Attachment 1 - SOW.docx

STATEMENT OF WORK (SOW)

Fire Systems Repair Repair and Inspection Service Contract

1. Purpose The Western Health Care System (WCHCS) Medical Center located at 2121 North Avenue, Grand Junction, CO, 81501 has a requirement for all facility buildings and property to meet fire code safety requirements.

2. Objectives Complete repairs indicated in deficiency reports affecting the portions of the fire alarm, sprinkler, and kitchen hood systems. Affected sub-systems include visual notification, electrical, plumbing, HVAC, and mechanical. All required inspections, testing, and preventative/corrective maintenance on the Fire Protection System to increase system reliability and eliminate any unplanned downtime.

3. Definitions

a) Central Utility Plant (CEP) - Maintains the VA utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

b) Fire Alarm Control Panel (FACP) -Controlling component of a Fire Alarm System and reports back to central monitoring station.

c) Joint Commission (TJC) (Formerly Joint Commission on Accreditation of Healthcare Organizations) – A national organization dedicated to improving the care, safety, and treatment of patients in a health care facility and environment.

d) Notification Appliance Circuit (NAC) special module is installed into a fire alarm panel that is supervised by the receiving equipment for "line fault", "common trouble", "supervisory" and "alarm". Also called the Bell Circuit/Signal Circuit/Output Circuit.

e) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

f) National Institute for Certification in Engineering Technologies (NICET) – A subsidiary of the parent organization, The National Society of Professional Engineers (NSPE). NICET is the industry leader in providing certification for qualified technology professional who reliably apply engineering principles and practices for the benefit and safety of the public.

4. General Requirements

4.1. No system or device will be left out of service at the end of any workday or over a weekend without written permission of COR. All valves and switches must also be verified as reset prior to end of workday.

4.2. The municipal fire department shall be notified, and a fire watch be provided whenever a fire alarm or sprinkler system is out of service for more than four (4) hours in a twenty-four (24) hour period in an occupied building.

4.3. While the fire alarm system is in test mode, the system shall be monitored continuously by the contractor. Any alarms not associated with testing will be investigated immediately. Any fire alarms that cannot be investigated and determined to be related to testing within 3 minutes or are identified as real alarms will be reported to 911, AOD & Engineering Office for emergency response.

4.4. Unserviceable parts and components shall be removed and properly disposed of by the Contractor from Government property, unless otherwise directed by the COR.

5. Scope

5.1. This SOW establishes requirements pertaining to the corrective maintenance and documentation services for the Fire Protection System. This SOW details task requirements, milestones; deliverables and performance measures.

5.2. The Contractor shall provide all personnel, supervision, parts, components, materials, supplies, general and specialized tools and equipment, and industry expertise necessary to complete the requirements of this SOW.

5.3. All work performance shall be completed in compliance with the latest editions of the following standards and guidelines:

a. NFPA 4: Standard for Integrated Fire Protection and Life Safety Systems.

b. NFPA 10: Standard for Portable Fire Extinguishers.

c. NFPA 13: Standard for Installation of Fire Sprinkler System.

d. NFPA 25: Standard for Inspection, Testing, and Maintenance of Water Based Fire Protection System.

e. NFPA 70: Standard for National Electrical Code.

f. NFPA 72: Standard for National Fire Alarm and Signaling Code.

g. NFPA 75: Standard for Fire Protection of Information Technology Equipment.

h. NFPA 80: Standard for Fire Door and Other Opening Protectives.

i. NFPA 92: Standard for Smoke Control Systems

j. NFPA: 96: Standard for Ventilation Control and Fire Protection of Commercial Cooking Operation.

k. NFPA 101: Standard for Life Safety Code.

l. NFPA 204: Standard for Smoke and Heat Venting.

m. Joint Commission: Environment of Care and Life Safety Standards

n. Occupational Safety Health Administration (OSHA).

o. Manufacturer’s requirements.

5.3.1. When a conflict arises between Code, Standard, Specification, or requirements, the more stringent requirement shall apply, unless otherwise directed by this contract or the CO.

5.4. Post Award Actions

5.4.1. The Contractor shall not commence performance of this contract until the CO has conducted a contract kickoff/post award meeting (in-person or on-line conference format), or unless the CO advises that the meeting is waived and issues a notice to proceed.

5.4.2. The Contractor shall be provided a copy of reports indicating corrected deficiencies including affected CLIN, location, photos, and description of repair completed. For alarm panel repairs - the Contractor shall download a list of all Fire Protection system devices to be tested from the master panel or workstation.

6. Mandatory Tasks and Deliverables

6.1. CLIN 0001: Repair Kitchen Hood Deficiencies (NFS, Canteen, and CLC locations) Deliverables for CLIN 0001

6.1.1. Nutritional Food Service (NFS) 3rd Floor B1 hood manifold to be repaired and include fan warning signage

6.1.2. Canteen kitchen hood located in 1st Floor B1 to receive replacement for 1 inch nozzles. The water wash system is currently under-activating and is currently red-tagged.

6.1.3. CLC hood located in B20 is past due on hydro testing.

6.1.4. 101-10 CO2 Cartridge to be replaced. System is 1.5 gallon.

6.1.5. All inspection and testing shall be completed in compliance with the requirements in section 5.3.

6.1.6. Service work shall be completed in a method that maintains operational integrity of the fire alarm system during testing. If service is expected to interrupt normal operations or require a utility outage, the contractor shall coordinate 3 weeks in advance with COR to coordinate with affected service.

6.1.7. Contractor shall provide the COR a copy of a field service report at the end of each service day. The purpose of the daily communication is to provide pertinent details to the station to the ongoing status of the repair in preparation of an event that an Interim Life Safety Measure (ILSM) is required.

6.1.8. Within 10 business days after work performance has been completed, contractor shall provide the COR; via email, a written service report including:

· all test results, all parts cleaned, adjusted, calibrated, or replaced, all deficiencies identified and a status if the deficiencies have been corrected.

· The report shall be broken out by each EP with a coversheet including the following: EP number, NFPA code reference, frequency, and test method. Each EP must have an itemized inventory of devices tested, the test results with recorded values and previous test values, if available. Each EP section must report all system devices tested by location (building #, floor #, and room #).

· If deficiencies have been identified and are unable to be corrected on-site, the contractor shall provide a proposal including a timeline of when the deficiency shall be fixed, to be reviewed by the COR.

6.2. CLIN 0002. Annual Service Deficiency Repairs

The Contractor shall provide labor and equipment to close Annual deficiency findings. Tasks include battery replacement and sensor strobe equipment. Affected locations include Parking Garage, Buildings 5, 6, 33, and 37.

Deliverables for CLIN 0002

6.2.1. Contractor shall provide labor and battery replacement in the following locations whose batteries failed during Annual Inspection:

Parking garage:

(2) 12-volt, 55 amp-hour batteries (FACP)

(2) 12-volt, 8 amp-hour batteries (BPS 1)

Building 5:

(2) 12-volt, 12 amp-hour batteries (Basement BPS located in lower cab if the FACP)

Building 6:

(2) 12-volt, 12 amp-hour batteries (Basement BPS located in lower cab of the FACP)

Building 33:

(2) 12-volt, 12 amp-hour batteries (FACP)

Building 37:

(2) 12-volt, 12 amp-hour batteries (Room 122 BPS)

6.2.2. Contractor shall provide labor, batteries, and system sensor replacement for existing alarm system faults

Bldg 9 Boiler Plant

(2) 12-volt, 8 amp-hour batteries

(6) 12-volt, 12 amp-hour batteries

(4) 12-volt, 55 amp-hour batteries

(1) System Sensor (SCRLED) strobe

6.2.3. All inspection and testing shall be completed in compliance with the requirements in section 5.3.

6.2.4. Service work shall be completed in a method that maintains operational integrity of the fire alarm system during testing.

6.2.5. Contractor shall provide the COR a copy of a field service report at the end of each service day and shall identify all deficiencies discovered. The COR shall review each deficiency and determine if the repair can be completed during the next service date, or if an emergency repair is needed. If an emergency repair is required, the COR shall request a quote be provided. All repair quotes shall be reviewed by the COR and approved by the CO to ensure pricing is fair and reasonable. WCHCS reserves the right to have the repairs performed in-house or pursue other alternate options.

6.2.6. Within 10 business days after work performance has been completed, contractor shall provide the COR; via email, a written service report including:

· All new devices discovered.

· All test results, all parts cleaned, adjusted, calibrated, or replaced, all deficiencies identified and a status if the deficiencies have been corrected.

· The report shall be broken out by each EP with a coversheet including the following: EP number, NFPA code reference, frequency, and test method. Each EP must have an itemized inventory of devices tested, the test results with recorded values and previous test values, if available. Each EP section must report all system devices tested by location (building #, floor #, and room #).

· If deficiencies have been identified and are unable to be corrected on-site, the contractor shall provide a proposal including a timeline of when the deficiency shall be fixed, to be reviewed by the COR. All repair schedules are to be coordinated with the COR.

6.3. CLIN 0003. Quarterly Sprinkler Deficiency repair

The Contractor shall complete deficiencies discovered during the quarterly inspections including 5 year internal inspection, inspector test/drain valve replacement, gauge replacement, signage, head box/wrench sets. COR to provide copies of deficiency reports indicating locations of missing signage.

Deliverables for CLIN 0003

6.3.1. Contractor shall provide labor and materials for the following repairs:

Building 1:

(1) 5 year internal inspection (including 19 zones for half of inventory for multi-pipe systems)

(6) Inspectors test /drain valve replacements

(7) OS&Y valves

(67) Sprinkler signs

Building 5:

(1) 5 year internal inspection

(2) gauges

(1) drain valve replacement

Building 6:

(1) 5 year internal inspection

(4) gauges

(1) inspectors test valve

(4) sprinkler signs

Building 7:

(1) 5 year internal inspection

(2) gauges

(1) head box/wrench set

Building 8:

(1) 5 year internal inspection

(2) gauges

(1) head box/ wrench set

(4) sprinkler signs

Building 12:

(1) 5 year internal inspection

(2) gauges

(1) head box/ wrench set

(4) sprinkler signs

Building 13:

(1) 5 year internal inspection

(2) gauges

(1) head box/ wrench set

(6) sprinkler signs

(2) inspectors test valves (currently non-existent)

(2) ball valves need cables and locks installed

Building 20:

(1) 5 year internal inspection

(3) sprinkler signs

(1) concealed trim to be added to existing sprinkler

Building 22:

(1) 5 year internal inspection

(1) flow switch replacement (existing flow switch has no time delay)

Building 33:

(1) 5 year internal inspection

(2) gauges

Building 34:

(1) 5 year internal inspection

(2) gauges

(4) sprinkler signs

Building 36:

(1) 5 year internal inspection

(2) gauges

(1) head box/ wrench set

(4) sprinkler signs

Building 45:

(1) 5 year internal inspection

(2) gauges

6.3.2. All inspection and testing shall be completed in compliance with the requirements in section 5.3.

6.3.3. Service work shall be completed in a method that maintains operational integrity of the fire alarm system during testing.

6.3.4. Contractor shall provide the COR a copy of a field service report at the end of each service day and shall identify all deficiencies discovered. The COR shall review each deficiency and determine if the repair can be completed during the next service date, or if an emergency repair is needed. If an emergency repair is required, the COR shall request a quote be provided. All repair quotes shall be reviewed by the COR and approved by the CO to ensure pricing is fair and reasonable. WCHCS reserves the right to have the repairs performed in-house or pursue other alternate options.

6.3.5. Within 10 business days after work performance has been completed, contractor shall provide the COR; via email, a written service report including:

6.17.

6.18.

6.19.

6.20.

7. Period of Performance

7.1. The period of performance for this SOW shall be for one base year with no option years.

7.2. There are eleven (11) Federal holidays set by law (U.S.C. Title 5 Section 6103). Additional days which are deemed holidays by the government during this contract period shall also be observed.

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

7.3. Normal hours of operation are Monday through Friday, 7:00am – 4:30pm MST, except Federal Holidays. The Contractor shall have the flexibility to schedule work outside the normal hours with prior approval of the COR. Contractor shall notify the COR 14 business days in advance to schedule work outside of normal operating hours. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility and its operations.

8. Place of Performance The work shall be performed at: Western Colorado Health Care System located at 2121 North Ave. Grand Junction, Colorado 81501. The contractor shall sign in at Bldg. 8 prior to performing any service. When the service is completed, the Field Service Engineer (FSE) shall log out with Facilities Management Service (FMS), so that service can be documented in the station work order system, and PM tags updated as needed. Engineering shall coordinate within FMS so that Interim Life Safety Measures (ILSMs), staff, and schedules are set to complete the work.

Affected Buildings:

Bldg. 1 - Main Hospital – (6 Floors) Bldg. 5 - HR/Administration (2 Floors) Bldg. 6 - Education/Administration (2 Floors) Bldg. 7 - Warehouse Bldg. 8 - Engineering Bldg. 9 – Central Utility Plant (2 Floors) Bldg.12 - Facility Maintenance Shops Bldg.14 - Incinerator Bldg. 20 - Community Living Center (CLC) Bldg. 22 - Warehouse.

Bldg. 34 - Information Technology Center (O&IT) Bldg. 35 - Rehabilitation Bldg. 36 - Administrative Services Bldg. 37 - Pain Management & Winter Sports Clinic Bldg. 44 - Parking Garage Bldg. 45 - Physical Medicine, Rehabilitation & Prosthetics

9. Key Personnel. Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key personnel”. The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

9.1 The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the Requirements contained in the statement of work.

9.2 Domain Knowledge. Contractor personnel will be expected to have specific and in-depth knowledge of repairing Notifier Fire Alarm system, sprinkler, Ansul and sub-systems therein.

9.3 Staff Qualifications.

9.3.1 The successful offeror shall have an established business, with an office and full-time staff. The staff shall include a fully qualified Field Service Engineer and fully qualified alternate Field Service Engineer.

9.3.2 Personnel must be factory trained and certified by the original manufacturer and have written documentation supporting their training and experience. The CO (at the request of the COR) may prohibit contractor personnel not providing such documentation from working on the medical center equipment.

9.3.3 Field Service Engineers shall be authorized by the Manufacturer to perform maintenance and repair services. Software and tools required by Manufacturer shall be used to diagnose, repair, and calibrate equipment to Manufacturers Specifications. Vendor shall comply with Manufacturer suggested Preventative Maintenance schedules. All replacement parts shall be Original Equipment Manufacturer.

9.3.4 The Contractor shall provide one on-site supervisory employee, who shall possess a valid NICET- FAS Level 3 certification. All Fire Alarm Technicians shall possess a valid NICET-Level 1 certification.

10. Type of Contract. A Firm Fixed Price.

11. Changes to the SOW

11.1 Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a folder along with all other products of the included service. Any costs incurred by the contractor outside the scope of the SOW and without written approval from the Contracting Officer will be the contractor’s responsibility and will not be paid by the VA.

11.2 A site inspection is expected to occur before work begins within the contract. If VA modifies the Fire Protection System during the inspection contract period, the Contractor shall be required to verify that the system is consistent with the manufacturer’s requirements and any verification performed will be included within the price of the contract.

12. Contractor and Government Responsibility

12.1 Contractor Responsibility

12.1.1 The Contractor shall ensure that services provided to the Government under this agreement comply with all current Government mandated procedures, standards, requirements, applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government.

12.1.2 The Contractor shall obtain a list of all addressable devices from the VA. If any new devices are identified from the workstation or master panel; the Contractor shall service the devices and provide a list of new devices and test results clearly identified in the service report.

12.1.3 The Contractor shall be responsible for all incidental charges, including, but not limited to, parking, tolls, mileage, phone, etc.

12.1.4 The Contractor employees shall be required to be escorted in all patient sensitive areas and IT spaces. The COR shall define the escort required areas and provide escort resources at the beginning of each day of service.

12.1.5 Service Technicians and all Contractor personnel shall follow all VA dress policies and procedures for entering clean areas (operating rooms, Sterile Processes, etc.), prior to entering restricted clean areas. Required garments will be provided by the VA.

12.2. Government Responsibility

12.2.1 VA shall provide the Contractor with PDF formatted floorplans showing device locations. The floorplans shall identify escort required areas.

12.2.2 The VA shall provide the Contractor a spreadsheet listing all addressable devices including building #, floor #, room #, and a description.

12.2.3 The VA shall provide authorization for all emergency service work and parts. The following is a prioritized Point of Contacts:

POC 1 - COR:

Tia Clemmer

13 Quality Assurance Surveillance Plan (QASP)

13.1 The QASP is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to ensure timely, effective services are provided IAW the contract order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

13.2 Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback. The COR has the right to inspect all services called for by the contract, to the extent practicable and occurs during the term of the contract. The COR shall perform inspections in a manner that will not unduly delay the work.

13.3 For services that occur over several months, the COR will evaluate Contractor performance on an annual basis. Generally, the Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

13.4. System verification arising from the replacement of certain parts and components shall be satisfactorily performed, as recommended, or required by the latest editions of all applicable standards.

13.5. During and at completion of work, debris shall not be allowed to spread unnecessarily in adjacent areas and shall not accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and at the end of each day work is in progress.

14 Warranty

14.1. The warranty should at a minimum include but may not be limited to the following: In addition to any other warranties in this contract, the contractor warrants, except as provided in paragraph (i) of this clause, that work performed under this contract conforms to the contract requirements and is free of any defect in equipment, material, or workmanship performed by the contractor or any subcontractor or supplier at any tier for a period of one year. Any new equipment, software or installations under this contract will be warranted for three (3) years from date of acceptance.

14.2. With respect to all warranties, express or implied, from subcontractors, manufacturers, or suppliers for work performed and materials furnished under this contract, the contractor shall:

14.2.1. Obtain all warranties that would be given in normal commercial practice.

14.2.2. Require all warranties to be executed, in writing, for the benefit of the Government, if directed by the Contracting Officer; and

14.2.3. Enforce all warranties for the benefit of the Government, if directed by the Contracting Officer.

15 Confidentiality

15.1 The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

15.2 The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

16 Security – Privacy Requirements

16.1. General - All contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program, and its handbooks to ensure appropriate security controls are in place.

16.2. Access to VA Information and VA Information Systems

The Contractor who maintains the Fire Protection System will not have logical access to VA information or VA information systems, but technicians may have incidental access to patient information during check runs as part of their inspection and testing duties.

16.3. VA Information Custodial Requirements

16.3.1. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

16.3.2. The contractor shall not make copies of patient information under any circumstances.

16.3.3. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

16.3.4. The contractor will not use technologies banned in VA in meeting the requirements of the contract (e.g., Bluetooth enabled devices).

16.4. Information System Design and Development – NOT USED

16.5. Information System Hosting, Operation, Maintenance or Use - NOT USED

16.6. Security Incident Investigation

16.6.1 The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor shall immediately notify the Contracting Officer Technical Representative (COTR) and simultaneously, the designated ISO/Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access.

16.6.2 To the extent known by the contractor, the contractor’s notice to VA will identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information/assets were placed at risk or compromised), and any other information that the contractor considers relevant.

16.6.3 The contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of jurisdiction, including the VA Offices of the Inspector General and Security and Law Enforcement, in instances of theft or break-in or other criminal activity. The contractor, its employees, and its subcontractors and their employees will cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor will cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

16.6.4. To the extent practicable, the contractor shall mitigate any harmful effects on individuals whose VA information was accessed or disclosed in a security incident. In the event of a data breach with respect to any VA Sensitive Information processed or maintained by the contractor or subcontractor under the contract, the contractor is responsible for liquidated damages to be paid to VA.

16.7. Security Controls Compliance Testing

16.7.1. On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the Government, the contractor will fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) determined by VA in the event of a security incident or at any other time.

Security Training – Not Used

Background Investigation – Not Used

Government Responsibilities – Not Used