P09 - Statement of Work - Final.docx

Statement of Work Complete Life Safety Assessment Statement of Conditions (SOC)

1.0. SCOPE

The Contractor shall provide all parts, labor, tools, materials, supplies, equipment, transportation and supervision, necessary to provide Complete Life Safety Assessment Statement of Conditions (SOC) in complete and strict accordance with the contract and all attachments thereto.

1.1. The Department of Veterans Affairs requires a Life Safety Assessment (SOC) assessment in accordance with the latest editions of National Fire Protection Association 101 (Life Safety Code), NFPA 99 (Health Care Facilities Code) and Joint Commission standards to ensure the safety of patients, staff and visitors located at the Overton Brooks Veterans Medical Center (OBVAMC) in Shreveport, LA. SOC Electronic copies of applicable drawings shall be furnished by the VA to the Contractor upon request. Hard copies of VA drawings shall be at the Contractors expense. Contractor shall be responsible for verifying all quantities and dimensions.

1.2. Contractor shall provide updated SOC drawings to the VA in electronic format (AutoCAD and PDF).

1.3. Contractor shall provide support via a unique log-in Data Innovations Customer Web Portal.

1.4. Complete Life Safety Assessment Statement of Conditions (SOC) shall be rendered at the following locations:

1.4.1. Overton Brooks VA Medical Center, 510 E. Stoner Ave., Shreveport, LA 71101 Building 1 (558,000 SQFT) Building 55 (20,478 SQFT) Building 57 (13,231 SQFT)

2.0. OBJECTIVES

2.1. Any provision or partial provision of the Contract plans, specifications, documents or requirements that is not consistent with this SOW and Contractor Access and Activities Notice will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract plans, specifications, documents or requirements shall remain in full force and effect.

2.2. Information Technology (IT) security requirements Certification and Accreditation (authorization) (C&A) of the contractor system: The C & A requirements do not apply, and a Security Accreditation Package is not required.

2.3. Safety shall be the Contractor’s highest priority.

2.4. The VA healthcare facility shall continue to operate during the performance period, including, but not limited to the mechanical and electrical systems.

2.5. Work by the Contractor shall be completed between the hours of 8:00am CT to 4:00pm CT Monday through Friday, excluding Federal holidays. Work that will interfere with normal medical center operations shall be coordinated (prior to or ahead of designated time) with the Contracting Officer’s Representative (COR) and accomplished during designated maintenance times, as noted otherwise herein, as requested and shall approved in writing by the COR for special circumstances.

2.5.1. Federal Holidays observed by the VAMC are:

New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans' Day Thanksgiving Day, Christmas Day In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation

2.6. Contractor’s work shall be conducted in a manner and at times which would present the least amount of disruption to the VA healthcare facility.

2.7. Period of Performance: Contractor shall complete the work required in accordance with the Statement of Work (SOW) in 120 calendar days from receipt of Notice to Proceed, unless otherwise directed by the Contracting Officer (CO).

2.8. OBVAMC utilities and work areas may not be immediately available, and the Contractor shall be flexible in the project schedule without additional cost to the Government.

2.9. Contractor shall execute the contract in accordance with the true intent and meaning of the SOW, contract and specifications without additional cost to the Government.

3.0 Qualifications

3.1. Fire Protection Engineer shall have at least 5 years’ experience, performing Fire Life Safety Assessments.

3.2. Fire Protection Engineer or technician must visit each location in person to perform the assessments.

3.3. Fire Protection Engineer shall have conducted at least 3 Hospital assessments.

3.4. Fire Protection Engineer shall be able to accurately assess Hospital Occupancy, Ambulatory Occupancy, Business Occupancy and Special Purpose Industrial Occupancy.

3.5. Shall be able to provide AUTO CAD and PDF drawings, SOC binder with required documents.

3.6. All assigned surveyors must have documented experience with NFPA 101 Life Safety Code and NFPA 99 Health Care Facilities Code. Assigned surveyors shall have at least five years of fire protection engineering experience with demonstrated experience in evaluating complex healthcare facilities with respect to The Joint Commission accreditation standards.

3.7. 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, VATR and the final decision made by the Contracting Officer.

Failure to submit any of the required information, statements, or certifications may result in rejection of the quote without further consideration for award or termination of the contract after award.

4.0. Task

4.1. Conduct a physical on-site survey of the listed buildings to determine compliance with the most current edition of NFPA 101 Life Safety Code, VA Fire Protection Design Manual most recent edition, and VHA-Joint Commission Clarification Document requirements.

4.2. Review and verify areas for the appropriate occupancy classification for each room or suite to determine ratings of structure according to most current NFPA codes and VA requirements. Verify all suites are correct and/or needed according to most current NFPA Code and VA requirements.

4.3. Assess all fire and smoke, barrier walls and dampers and make a determination whether they are required, or they shall be decommissioned. Assess all cross-corridor doors and make a determination on whether they are required. Some areas may require coordination with staff for off duty hour inspections. Verify that barriers are complete and needed.

4.4. Assess and make determinations on new and existing 7.3 Exit Access Corridors and 7.1 egress path impediments interpretation from current Code Requirements. Assess Common paths of travel in all areas. Assess Travel distances to Exits in all areas.

4.5. Verify all electrical closets and transformer rooms are correctly rated according to most current NFPA Code and VA requirements.

4.6. Conduct a survey of 100% of all fire and smoke barrier walls and ceilings to confirm location and construction. This shall be accomplished everywhere the ceilings and walls are accessible.

4.7. Identify and document with pictures and include code reference for any deviations from most current NFPA Code, VA requirements, or other regulatory requirements, so that work orders and Survey Plan for Improvement (SPFI) can be developed. Pictures shall not contain any PII and PHI. (Staff or Patient Information)

4.8. Review our electronic Joint Commission data and assist in its update.

4.9. Review and verify Equivalencies are compliant and are needed or need to be updated according to most current NFPA Code and VA requirements.

4.10. Verify all fire, smoke, and corridor doors meet the most current NFPA Code and VA requirements. Assess no doors locked in the path/direction of egress.

4.11. Review and verify all fire extinguisher locations meet most current NFPA Code and VA requirements. Assess travel distances to Fire Extinguishers. Assess Fire Extinguisher heights for compliance.

4.12. Review and verify all room numbers, locations, and labeling are consistent with most current NFPA Code and VA requirements.

4.13. Review and verify all room numbers are noted properly on Life Safety Drawings.

4.14. The reports and data shall be provided in a format using Microsoft Word, Adobe Acrobat, and AutoCAD Architecture.

4.15. All letters and numbers shall be readable on 11”x17” paper drawings.

4.16. Review and verify that all recessed sprinklers have been approved by the Authority Having Jurisdiction. Document every location in writing with justification and approval.

4.17. SOC binder shall be labeled and constructed according to the most current Joint Commission standards. All equivalencies and justifications shall be documented in writing and inserted in the SOC binder. This is to include:

14.17.6. Make recommendations on how to correct any noncompliant items that are not correctable by simple, straight forward methods.

14.17.7. 7. Prepare a preliminary Plan For Improvement (PFI) in the draft submittal for any items that are not correctable under our work order system. After receiving the Medical Center's input, complete the PFI for inclusion in the final SOC documents.

4.18. OVBAMC Engineering department shall provide the most current Architectural AutoCAD drawings for all aforesaid buildings.

14.8.1. Drawings shall be drafted in accordance with the VA CAD Standards Guide.

4.19. Provide an exit conference after all surveys are completed with Overton Brooks VA Medical Center Leadership, Safety Office, and Engineering staff to discuss findings and trends for a total of two hours. Included in the exit conference shall be a spread sheet with a list of deficiencies including locations. All minor deficiencies that are best corrected through normal maintenance efforts or work orders shall be provided by separate letters and lists.

4.20. Deficiencies shall only be included in the draft SOC documents. Must include pictures (pictures shall not contain any PII or PHI of staff or patients) of deficiencies with listed code violation and location. Five draft copies of the SOC PDF drawings, CAD drawings, and preliminary PFI documents shall be submitted for review.

4.21. Overton Brooks VA Medical Center shall review and have recommendations for changes to drafts to the Vendor within 20 business of receipt of drawings.

4.22. OBVAMC shall receive the one Master, four numbered copies and an electronic copy of the Final SOC documents. These SOC documents shall include any equivalencies that pertain to OBVAMC property.