P01-SOW Fire Smoke Damper and Repair.docx

VA Black Hills Health Care System (VA BHHCS) {Enter Package Number and Name} Fire, Smoke and Combination Fire/Smoke Damper inspection, Testing, Maintenance, and Repair Services Facilities Management – Fire Department General Conditions and Statement of Work

1. The VA Black Hills Health Care System (VA BHHCS) has a requirement to procure a Service Agreement to provide inspection, testing and maintenance of the fire, smoke, and combination fire/smoke dampers at the VA BHHCS hospitals in Fort Meade and Hot Springs, South Dakota.

Services shall be performed in accordance with NFPA standards, manufacturer recommendations, and VA requirements. The contractor shall perform inspection, testing, documentation, labeling, repair, and access panel installation necessary to maintain dampers in proper operating condition and according to the terms and conditions stated herein.

The purpose of this procurement is to maintain compliance with applicable National Fire Protection Association (NFPA) standards and healthcare regulatory requirements governing inspection, testing, and maintenance of fire and smoke dampers.

2. PERFORMANCE:

2.1. The contractor shall provide appropriate number of trips to the VA BHHCS hospitals in Fort Meade and Hot Springs, South Dakota during the Service Agreement period to perform the inspection/testing during our business hours. See Hours of Services section. Testing in critical areas may be required to occur during non-business hours. These activities will be coordinated with the service lines through the Contracting Officers Representative.

2.2. Contractor shall request in writing to COR a minimum of 2 weeks prior to when the activities are desired to occur, and when anticipating moving into a new area, to allow for service line coordination. Actual time given to the contractor to complete activities will be dependent on operational requirements of the service line. Prior to the start of activities, the contractor will be required to attend a Preconstruction Risk Assessment (PCRA) and implement any protective measures deemed required by the PCRA.

2.3. Services shall be performed in accordance with:

2.3.1. NFPA 80 (2025 Edition) – Standard for Fire Doors and Other Opening Protectives

2.3.2. NFPA 105 (2025 Edition) – Smoke Door Assemblies and Other Opening Protectives

2.3.3. Applicable VA life safety program requirements

3. HOURS OF SERVICES:

3.1. The Contractor shall perform the services as specified herein Monday through Friday with the exception of National Holidays between the hours of 8:00a.m. – 4:30p.m.

3.2. GOVERNMENT NATIONAL HOLIDAYS: The Contractor is not required to provide services on the following national holidays, nor shall the Contractor be paid for these holidays unless previously coordinated with the COR:

3.3. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

4. Contractor Responsibilities:

4.1. The Contractor shall take all precautions necessary to protect against injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to Contractor’s employees as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by contractor’s employees’ fault or negligence.

4.2. Contractor shall coordinate the work schedule with the VA contact. Work may be required to be performed outside of normal duty hours as required by hospital operations. Any work resulting in hours outside from 8:00am to 4:30pm CT because of operational impacts shall occur at no additional expense to the Government.

4.3. Contractor shall provide personnel on-site at VA BHHCS to perform services under this Statement of Work within 10 calendar days of request.

4.4. Contractor shall respond within five (5) calendar days to VA BHHCS inquiries or questions and provide revised documents (if necessary).

4.5. The contractor shall provide all labor, resources, and travel necessary to complete the services as required within this statement of work.

4.6. Technicians shall provide all tools and labor necessary to perform inspections, installations, repairs, as required by this statement of work.

4.7. Safety Requirements: The Contractor shall be responsible for providing safety measures to conduct the work. The Contractor shall comply with all VA and OSHA safety and security measure such as, the lock-out-tag program and special work permits. The contractor is also required to coordinate with the VATR or designee to gain access to the specific work area along with obtaining identification badges for all personnel prior to commencement of services.

4.8. It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

4.9. Among all other requirements, the VA Health Care System and its property is entirely smoke-free.

4.10. Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law.

4.11. Contractor and their personnel shall always wear visible identification while they are on premises.

4.12. Possession of weapons is prohibited.

4.13. Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

5. VA BHHCS Responsibilities:

5.1. Provide any current available formats of damper locations.

5.2. Provide excel spreadsheet which will be used as a shared resource to update inventories, track findings, and everything necessary for documentation purposes for this contract.

5.3. VA BHHCS will consider requests made by the contractor that are considered reasonable by VA BHHCS and have been presented in writing as indicated in paragraph 2.2

5.4. CONTRACTOR PERSONNEL ACCEPTANCE: The Government reserves the right to accept or reject Contractor’s staff for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct shall be dealt with by the Contractor, VA representative and the final decision made by the Contracting Officer.

6. Overall reporting requirements

6.1. Spreadsheet:

6.1.1. Contractor shall track changes in provided excel spreadsheet to aid in updating VHA records.

6.2. Drawings:

6.2.1. Provide updated drawings in AutoCAD and pdf format.

7. Field Verification (CLIN1)

7.1. Applicable to Active Fire, Active Smoke, and Abandoned Fire dampers.

7.1.1. Confirm access for each damper and document deficiencies. Note which access panel or inspection fitting from paragraph 9 provide access to inspect damper for inaccessible dampers.

7.1.2. Confirm damper at location can be tested or witnessed from access point.

7.1.3. Label every damper on the VA provided inventory and any found that are not included in the inventory in the “Description/Location” column.

7.1.3.1. Red background with white font. Size 12 print minimum.

7.1.3.1.1. Dampers above lay-in ceilings.

7.1.3.1.1.1. Ceiling grid labeled with damper number found in spreadsheet. 7.1.3.1.1.2. Damper labeled above ceiling with damper number found in spreadsheet.

7.1.3.1.2. Dampers in mechanical room areas.

7.1.3.1.2.1. Label by applicable access panel with damper number found in spreadsheet.

7.1.3.1.2.2. Contractor shall remove all old labels found for all dampers covered by this statement of work.

7.1.4. Relocate fire alarm devices to gain access as required.

7.2. Reporting:

7.2.1. Update details in VA provided spreadsheet where found incorrect, incomplete or in addition to existing information in the description column.

7.2.1.1. Duct size

7.2.1.2. What ductwork is serving. Supply air, exhaust air, and return air.

7.2.1.3. Description where to find damper.

7.2.1.4. Room number.

7.2.1.5. Damper orientation (Vertical = perpendicular to ground and Horizontal = parallel to ground).

7.2.1.6. Eliminate duplicates.

7.2.2. Document access in the “deficiencies” column for each damper in VA provided spreadsheet. Include details for which damper access device size would provide access to observe or test damper. Contractor must note largest possible access panel that ductwork can support.

8. Inspection and Testing

8.1. Abandoned Damper inspection (CLIN2)

8.1.1. Applicable to abandoned Fire dampers.

8.1.2. Confirm fire dampers are closed at locations identified in inventory.

8.1.3. Reporting:

8.1.3.1. Document observations in VA provided spreadsheet.

8.2. Smoke and Fire/Smoke Damper Testing and Inspection (CLIN3)

8.2.1. Applicable to Fire/Smoke dampers.

8.2.2. Test as per current adopted NFPA 80 requirements

8.2.3. Contractor shall include personal required to operate fire alarm panel.

8.2.4. Contractor shall include personal required to safely operate elevators for contractor to access dampers in elevator shafts.

8.2.4.1. Reporting: Document observations in VA provided spreadsheet for all eight entries for inspection of damper.

8.3. Fire damper Testing and Inspection (CLIN4)

8.3.1. Applicable to active Fire dampers.

8.3.2. Test as per current adopted NFPA 80 requirements.

8.3.3. Reporting:

8.3.3.1. Document observations in VA provided spreadsheet for all entries for inspection of damper.

9. Parts for repair (CLIN9)

9.1. If repairs resultant from inspections are identified, the Contractor shall provide all replacement parts needed to keep the failed component in operating condition as originally designed by the manufacturer. Parts may be repaired or replaced, as the contractor deems appropriate, so long as amount listed in CLINs for Parts Repair cited in Section B.2 (Price/Cost Schedule) are not exceeded. No used parts will be used to repair this equipment.

9.2. For repairs, Contractor shall furnish the VATR with a written estimate of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the VATR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes. If cost exceeds cost listed for applicable line item in Section B.2 (Price/Cost Schedule), the Contracting Officer shall consider issuing a bilateral contract modification to increase funding for this line item per coordination with VATR, that includes supporting documentation as cited above.

9.3. Access Panels

9.3.1. Small access panel (CLIN5)

9.3.1.1. Contractor shall provide, modify ductwork, patch and repair insulation, and install access panels ranging from 6/6, 8/8, or 10/10.

9.3.1.2. Square door with double cam.1

9.3.2. Medium access panel (CLIN6)

9.3.2.1. Contractor shall provide, modify ductwork, patch and repair insulation, and install access panels ranging from 10/10, 12/12, or 14/14.

9.3.2.2. Square door with double cam.1

9.3.3. Large access panel (CLIN7)

9.3.3.1. Contractor shall provide, modify ductwork, patch and repair insulation, and install access panels ranging from 16/16, 18/18, 20/20, 22/22 or 24/24.

9.3.3.2. Square door with double cam.1

9.3.4. Access Panel Requirements: Ductmate industries or approved equal double cam access doors. To provide easy access into air ducts and units. This door was developed as an inexpensive alternative to the Ductmate Sandwich® Access Door, for low pressure applications.

9.3.4.1. TECHNICAL INFORMATION:

9.3.4.1.1. DOOR Consists of two, 24 gauge galvanized steel panels mechanically locked together

9.3.4.1.2. INSULATION 1” High density fiberglass insulation with UL classification: FHC25/50 and R-value 4.2.

9.3.4.1.3. GASKET Closed cell cross-linked polyethylene gasket with a service temperature range of -70°F to 175°F. The gasket is bonded to the inside of both the Dovetail and Press-On frames and also to the outside of the Dovetail frame only. Double Sided Adhesive Gasket: Closed cell cross-linked polyethylene is UL94HF1 listed with a service temperature range of -110°F to 158°F. This gasket is bonded to the outside of the Press-On frame only.

9.3.4.1.4. DOVETAIL FRAME Frames measuring 6” x 6” to 12” x 12” are manufactured from 24-gauge galvanized steel. Frames measuring 14” x 14” to 24” x 24” are manufactured from 22-gauge galvanized steel. All frames are manufactured with fastened corners for increased strength and an improved Dovetail design for easy installation on Metal Duct, 1” Duct Board or 1½” Duct Board.

9.3.4.1.5. PRESS-ON FRAME Frames measuring 6” x 6” to 12” x 12” are manufactured from 24-gauge galvanized steel. Frames measuring 14” x 14” to 24” x 24” are manufactured from 22-gauge galvanized steel. A durable double sided adhesive gasket allows for easy installation to metal ductwork.

9.3.4.1.6. CAM & LATCH The cam is manufactured from 16-gauge galvanized steel and the latch is manufactured from 20-gauge galvanized steel. Each cam is secured to the door with a rivet. The latch is securely fastened to the frame.

9.4. Camera Inspection Hole Plug (CLIN8)

9.4.1. Contractor shall provide, modify ductwork, patch and repair insulation, and install hole plugs.

9.4.2. Button Plugs with Recessed-Type Heads: Black Low-density polyethylene with recessed type heads secured in place by bead. Service Temperature: -94 - 175° F.

10. BADGES AND PARKING:

10.1. All Contractor personnel are required to wear identification (I.D.) badges issued by the VA BHHCS Engineering office during the entire time they are on the VA BHHCS grounds.

10.2. It is the responsibility of the Contractor’s personnel to park in the appropriate designated parking areas. Parking information is available from the VA BHHCS security office. The VA BHHCS shall not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstance.

11. AUTHORIZED SERVICES:

11.1. Only those services specified herein are authorized under this contract. Prior to performing any service of a non-contract nature, the Contracting Officer (CO) must be advised of the reasons for this additional work. Only the Contracting Officer may authorize additional services, and reimbursement will not be made unless prior authorization has been obtained.