PWS Fire Door Inspection 8-28-2026.pdf

Performance Work Statement

Fire Door Inspection and Maintenance Service

VA Palo alto Health Care System

1. GENERAL INTENTION AND REQUIREMENTS

1.1. General: This Performance Work Statement (PWS) is to obtain inspection, maintenance and repair services of Fire and Smoke doors at the Veterans Affairs Palo Alto Health Care

System (VAPAHCS), referred to as the Government.

1.2. The Contractor shall provide management, supervision, labor, tools, incidental engineering services, and transportation necessary to perform annual inspection and maintenance, and repair services for the fire and smoke doors, including hatches and chute doors in the buildings identified in this PWS per the Life Safety Code (NFPA 101) and associated standards, primarily NFPA 80 and NFPA 105. Contractor shall comply with the most current editions available at the time of inspection and certification. Modifications to perform deviations from the contract require written consent of the government’s Contracting

Officers Representative (COR) or COR designee.

1.3. The Contractor, without additional expense to the Government, shall obtain licenses, permits, and insurance required to perform the work required by this contract. The

Contractor shall comply with applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences.

1.4. The Contractor must provide evidence for at least 3 contracts that show experience in maintenance, inspection, testing and repairing of Fire and Smoke doors including hatches and chute doors, with each contract having at least 30 doors minimum under contract.

1.5. Work for this contract is required at three separate VAPAHCS locations. Those locations are Palo Alto Division (PAD), Menlo Park Division (MPD), and Livermore Division (LVD).

1.5.1. Palo Alto Division: 3801 Miranda Avenue, Palo Alto, CA 94304

1.5.2. Menlo Park Division: 795 Willow Road, Menlo Park, CA 94025

1.5.3. Livermore Division: 4951 Arroyo Road, Livermore, CA 94550 (Omit Bldg 90)

1.6. For this contract, standard operating hours or duty hours are the hours between 7:00 AM to

4.00 PM, Monday through Friday, except Federal Holidays.

Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

• New Years’ Day

• New Year’s Day

• President’s Day

• Martin Luther King’s Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving

• Christmas

• Any day specifically declared to be a national holiday, not listed here

1.7 Period of Performance 12 months.

2. CODES and STANDARDS

a. Publications listed below form a part of this contract. Fire and Smoke doors and assemblies shall be maintained to meet the requirements of current code editions published, all manufacturer guidelines, Veteran’s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply.

i. OSHA Standard 29 CFR 1910

ii. International Building Code (IBC)

iii. National Fire Protection Association (NFPA)

iv. NFPA 80 - Standard for Fire Doors and Fire Windows

v. NFPA 105 - Standard for Smoke Door Assemblies and Other Opening

Protectives

vi. NFPA 70 – National Electrical Code (NEC)

vii. NFPA 70E – Electrical Safety in the Workplace

viii. NFPA 72 – National Fire Alarm and Signaling Code

ix. NFPA 101 – Life Safety Code

x. NFPA 99 – Health Care Facilities Code

3. DEFINITIONS & ACRONYMS

i. ANSI – American National Standards Institute

ii. ASME – American Society of Mechanical Engineers

iii. CO – Contracting Officer

iv. COR - Contracting Officer Representative

v. FAR – Federal Acquisition Regulation

vi. HEPA – High Efficiency Particulate Air filter

vii. MSDS – Material Safety Data Sheet

viii. MOD – Modification of contract

ix. NEC – National Electric Code

x. NFPA - National Fire Protection Association

xi. NTP – Notice to Proceed

xii. OEM - Original Equipment Manufacturer

xiii. OSHA - Occupational Safety and Health Administration

xiv. PO – Purchase Order

xv. POC - Point of Contact

xvi. PM - Preventative Maintenance

xvii. PMI - Preventative Maintenance Inspection

xviii. PPE – Personal Protective Equipment

xix. PWS - Performance Work Statement

xx. QASP – Quality Assurance Surveillance Program

xxi. QCP – Quality Control Program

xxii. VA – United States Veterans Affairs

xxiii. VAPAHCS - Veterans Affairs Palo Alto Health Care System

4. EXCLUSIONS

a. Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer’s warranty, without prior submission to COR and approval of the CO.

b. Installation of new attachments recommended or required by inspectors, or

VA/Government Authorities.

c. There shall be no borrowing of parts (i.e., removing of parts from one door), whether it is in service or not, to correct a deficiency on another door except in an emergency or with written consent from the COR.

5. GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

a. The Government will not provide office space or operational facilities to the

Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at their own expense.

b. The Government will not provide tools or equipment to the Contractor. The

Contract shall furnish all tools required for the performance of this Contract.

c. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.

6. CONTRACTOR REQUIREMENTS

a. Contractor shall have technical training, track records of working experience in maintenance, inspection, testing and repairing of Fire and Smoke doors including hatches and chute doors. Experience shall be within healthcare, industrial, research, educational and commercial facilities for a minimum of five (5) years.

Contractor or his employees providing service on the doors shall be certified per below schedule. Only those of the contractor’s representatives who are working in the field or contractor’s supervisor directly supervising the work and present in the field is required to be certified.

Door type Standard Certification to request

Swinging fire doors NFPA 80 CFDAI (DHI), CFDI (Intertek/IQP), or IFDIA

Rolling steel/vertical doors

NFPA 80 (rolling-specific provisions)

IDEA Certified Rolling Steel Fire Door

Technician, or manufacturer certification

Chute doors NFPA 82 Manufacturer-specific training + documented

NFPA 82 knowledge

CFDAI — Certified Fire & Egress Door Assembly Inspector, issued by DHI (Door and Hardware Institute)

CFDI — Certified Fire Door Inspector, issued through Intertek's IQP (Intertek Qualified Personnel) program

IFDIA — International Fire Door Inspectors Association

IDEA — Institute of Door Dealer Education and Accreditation (issues the Certified Rolling Steel Fire Door

Technician credential)

b. Contractor’s technicians shall possess certificates to work on all the parts associated with fire doors. Certificates and documents shall be presented with submission package. VA reserves the right to request proof of appropriate training and experience from vendor/contractor personnel for servicing the equipment on the schedule for the duration of the contract. Contractor shall provide certificates and documents within two days of request.

c. The Contractor shall provide a Contract manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

d. The selection, assignment, and management of Contractor’s employees is the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

e. Contractor service, repair, and replacement staff shall be Journeymen experience along with all other referenced training, certification, and experience described within section 6 of this PWS.

7. BACKGROUND CHECKS and IDENTIFICATION BADGES

a. Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to background checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a background check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

b. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

c. Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and wear it at all times while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

8. EMERGENCY TELEPHONE NUMBERS

a. The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency repair at any of the three VAPAHCS site noted in this contract. At least one of the emergency telephone numbers, and one alternate telephone number shall be provided in writing to the CO/COR within 10 business days of the contract award.

9. EXISTING DEFICIENCIES

9.1 BASE Year: Immediately after contract award Contractor shall provide a schedule of inspection of all the smoke and fire rated doors, hatches, chute doors (to be referred to as fire doors henceforth) at the three VAPAHCS campuses. The intent is to allow the

Contractor verify requirements of this contract and identify any existing discrepancies in the door inventory for resolution with the COR.

a. The inspection must be completed in eight (8) weeks and shall start no later than 30 days after contract award. No later than 30 calendar days after completion of the inspection, the contractor shall provide a complete list of existing deficiencies and required corrective actions in a report. Any discrepancy discovered during the initial inspection from the government provided inventory shall be brought to the COR’s attention within one week.

b. The report shall be in the form of a spreadsheet with door number, building and floor number and facility location, with list of issues that render the fire rated door non-compliant, recommendations, required repairs (including replacement parts), and a quote to perform corrective action.

c. Upon receiving the quote for repairs with labor and parts as separate line items, the

Government shall decide what repairs would be approved for the contractor to perform and will pay for the corrective action. Contractor shall not proceed with repair work until the Contractor and the COR, or CO as appropriate, have reached an agreement on the price to accomplish the specific maintenance and repair service.

d. Items to be included in the deficiency list may consist of, but not limited to, replacement or repair of doors, frame, hinges, intumescent and smoke seals, hardware (latches, strike plates, closers, panic bars, exit devices), signage and labels, magnetic hold open devices, automatic door openers, and repairs to electrical connections to automatic doors/door openers.

e. All corrective deficiencies shall have a one-year warranty on labor and parts or matching with manufacturer’s warranty on parts if more than one year.

10. SPECIFIC DOOR INSPECTION SERVICES

10.1 Provide annual inspection, testing and preventative maintenance service to smoke and fire rated doors, fire rated roll up doors, hatches and chutes (referred to as fire doors henceforth) in the inventory provided by VA. Refer to Section 9.1 for addressing existing deficiencies in the first year of the contract (base year). The contractor shall provide a schedule of inspection after contract award, listing door number, building and floor number, and facility location. The contractor is responsible for scheduling all site visits prior to the visit with Site manager and COR. Any deviation from this schedule after approval must be approved in advance by the COR. The contractor shall inform the COR and Site manager daily of the planned work for the day and inform of any deviations at the end of the day, via phone call or email.

10.2 Contractor shall understand that the drawings and inventory provided by the government with this solicitation may not be perfectly accurate or UpToDate. The

Contractor shall conduct an initial site survey to verify requirements of this contract and shall verify, correct and/or complete the inventory of all fire and smoke doors, fire rated chutes and hatches, and also mark the drawings provided with this solicitation. All the corrections shall be verified with the contracting officer’s representative for any adjustment of scope and cost. The contractor to bring up any discrepancies in the inventory within 1 week of completion of initial inspection per section 9.0. The contractor will start inventory verification with buildings at Palo Alto divisions before moving on to Menlo Park and then to Livermore Division.

10.3 Contractor shall update the inventory provided with this solicitation and add Fire Door

Manufacturer’s serial # for the door and doorframe to the inventory.

10.4 Quantity of doors: The contractor shall account for 750 fire doors with the following breakdown. This quantity shall be adjusted per section 10.2.

Single 400

Double 150

Double automatic 100

Double on magnetic hold open device 80

Hatches and chutes 20

Total 750

See section 10.6 for roll-up doors drop test.

10.5 Contractor shall affix a small label/sticker for annual inspection with date of inspection on the side of the doors after completion of passed or failed inspection, and after repairs are completed on failed inspection and doors pass re-inspection.

10.6 Drop test for roll up doors is to be provided on the following list of doors:

PAD B100:

I. 4th floor @ the lab counter (F4-130)

II. Linen Chute 1 & 2 (E4-250 & F4-199) – Each landing has a door on 2, 3, and 4. The landing in the basement has a door on each (EB-145, FB-298): a total of 8 test points

III. 2nd floor @ the dental reception counter (E2-301)

PAD B520:

IV. 1st Floor F-100 @ the elevators – two fire curtains (one per elevator)

V. 1st Floor F-109 @ reception widow

VI. 1st Floor F-104 @ the rotunda (horizontal accordion door)

VII. 2nd Floor F-104 @ the rotunda (horizontal according door)

VIII. 2nd Floor F-200 @ the elevators – two fire curtains (one per elevator)

IX. 2nd Floor F-206 @ the back window

PAD B500:

X. 1st floor CA1-19 @ the elevator lobby entrance

XI. 1st floor A1-100 @ the elevator lobby entrance

XII. 2nd floor CB2-22 @ the elevator lobby entrance

XIII. 2nd floor CB2-12 @ the elevator lobby entrance

XIV. 2nd floor CB2-22 @ the elevator lobby entrance

XV. 2nd floor CB2-12 @ the elevator lobby entrance

a. All inspection and preventative maintenance work shall be fully completed and documented during a preventive maintenance and inspection service. All minor repairs and adjustments shall be made at the time of inspection, except for those that require parts to be ordered or more than an hour of labor.

b. Service Reports: Contractor shall contact COR prior to any service performed.

Service reports shall be submitted to the COR and other designees within 5 business days of completion of site work including preventative maintenance and unscheduled maintenance and repairs. At the completion of each maintenance service, the

Contractor shall present a written service report to the COR or his/her Engineering designee. The report shall clearly indicate the date of the service, the type of service performed, the exact location with building, room and door number, and description of the door parts used/replaced/needed for service, and the name of the field service technician.

a) An inspection report for each door or assembly identifying each inspection point included in NPFA 80 Standard for Fire Doors and Fire Windows shall be provided for VAPAHCS inspections. The inspection form can be an NFPA form or the contractor may use another checklist format as long the inspection points from NFPA 80 are included.

b) Nomenclature of digital files. must clearly identify building number and site location. For main hospital door inspection report may consist of multiple files, with floor and/or wing clearly identified in the file name.

c. The Contractor shall provide one-year warranty on labor and material from date of installation.

XVI. UNSCHEDULED MAINTENANCE AND REPAIR SERVICES

11.1 As part of this contract, the Government provides additional funding for unscheduled maintenance and repair services as labor hours. Funding for these services will be used until the specific funds are expended. If the full amount of funding for labor hours is expended during the contract performance period, the Government may or may not provide additional funding by contract modification depending on annual budget considerations. Any unused funds will be de-obligated and returned to the Government at the end of the performance period. Contractor to notify COR when 70% of the obligated amount is expended.

11.2 Unscheduled maintenance and repair services is defined as work, requested, and authorized by the Government within the contract scope, but in addition to the contract requirements. Work of this nature identified by the Contractor shall be reported to the

COR, but work shall not be performed until the Contractor and the CO, have reached an agreement on the labor hours required accomplish the specific unscheduled maintenance and repair service.

11.3 When the Contractor identifies unscheduled maintenance and repair services, such as failed assembly or component that preventive maintenance can no longer be performed on, the contractor shall:

a. Notify the CO/COR of work required to complete the unscheduled maintenance and repair. This may be a single repair or list of repairs if preventative maintenance was performed on multiple systems. The Contractor shall attempt to notify the CO/COR within 2 business days of finding the issue requiring unscheduled maintenance or repair.

b. To perform the additional work, a quote for the unscheduled maintenance and repair shall be submitted by the contractor to the CO/COR.

c. The quote shall have a breakdown of labor and materials, with material parts clearly identified.

d. Work shall not start until the CO/COR approves the work based on Government requirements to complete the work and review of the quote for reasonable pricing.

e. If the CO determines the best course of action is for the Contractor to complete the repairs, the CO will approve the unscheduled maintenance and repair, the Contractor may start work. When the work is complete, invoices for the work shall be submitted on the correct contract line item for Unscheduled Maintenance and Repair Services.

f. The Contractor may receive verbal authorization to proceed with the work from the

CO, if the unscheduled maintenance and repair impacts patient care. However, written authorization will follow the verbal authorization and typically a 48-hour notice will be given.

11.4 In the event the Government identifies unscheduled maintenance and repair, the COR will review the work with the Contractor and the Contractor shall assess the requirement and prepare a quote with a statement of work, within 15 calendar days of the

Government request.

11.5. The Government reserves the right to perform unscheduled maintenance and repair work using whatever resources are available.

11.6 The Contractor shall price fully burdened labor hours. Thus, no separate allowances for overheads, General and Administrative (G&A), travel time, parking, overhead, G&A or profit can be applied.

11.7 Material and Parts - The contractor shall provide the description of parts required to complete the repairs, including make, model number and quantities. The Government reserves the right to furnish any part and/or materials required. If the contractor provides a quote for parts that is acceptable to the CO/COR, the government may purchase it using government purchase card (GPC) or as a separate procurement contract.

Contractor shall provide or install only OEM parts

11.8 The Government reserves the right to perform the work using whatever resources are available.

XVII. SAFETY, INSPECTION, and TESTING

12.1. Injury and Accident Reports: Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease.

12.2. Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

12.3. Safety: Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

12.4. Contractor shall maintain fire exits clear for building occupants during the repair and inspection of fire doors. Contractor to obtain approval from COR if a fire exit must be blocked for repair. Repair work requiring the blocking of facility exit will require coordination to complete an Interim Life Safety Measures notification to VAPAHCS Staff before repairs start.

12.5. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and

Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the

CO/COR copies of the safety inspection reports upon request at no additional cost to the

Government.

12.6. During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VAPAHCS

Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy.

12.7. Patient, employee, visitor, and Contractor personnel safety shall be always maintained.

The Contractor is responsible for the safety and health of his/her employees.

12.8. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard

Communication Standard (29 CFR 1910.1200).

12.9. Contractor is responsible to identify, provide and maintain personal protective equipment

(PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc.

Training required for safety programs and proper use of PPE shall be provided by employer, and documentation maintained by the Contractor.

12.10. The Contractor shall obtain a Hot Work Permit from the Government (VAPAHCS Safety

Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The

Contractor is required to follow requirements outlined for the issuance of the Hot Work

Permit.

12.11. Contractor shall be notified of any non-compliance with safety regulations that he may be responsible for. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government’s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the

Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

12.12. Contractor shall reinstall guards or signs/ notices, etc, removed from the fire door and/or frame to perform maintenance, before putting it back into service.

13. QUALITY CONTROL

13.1. Contractor shall establish a Quality Control Program to assure the requirements of the

Contract are provided as specified. The Contractor shall submit this program to the

CO/COR, for acceptance within ten (10) days of Notice to Proceed. The program shall include the following:

13.1.1. An inspection system covering the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection.

13.1.2. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

13.1.3. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Government inspectors point out deficiencies.

13.1.4. A file of inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract.

13.2. Site Investigation and Conditions Affecting the Work:

13.2.1. The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government.

Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding, or representation is expressly stated in this contract.

13.2.2. Contract has the responsibility to make the determination and request a site walk.

Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget.

14. PAYMENT

14.1. PAYMENT FOR VERIFIABLE WORK COVERED UNDER THE CONTRACT

14.1.1. Payment for work covered under this Contract shall be billed monthly.

14.1.2. Payment will be made in areas of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventative maintenance, submission of reports and all other requirements for the period in question have been performed in accordance with contract stipulations, and can be verified with service reports signed by the COR or COR designee.

14.1.3. The Contractor’s failure to schedule and perform a PM within the specified time interval shall be considered non-compliance with terms of contract, and

Government will take corrective action as defined the Federal Acquisition

Regulations (FAR). Payment withholding will be in compliance with the FAR.

Criticality of VTE in a medical facility requires that continued Contractor failure to perform will necessitate holding Contractor in default and the Government obtaining suitable service via separate means.

14.2. PAYMENT FOR WORK NOT COVERED UNDER THHE CONTRACT

14.2.1. Unless otherwise directed by the CO or unless acting in a good faith effort to perform emergency work (i.e., life, safety, entrapment, etc.), the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

15. ATTACHMENTS

A- INVENTORY

B- SITE PLANS

C - BUILDING DRAWINGS