P09 Final SOW.pdf

B.3 STATEMENT OF WORK (SOW)

Title

Kitchen Hood and Portable Fire Extinguisher Inspection Contract

General Overview

The scope of work includes the provision of all labor, materials, equipment, tools, supervision and quality assurance necessary to complete services as described below at the locations:

(1) Kitchen Hood Inspection – Sioux Falls VA Health Care System (SFVAHCS)

(2) Portable Fire Extinguisher Inspection (SFVAHCS AND Wagner CBOC)

The contractor is responsible for reviewing all items within the Statement of Work (SOW) for assurance that the contractor can meet all required work and inspection criteria.

Place of Performance

Sioux Falls VA Health Care System (SFVAHCS) Campus 2501 West 26th Street Sioux Falls, SD 57105

Wagner CBOC 400 West Hwy 46 Wagner, SD 57380

Period of Performance

This will be a single firm fixed priced contract, with one (1) base and up to four (4) option years:

Period Period Begins Period Ends Base 10-01-2021 09-14-2022 Option Year 1 09-15-2022 09-14-2023 Option Year 2 09-15-2023 09-14-2024 Option Year 3 09-15-2024 09-14-2025 Option Year 4 09-15-2025 09-14-2026

Exercise of option years will be made at Government’s discretion based on continued need for services, Contractor performance, and availability of funds in a given fiscal year.

Areas of inspection include the main hospital buildings, all outbuildings, and the Wagner CBOC.

Outpatient mental health anticipated occupancy FY2022.

Hospice Cottage anticipated occupancy FY 2024

Contractor shall coordinate work schedule with the VATR. SFVACHS Main Campus and Wagner CBOC work hours are typically Monday through Friday 8:00 am to 4:30pm Central Standard Time (CST). Work may be required to be performed outside of normal duty hours if mutually agreed upon by the VATR and Contractor. Any work resulting in hours outside of

8:00am to 4:30pm CST as a result of operational impacts shall occur at no additional expense to the government.

Scheduling of semi-annual kitchen hood inspections / servicing will be done through the facility SFVAHCS Safety Office and Chief, Nutrition and Food Service and will be accomplished after 3 pm on the day the inspection is scheduled.

Scope of Work

Portable Fire Extinguisher Inspection (SFVAHCS AND Wagner CBOC):

1. Contractor shall establish baseline inventory of fire extinguishers through a campus wide and Wagner CBOC audit in the base option year and continue to maintain and update over the life of the contract using a bar code scanning system which captures data for each fire extinguisher.

2. Contractor to perform annual and monthly inspections and provide documentation on Fire Extinguisher Inspection Log provided by contractor on approximately 500 portable fire extinguishers located throughout the SFVAHCS and all out buildings on campus and Wagner CBOC. Monthly inspections will occur within 30 days of previous month’s inspection.

3. All inspections, maintenance, and testing criteria used will be in compliance with manufacturers’ established operating standards and the most current edition of National Fire Protection Association (NFPA) 10/ Standard for Portable Fire Extinguishers.

4. Bar code scanning and electronic Fire Extinguisher Inspection Log will identify: identification number, building, floor, location, extinguisher type, class, size, hydrostatic test date, and the required six year test date, which the contractor will use to update inventory listing prior to the next month’s inspection. Electronic format Fire Extinguisher Inspection Logs will be turned into the SFVAHCS Safety Office in excel and PDF formats. At the end of the inspection any deficiencies brought will be brought to the safety officer’s attention at that time.

5. Any fire extinguisher found unserviceable during an inspection will be exchanged with like type of extinguisher from the spare inventory located at SFVAHCS. All replacement fire extinguishers will be provided by the contractor. The Fire Extinguisher Inspection Log shall be noted as to fire extinguisher removed from service and the one that was used to replace it.

6. Any new fire extinguisher that is brought into the SFVAHCS inventory will have an inventory number established by the contractor and will be placed on the electronic Fire Extinguisher Inspection Log maintained by the contractor. All information from the new extinguisher will be provided to the SFVAHCS Safety Office by the contractor as part of the electronic logging system.

7. Annual testing and hydrostatic testing of all portable fire extinguishers shall be done by January 31, of the year they are to expire. Any fire extinguisher that loses its serviceability rating or is otherwise not capable of passing test requirements shall be replaced by the contractor with a like size make and model. Decommissioned fire extinguisher bar-codes or unique identification systems shall not be reused for replacement.

8. Contractor shall recharge fire extinguishers which have been determined by the contractor to be repairable.

9. Annual maintenance of Portable Fire Extinguishers (approximately 500). Each individual fire extinguisher must have annual maintenance performed to include new tags. The annual maintenance shall include, at a minimum, the following items:

a. Location in designated place

b. No obstruction to access or visibility

c. Operating instructions on nameplate are legible and facing outward

d. Safety seals and tamper indicators are not broken or missing

e. Fullness determined by weighing or “hefting”

f. Examination for obvious physical damage, corrosion, leakage, or clogged nozzle

g. Pressure gauge reading or indicator in the operable range or position & inspection tag replacement.

10. Contractor shall complete annual inspections within 30 days of previous year inspection to remain in Joint Commission compliance (i.e., if prior inspection done in August 2020, next inspection shall be by July 2021).

11. Inspections will be accomplished by identifiable, uniformed employee.

12. Contractor will note month, date, & initials of inspector on each fire extinguisher tag.

Requirements and Regulations Requiring the Service (For information Only)

NFPA 10/Standard for Portable Fire Extinguishers Section: 6.2.1 Frequency: Fire extinguishers shall be inspected when initially placed in service, and thereafter at approximately 30-day intervals. Fire extinguishers shall be inspected, manually or by electronic monitoring, at more frequent intervals when circumstances require.

Kitchen Hood Inspection – Sioux Falls VA Health Care System (SFVAHCS):

1. Sioux Falls VA HCS has two kitchen hoods located on the second floor of building five that require semi-annual inspection / service to ensure they meet current published NFPA 96/Code Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations standards, any other applicable NFPA Codes, and/or compliance with manufacturers established operating standards.

2. In accordance with NFPA 96, the inspection /service, as a minimum, will include;

a. Testing of manual activation means.

b. Testing of fuel / power shutdown devices.

c. Manual restoration.

d. Replacement of the fusible fire links.

e. Replacement of nozzles.

f. Cleaning of grease filters and any baffles found in the kitchen hoods.

g. Inspection of hood/ductwork/exhaust fans cleanliness.

h. Inspectors shall confirm that any grease filters and/or baffles are listed in accordance with UL 1046.

3. Inspection/Service tags will be affixed to the suppression panels with all pertinent information entered as required by NFPA Codes.

Requirements and Regulations Requiring the Service (For information Only)

The Joint Commission

Environment of Care Standards:

EC.02.03.05

13. Every 6 months, the hospital inspects any automatic fire-extinguishing systems in a kitchen.

The completion dates of the inspections are documented.

Note 1: Discharge of the fire-extinguishing systems is not required.

Note 2: For additional guidance on performing inspections, see NFPA 96/Standard for

Ventilation Control and Fire Protection of Commercial Cooking Operations, current edition.

15. At least monthly, the hospital inspects portable fire extinguishers. The completion dates of the inspections are documented.

Note 1: There are many ways to document the inspections, such as using bar-coding equipment, using check marks on a tag, or using an inventory.

Note 2: Inspections involve a visual check for the presence and correct type of extinguisher, broken parts, full charge, and ease of access.

Note 3: For additional guidance on inspection of fire extinguishers, see NFPA 10, Standard for Portable Fire Extinguishers, current edition.

GOVERNING LAW: Federal law and regulation, including without limitation, the Contract Disputes Act (41 U.S.C. §601-613), the Anti-Deficiency Act (31 U.S.C. §1341 et seq.), the Competition in Contracting Act (10 U.S.C. §2304), the Prompt Payment Act (31 U.S.C. §3901, et seq.) and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control and render ineffective any inconsistent, conflicting or duplicative provision in any commercial license agreement. The contractor shall be responsible for furnishing all material, labor and/or equipment required to perform all work outlined in this contract. The Government’s review, approval, acceptance of, or payment for services required under this contract shall not be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract. The Contractor shall be and remain liable to the Government in accordance with applicable laws for all damages to the Government caused by the Contractor’s negligent performance of any of these services furnished under this contract.

• Hazardous wastes are as defined in U.S. Environmental Protection Agency (EPA) regulations

40 Code of Federal Regulations (CFR) 261. The Contractor shall be the official waste generator for any hazardous waste generated through performance of this contract unless specified otherwise in this contract. The Contractor shall not store any hazardous waste in this government property without obtaining prior permission and related instructions from the Contacting Officer. Hazardous wastes shall be moved off location and disposed as they are generated or whenever requested by the Contracting Officer. In no case, shall the waste remain on government property after completion of work. It shall be the Contractor’s responsibility to comply with EPA 40 CFR 260265 and DER Code 25 CH 75 regulations concerning hazardous waste generation, storage, treatment and disposal.

The Contractor shall be solely responsible for safety during the performance of all work. The Contractor shall perform all work in accordance with the latest Occupational Safety and Health Administration (OSHA) regulations. The Contractor shall coordinate his work with VA Safety through the COR. The Contractor shall be responsible for any damage to public or private property resulting from his/her activities and shall repair or otherwise make whole such damage at no cost to Owner. The Contractor shall provide a safety plan before beginning work.

Deliverables

An Inspection Report shall be generated and provided for each hood inspected.

The report shall include:

(1) Contactors subject matter expert contact information

a) Name

b) Title

c) Email address.

d) Office phone.

e) Cell phone number.

(2) Each kitchen Hood shall have the minimum information captured in the report:

1. Compliant or Not Compliant summary.

2. Each Not Compliant Kitchen Hood:

a. Reported immediately following the table of contents in the report.

b. Contractor shall include a bill of materials for equipment, supplies, and components necessary to achieve a compliant kitchen hood.

i. Cut sheets shall be provided for each proposed component including make and model.

c. Contractor estimated cost for all materials and labor to achieve a compliant kitchen hood.

d. A blank portion dedicated to Veterans Health Administration (VHA) notes.

i. May be used to list Maximo work orders or other methods to achieve compliance.

3. Photo of each Kitchen Hood.

4. Kitchen Hood Number and location.

a. Hood information shall be provided to the VA in sortable spreadsheet containing the following minimum information:

i. Building

ii. Floor

iii. Room number

iv. Hood number

v. Type - Class I or Class II

vi. Compliance status following inspection efforts

5. Applicable codes

6. Recommended corrections, sustainment plans, training courses, or best practices to facilitate continued compliance.

7. A written report will identify current cleanliness of kitchen hood, connected ductwork, and exhaust fans and the need for any remediation as required.

8. A preliminary report of all field notes shall be provided to the Chief, Nutrition and Food Service at end of the inspection; with an additional copy provided to the SFVAHCS Safety Office the next business day.

The Final Inspection Report shall be delivered to the VA Technical Representative (VATR) no later than 14 calendar days after completion of the inspection and testing.

The Inspection Report shall be provided to the VATR in digital format along with (1) hard copy.

All work shall be completed in accordance with all applicable Federal, State and Local guidelines/specifications/design standards and in compliance with National Fire Protection Association (NFPA) and U.S. Occupational Safety & Health Administration (OSHA) Regulations, with special emphasis on NFPA 101, 80 and 105 most current editions.

Contractor shall respond to VHA inquiries or questions and provide revised documents (if necessary) for during period of performance of the contract. Contractor shall respond to questions within one (1) calendar day if found to be in error by inspection entities or VHA staff.

This contract will aid VHA staff in defending report to external inspection entities where errors or omissions are suspected.

Contractor is to prepare an annual report as to the improvements, maintenance, and service and over-all condition.

Report shall include: all equipment describing repair recommendations and/or corrections made to the following systems:

• Kitchen hood equipment

• Ansul system

• Fire extinguisher type based on the space definition per NFPA.

o Mounting deficiencies.

PERSONNEL REQUIREMENTS:

(a) PERSONNEL ACCEPTANCE: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct shall be dealt with by the Contractor, VA representative and the final decision made by the Contracting Officer.

Government Responsibilities

a) The contractor will be provided with daily access badge to gain access to the fire extinguishers.

b) Government shall provide sanitary facilities and utilities required for work.

c) BADGES AND PARKING

a. All Contractor personnel are required to wear identification (I.D.) badges issued by the SFVAHCS Engineering office during the entire time they are on the SFVAHCS grounds.

b. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. Parking information is available from the SFVAHCS security office. The SFVAHCS shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Safety and Accident Prevention

In performing work under this contract, the contractor shall:

• Immediately notify the VATR and VA Safety Office at 7011 in the event of an accident related to the performance of the work.

• Conform to the specific safety requirement established by this contract.

• Comply with the safety rules of the Government property that concern related activities not directly addressed in this contract.

• Take all reasonable steps and precautions to prevent accidents and preserve the life and health of contractor and Government personnel performing, or in any way coming in contact, with the performance of this contract; and

• Take such additional immediate precaution as the contracting officer may reasonably require for safety and accident prevention purposes.

• Any VA staff member shall stop contractors work if any immediate danger to life and health item/activity is found during performance of services.

Authorized Services

• Only those services specified herein are authorized under this contract. Prior to performing any service of a non-contract nature, the Contracting Officer (CO) must be advised of the reasons for this additional work. Only the Contracting Officer may authorize additional services and reimbursement will not be made unless prior authorization has been obtained.

Qualifications of Contractor Personnel

• Training certifications specific to NFPA 96.

• Training certifications specific to NFPA 10.

• Contractor shall have minimum of 2 years’ experience and be trained/certified in NFPA 80

(Kitchen Hood Inspection for Health Care Facilities). The Inspector shall be familiar with the hood and fire suppression and fire alarm interlock components and their operation. Listed below is a list of areas of expertise:

a) Kitchen Hood inspection experience.

b) Portable fire Extinguisher Experience.

• Contractor personnel shall have a minimum of two (2) years’ experience performing fire extinguisher and kitchen hood inspections; at Government discretion, VATR or VATR reserves the right to verify this experience by requesting documentation from Contractor.

• Contractor shall obtain all license and certification required by Federal, State, and Local environmental laws and regulations necessary to adhere to the specifications of this contract.

The Contractor shall submit all plans, notifications, reports, submittal documents, and fees required by Federal, State, and Local environmental laws and regulations to the appropriate Federal, State, and Local authority and/or agency as necessary to adhere to the specification of this contract. All required licenses and certifications required by Federal, State, and Local environmental laws and/or regulations shall be considered a contract deliverable upon award.

• Contractor is expected to perform services and maintain staffing levels such that services conducted per inspection intervals defined in contract.

• Contractor shall establish PPE requirements with VA COTR upon contract award for various spaces within the hospital.

Parts for Repairs or Additional Equipment

In the event that an additional quantity of fire extinguishers are identified, the Contractor shall provide bill of materials needed to provide new equipment as needed. Fire extinguishers will be new so long as amount listed in CLINs for additional fire extinguishers cited in Section B.2 (Price/Cost Schedule) are not exceeded.

In the event that repairs resultant from inspections are identified, the Contractor shall provide all replacement parts or bill of materials needed to keep systems operating. Parts may be repaired or replaced, as the contractor deems appropriate, so long as amount listed in CLINs for Parts Repair cited in Section B.2 (Price/Cost Schedule) are not exceeded. No used parts will be used to repair this equipment.

For repairs, Contactor shall furnish the VATR with a written estimate of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the VATR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes.

If cost exceeds cost listed for applicable line item in Section B.2 (Price/Cost Schedule), the Contracting Officer shall issue a bilateral contract modification to increase funding for this line item per coordination with VATR, that includes supporting documentation as cited above.

General Requirements

It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law.

Possession of weapons is prohibited.

Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Contractor is responsible for the performance of all work in a manner consistent with performance in a health care setting. The contractor shall be responsible for the establishment of Infection Control Risk Assessment (ICRA) Barriers for the containment of all work areas, if required. The nature of the ICRA Barriers required will vary based on the area of the facility in which the work is being performed, as well as the type of work being performed and the manner of performance.

Contractor shall participate in preconstruction risk assessment and may be required to provide negative air, plastic zipper walls to maintain infection control and patient safety where requested by VATR or VATR designee:

Low Risk Office Areas Medium Risk

Cardiology Echocardiography Endoscopy Nuclear Medicine Physical Therapy Radiology/MRI Respiratory Therapy

High Risk CCU Emergency Room Laboratories (specimen) Outpatient Surgery Pediatrics Pharmacy Post Anesthesia Care Unit Surgical Units

Highest Risk

Any area caring for immunocompromised patients Burn Unit Cardiac Cath Lab Central Sterile Supply Intensive Care Units

Medical Unit Negative pressure isolation rooms Oncology Operating rooms

Appendix:

To be provided to contractor upon award.

Floor plans of buildings on SFVAHCS Main Campus.

Service Contract Labor Standards Requirement (as applicable)

Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below and updated versions will be attached as part of task orders issued against IDIQ contract.

For guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

Invoicing Submissions

In addition to regulations set forth in FAR 52.212-4 (Contract Terms and Conditions – Commercial Items)

(g) “Invoice” and VAAR 852.232-72 (Electronic Submission of Payment Requests), Contractor shall submit final invoice on any services performed no later than 30 days after end of the period of performance of contract. This ensures that closeout of contracts is in compliance with FAR 4.804-1(b).

VETS-4212 Reporting Requirement (as applicable for solicitations/contracts over $150,000 in value)

As this solicitation/contract has the following clauses checked off in Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items), the completion of VETS-4212 reporting on an annual basis is required:

• FAR 52.222-35, Equal Opportunity for Veterans

• FAR 52.222-37, Employment Reports on Veterans

Please refer to https://www.dol.gov/agencies/vets/programs/vets4212 for guidance on completing the required VETS-4212 report.

Furthermore, Contractors with federal contracts valued over $150,000 in the past calendar year are required to submit VETS-4212 reports by between August 1 and September 30 of each calendar year.

Please note that verification of VETS-4212 reports will be done as part of determination of contractor responsibility for awarded contractor.

Reports and Deliverables

Contractor shall be responsible for complying with all reporting and deliverable requirements. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other deliverables as well as the timely submission of each. Vendor shall comply with requirements regarding the appropriate https://www.dol.gov/whd/local/index.htm https://www.dol.gov/agencies/vets/programs/vets4212 reporting formats, instructions, submission timetables, and technical assistance as required. All reports and deliverables are to be sent by electronic mail unless otherwise specified by the CO:

The following are brief descriptions of required documents that must be submitted by Contractor:

Deliverable SOW Reference Due By Submit To

Contractor SME contact information

Deliverables- Section 1 End of inspection AND included with Final Report

Chief, Nutrition and Food Service AND Safety Office

Compliance Summary of each Kitchen Hood

Deliverables-Section 2 Items 1-7

Chief, Nutrition and Food Service AND Safety Office

Preliminary Field Report of Kitchen Hoods

Deliverables End of inspection Chief, Nutrition and Food Service AND Safety Office

Final Inspection Report of Kitchen Hoods

Deliverables NLT 14 days upon completion of Inspection

VA Technical Representative

(VATR)

VHA Inquiries Deliverables Within 1 calendar day on inquiry

Originator of inquiry

Annual Report Deliverables Within 365 days of Initial Inspection

VA Technical Representative

(VATR)

Monthly and Annual Fire Extinguisher inspection log

Deliverables- Portable FX- paragraph 2 and 4

End of each inspection SFVAHCS Safety Office