47PG1024Q0001 Appendix A FPFA Owned SOW.pdf

APPENDIX A

Fire Protection Facility Assessments, Fire

Protection National Risk Management Surveys in Owned Facilities

SCOPE OF WORK

General Services Administration

Heartland Region

1.0 Introduction

1.1 Personnel

TABLE OF CONTENTS

1.1.1 Qualifications of Contractor Employees.

1.1.1.1 Fire Protection Engineer

1.1.2 Quality Control

1.1.3 Quality Assurance (Inspection of Services)

1.1.4 Special Building Access Requirements

1.2 Procedures

1.2.1 Scheduling

1.2.2 Information Gathering

1.2.3 Document Controls

1.3 Pre-Site Preparation

1.4 Assessments I Evaluations

1.5 On-Site Procedures

1.6 Closing Conference

1.7 Reports

1.7.1 Fire Protection Facility Assessment (FPFA) Report

1.7.2.1 Title Page and Contents

1.7.2.2 Executive Summary

1.7.2.3 General Information

1.7.2.4 Other Occupancy Classifications.

1.7.2.5 Findings and Recommendations - Identified Risk Conditions

1.7.3 Fire Protection National Risk Management Survey (RMS)

Spreadsheet

1.8 Abbreviations, Acronyms and Definitions

1.9 Supplement for work in the Fed Center, 4300 Goodfellow, St. Louis, MO

EXHIBIT A RISK ASSESSMENT CODES

EXHIBIT B SEVERITY CATEGORY GUIDANCE

EXHIBIT C FORMS AND REFERENCES MATERIALS

ANNEX A FIRE SAFETY EVALUATION SYSTEM WORKSHEET REPORT (NFPA 101A)

1.0 INTRODUCTION

Fire Protection Facility Assessment, Fire Protection National Risk Management Surveys of Owned Facilities

SCOPE OF WORK

In preparation, the contractor will be allowed to review all available GSA information for the purpose of determining:

a. Work effort required

b. Method of performing the work

c. Method of providing quality assurance

d. Personnel levels of expertise and their function in completing the work

e. Costs in performing the work

The Fire Protection Facility Assessment (FPFA) and National Risk Management Surveys (RMS),are to determine the existence of risks and to evaluate the severity of the risks associated with daily operational issues. These risks will be assessed and prioritized for corrective action based on the degree of severity and the potential of occurrence. The Surveys must identify conditions that represent a risk to building occupants and visitors, Federal real and personal property, mission of Federal agencies, and emergency responders as well as the appropriate risk reduction strategies and list recommendations to mitigate each identified risk condition to an acceptable level and estimated cost of those recommendations.

Risks in each technical area will be evaluated as to severity, probability of occurrence and breadth of involvement (all of building or all of occupants versus one room or a few occupants) to establish a Risk Assessment Code (RAC) number for each risk. The scores of all risks will also be used to establish the overall risk associated with each facility. These facility scores can be used to establish priorities for allocation of funds for corrective actions, to establish fiscal year funding requirements and to evaluate upcoming leasing decisions.

The contractor's basis of determining a risk will be to evaluate a facility against current established national codes and recommended practices such as NFPA, ICC family of codes (IBC, IFC etc.), and GSA technical criteria (PBS-P100 for GSA-owned buildings). The level of the risk will be determined by the level of severity and the probability of occurrence against the criteria of injury/death of personnel, damage/loss of property, impairmenUloss of mission and adverse environmental impact.

1.1 PERSONNEL

Contract personnel used in the completion of the project will be professionals for all phases of the work.

The contractor shall provide a project manager with regional program experience for the duration of this program. The candidate shall have at least five years of knowledge, skills, and abilities (KSA's) to conduct spot quality assurance inspections in the field and provide technical reviews of the reports. The project manager will also have the KSA's to conduct initial training with the field staff both in the office and in the field. The contractor shall provide a highly qualified and experienced project manager to coordinate survey activity and report submission. The contract project manager shall refer questions regarding interpretation of GSA criteria, or methods of abatement to subject matter experts (i.e., fire protection).

Information gathering will begin at the regional office and will consist of reviewing files on each building for previous inspections and other reports and drawings on those buildings. Data, which is included in this summary, may be earmarked for purging. As a part of this process, the contractor will review previous reports. This may be accomplished in phases at the contractor's discretion. Additional information to be gathered will be coordinated at the AFOD and PM level. Copies will be made of any data obtained at the individual building locations if needed for documentation or subsequent review.

At the contractor's discretion, data from individual building files at GSA's office may be copied on-site.

Relevant data from these files will be reviewed and inserted into the new inspection reports and data inspection sheets. Copies of GSA design guides and criteria documents may be obtained at the regional office or from other sources. The contractor will review and copy as needed GSA safety technical guidelines for criteria purposes.

All other data will be gathered based on visual inspections, measurements and interviews conducted in the field. Data will be placed in field notes and in data collection field forms with checklists.

1.2.3 DOCUMENT CONTROLS

During the information gathering stage, information will be retrieved from individual building files. All data obtained from these files shall be considered sensitive information, treated as confidential, and be returned to the government once surveys are completed. Dated information relating to the description of the facility or past measurement data or past abatement activities should be summarized for field activities and then coded for file purging once verified by inspection.

1.3 PRE-SITE PREPARATION

A teleconference is required, at least seven (7) calendar days before conducting an on-site review/ inspection/ evaluation (for FPFA/RMS or CCC FE) for each building, with the Contractor, pre-assessment contact person (i.e., GSA Building Manager I Lease Asset Manager or representative, the lessor's representative / Child Care Center Director), COR, and the GSA FPE to discuss plans for conducting the on-site review/ inspection / evaluation and invite their participation in the facility assessment. The following discussion topics are to be included in the teleconference:

a. Approximate number of Federal occupants.

b. Any special security arrangements needed for access into the building.

c. Secured areas in the building.

d. Location of the Child Care Center, if applicable.

e. Access to or copies of inspection, testing, maintenance records and frequency schedules for all of the fire protection and life safety equipment and systems.

f. Access to the building's occupant emergency plan.

g. Access to the Child Care Center's Emergency Planning and Preparedness Plan, and Fire Safety and Evacuation Plan (as applicable).

h. The procedures for performing work after normal working hours for assessment purposes.

1.4 ASSESSMENTS / EVALUATIONS

1.4.1 FPFA AND RMS OF FEDERALLY OWNED FACILITIES

The Contractor shall record risk conditions which could lead to loss of life, injury, property damage, or Federal tenant mission interruption. Specific risk conditions identified by the Contractor as needing immediate action taken by GSA to ensure continued protection of personnel and the building, and for the preservation of life and avoidance of property damage must be brought to the immediate attention of the GSA Building Manager, the GSA Fire Protection Engineer, and the COR. The Contractor shall analyze the existing as well as potential risk conditions identified during the walk-through of the building. The Contractor shall ascertain and define how the risk(s) and their associated undesirable event(s) affect the

b. Evaluate the building's fire protection and life safety equipment and systems preventive maintenance schedule against national standards (e.g., National Fire Protection Association) and record inconsistencies.

1.5 ON-SITE PROCEDURES

1. Upon arrival at the facility to be reviewed / inspected / evaluated on-site, the contractor shall meet with the GSA Building Manager/ Representative (as applicable) to discuss plans for conducting the on-site review/ inspection / evaluation, and invite their participation in the on-site review/ inspection / evaluation. The on-site review shall not begin until this meeting is accomplished, unless requested otherwise by the GSA Building Manager. If the GSA Building Manager(or representative) isn't available on the on-site review date, the inspection report shall indicate the designee(s) absence as "invited".

2.2. The GSA Building Manager (or representative} shall arrange for access GSA-controlled space for contract inspectors.

a.a. If access to GSA-controlled area is denied, make a note of it and include in report.

3.3. The contractor shall conduct a complete and thorough survey of the building as stated below, and identify potential exposures to risk of loss of life, health, injury, the environment, property loss, or federal tenant mission interruption from the effects of fire. In addition, the contractor shall verify the status of any projects contained in the information provided.

4.4. The contractor shall record existing as well as potential conditions which could lead to loss of life, injury, property loss/damage, or interruption to federal tenant mission due to fire.

5.5. The contractor shall review available records including preventive maintenance, as-built drawings, records of testing, maintenance/operation manuals for fire protection.

1.6 CLOSING CONFERENCE

At the conclusion of the building's on-site review / inspection / evaluation and prior to leaving the building, the Contractor must have an in-person conference with the GSA Building Manager or representative}, and GSA FPE to discuss the conditions of risk observed during the on site review / walk-through. This closing conference must also include a teleconference connection so any of the GSA Building Manager (or representative}, and/or GSA FPE may attend remotely.

1.7 REPORTS

All final reports and checklists become the property of GSA upon submission to GSA.

1.7.1 Fire Protection Facility Assessment (FPFA) Report

A FPFA report must identify conditions that represent a risk to building occupants and visitors, Federal real and personal property, mission of Federal agencies, and emergency responders as well as the appropriate risk reduction strategies and list recommendations to mitigate each identified risk condition to an acceptable level. The report shall contain all the information from 1.4 Assessments, as well as the following:

1. Title Page. The title page shall include the building name, address, building number, region number, date the facility assessment was performed, date the facility assessment report was completed, contract and delivery order numbers, and the company name and person who performed the facility assessment.

2. Executive Summary. The executive summary shall describe the overall safety condition of the building and its systems based on the analysis of noted risk condition(s}. In addition, the FSES analysis and any concerns and/or risks that merit immediate action must be highlighted in the summary.

3. Building Profile. The building profile is a brief narrative detailed description of the features of the building structure, function, operational support systems/equipment, and occupant activities, which impact the fire protection features and conditions of the building. Tabular information is preferred over written narrative

4. ITM Record Review. From the record review, describe specifically which systems were tested, who tested and when the tests were conducted, and a brief summary of the results of the tests performed. A summary of the review of the preventive maintenance records for such systems shall also be included.

5. Previously Identified Existing Risk Conditions. Identify the current status of any existing fire protection deficiency/ code violation listed in the GSA IRIS database.

6. New Risk Conditions. Items must be provided with the finding {including intent of applicable code reference), recommendation and applicable code reference, approximate area {square feet) impacted by the condition as well as a cost estimate to correct the item.

7. Appendices.

a. Fire Safety Evaluation System {FSES) Worksheet.

b. Photographs:

1. Exterior views showing the front and all sides of the building and interior views of any prominent interior architectural features

2. Photographs of identified risk condition{s) that have a RAC of 1, 2 or 3. Photographs are not required for RAC 4 and RAC 5 conditions unless necessary to better describe the condition.

c. Building Sketch / Floor Plans for Government occupied spaces

d. Fire Protection National Risk Management Survey {RMS) form spreadsheet completed

The contractor will provide field notes and drawings to support the descriptions for each item, including floor plans depicting measurements taken, photographs, local contact receipt, and other pertinent materials representative of field activities.

1.7.2 FIRE PROTECTION NATIONAL RISK MANAGEMENT SURVEY (RMS) SPREADSHEET

A RMS spreadsheet shall be provided with each report which contains, at a minimum, the following:

1) Fire Protection National Risk Management Survey (RMS) form spreadsheet completed.

a. Estimated cost of the recommended corrective action shall be included in the recommendation (include estimated cost in the recommendation cell of the spreadsheet)

2) Identify the current status of any existing fire protection deficiency / code violation listed in the GSA IRIS database.

3) DO NOT change the file name of the spreadsheet or change the form in any manner as the .xlsx forms get uploaded to GSA's Facilities Management Assessment (FMA) program.

1.8 ABBREVIATION, ACRONYMS, AND DEFINITIONS

Abbreviation or Acronyms Meaning

ACM Asbestos Containing Material

ASCD Area Service Center Director

FPE Fire Protection Engineer