3._PWS_-_Annual_Fire_Safety_Inspections.pdf

U.S. General Services Administration 400 15th St SW

Auburn, WA 98001

PERFORMANCE WORK STATEMENT (PWS)

Annual Fire Safety Inspections at Child Care Centers

1. General:

This is a non-personal services contract to provide annual fire safety inspections at the Child Care Centers in federal and leased buildings per the requirements of this Performance Work Statement (PWS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

2. Overview and Information:

2.1 Place of Performance: The work to be performed under this contract will be performed in

Federally-owned and leased buildings identified in the List of Child Care Centers (attached).

2.2 Period of Performance: The period of performance (POP) is August 1, 2016 through July 31, 2017 plus two (2) one-year option periods ending July 31, 2019, if exercised.

2.2.1 Base Period: The Contractor shall complete annual fire safety inspections at the Child Care Centers between Aug 1, 2016 and Sep 15, 2016. The Contractor shall provide the annual fire safety inspection reports and appropriate attachment(s) within ten (10) working days after completing the inspection at the Child Care Centers. This is to ensure that the Government receives and approves the final inspection reports no later than Sep 30, 2016.

2.2.2 Option Period One: The Contractor shall complete annual fire safety inspections at the Child Care Centers between Aug 1, 2017 and Sep 15, 2017. The Contractor shall provide the annual fire safety inspection reports and appropriate attachment(s) within ten (10) working days after completing the inspection at the Child Care Centers. This later than Sep 30, 2017.

2.2.3 Option Period Two: The Contractor shall complete annual fire safety inspections at the Child Care Centers between Aug 1, 2018 and Sep 15, 2018. The Contractor shall provide the annual fire safety inspection reports and appropriate attachment(s) within ten (10) working days after completing the inspection at the Child Care Centers. This later than Sep 30, 2018.

2.2.3.1 NOTE: Once the final report is approved/accepted by the government, GSA will begin close out procedures. Option Period Two’s POP will actually end sooner than July 31, 2019.

2.3 Contractor Key Personnel and Special Qualifications: All contracted annual fire safety inspections are to be performed by qualified Fire Protection Engineers, as described herein.

These professionals shall be registered professional engineers for fire protection or held the grade of Member for the Society of Fire Protection Engineers for minimum of 10 years or have experience as a federal employee classified in the 0804 fire prevention engineer series for a minimum of 10 years. Fire Protection Engineers must also have at least one (1) year

PWS –Annual Fire Safety Inspections experience in conducting fire protection surveys of buildings, to include testing of fire protection systems and equipment. Experience in testing fire alarm, sprinkler, smoke control, fire pumps, elevator recall, fire dampers, fire doors, gaseous fire extinguishing systems, and dry chemical systems is required. Experience in firefighting or supervision of firefighting operations must not be substituted for any of the above qualifications.

2.4 Written Report: The Contractor shall provide a written report for each building on the list which will include a cover sheet; narrative of the building; fill out an Annual Fire Safety Inspection Worksheet; and provide a one page (8 1/2” X 11” sheet) sketch of the building with all exits, stairwells, elevators and shafts identified as applicable. Provide all findings and recommendations within the body of the report as shown on the attached sheet for ease of entering into the IRIS Safety program by GSA. The RAC information for each item identified for correction will provided by the GSA Regional Fire Protection Engineer.

2.5 Government Holidays: The Contractor is not required to perform services on the following holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

2.6 Quality Assurance: The Government may evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

2.7 Security: Contractors should contact the Property Manager regarding specific security requirements for each property. See the attached security guidelines for additional information.

2.8 Identification of Contractor Employees: All contract personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

2.9 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use.

2.10 Post Award Conferences/Periodic Program Meetings:

2.10.1 Within 1 day of Notice to Proceed (NTP) the Contractor will be contacted by his/her

Appointed GSA Fire Protection Engineer.

2.10.2 Contractor to notify his/her Appointed GSA Fire Protection Engineer immediately once the date of inspection is scheduled.

2.10.3 Contractor to contact his/her Appointed GSA Fire Protection Engineer within one (1) day of Site Inspection of each property.

2.11 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract, maintain written and oral communications with the contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor contractor's performance and notifies both the Contracting Officer (CO) and Contractor of any deficiencies. The COR is not authorized to change any of the terms and conditions of the Task Order.

2.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

2.13 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive have access to or participate in the development of proprietary information which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

3 Definitions and Acronyms:

3.2 Definitions:

3.2.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

3.2.2 Contracting Officer (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

3.2.3 Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration

3.2.4 Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

3.2.5 Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

3.2.6 Key Personnel: Contractor personnel will be evaluated to ensure they meet the minimum requirements outlined above and may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the quote (see 2.4 above).

3.2.7 Physical Security: Actions that prevent the loss or damage of Government property.

3.2.8 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

3.2.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

3.2.10 Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

3.2.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

3.2.12 Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

3.2.13 Work Week: Monday through Friday, unless specified otherwise.

3.3 Acronyms:

ACOR Alternate Contracting Officer's Representative CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) CO Contracting Officer COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

4 Objective:

The purpose of the annual fire safety inspection is to determine whether the Child Care Centers located in Federally-owned building and leased building will meet the current requirements of NFPA 101 for exiting, and in the case of a GSA owned federal building, will meet the requirements of GSA PBS P100, IBC, NFPA 72, NFPA 13, NPFA 20, NFPA 25, etc.

The Contractor shall provide personnel names and qualification on the individuals who are performing the services required under this contract. If an individual changes during the term of this contract, the Contractor shall provide the required documentation located in Section 2.4 (above) to the CO and the COR for authorization prior to the individual providing services. No replacements/substitutions shall be made without prior written approval of the CO and COR. No increase in contract prices will be allowed when personnel substitution are authorized.

5 Services Required:

5.1 Annual fire safety inspection services: Annual fire safety inspection services shall, at a minimum, consist of the following elements:

5.1.2 The COR will inform the Contractor when the inspection services are required.

When the need arises, the location, conditions, extent and maximum duration of the required inspection will be mutually agreed upon.

5.1.3 The Contractor shall contact the GSA Field Office Manager in charge of the facility being inspected to verify the inspection parameters and time frames. The GSA Field Office Manager will be identified by the COR.

5.1.4 Upon arrival at the facility to be inspected, the Contractor shall identify him/herself to the contact provided from the Field Office Manager and invite his/her participation in the inspection.

5.1.5 The Contractor shall walk through the facility to include areas conducting all necessary tests and record all deficient fire safety conditions noted.

5.1.6 At the conclusion of the walk through, the Contractor shall hold a closing conference with the GSA Field Office, during which time all determined and suspected deficiencies found during the inspection will be discussed. Recommended abatement actions will be described. If the location of the Field Office Manager prohibits him from a one-on-one meeting, the Contractor shall call the Field Office Manager to conduct the exit interview by phone.

5.1.7 The Annual Fire Safety Inspection report shall be delivered to the COR within (10) workdays after completing the inspection. The report delivered to the COR shall be the final report and not a draft. Reports submitted with the word draft on them shall be returned and the Contractor shall be considered late for his submittal.

5.2 Annual fire safety inspection report requirements: All annual fire safety inspections must be fully documented. The document shall, at minimum, include the following:

5.2.1 A narrative of the building profile listing all of the features of the building that affect the determining whether the building is acceptable for occupancy by the Government or if there are any corrections that need to be done.

5.2.2 The narrative shall include response to the following:

5.2.2.1 A list of findings and recommendations for correcting the findings; include a

GSA Annual Fire Safety Inspection Worksheet.

5.2.2.2 A sketch to show the location of each stair, exit, location of the building in relation to the nearest buildings and the property line, include the location of fire hydrants if any are present, etc.

5.2.2.3 The fire safety systems within the building.

5.2.2.4 A description of the stairwells - whether they are enclosed with fire rated construction, how far are they separated from each other (percentage of the longest diagonal), if they exit directly to the outside or if they exit into the corridor system or into a lobby before going to the outside.

5.2.2.5 Whether sprinkler protection is provided throughout, partially and where or not at all.

5.2.2.6 Whether there is a fire alarm system and if so, is it a voice system.

5.2.2.7 Whether a visual notification is provided with the fire alarm system and if so, whether it has the notification appear to be adequate for the space the Government occupies (for leased building) or it has the notification appear to be adequate throughout the building (for a Government building).

5.2.2.8 Whether the elevators have an automatic fireman’s recall with primary and secondary floors.

5.2.2.9 Whether the building owner for a lease space has copies of the testing results for the fire safety systems at the sight available for inspection to confirm they are current (Federal buildings are required to have copies of the test results on sight).

5.2.3 Reports that do not meet the format as described in this PWS shall returned to the contractor to change the report to meet the format requirements and 10% reduction of the award amount shall be assessed against each report that is returned to be corrected. The reduction shall be assessed for each report and for each time a report is returned, i.e. if a report is returned 2 times it will be assessed a total of 20% of the award amount for the report.

5.2.4 A copy of the Annual Fire Safety Inspection Worksheet and the GSA Form will be provided for the contractor to copy and use for all reports. A copy of a previous Safety and Environmental Survey Report or Fire safety Survey Report will be made available upon request to use as an example of what is expected for the written report. The report provided upon request will not necessarily be for the building that is being inspected. The environmental portion will not be required as part of this inspection and report if a Safety and Environmental Survey Report is provided.

5.2.5 Maintenance of Fire Protection Equipment: Report the general condition of the equipment and whether maintenance records and frequency conform to appropriate

National Fire Protection Association (NFPA) Codes and GSA Handbook, Buildings Maintenance Management (PBS P 5850.1B). In addition, evaluate the preventive maintenance program based on the test results. Ensure that operations and maintenance manuals are present and accessible.

5.2.6 For Federal Buildings owned and operated by GSA only:

5.2.6.1 When contacting the POC for the GSA owned federal buildings, arrangements shall be made to test fire safety systems within the building that have an impact on the child care during the inspection. This will require the GSA Building Manager to arrange for maintenance staff be available for the test. The systems that will be tested are the fire alarm system and the ancillary systems that are affected by the fire alarm system, i.e. the door releases for secured doors that are required to unlock for exiting; elevator recall; smoke management or control upon activation of a fire alarm initiating device; etc. The test of the fire safety systems shall occur on the same day as the inspection, i.e. the inspection can be done in the daytime and the test that evening. The test does not need to be a complete test of every device in the system; it is just a test to be able to state the system is working at the time of the inspection. At the time of the inspection, do not test the heat detector(s) that activate the shunt trip for the elevator(s). The testing of the heat detectors with the elevator shunt trip should be accomplished by the maintenance contractor as part of the annual test that is done by the maintenance contractor.

5.2.6.2 If arrangements cannot be made to conduct any testing with the GSA

Building Manager for the building to be inspected, the contractor shall review the maintenance records to show the fire safety systems have been tested; however, the time that would have been used to conduct the test shall be deducted from the purchase order for the contractor.

5.2.6.3 Since this is a GSA owned federal building, the survey will concentrate on the life and safety of the occupants of the child care facility and visiting public as primary, and the protection of the building.

5.2.7 For Leased Buildings:

5.2.7.1 A contact person from the GSA Service Center will be provided in order to obtain the name and phone number of the lessor to arrange for an inspection and a name and phone number of the agency contact so they will not be surprised when the contractor arrives at the building to conduct the inspection.

5.2.7.2 Contractor shall request assistance from the lessor to gain access to space as needed to provide the information for the Annual Fire Safety Inspection Worksheet. Since the space is a lease, the primary concern is the ability of the occupants of the child care facility and the public visiting the agency can egress from the space and the building.

5.2.8 Findings and recommendations: All substandard fire safety conditions found during the inspection must be reported by location. The location must be described in sufficient detail to avoid any possible confusion. Appropriate abatement actions including optional solutions must be recommended, along with their estimated costs.

The findings must be ranked in order of priority, the most serious being listed first.

Each substandard fire safety condition must have a risk assessment code assigned to it using the format listed in PBS P 5900.2C. The "Inspection Report" shall contain detailed explanation of all findings and recommendations. Findings and recommendations shall be summarized on GSA Form 3559.

5.2.9 Prepare "Annual Fire Safety Inspection" Worksheet for each inspection (see

Attached).

5.2.10 Prepare a sketch of the property for each inspection on a single sheet of 8 1/2" x 11" paper. The sketch shall be prepared in accordance with the guidelines of the NFPA Inspection Manual, 3rd or 4th edition.

5.2.11 Report names of persons contacted upon arrival, those who accompanied the contractor during walk through, and those who participated in the closing conference.

5.2.12 Fire Safety inspection miscellaneous services must be fully documented. Reports shall be submitted which state what the miscellaneous services consisted of and copies of documents that were prepared.

5.2.13 The findings and recommendations for each fire safety inspection report shall be summarized and recorded on the GSA Form 3559 (see Attached). The form shall be completed as follows:

BLOCK 1. Leave blank.

BLOCK 2. Leave blank.

BLOCK 3. Enter building name, Street address, City, State and Zip Code.

BLOCK 4. Enter 8 digit alphanumeric symbol that is provided in the survey order.

BLOCK 5. Enter 4 digit alphanumeric symbol indicating the area and field office that is provided in the survey order.

BLOCK 6. Enter the date the survey was conducted. Use month, day and year (mm/dd/yy).

Place an "X" in the appropriate box. The survey is classified as scheduled if a schedule was provided for the contractor.

BLOCK 7. Enter person's name and title.

BLOCK 8. Leave blank.

BLOCK 9. Leave blank.

BLOCK 10. Enter the appropriate letter among the choices in Block 14. Then enter the exact code or standard name, the year of the code of standard edition, and the exact chapter, section and paragraph.

BLOCK 11. Place an “X” in the appropriate box.

BLOCK 12. See instructions under Block 16.

BLOCK 13. Enter a 3-digit number. Begin with 001 and number each separate finding consecutively. Begin each new survey’s findings with 001.

BLOCK 14. Enter the appropriate letter among the choices in Block 10. Then enter the exact code or standard name, the year of the code or standard edition, and the exact chapter, section and paragraph.

BLOCK 15. Briefly and clearly name the item requiring correction. Title this "Finding".

Separately, describe each action needed to correct the deficiency. Title this "Recommendation". If possible, limit the "Finding" to 160 characters and spaces, and limit the "Recommendation" to 160 characters and spaces.

BLOCK 16. Enter the 4-digit alphanumeric code to category and subcategory, e.g., C741 for elevator, manual recall.

The categories are listed in Block 12. The subcategories are as follows:

A - SPRINKLER SUBCATEGORIES B - FIRE ALARM SUBCATEGORIES

711 High-Rise - Government & Lease 721 New System 712 Below Grade 722 Extension 713 High Hazard 723 Upgrade 714 Storage Area 724 Replacement 715 Standpipe System 725 Alarm Transmission 716 Fire Pump 726 Miscellaneous 717 Water Supply 718 Miscellaneous

C - ELEVATOR SUBCATEGORIES D - EXIT SUBCATEGORIES

741 Manual 761 Inadequate exit (separation) 742 Automatic 762 Common Path of Travel 743 Emergency Communications 763 Dead End 744 Upgrade (multiple) 764 Enclose Stairs 745 Miscellaneous 765 Exit access or passageway

781 Exit Signs 782 Emergency Lighting 783 Miscellaneous

E - STRUCTURAL SUBCATEGORIES F - ENVIRONMENTAL SUBCATEGORIES

731 Walls 811 Chemical 732 Floor Slab 812 Biological 733 Shafts 813 Radiological 771 Fire wall 814 Miscellaneous 772 Smoke Partition 821 Removal of Asbestos Materials 773 Fire Doors 822 Enclosure of Asbestos Materials 774 Upgrade Existing 823 Encapsulation of Asbestos Materials 775 Miscellaneous 824 Combination of the Above 825 Inactive Status (Class = N)

G - OSHA SUBCATEGORIES H - OTHER

900 General/Miscellaneous 751 New Installation 901 Walk Work Surfaces 752 Upgrade 902 Powered Platforms 791 Fire Extinguisher 903 Occupational Health & Env. 792 Special Extinguishing System 904 Hazardous Materials 793 Electrical 905 Personal Protective Equip. 794 Wiring Methods 906 General Environ. Controls 851 Maintenance, Routine 907 Medical and First Aid 852 Maintenance, Emergency 908 Compressed Gas & Air Equip. 853 Housekeeping 909 Materials Handling & Storage 910 Machinery & Machine Guarding 911 Hand & Portable Power Tools 912 Welding, Cutting & Brazing 913 Special Industries

BLOCK 17. Leave Blank.

BLOCK 18. Leave Blank.

BLOCK 19. Leave Blank.

BLOCK 20. Enter a "ball park" estimate on the experience of the Fire Protection Engineer performing survey.

6. Notice of Conference:

The Contractor, or authorized representative, may be required to attend a conference prior to commencement of any work performed under this contract. A representative of the Contracting Office will notify the Contractor after entering into the contract as to the specific time and location of the conference. Such conferences will normally occur telephonically: however, the Government reserves the right to require the personal presence of the Contractor (In accordance with FAR 42.5).

(End of Performance Work Statement (PWS))