PWS.pdf

Fire Extinguishers and Suppression Systems

Performance Work Statement

1. Location of Work: All Work described in this Performance Work Statement (PWS) shall be performed at Dallas VA Medical Center, 4500 South Lancaster Road, Dallas, Texas, Sam Rayburn Memorial Veteran Centers, 1201 East 9th Street, Bonham, Texas, Veterans Resource Center (Herzog), 4900 S. Lancaster Rd., Dallas Texas, Garland VA Medical Center, 2300 Marie Curie Blvd, Garland Tx and the Grand Prairie VA Clinic, 2737 Sherman St., Grand Prairie Tx.

Work is to be accomplished on location at each facility.

2. Period of Performance: Base Plus Four option years. To be determined

3. Description of Work: The work consists of furnishing all labor, personnel, supplies travel supervision, equipment, tools, materials, and related items necessary to perform monthly inspections and change/swap out fire extinguishers not meeting Code, annual maintenance and six year maintenance on 5lb., 10lb., or 20 lb. stored pressure chemical fire extinguishers in all buildings and fleet vehicles. Work is to be completed on any/all classes and ratings of stored pressure fire extinguishers, excluding halogenated/halon agents, in accordance with (IAW) National Fire Protection Association (NFPA) Standard 10, Standard for Portable Fire Extinguishers, current Edition. The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations.

In addition, the contractor shall provide semiannual fire suppression services for (15) kitchen and industrial suppression systems at the Dallas VA Medical Center, Sam Rayburn Memorial Veterans Center, Garland VA Medical Center and Veteran Resource Center (Herzog) IAW National Fire Protection Association (NFPA) Standard 13, Standard for the Installation of Sprinkler Systems; NFPA Standard 1710, Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Department, current Edition; NFPA Standard 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, current Edition; NFPA Standard 15, Standard for Water Fixed Systems for Fire Protection, current Edition; NFPA Standard 72, National Fire Alarm and Signaling Code, current Edition; and NFPA Standard 15, Standard for Water Spray Fixed Systems for Fire Protection, current Edition.

3.1. Emergency or After Hour Call outs: There will be no after hour call outs. If an extinguisher is discharged the Contracting Officer Technical Representative (COTR) will be advised to contact the contractor during the next business/duty day.

4. Inspections and Servicing Tasks:

4.1. General: Inspections and servicing tasks shall be performed, on campus, at location requested by facility occupant IAW the requirements of the NFPA 10, Standard for Portable Fire Extinguishers. If work cannot be accomplished on site, contractor will furnish replacement extinguishers that remain current with NFPA 10 standards until occupants’ units are returned to service. Contractor shall report to the COTR before beginning the inspections. Initial inspections shall be October 1st of each federal fiscal year through September 30th. Vendor will notify COTR prior to any maintenance is performed on fire extinguishers. COTR will determine if maintenance is required and approval will be given to Vendor to proceed.

4.2. Annual Maintenance: Inspections, tests, and maintenance to be performed on each system shall include but is not limited to table I.1(a), Mechanical Parts Maintenance Checklist, and applicable sections of chapter 7 found in NFPA 10, Standard for Portable Fire Extinguishers, current Edition.

4.3. Six Year Maintenance Procedures: Inspections, tests, and maintenance to be performed on each system shall include, but is not limited to table I.1(a), Mechanical Parts Maintenance Checklist, table I.1(b), Agent and Expelling Means Maintenance Checklist, and applicable sections of chapter 7 found in NFPA 10, Standard for Portable Fire Extinguishers, current Edition. Contractor is responsible to change out fire extinguishers that are due for 6-year maintenance in all buildings. Vendor will notify COTR prior to any maintenance is performed on fire extinguishers. COTR will determine if maintenance is required and approval will be given to Vendor to proceed. The following is the cost per year for 6-year maintenance for the next 4 years

4.4. Hydrostatic Testing/Maintenance Procedures: Hydrostatic Tests/Maintenance will be accomplished on cost comparison basis. Vendor will notify COTR prior to any maintenance is performed on fire extinguishers. COTR will determine if maintenance is required and approval will be given to Vendor to proceed. If it’s cheaper to purchase a new extinguisher rather than having a hydrostatic test/maintenance, the facility occupant will be so advised by the contractor to purchase a new unit of equal size/type. Contractor will be responsible to change out fire extinguishers that are due for 12-year Hydrostatic Testing in all buildings.

4.5. Appearance: Contractor employees shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire befitting a health care setting, and having complied with socially acceptable standards of personal hygiene expected of health care workers.

4.6. Protective Clothing: All hospital infection control standards must be followed while on duty. These items shall remain the property of the Government and shall not be removed from the facility. After use, protective clothing shall be turned in or destroyed as directed by the Chief of Service.

4.7. Indemnification and Medical Liability Insurance: The Contractor shall provide and maintain adequate liability insurance coverage consistent with the risks associated with the performance of all services required by this PWS.

4.8. Continuity of Services/Replacement Staff: The Contractor Point of Contact shall ensure qualified personnel are available to provide coverage during scheduled absences of primary contract employees or when they will be unable to provide services.

4.9 Physical Security: The Contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured. Contractors must always wear a picture identification badge with company information while performing inspections.

4.10 Entry Procedures to Controlled/Restricted Areas: The Contractor shall implement local facility procedures for entry to controlled/restricted areas where Contractor employees will work.

4.11 Other: The Contractor shall return all keys, issued uniforms, identification media, and vehicle decals upon completion/termination of the contract, as appropriate. Final payment will not be made to the Contractor without these items returned to the Government.

NATIONAL HOLIDAYS:

The holidays observed by the Federal Government

New Year Day -1 January Martin Luther King’s Birthday -Third Monday in January President’s Day -Third Monday in February Memorial Day -Last Monday in May Independence Day -4th of July Labor Day -First Monday in September Columbus Day -Second Monday in October Veterans Day -11th of November Thanksgiving Day -Fourth Thursday in November Christmas Day -25th of December

5. Inspection Report: Contractor will maintain records of all maintenance procedures on all fire extinguishers. The contractor shall provide documentation upon request from the Safety Service COTR. The contractor will use, at a minimum, the extinguishers full serial number and building number located for identification purposes. Monthly and annual inspections shall be recorded through use of bar code system, including bar code scanner(s) and computer software program for barcoding provided by the contractor. The software and historic date must be provided to the COTR for record keeping purposes. Monthly Microsoft Excel reports shall be provided to the COTR, or per request either electronically or hard copied. The inspection reports of all inspections (fire extinguisher and suppression systems), reports, shall include but not limited to the following criteria: 1) Manufactures date (extinguishers), 2) Manufacturer, 3) Equipment size and type, 4) Equipment location, 5) Services due date, 6) Dates of last service, and 7) last inspection date and type of inspection.

6. Payment: All work performed will be paid by the VA North Texas Health Care System (VANTHCS), Government Purchase Card (GPC) card holder, or Fiscal certification process through Austin Automation requiring service/maintenance for their fire extinguishers.

6.1. Price Per Unit: Will be placed on the PWS after contract is awarded.

7. Replacement of Extinguishers: VANTHCS is not required to purchase new extinguishers from the contractor awarded with this BPA.

8. Schedule: The contractor shall service fire extinguishers as scheduled by the facility occupant. This service shall be made available all weekdays, excluding nationally/Federal recognized holidays. Monthly inspections shall be completed by the 25th of each month.

8.1. The awarded contractor will maintain a current telephone number and address with

VANTHCS.

9. Qualifications:

10. Schedule of Unit Costs: The contractor shall establish a schedule of standard unit costs, which will be the basis for billing all work. These will include the labor, equipment, materials and disposal fees for the wastes listed below, inclusive of all associated administrative activities.

System – Dallas Est. Annual Quantity Rate/Units Fire Extinguisher, Annual 965 Units /_____ Fire Extinguisher, Monthly 965 Units /_____ Fire Extinguisher, Initial pricing 1 Job /_____ Fire Suppression, Kitchen, Semi-annual 3 Units /_____ Fire Suppression, Industrial, Semi-annual 1 Unit /_____ Fire Extinguisher, Vehicle, Annual 37 Units /_____ Fire Extinguisher, Recharge 5 lb.

10 lb.

20 lb.

40 lb.

Per Unit Per Unit Per Unit Per Unit Per Unit

Fire Extinguisher, Hydrostatic Per Unit /_____

5 lb.

10 lb.

20 lb.

40 lb.

Fire Extinguisher, 5 lb. ABC Fire Extinguisher, 10 lb. ABC Fire Extinguisher, 20 lb. ABC Fire Extinguisher, 5 lb. CO2 Fire Extinguisher, 10 lb. ABC - Non-Metallic Fleet Vehicle Fire Extinguishers 6-year Fire Extinguisher Maintenance

Per Unit Per Unit Per Unit Per Unit Per Unit Per Unit Per Unit Per Unit Per Unit Per Unit Per Unit

Exchange Fire Extinguisher for 6-year Maint. Per Unit _____/_____

System – Bonham

Fire Extinguisher, Annual 200 Units _____/_____ Fire Extinguisher, Monthly 200 Units _____/_____ Fire Extinguisher, Initial pricing 1 Job _____/_____ Fire Suppression, Kitchen, Semi-annual 2 Units _____/_____ Fire Suppression System, Residential 9 Units _____/_____

Fire Suppression, Industrial, Semi-annual 1 Unit /____ Fire Extinguisher, Vehicle, Annual 20 Units _____/_____ 6-year Fire Extinguisher Maintenance Per Unit _____/_____

System – Garland

Fire Extinguisher, Annual 310 Units _____/_____ Fire Extinguisher, Monthly 310 Units _____/_____ Fire Extinguisher, Initial pricing 1 Job _____/_____ Fire Suppression, Kitchen, Semi-annual 1 Units _____/_____ (Gaylord suppression system)

System – Grand Prairie

Fire Extinguisher, Annual 10 Units _____/_____ Fire Extinguisher, Monthly 10 Units _____/_____ Fire Extinguisher, Initial pricing 1 Job _____/_____

System – Herzog

Fire Extinguisher, Annual 17 Units _____/_____ Fire Extinguisher, Monthly 7 Units _____/_____ Fire Extinguisher, Initial pricing 1 Job _____/_____ Fire Suppression, Kitchen, Semi-annual 1 Units _____/_____ Fire Suppression System, Residential 0 Units _____/_____ Fire Extinguisher, Vehicle, Annual 0 Units _____/_____

Miscellaneous Parts/Service Part/Description

(6L K Model Hydrotest) LP Hydro - Stored Pressure Per Unit _____/_____ 11# Halo Tron Recharge Per Unit _____/_____ 15# CO2 Recharge Per Unit _____/_____

2.5 gal. Water Extinguisher Recharge Per Unit _____/_____ 24915 (Break Rod - Fire Suppression System) Per Unit _____/_____ 5# CO2 Recharge Per Unit _____/_____ 5# Halo Tron Recharge Per Unit _____/_____ 50006 (New 6L K Model Extinguisher) Per Unit _____/_____ 6L K Model Recharge Per Unit _____/_____ 9.5# Clean guard Recharge Per Unit _____/_____ Discharge Hose Per Unit _____/_____ G195/195 lbs. Pressure Gauge Per Unit _____/_____ Guardian Circuit Board (Residential Fire Suppression Sys.) Per Unit _____/_____ Handle Repair Per Unit _____/_____ Hour Labor Per Unit _____/_____ HP (High Pressure) Hydro - Stored Pressure Per Unit _____/_____ Mount Extinguisher Per Unit _____/_____ Neck O-Ring Per Unit _____/_____ Residential Fire Suppression System Inspection Per Unit _____/_____ Service Collar Per Unit _____/_____ Tamper Seal Per Unit _____/_____ Used 11# Clean guard Extinguisher Per Unit _____/_____ Valve Stem Per Unit _____/_____ Wall Hook Per Unit _____/_____

NARA Records Management Language for Contracts (May 2017)

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Dallas VA medical center and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Dallas VA medical center or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Dallas VA medical center. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Dallas VA medical center control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Dallas VA medical center guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Dallas VA medical center policy.

8. The Contractor shall not create or maintain any records containing any non-public Dallas VA medical center information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Dallas VA Medical center owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Dallas VA medical center shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

References:

VHA Directive 6300 VA Handbook 6300.1 North Texas VA Medical Center Policy VA Directive 6500 36 CFR Part 1222.32 (b)

Fire Extinguishers and Suppression Systems