Ex. B.5 - Safety Fire Protection EM Appendix.pdf

EXHIBIT B AGENCY SPECIFIC REQUIREMENTS RLP 36C24W24R0035

Ex. B.5: SAFETY, FIRE PROTECTION, AND ENVIRONMENTAL MANAGEMENT

A. GENERAL

Ex. B.5 can also be found at: Community Based Outpatient Clinic Lease Templates | Healthcare Environment and Facilities Programs (va.gov);

*Any other items not listed in the Ex. B.5 link shall also be adhered too, see below.

B. PERMITS Space must have a current occupancy permit issued by the local jurisdiction. Lessor shall obtain and maintain all necessary permits for operation of building services and equipment, including but not limited to fuel-fire mechanical equipment, emergency and standby generators, equipment to treat or exhaust toxic or hazardous gases, and solid or liquid wastes.

C. TEST & INSPECTIONS BY LESSOR

a. Lessor shall inspect, test, and maintain building systems, fire and life safety systems and equipment, as required by the more stringent of all NFPA guidelines, local/city codes, Joint Commission (JCAHO), and any other applicable code requirements. The lessor shall submit documentation as acceptable to the Contracting Officer and/or VA COR of all tests, reports, and maintenance logs. The lessor may use their own documentation format/template for reporting out on required tests, inspections, maintaining the building systems and fire and life safety systems. However, the documentation must include ALL required information as specified in NFPA 101, 72, 99, 13, Joint Commission (JCAHO), and any other applicable code requirements.

b. At minimum, systems and equipment for which inspections and reports are required include, but are not limited to, those systems as enumerated in NFPA 99, other applicable NFPA guidelines, and the following:

i. Essential Electrical System

ii. Gas and Vacuum Systems

iii. Environmental Systems

iv. Fire Doors and Shutters

v. Portable Fire Extinguishers

vi. Fire Suppression Systems

vii. Standpipe Systems

viii. Fire Detection and Alarm Systems

a. All test and inspections must meet the attached Joint Commission criteria for the Life Safety and selected

Environment of Care (EC) standards. As these requirements may change over the course of the multi-year lease, any changes to these requirements will be forwarded to lessor, upon request. In addition, the following Joint Commission criterion on timing of inspections shall be adhered to:

i. Weekly Inspections must be conducted on the same day of the week each week.

ii. Monthly Inspections must be conducted on the same day of the same week each month.

iii. Quarterly Inspections must be conducted within 10 calendar days each quarter.

iv. Semi-annual Inspections must be conducted within 20 calendar days each 6 months.

v. Annual Inspections must be conducted within 30 calendar days each year.

vi. Beyond Annual Inspections must be conducted within 45 calendar days.

b. Fire protection and Suppression testing and Inspection: Refer to requirements on attached Joint Commission criteria for the Life Safety and selected Environment Care (EC) standards. This includes but is not limited to fire sprinkler systems and fire alarm systems.

i. All required fire extinguishers and cabinets shall be provided by the lessor

ii. Monthly fire extinguisher inspections are completed by the VA, CBOC Manager or designee.

iii. Annual fire extinguisher inspections are completed by the Lessor as part of maintaining fire safety equipment.

c. Fire alarm system shall be designed such that it is not affected by vacancies in adjacent spaces.

d. Emergency Power Systems are maintained and tested: refer to requirements on attached Joint Commission criteria for the Life Safety and selected Environment of Care (EC) standards. This includes, but is not limited to exit signs and emergency lights.

B. INSPECTIONS BY GOVERNMENT

The government reserves the right to conduct independent inspections, testing, assessments, and detailed studies in space it occupies, as well as in space serving the VA leased space (e.g. common use areas, mechanical rooms, HVAC systems, etc.). The Lessor shall assist VA in its assessments and detailed studies by making available http://vaww.hefp.va.gov/sites/default/files/files/2023-10/Small%20Lease%20-%20Appendix%20D%20Safety%20Fire%20Protection%20EM%20Appendix.docx http://vaww.hefp.va.gov/sites/default/files/files/2023-10/Small%20Lease%20-%20Appendix%20D%20Safety%20Fire%20Protection%20EM%20Appendix.docx

EXHIBIT B AGENCY SPECIFIC REQUIREMENTS RLP 36C24W24R0035

information on building operations and Lessor activities, and providing access to space for assessment and testing, if required. These may include, but are not limited to, noise and vibration testing, water and air quality sampling, water, and air sampling for pathogens, Legionella cultures and copper/siler analysis, radon testing, mold testing, Facility Condition Assessments of building systems and equipment, etc. Work may be performed by independent consultants, or VA personnel.

Lessor shall implement corrective measures required by the Contracting Officer.

C. CODE VIOLATIONS

Equipment, services, or utilities furnished, and activities of other occupants, shall be free of safety, health, and fire hazards. When hazards or code violations are detected, they must be promptly correct at the Lessor’s expense.

Where requirements conflict, the decision of the Contracting Officer shall be final.

D. SPECIAL ENVIRONMENTAL REQUIREMENTS

E. INDOOR ENVIROMENT

Lessor shall maintain building envelope and building systems in good repair. Excess or uncontrolled water can damage interior finishes, furnishings, or equipment and can contribute to the growth of mold and other pathogens.

Lessor shall take precautions in design, construction, operation, and maintenance of the facility to control the entry of water from outside sources or leaks from building systems.

Lessor shall promptly repair any leaks and replace damaged materials or finishes. If mold or other pathogens are discovered, Lessor shall be responsible for remediation.

F. SPECIAL BUILDING EQUIPMENT

Special building equipment required to treat and exhaust to the atmosphere toxic gases produced by the agency program equipment shall be maintained in proper operating condition. Maintain all such installations in compliance with appropriate OSHA, EPA, or related regulations of the local community.

Lessor shall obtain operating permits as required by EPA and local Authorities Having Jurisdiction for the operation of exhaust-producing generators and building air and water heating equipment.