General Requirements

a. All work must comply with the following:

· ANSI/BHMA A156.10 and A156.19 standards.

· NFPA 80 – Fire Door

· NFPA 101 – Life Safety Code

· California Building Code (CBC)

· California Fire Code (CFC)

· VA Fire Protection Design Manual

· Any additional relevant VA specifications and/or local building codes.

b. The contractor must be AAADM (American Association of Automatic Door Manufacturers) certified or provide technicians with equivalent certification and experience.

c. The contractor shall maintain a log of all service activities, inspections, and repairs performed, to be reviewed by the VA COR (Contracting Officer’s Representative).

d. All services must be coordinated and scheduled with the VA COR to minimize disruption to operations.

e. Fire-rated doors must be inspected and tested annually per NFPA 80.

f. All door technicians inspecting or servicing fire doors must be qualified and trained in fire door inspection.

4. Preventive Maintenance

Scheduled preventive maintenance of the automatic sliding doors shall be performed quarterly (four times per contract-year) in the first four weeks of each quarter during normal business hours or as otherwise specified by the facility. This includes but is not limited to:

a. Inspection and adjustment of door opening and closing speeds.

b. Inspection of sensors and safety devices for functionality.

c. Cleaning and lubrication of mechanical components.

d. Checking for wear on belts, rollers, tracks, and drive systems.

e. Tightening of hardware and replacement of worn or damaged components.

f. Testing of backup power or battery systems (if applicable).

g. Verification of compliance with safety standards.

Scheduled preventive maintenance of door systems with automatic door openers shall be performed annually during normal business hours or as otherwise specified by the facility. This includes but is not limited to:

a. Inspection and adjustment of door opening and closing range and speeds.

b. Ensuring doors open, close, and latch properly.

c. Inspection of sensors and safety devices for functionality.

d. Cleaning and lubrication of mechanical components.

e. Checking for wear on door operator systems.

f. Tightening of hardware and replacement of worn or damaged components.

g. Testing of backup power or battery systems (if applicable).

h. Testing door operator buttons for functionality and reporting discrepancies.

i. Verification of compliance with safety standards.

Scheduled inspection and functional testing of the fire doors shall be conducted annually during normal business hours and in accordance with NFPA 80. This includes but is not limited too:

a. Verification of self-closing and latching mechanisms.

b. Inspection of door gaps, labeling, frame integrity, and hardware.

c. Lubrication and minor adjustments.

d. Documentation of deficiencies and recommendations.

e. Fire-rated door deficiencies must be documented and presented to the VA COR within 24 hours of inspection.

5. Unscheduled Maintenance and Repairs

a. Unscheduled maintenance and repairs are defined as any work that is requested and authorized by the government that is within the scope of this contract’s related work but in addition to the contract requirements. The intent is to remain in compliance with all regulatory guidance prescribed in this scope of work.

b. Repairs shall be provided for administratively by separate Contract Line Item Number (CLIN) to meet the needs of work requirements to maintain system integrity and minimize user interruptions. The Contractor shall coordinate with the COR to identify repair needs, develop repair scopes of work and complete necessary repairs. Each repair need shall be facilitated through proposal submission and approval by the contract requirements.

c. After performing applicable inspections, if Contractor detects any work of this nature, the Contractor will immediately report it to the COR, but work shall not be performed until the Contractor and the CO or COR, as appropriate, have reached an agreement on the price to accomplish the required repairs. Work shall be performed immediately, if necessary (i.e., an emergency), although typically, a 48-hour notice will be given by the CO or COR.

d. Upon receipt of an Unscheduled Maintenance and Repairs request, the Contractor shall assess the requirement and prepare a quote with a statement of work and provide to the COR within 30 calendar days of the government request.

e. Unscheduled Maintenance and Repairs shall be approved in accordance with the terms of the contract before work may proceed. Upon approval, the Contractor shall work with the COR to assign a priority and required completion date to the work. Work shall generally be performed during normal business hours Monday – Friday, excluding Federal Holidays, and be completed in accordance with terms of the Statement of Work under which the work was awarded.

f. The contract value of Unscheduled Maintenance and Repairs will be approved in writing by the COR or CO who will approve billing against this CLIN. The entire contract value of Unscheduled Maintenance and Repairs may not be expended in an annual contract period if the funds are not required in the execution of the contract work.

6. Corrective Maintenance & Repairs

a. Contract is allowed an on-site response within 12 hours of the emergency calls.

b. Repairs requiring parts must be completed within 48 hours, subject to part availability.

c. All parts used must be OEM (original equipment manufacturer) or approved equal.

7. Documentation and Reporting

a. After each service or repair, within 14 calendar days or at the time of invoicing in Tungsten, the contractor must provide a detailed service report to the VA COR, including:

I. Date/time of service II. Technician name III. Door identification IV. Description of work performed V. List of components inspected VI. Parts used VII. Results VIII. Any recommended follow-up or safety concerns

b. Quarterly maintenance summaries must be submitted electronically.

c. Fire Door Inspection Reports must be provided and comply with NFPA 80 (latest adopted edition), with all reports clearly identifying the specific NFPA edition referenced in the inspection and compliance documentation.

8. Inventory and Covered Equipment

A detailed list of all automatic and fire-rated doors, including door ID, location, manufacturer, and inspection schedule, shall be jointly created and updated by the contractor and VA COR.

The attached inventories of automatic doors and fire rated doors are incorporated into this contract and may be used as a reference for all inspections, maintenance, and reporting.

Any additions, removals, or changes to this inventory must be documented and approved by the VA COR.

9. Safety and Infection Control

The contractor shall comply with all VA facility infection control policies and safety regulations, including:

a. PPE usage.

b. Infection prevention measures in patient areas.

c. Securing work areas during service.

d. Cleaning up work area at the end of each day and when the project is complete. This includes disposing of any used materials off site.

e. Fire door inspections must not compromise fire barriers during or after service.

f. Any door that fails inspection must be clearly tagged and reported immediately to the VA COR and Engineering Service.

10. Quality Control

The contractor shall implement a quality control plan that ensures services meet or exceed industry standards. Any deficiencies noted by VA personnel must be addressed within five (5) business days.

11. Billing and Invoicing

All invoices shall be submitted in accordance with the terms of the contract and must comply with VA financial and procurement regulations. The following are requirements for a ‘proper invoice’;

a. Invoices shall align with contract line items specified in the awarded contract document and shall not be based on the contractor’s proposal or any alternative invoicing structure.

b. Each invoice must clearly reference the Contract Line Item (CLIN) it is billing against, along with a detailed description of the services performed, location, and date of service.

c. Invoices that do not identify the CLIN being billed against will be rejected and returned to the contractor for correction prior to payment being processed.

d. Supporting service documentation (e.g., service reports, inspection logs, and parts list, and receipts when applicable) shall be attached to each invoice submission.

e. Once approved by the COR, invoices shall be submitted electronically via the VA-designation invoicing system (e.g., Tungsten Network or other platform identified in the contract).

12. Identification, Parking, Smoking, Cellular Phone use, and VA Regulations

The contractor shall wear visible identification at all times while on the premises of VANCHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. VANCHCS will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside all buildings. Cellular phones and two-way radios are not to be used in emergency rooms, surgical and recovery suites, and within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA Regulations may result in a citation answerable in the United States Federal Court District, not local district state or municipal court.

13. Security

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

A flash badge shall be obtained from the VA Facility Human Resource office. The flash badge will be worn while the Contractor employee(s) is on-site and will be returned to the HR office, upon completion of that job.

14. Access to Travis Airforce Base (Fairfield)

The contractor shall submit all requirements in the Defense Biometric Identification System (DBIDS) at least 14 calendar days prior to the requested service date. The DIBDS QR confirmation code shall be emailed to the COR and Maintenance Chief along with the employee’s front and back of a valid government photo identification. This email will serve as a complete and proper request for an on-site visit to complete services from a previously tentatively scheduled date. The email request may be sent up to 30 calendar days in advance to avoid any delays.

15. RECORDS MANAGEMENT LANGUAGE

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:

a. 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.

b. 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.

c. 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.

d. 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.

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

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

g. 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.

h. 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.].

i. 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.

j. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.