Attachment A - Statement of Work.pdf

DEPARTMENT OF VETERANS AFFAIRS

WILKES BARRE VETERANS MEDICAL CENTER (VAMC)

STATEMENT OF WORK: FIRE AND SMOKE DOORS INSPECTION

STATEMENT OF WORK

The scope of work includes the provision of all labor, materials, equipment, tools, supervision, and quality assurance necessary to conduct annual inspection of all smoke, fire, rolling hazardous rated doors located on the grounds of the Wilkes-Barre VAMC.

SPECIFICATIONS

Contract Task:

Task 1: Inspection of Doors.

a. Using the WBVAMC 2023 Life Safety Assessment (LSA) drawings, the contractor shall validate and inspect approximately 576 doors to be inspected based on the drawings showing fire barriers, hazardous room, chutes, fire rated rooms and smoke barrier doors at all locations shown in the 2023 LSA. The contactor shall add to the inventory any additional fire doors, chutes, smoke barrier doors and hazardous room doors to be inspected as needed and approved through the VAMC Safety Office.

b. The contractor shall inspect all doors identified as fire and or smoke barrier doors in accordance to established protocols found in NFPA 80 /2025edt and NFPA 105 /2025edt. The contractor shall label all door frames with a vinyl sticker indicating inspection date and have a

QR code specific to the door and linking to a database that will retain the specific information about the door. Database door information shall include the type of door, location (room information), new naming convention with cross reference of existing facility naming convention, inspection criteria, Pass/Fail, photos, information about failure/ deficiencies and recommendations on corrections. (e.g. minor repair maintenance to correct, correct screw holes, Repair by frame replacement, Repair by door replacement) The database shall be accessible via the internet and downloadable in to an excel file.

c. Vendor must provide certification of inspector as well as proof of minimum of 5 years’ experience. The inspectors’ qualifications shall not be less than 5 years of experience installing and inspecting fire doors at least one member of the field inspection team shall be qualified to field label fire doors. The “Competent Qualified Person inspecting the smoke doors and doors to hazardous areas shall have not have less than 5 years of experience installing and inspecting smoke doors and those which lead to rooms designated as Hazardous Areas. The inspector shall have completed training (i.e. Door Hardware Institute or equivalent) and experience to demonstrate competence in inspecting smoke doors and hazardous doors.

d. Other atypical barriers at WBVAMC: The contractor shall inspect

Basement North Pharmacy window roll-down smoke barrier, Boiler plant sliding 90min fire door and Boiler plant cross corridor doors. Both boiler plant doors use fusible links, the links shall be replaced during the course of the inspection. The contactor shall not inspect elevator landing doors or cab doors. Temporary contractor installed 45min construction area ICRA doors do not need to be inventoried or surveyed. Doors located on a fire/smoke barrier maybe partially in a construction area and shall be inspected.

e. A one year onsite inspection of the fire doors shall be completed within the dated period of performance listed. The contractor shall compile a report and submit the report in within 30 days from the conclusion of the inspection. The contractor shall provide two hard copies of the inspection report and also provide the report electronically in PDF format. The contractor developed database shall be maintained online for 6 months from date of award.

Task 2: Inspection of Access Control system and controlled fire doors

1. Using the WBVAMC 2023 Life Safety Assessment (LSA) drawings the the contractor shall identify doors that are PIV or elopement system controlled and act as fire door. The contractor shall inspect all access control doors (including PIV controlled and patient elopement) on a fire barrier or egress path

(e.g. rated storage room, corridor, stairwell, or door to pubic way (exit to outside) for proper operation in access control mode (normal day to day operation) and proper configuration when fire alarm is activated. The inspection shall also include verification that on fire alarm the security door either stays locked or unlock depending on type of door.

CONSTRUCTION AND INSTALLATION

Contractor shall coordinate work schedule with the Program POC. Work hours are typically

Monday through Friday 8 am – 4:30 pm. Alternative work schedule may be arranged (if applicable). Work outside the normal duty hours shall be approved prior to start of the work shift and documented. Any work required to be performed outside of normal duty hours due to operational impacts, shall be coordinated with the Program POC and shall occur at no additional expense to the government.

Contractor is responsible for the performance of all work in a manner consistent with performance a health care setting. As an inspection contract, it is not anticipated that the performance of the work shall require Infection Control Risk Assessment (ICRA) Barriers.

However, should the contractor perform any work which, in the opinion of the Infection Control

Nurse, may compromise the environment of care, ICRA Barriers may be required.

In the event that ICRA Barriers are required, the contractor shall be responsible to for the establishment of Infection Control Risk Assessment (ICRA) Barriers at no additional costs to the government. 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 RESPONSIBILITIES

The contractor shall be responsible for furnishing all material, labor and/or equipment required to perform all work outlined in this contract unless specifically stated as government furnished material or equipment. 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. 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.

Accident Reports: The Contractor shall promptly report all accidents resulting in property damage and/or personal injury or death directly to the Government Representative and

Contracting Officer.

The Contractor shall be responsible for complying with all environmental protection regulations promulgated by US Environmental Protection Agency (EPA) and Commonwealth of

Pennsylvania Department of Environmental Protection (DEP) and EPA 40 CFR 260265 and

DER Code 25 CH 75 regulations concerning hazardous waste generation, storage, treatment and disposal.

Contractor’s onsite foreman shall have a minimum of 30 hour OSHA certification. Workers shall maintain a minimum of 10 hour OSHA certification

Contractor shall be responsible for following National Fire Protection Agency (NFPA) 101 life safety.

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 OSHA regulations. The

Contractor shall coordinate his work with local fire, police and emergency rescue units via coordination with the VA Safety Office. 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.

GOVERNMENT RESPONSIBILITIES

Government shall provide appropriate forms after award for permits as required.

Government shall inspect all work areas prior to acceptance of finished work and release of claims.

Government shall provide sanitary facilities and utilities required for work.

OTHER CONSIDERATIONS

INSPECTION OF WORK

Technical surveillance of workmanship and inspection of materials for work being performed under this contract shall be the responsibility of the Program POC. This provision in no way authorizes anyone other than the contracting officer to commit the Government to changes in the terms of the contract. In the event it is determined necessary to designate a Program POC for this contract, such designation shall be by a separate letter to the individual selected with a copy furnished to the contractor.

SAFETY AND ACCIDENT PREVENTION

In performing work under this contract the contractor shall:

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.

The government Safety Officer will be responsible for monitoring the contractor in the area of safety and accident prevention.

INSPECTION AND ACCEPTANCE

Inspection and acceptance will be accomplished by the Program POC identified for the contract.

The Program POC shall have the responsibility for technical inspection and acceptance of work.

The Program POC shall be delegated the authority to accept materials and services that conform to the terms and specifications of the contract. The Program POC may not accept non-conforming materials and services. Nor is the Program POC authorized to change any provisions of the specifications without written authorization of the Contracting Officer. Neither the presence nor absence of the Program POC shall relieve the contractor from any requirements of the contract. The Program POC has no authority to advise or direct the contractor to use a particular method of performance. The Program POC is not authorized to increase or decrease the scope of work or to direct the contractor to effect any changes in the contract not covered within the scope of work without the written concurrence of the Contracting Officer

CONDUCT OF EMPLOYEES

The contractor is fully responsible for the performance and conduct of his employees at all times while on post performing under this contract. The contractor shall not allow any employees to perform work under this contract while under the influence of alcohol, drugs or any other incapacitating agent. Police and other law enforcement personnel on government property have the right to deny entry to property or remove from property any contractor employee for misconduct, which endangers the health or safety of people or property or for reasons of security.

Removal from government property of a contractor employee in accordance with the above shall not relieve the contractor from the requirement to meet all of the terms and conditions of the contract.

IDENTIFICATION OF CONTRACTOR EMPLOYEES

• The contractor shall provide each employee an identification (ID) badge on contract start date or on employment start date. The ID badge shall be made of nonmetallic material.

The badge shall be easily readable and include employee's name, contractor's name, functional area of assignment, security clearance if applicable, and color photograph.

The ID badge template shall be approved by the contracting officer or his or her designee before contract start date.

• Display of ID Badges: Contractor personnel shall wear the ID badge at all times when performing work under this contract to include attending Government meetings and conferences. Unless otherwise specified in the contract, each contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement.

• Contractor shall obtain a VA identification badge prior to the start of work, with all VA identification badges returned to the Program POC upon contract completion. VA identification badge shall be worn at all times during work hours. Information regarding identification badges shall be provide after award of the contract.