Draft PWS Fire Alarm Testing and Maintenance - Rev 10-13-2026.docx

B.3 Draft PERFORMANCE WORK STATEMENT VA Northern California Health Care System (VANCHCS) – Fire Alarm testing and Maintenance

1. General Information A. The Contractor shall furnish all labor, materials, and equipment necessary to provide comprehensive fire alarm testing and maintenance of the VA Northern California Health Care System (VANCHCS). A majority of VANCHCS is serviced by proprietary Secutron Fire Alarm Systems. Potential offerors shall be qualified to service the Secutron Fire Alarm Systems. All work will comply with National Fire Alarm and Signaling Code (NFPA) 72 (2025 edition) – National Fire Alarm and Signaling Code. This contract will cover the Mather Facility, Martinez Facility, McClellan Facility, Fairfield Facility and Mare Island Facility for VA NCHCS.

B. The Contractor shall also provide repair services to limit system down times and ensure optimum operations capabilities. The Contractor shall provide a separate bid item for repairs in the proposal and shall base this bid item on the Contractor’s reasonable costs for anticipated repairs. Payment for repair work shall be adjusted as necessary to actual repair work completed.

C. FACILITY NAMES/ADDRESSES:

Fairfield Outpatient Clinic: 103 Bodin Circle, Travis AFB, CA 94535

Mare Island Outpatient Clinic: 201 Walnut Avenue, Mare Island, CA 94612

Martinez VA Medical Center: 150 Muir Road, Martinez, CA 94553

Sacramento VA Medical Center: 10535 Hospital Way, Mather, CA 95655

McClellan Outpatient Clinic: 5342 Dudley Boulevard, McClellan Park, CA 95652

D. PERIOD OF PERFORMANCE: See Price/Cost Schedule

E. FEDERAL HOLIDAYS:

The Contractor shall observe all Federal Holidays. Any work on these days requires 14 days prior notice and approval from the VA.

F. REQUIREMENTS:

2. The Contractor shall adhere to all requirements for work conducted on Federal property as prescribed by VA standards and provisions. The Contractor shall assume that there are no staging areas available within the facility premises. If necessary, staging areas may be put into effect at the discretion of the Contracting Officers Representative (COR), depending on availability. The Contractor shall note that there is absolutely NO Contractor employee parking in “Patient Parking” designated areas. Contractor employees may be allowed to park in “Employee Parking” only at the discretion of the COR, depending on availability. VANCHCS will not invalidate or make reimbursement for parking violations for the Contractor under any conditions.

A. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT:

1. All services will be provided in accordance with regulatory guidelines, which include the following: local policies and standard operating procedures, NFPA codes, The Joint Commission (TJC) standards, OSHA regulations, equipment manufacturers operation manuals. The Contractor’s personnel will have a full understanding of these regulations and procedures as they pertain to the fire alarm systems. The Contractor shall provide services which meet or exceed the standards as established by NFPA, TJC, and VA Policies.

2. Contractor shall have a minimum of two fully trained field service technicians who shall permanently reside within a 100-mile radius of Sacramento Medical Center (Mather), 10535 Hospital way Mather, CA. 95655, for the duration of the contract. In order to be technical acceptable offerors shall include point of contact information with address of field service reps who will be available for this service.

B. FIRE ALARM TESTING AND MAINTENANCE:

The Contractor shall:

1. Control Panel & Remote Annunciator Inspection & Testing A. The Contractor shall provide for the inspection and testing of head-end fire alarm control panels and remote annunciators as required by NFPA 72.

B. Contractor shall test & maintain the software for the fire alarm system quarterly & upgrade the software on a yearly basis.

C. Contractor shall have demonstrated experience with the inspection, testing, maintenance and repair of proprietary alarm systems, including Matrix and Secutron system components and have all required certifications and qualifications to perform the work on the systems listed in the attached inventory listing for all sites.

3. Annual inspection and testing of Mass Notification systems as required by NFPA72.

4. Annual inspection and testing of Auxiliary Control functions (i.e. door release, elevator recall and fan shutdowns) as required by NFPA7.

5. Inspection Deficiency Coverage A. Apart from those materials covered under Warranty Terms, materials and labor required to correct fire alarm inspection deficiencies will be provided by the Contractor at a cost apart from this contract/agreement. No coverage for the replacement of consumables (i.e. batteries, etc.)

B.SERVICE REPORTS

The contractor shall provide service reports with 3 days of work being performed back to the COR for documentation process.

C. UNSCHEDULED MAINTENANCE AND REPAIRS

Repairs shall be provided administratively by separate Contract Line Item Number (CLIN) to meet the needs of work requirements to maintain system integrity and minimize user interruptions. The Contractor shall coordinate with the COR to identify repair needs, develop repair scopes of work and complete necessary repairs. Each repair need shall be facilitated through proposal submission and approval by the contract requirements. This repair CLIN should be valued at $100,000 per annual contact period.

Unscheduled maintenance and repairs are defined as any work that is requested and authorized by the government that is within the scope of this contract’s related work but in addition to the contract requirements. The intent is to remain in compliance with all regulatory guidance prescribed in this scope of work.

D. WORK HOURS

Work required in the performance of the contract shall be performed during the Medical Centers regular administrative working hours, 7:00 a.m. - 5:00 p.m. Monday through Friday. The contractor will allocate 8 hours per month or 96 hours per service year of overtime costs to support off hour testing and maintenance to reduce impacts to the facilities. The Contractor shall provide prompt emergency call back service within four (4) hours for all facilities after being notified at any hour of any day of the week. Upon arriving at the Medical Center to perform services, the Contractor shall report to the specified location for each site or designee.

Factors to consider for Option Year Renewal

(PR)

3. Price/Cost Schedule

The Contractor shall submit a proposal to include all facilities identified in this PWS and the Inventory referenced in Paragraph 1.B of this PWS. The proposal shall include a cost schedule for the base period and each of the option years.

4. Records Management

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records,

2. does not include personal materials,

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract, and

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.