P09 PWS Fire Pump- Sprinkler -Suppression Systems Maintenance - Inspection - Testing and Repair.docx

SITE-SPECIFIC PERFORMANCE WORK STATEMENT DEPARTMENT OF VETERANS AFFAIRS

NY HARBOR HEALTHCARE SYSTEM BROOKLYN CAMPUS

ST. ALBANS COMMUNITY LIVING CENTER

1. PURPOSE

Obtain maintenance and repair services, inspections and testing Fire Suppression Systems and associate Equipment (to include Fire Pump(s), Sprinkler System(s) (Waterflow devices, Tamper Switches), Kitchen Fire Suppression Systems and Dry/Pre-Action Sprinkler System(s)), at the Brooklyn VA Medical Center (“BK VA”) and St. Albans Community Living Center (“SA CLC”), referred to as the Government.

SCOPE OF WORK. The contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance and repair tasks functions for the equipment, utility systems, and facility maintenance items, described in the solicitation. Below is the site information for the Brooklyn Campus of the NY Harbor Healthcare System, Department of Veterans Affairs.

1.1.1. FACILITIES. The equipment to be maintained is identified in Attachment A; Equipment Inventory to this Site-Specific PWS. All billable corrective maintenance and repair work performed for the equipment listed equipment inventory, shall be performed when authorized by the CO or COR and in accordance with a Government-approved technical instructions and facility priorities.

1.1.2. While under warranty, authorized emergency/urgent repairs, deemed necessary by the on- site COR, shall be included under the service contract.

1.2 PERSONNEL QUALIFICATIONS. Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. Personnel operating motor vehicles will have a valid state driver’s license and abide by all NY Harbor Healthcare System traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. When requested, the Contractor will provide the CO and on-site COR with information on the qualifications or certifications for employees and sub-Contractors. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications will be submitted to the on-site COR and QAE annually or as requested. Associated training, licensing and certifications’ expenses shall be borne by the Contractor.

1.2.1 Minimum Staffing-The Contractor will maintain minimum staffing requirements on a 24/7/365 basis to respond to emergencies. The Contractor is encouraged to perform maintenance that affects the normal operations of the healthcare facility during “off hours” to the fullest extent possible to reduce patient care interruption.

1.2.2 Personnel Requirements: The Contractor will ensure all tradespersons (i.e., engineers, electricians, mechanics, plumbers etc.) who perform maintenance on the systems and equipment are licensed and have received adequate training prior to operating or maintaining the systems/equipment.

1.3. SYSTEM DESCRIPTIONS:

1.3.1. Fire Suppression Systems. The Contractor will be responsible for testing, maintenance and repairs of Fire Pumps, Sprinkler System(s), Kitchen Fire Suppression Systems and Pre-Action Systems. The Contractor shall inspect and service in accordance with the manufacturer's recommendations, prevailing industry standards and local, state, national, and international (where applicable) codes. Additionally, the Contractor will be responsible for maintenance, repair and adjustment of all system(s) components.

1.3.2 The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract.

1.3.3 Contractor shall comply with all applicable Federal Codes, Local and Veterans Health Administration (VHA) standards and directives. Codes to include but not limited to:

· National Fire Protection Association (NFPA) 72 and 90

· International Building Code (IBC)

1.3.4 The Contractor shall provide complete maintenance service, safety inspections, and tests on system(s) for the period required under the contract. Work shall be performed by only trained, and certified technicians on facility’s fire alarm specific systems, such as:

a. Notifier Fire Alarm System at Brooklyn and New York VA Medical Centers.

b. Edwards Fire Alarm System at St. Albans CLC.

1.3.5 The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram Fire Alarm systems.

1.3.6 Contractor shall maintain a complete set of current and legible schematic diagrams for each facility Fire Alarm System. Diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made shall be dated and recorded. The diagrams will remain property of the Government.

1.3.7 The certified inspector will provide a report of deficiencies found to the Government and Contractor is required to correct.

1.3.8 The certified technician shall ensure full system functionality each time they depart the facility after performing system test, inspection, maintenance and or repair.

1.3.9 The Contractor shall identify the date of the last Annual Test and maintain the frequency as per Joint Commission VHA requirements.

1.3.10 Any repairs or adjustments necessary to complete a test and return the fire alarm system to service shall be performed by the Contractor at no additional expense to the Government.

1.3.11 All tests or inspections removing fire alarm system or any of its components from normal operation shall be scheduled in advance with the CO/COR/Facility’s Safety Office.

1.3.12 The contractor requires to perform a field “Site Visit” in the Hospitals to determine the exact number(s) and type(s) of associate equipment and/or device(s) before the submission of price proposal. In the conclusion of the site visit the contractor shall provide a detailed list of all associate equipment(s) and/or device(s) to the VHA.

1.3.13 Attachment “A” to be used as a reference only and not to be consider as a complete list of equipment.

1.4 SCHEDULED MAINTENANCE. The Contractor shall obtain all parts, materials, and supplies necessary to perform scheduled maintenance, also known as preventive maintenance (PM), and the contractor shall be responsible for the cost of all manufacturer/industry standard PM replacement parts/materials/lubricants. The contractor shall review the manufacturer’s requirements for scheduled maintenance for the systems/equipment and recommend to the Chief of Maintenance and Operations. The contractor shall ensure that the level of preventive maintenance (tasks, frequency, etc.) is adequate to preserve the manufacturer’s warranty on the systems/equipment, and that contractor personnel and subcontractors that are used to perform scheduled maintenance during the warranty period are qualified by the systems/equipment manufacturer where necessary to preserve the warranty on the systems/equipment. The Contractor will also ensure that all scheduled maintenance complies with applicable codes and standards (i.e., NFPA, etc.). The contractor shall provide written information to the Chief of Operations and Maintenance outlining manufacturer PM tasks to be incorporated into each item’s PM schedule. In Attachment A; Equipment Inventory, some descriptions are listed to explain in detail what is currently being accomplished during a PM.

1.5 UNSCHEDULED (CORRECTIVE) MAINTENANCE (CM). In the event VA maintenance staff or inspector identified equipment that is in need for necessary repairs or parts replacement, the contractor shall provide labor and materials as assistance to the VA staff to perform the necessary repair.

1.5.1 Parts & Materials: The Contractor shall obtain all parts, materials, and supplies for individual scheduled and unscheduled maintenance actions for the systems under Service Contract, which shall be included in the Contractor’s firm fixed price. All costs under Scheduled and Unscheduled Service shall be borne by the Contractor.

1.5.1.1 Acquisition of Materials, Parts and Supplies. Materials, parts and supplies will be procured on a competitive basis by the Contractor. If a lack of competition exists, a justification will be provided to the on-site COR and CO. Discounts and rebates on items will be credited to the Government. All purchase documents will be made available for review and audit by the on- site COR and CO.

1.5.2 For individual unscheduled maintenance actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies and labor for individual unscheduled maintenance actions and repairs which cost less than or equal to $2500. Labor is not calculated into the $2,500 threshold if performed by on-site contractor personnel during normal duty hours. Labor obtained via sub- contract can be included in the cost determination, however the CMM must demonstrate to the COR that the repair is beyond the capabilities of on-site maintenance mechanics to execute in- house.

1.5.3 Retain Replaced Parts and Components. Replaced parts with acquisition value of $500.00 or greater will be retained for at least ten (10) days after completion of the job and these parts will be readily available for inspection by the on-site COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the Contractor will, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The CO and on-site COR retains the right to specify the kind and quality of all materials, parts, and supplies.

1.5.4 Non-reimbursable Supplies and Services. The Contractor shall provide, at Contractor expense, all office supplies and services such as copying machines, fax machines and paper, variety of colored bond paper for monthly PM work orders, toner and associated expendable office supplies required to perform this contract. Additionally, internet service and long-distance telephone service expenses shall be borne by the Contractor.

1.5.5 WARRANTY ENFORCEMENT. The on-site COR shall be responsible for tracking and Contractor compliance with manufacturers’ and contract warranties and shall maintain on-site records of equipment bearing warranties in addition to ensuring the Contractor provides fully completed worksheets to the Facility Management. The Contractor will annotate equipment O&M records showing warranted items and warranty expiration dates on all equipment. The Contractor shall provide supporting documentation for any warranty claims to the on-site COR. The Government will provide the Contractor with all existing warranty documentation at the start of the task order.

1.5.5.1. Warranty Service Response. The Contractor shall normally conduct first look, with response based on the “Response and Completion” Table in page 1 above, for all infrastructure systems under warranty, without voiding the warranty. The Contractor shall utilize a warranty response priority system for bringing the appropriate warranty outside contractor (Manufacturer or their qualified warranty responder) based on the following priority system:

1.5.5.1.1. Priority Code 1. Emergency Warranty Response Required. The facility maintenance Contractor shall determine the EMERGENCY nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 4 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

1.5.5.1.2. Priority Code 2. Urgent Warranty Response Required. The facility maintenance Contractor shall determine the URGENT nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 8 hours to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

1.5.5.1.3. Priority Code 3. Routine Warranty Response Required. The facility maintenance Contractor shall determine the ROUTINE nature, based on criteria noted in the “Response Definitions” table at page 1 above, of the warranty service call, with confirmation by the on-site COR, where the warranty outside contractor shall respond on-site within 3 days to conduct evaluation and determine course of action and initiate work within 2 hours following the on-site response time. Work shall continue until the problem is repaired/ resolved.

1.5.6 Exclusions and Initial Inspection Period: After task order award, the contractors shall perform a complete initial inspection of all building systems for which maintenance coverage is specified. The period for inspection will be 20 days. The contractor shall provide a detailed written report, with photographs (electronic and hard copy), of their findings to include a complete description of deficiencies with digital photographs. All items that will require additional work prior to inclusion under service performance-based task order shall be identified by line item with an estimated price for repair or replacement. The COR will validate the list. The contracting officer will settle disputes between vendor list and the government validation. If the government elects not to repair/replace the items identified they are to be identified for exclusion under the task order proposal period. Contractors shall not include any items that would be replaced, repaired or adjusted during performance of normal preventive maintenance.

1.5.7 Equipment Repair/Replacement: The Contractor shall assume responsibility for all Service repairs to the equipment, whether the repair is conducted by the General Maintenance Contractor or a hired sub-contractor. Deficiencies found subsequent to/after the initial Contractor RPIE survey/inspection will not be considered preexisting and the repair shall be the responsibility of the Contractor.

1.5.8 Existing Deficiencies: Nothing in this section pertaining to existing deficiencies shall be construed as diminishing the obligations imposed by this agreement upon the contractor, to operate and maintain any deficient item to the extent possible. The Contractor shall be responsible for maintaining proper operation of all RPIE whether identified or not on the initial Contractor RPIE survey/inspection. The Contractor will not be held responsible to replace RPIE/infrastructure installed as part of a new construction or renovation conducted outside of this facility maintenance contract that has deficiencies as a result of Architectural and Engineering Design Deficiencies. However, the Contractor shall be responsible to properly maintain (PM and CM) all RPIE as identified under the Service Contract.

1.5.9 Removal From Coverage: Contractors shall notify the CO and COR at least one (1) year prior to the effective date of their intent to remove an equipment item from coverage because it has passed life expectancy and can no longer be economically maintained. This change can only be done after the year has expired and at next task order renewal period. The facility must take appropriate action to replace the equipment in order to have coverage on that specific equipment item. In the event the facility cannot or does not replace identified equipment, coverage for that equipment will cease and the task order price will be reduced accordingly. Note: PM labor and PM parts will continue to be provided at FSS rates for items that are dropped of the coverage.

1.6 DELIVERABLES: The contractor will provide (3 copies) a report to the Chief of Engineering on the effectiveness of the PM program; (b) provide quantitative results analysis of the impact of the PM program. The report is to be provided within the completion of the PM cycle (monthly PM-monthly report, semi-annual PM- semi-annual report …).

1.7 DOCUMENTATION

1.7.1 The Contractor shall maintain a Service Logbook in the fire alarm room. The log shall list the date and time of all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary corrections performed, or parts replaced.

1.7.2 The Contractor shall record log entries of tests conducted, technicians performing the tests, and test results tests including any deficiencies found. This is in addition to recording this information in the required data base. The Contractor shall provide a copy of each logbook (one hard copy and one electronic) annually to the COR for record, and provide for review within 48 hours at the request of the COR.

1.7.3 The Contractor shall submit an inspection annual report upon completion of entire fire alarm system inspection and test. The report shall include the following at minimum:

· Cover sheet

· Property information

· Monitoring entity information

· Type of transmission

· Each building Detailed test results per device type

· Each facility’s building to be on separate report tab Certification sheet to include Inspector name, date, time and signature

1.8 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart

42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

a. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

b. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

ATTACHMENT “A”

BROOKLYN CAMPUS

1-Fire Pump.

1-Jockey (Booster) Pump.

5-Pre-Action (dry) Sprinkler Systems.

All Waterflow devices (Several Buildings Approximately 200) and Tamper Switches (Approximately 200).

5- Kitchen Fire Suppression Systems

ST. ALBANS COMMUNITY LIVING CENTER

1- Fire Pump.

1- Jockey (Booster) Pump.

3- Pre-Action (dry) Sprinkler Systems.

All Waterflow devices (Several Buildings Approximately 150) and Tamper Switches (Approximately 150).

5 - Kitchen Fire Suppression Systems.