Door Servicing Repair and Replacement SOW.docx

IDIQ to Repair, Service, and Replacement of Hospital Doors

Western North Carolina Healthcare System Charles George VA Medical Center Facility Management Service IDIQ to Repair, Service, and Replacement of Hospital Doors Statement Of Work

1. Overview:

The Western North Carolina VA Healthcare System (WNCVAHCS) requires a contract for the repair, servicing, and replacement of hospital doors at Charles George VAMC. The Contractor shall provide all labor, materials, tools, equipment, transportation, and supervision necessary to ensure the proper operation, maintenance, and replacement of doors within the hospital premise. Since the specific tasks are not defined, this contract will include:

a) The initial visit determines the nature of the repair, service, or replacement.

b) Provide a quote to perform the specific task utilizing the established hourly rates within this contract.

c) Upon receipt of a Purchase Order (PO) from the Contracting Officer, perform the service.

d) Confirm completion of service with the Maintenance Supervisor prior to leaving the facility.

2. Description of Services:

The contractor shall perform routine and emergency repairs, preventive maintenance, and complete door replacements as required. Work includes, but not limited to:

a) Inspection, troubleshooting, and repair of mechanical, electronic, and automatic doors.

b) Replacement of damaged or non-functional doors, frames, and associated hardware.

c) Preventive maintenance, including lubrication, adjustment, and component replacements.

d) Compliance with all relevant building codes, safety regulations, and hospital infection control policies.

e) Proper disposal of removed materials per environmental and regulator standards.

3. Specific Task Process:

The facility has a variety of door types on campus that may require repairs, service, or replacement from time to time. Therefore, the contractor will have to provide specific quotes for each task assigned utilizing prices established in this contract. Emergency tasks will be handled as outlined below in item 4. When an issue arises with a door system, the following will occur:

a) The facility will notify the Contracting Officer and the contractor of the required task. The contractor will respond to the facility within one workday (Monday through Friday). Within this contract, the contractor will have an established lump sum price per site visit to establish the individual task scope of work (SOW). Each SOW will be billed against the contract budget and is not a guaranteed lump sum for the contract.

b) During the site visit, the contractor will meet with the Maintenance Supervisor or assigned delegate to review the door and establish the task method; repair, service, or replace. They will also discuss short-term and long-term solutions to address the safety of the facility’s employees, Veterans, and Visitors.

c) Within 48 hours (two workdays) of the site visit, the contractor will provide the Maintenance Supervisor and the Contracting Officer with a quote to perform the task. The quote will include:

i) Personnel requirements to perform the task, the hours to perform the task, and the hourly rate per person per the contract. Within the contract there is an anticipated total budget. This budget will be drawn down per PO and is not a guaranteed lump sum for the contract.

ii) Parts and Materials required to perform the task and the price for each part or material. Within the contract, there will be an anticipated total budget. The budget that will be drawn down with each PO and is not a lump sum for the contract.

iii) General Overhead and other costs of doing business will be established in the contract and applied to each quote. This will be an agreed upon percentage to be applied to each PO quote and is contained in the budget.

iv) Anticipated delivery time for parts and materials, especially any unique long lead time items.

d) Within 48 hours (two workdays), if approved, the contractor will be provided with the PO.

e) Upon receipt of the PO, the contractor will schedule the work with the Maintenance Supervisor.

f) Upon completion of the task, the Maintenance Supervisor will confirm the satisfactory completion, and the contractor will submit their invoice.

g) As outlined above, the contractor will be compensated per site visit and performed task. The contract budget is an estimate and is not a guaranteed lump sum.

4. Emergency Task Process:

Due to safety and security concerns, some tasks will be identified and executed as emergency tasks. The following process will be followed:

a) Facility will confirm with the Contracting Office that there is an emergency need.

b) The contractor will be notified of the emergency and will respond to the facility within four (4) hours.

c) The contractor will provide an estimate of the cost based on available information. The estimate will be provided to the facility who will provide the estimate to the Contracting Officer for verbal authorization to proceed.

d) The contractor will be authorized to proceed.

e) Within five workdays of the work being performed, the contractor will provide the total actual cost of the task (labor, parts, and materials).

5. Contractor Responsibilities:

The contractor shall:

a) Respond to service requests within the agreed timeframe.

b) Provide qualified personnel with experience in hospital door systems.

c) Follow all VA rules and regulations for working on site including all employees completing the 30-hour OSHA course and providing documentation of completion.

d) Ensure all work complies with VA criteria, NFPA, OSHA, and local building codes.

e) Maintain detailed service records and provide reports as required.

f) Minimize disruptions to hospital operations and adhere to infection control protocols.

g) All work must meet industry best practices and hospital facility standards.

h) The contractor must submit a service report detailing the work performed, parts replaced, and any recommendations.

6. List of Potential Items:

The following is a list of potential items that the contractor could be addressing:

a) Hollow metal frames (including fire rated)

b) Hollow metal doors (including fire rated)

c) Wood doors (including fire rated)

d) Architectural doors hardware – locks, closers, fire exit hardware, panic devices, hinges, etc.

e) Automatic sliding doors

f) Activation and safety switches and sensors for automatic doors and electrified locking systems.

g) Commercial locksmith services – with NC state licensed commercial locksmiths

h) Automatic door inspections – We have certified AAADM (American Association of Automatic Door Manufacturers) inspectors on staff

i) Fire Door Assembly Inspections (FDAI) Federally recognized certified fire door assembly inspectors on staff with certification from DHI and DOIT. Provide detailed inspection reports.

j) Should the contractor be requested to address an area that potentially contains asbestos, they will include a quote for asbestos abatement by a certified third-party abatement company with their task quote.

7. Security and Access Requirements:

a) Access to sensitive areas must be coordinated with hospital staff.

b) Compliance with HIPPA and other confidentiality requirements is mandatory.

8. Quality Control & Safety

a) The contractor should establish a quality control plan ensuring work meets hospital standards.

b) Work must be performed safely, using appropriate PPE, and following all safety guidelines.

c) The hospital reserves the right to inspect work at any time.