PWS- WNY Chute and Barrier INSP.docx

WNY Chute, Barrier, & Door Inspections

PERFORMANCE WORK STATEMENT (PWS):

1. SUMMARY:

A. The Contractor shall provide monthly preventative maintenance (PM), repair services, and inspections of laundry & garbage chute systems, and annual smoke & fire barriers, and smoke & fire doors under a 12-month base contract period from the date of award, including four option years.

All services shall be performed at the following addresses-

Address:

Batavia Veterans Affairs Medical Center (VAMC)

Buffalo VA Medical Center 3495 Bailey Avenue Buffalo, NY 14215

Note- The Contractor shall be required to perform and complete all monthly inspections beginning in the same month as the contract award date, unless otherwise directed by the facility.

2. GENERAL:

A. All inspections, testing, adjustments, and reporting shall comply with the latest edition of:

1. National Fire Protection Association (NFPA):

2. NFPA 80 – Standard for Fire Doors and Other Opening Protectives, 2025 Edition.

3. NFPA 82 – Standard on Incinerators and Waste and Linen Handling Systems and Equipment, 2024 Edition.

4. NFPA 101 – Life Safety Code, 2024 Edition.

5. NFPA 105 – Standard for Smoke Door Assemblies and Other Opening Protectives, 2025 Edition.

B. Occupational Safety & Health Administration (OSHA):

1. OSHA Title 29, Code of Federal Regulations (CFR) Part 1910 Subpart I – Personal Protective Equipment (PPE) (1910.132-1910.140).

2. OSHA Title 29, CFR Part 1910 Subpart J – The Control of Hazardous Energy (lockout/tagout) (1910.147).

3. OSHA Title 29, CFR Part 1910, Subpart S – Electrical (1910.301-1910.399).

a. Veterans Affairs Western New York Healthcare System (VAWNYHS) Medical Center Policy (MCP):

b. MCP 138-15 – Electrical Safety Program.

c. MCP 00-190 – Control of Hazardous Energy Program.

4. Should a conflict arise between Veterans Affairs (VA) requirements and nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officers Representative (COR). The resolution of conflict must be made by the VA Authority Having Jurisdiction (AHJ).

5. In the event of a conflict between the text of this document and nationally recognized codes and standards, the nationally recognized codes and standards take precedence.

6. Nothing in this document supersedes applicable laws and regulations unless a specific exemption has been obtained.

7. The selection, assignment, and management of Contractor’s employees are the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC or its customers and personnel. The Contractor is fully responsible for the performance and conduct of their employees while on VAMC property. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, incapacitating agent or illness.

8. The gravity chute (Laundry & Trash) systems shall be inspected monthly. During the performance of the annual smoke & fire barrier and smoke & fire door inspections, the Contractor shall utilize existing inspection schedules as defined by the facilities.

9. The Batavia VAMC inspections are to be completed entirely in January of each contract year.

10. The Buffalo VAMC inspections are to be completed by floor. Each floor has a designated month they are to be inspected during. These inspections take place during all twelve (12) months of the contract year.

11. These schedules shall not be altered from their monthly schedule

12. The Contractor shall supply all labor, tools, equipment, and PPE required to perform the work identified in this agreement safely, effectively, and timely in accordance with NFPA and OSHA Standards.

13. The Contractor shall provide a technician to perform emergency repairs on all systems covered under this agreement within two (2) hours of receiving a call for service from the designated COR or VAMC representative.

14. The Contractor must be able to provide technicians for emergency call-in service 24 hours a day / 365 days per year.

15. All expenses related to emergency call-ins for service shall not be covered by this agreement, those services shall be funded as a separate requirement either through a modification to this contract or Government Purchase Card (GPC) Purchase Order (PO).

16. The VA agrees to provide Contractor free access to all equipment necessary to conduct work, and free access to all rooms or areas housing such.

17. At any time, the COR may deem any tool, technician, or method unacceptable based on the authority of inspection/acceptance of services.

3. CONTRACTOR QUALIFICATIONS:

A. All Contractor employees shall readily have access to the Codes, Policies, and Regulations listed under B.3.2.B.1./3. of this agreement.

B. Contractor employees performing PMs, inspections, and repair tasks shall have at minimum two (2) years of field experience servicing all systems identified in this agreement and shall provide documentation showing required experience is meet.

C. All Contractor technicians working on-site shall have completed an OSHA approved 10-hour construction safety training course.

4. SAFETY:

A. In the performance of this contract, the Contractor shall take all precautions necessary to protect persons and property from injury or damage.

B. The COR or designee shall notify the Contractor of any safety issues and the action necessary to correct the issues. Such Notice, when served to the Contractor or their representative at the work site shall be deemed sufficient for the corrective actions to be taken.

C. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the Contracting Officer (CO) may issue an order stopping all or part of the work and hold the Contractor in default.

D. All work areas must be clean at the close of the day and shall be left in the same condition as before work started. No tools or equipment shall be left unattended.

5. WORK SCHEDULE:

A. The requirements outlined in this PWS shall be performed during regular business hours 7:00 AM to 4:30 PM, Monday through Friday, scheduled at least 72 hours in advance with the COR B. The following are Federal Holidays observed by the VA and the Contractor shall not expect access to VA facilities or VA staff on these dates unless notified otherwise by the COR. Preventive maintenance or other services are not to be scheduled on these dates:

· New Year’s Day

· Martin Luther King, Jr. Day

· Washington’s Birthday

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veteran’s Day

· Thanksgiving Day

· Christmas Day B. All work activities are not to interfere with patients and/or staff. The VAMC must maintain its operation 24 hours a day / 365 days per year. Therefore, any interruption in service must be scheduled and coordinated with the COR to ensure that no disruptions to VAMC operations occur.

C. The Contractor shall report to the COR before and after performance of service and provide evidence of service performed.

D. If it becomes difficult for the Contractor to complete the required services due to patient care related activities or security issues, the Contractor shall not be obligated to complete testing in the area of concern at the time of their scheduled visit. The Contractor shall be obligated to complete the incomplete portion of their work at the time of the next scheduled visit to the facility. The final authority relative to this decision will be the COR E. If it becomes difficult for the Contractor to complete the required services due to patient care related activities or security issues, the Contractor shall not be obligated to complete testing in the area of concern at the time of their scheduled visit. The Contractor shall be obligated to complete the incomplete portion of their work at the time of the next scheduled visit to the facility.

6. SITE SPECIFICS:

A. The Batavia VAMC is a multi-building campus. The inspections listed in this PWS are performed throughout Buildings 1, 5, & 30.

1. Building 1 is five (5) stories, comprised of floors G-4.

2. Building 5 is four (4) stories, comprised of floors 1-3.

3. Building 30 is two (2) stories, comprised of floors B-1.

4. The Buffalo VAMC is a single high-rise building. The inspections listed in this PWS are all performed in Building 1.

5. Building 1 is fifteen (15) stories, comprised of floors SB-13.

B. Contractor shall perform monthly inspections and repairs, as needed, on the laundry and trash chute intake and discharge doors.

1. Batavia VAMC:

i. Three (3) intake doors.

ii. One (1) discharge door.

2. Buffalo VAMC:

i. Forty-four (44) intake doors.

ii. Four (4) discharge doors.

C. Contractor shall perform annual inspections of smoke & fire barriers and doors.

1. Batavia VAMC – Building 1:

a. Fire Barriers:

i. Five (5) Stairwells.

ii. One (1) Vertical Chase:

iii. Laundry Chute.

iv. One (1) Elevator Shaft:

v. Core Elevators.

vi. Three Building Unions:

1. Building 1 to Building 2.

2. Building 1 to Building 3.

3. Building 1 to Building 4.

vii. Ten (10) Smoke Barriers.

viii. Thirty-two (32) Fire Doors.

ix. Fourteen (14) Smoke Doors.

2. Batavia VAMC – Building 5:

a. Fire Barriers:Two (2) Stairwells.

i. One (1) Elevator Shaft:

ii. Core Elevator.

iii. Six (6) Fire Doors.

3. Batavia VAMC – Building 30:

a. Fire Barriers:

i. One (1) Stairwell.

ii. One (1) Fire Doors.

4. Buffalo VAMC – Building 1:

a. Fire Barriers:

i. Seventeen (17) Stairwells.

ii. Eight (8) Vertical Chases:

1. “A” Wing.

2. “B” Wing.

3. “C” Wing.

4. “D” Wing.

5. Nurse Station “A”.

6. Nurse Station “B”.

7. Nurse Station “C”.

8. Nurse Station “D”.

iii. Four (4) Dumbwaiter Shafts:

1. Pharmacy.

2. SPS Clean.

3. SPS Dirty.

4. Kitchen.

iv. Two (2) Elevator Shafts:

1. Core Elevators.

2. South Elevators.

v. One (1) Building Union.

vi. Two (2) Wing Unions:

1. “A” to “E”.

2. “D” to “E”.

vii. Forty-five (45) Smoke Barriers.

viii. Two hundred twelve (212) Fire Doors.

ix. Eighty-seven (87) Smoke Doors.

7. INSPECTIONS:

A. LAUNDRY & GARBAGE CHUTES:

1. Performance of the monthly laundry & garbage chute PM shall consist of the following tasks:

2. Visually inspect all system components for signs of wear or damage.

3. Verify fusible link is present and attached to the discharge door. If fusible link is not present or in need of replacement notify the COR immediately.

4. Inspect condition of fusible link by:

a. Ensuring it is not painted or coated with dust or grease.

b. Evaluate the condition of the chains/cables, s-hooks, eyes, and other devices that operate as a result of the link melting to verify working condition.

c. Every three (3) months simulate a fire in the room by detaching the chain and fusible link from the discharge door and allowing the door to drop. Ensure the door fully closes and latches without assistance. If the door does not fully close or latch notify the COR immediately. When complete, document date the testing was performed.

d. Open the discharge door and reattach chain and fusible link to place chute back into service.

e. Replace the link if damaged or painted with a link of the same size, temperature, and load rating.

f. In the chute discharge rooms:

i. Lightly lubricate hinges on discharge doors as required.

ii. Inspect power control center for wear or damage and ensure signal lights are operational.

iii. Activate the electromagnet circuit for chute intake doors to be inspected.

g. In the chute intake rooms:

i. Verify the electromagnets on intake doors are engaged and the doors cannot be opened without a key. After verifying the intake door is positively latched, use a key to deactivate the individual electromagnet and perform the required inspections. When complete ensure the door’s electromagnet is re-activated and the door is secure.

1. Inspect intake doors for missing hardware and replace as needed.

2. Visually inspect control circuit for loose or frayed wires

3. Inspect for sharp metal edges around intake doors, frames, and openings; repair as needed.

4. Doors that require repair shall remain locked out until repairs can be completed

5. Return inspected chutes system to service by de-activating the electromagnet circuit located in the discharge rooms.

h. Document equipment inspected, faults/repairs (if any), parts required to be ordered and provide the completed form to the COR upon completion.

i. The VA shall be responsible for the payment/ordering of all parts as applicable

j. The VA Medical Center will store all parts for this requirement.

k. Repairs that require parts to be ordered shall be made within five (5) business days of the COR notifying the Contractor of parts arrival, repairs and return trips shall be considered within the scope of this contract.

8. FIRE BARRIERS:

A. Performance of the annual fire barrier inspections shall consist of the following tasks:

1. Verify the fire barrier is continuous from outside wall to outside wall or from one fire barrier to another, or a combination including continuity through all concealed spaces, such as those found above a ceiling, including interstitial spaces.

2. Verify there are no penetrations on either side of the barrier, removing ceiling tiles where necessary

3. Comple documentation of all fire barriers inspected on forms provided by the VA, to include deficiencies (if any), and the recommended course of corrective action to be taken.

4. Work to repair the fire barriers, if necessary, is included in the overall scope of this requirement but will not be a part of the current PWS task. Any required repairs will be quoted and procured through a modification to this contract

9. SMOKE BARRIERS:

A. Performance of the annual smoke barrier inspections shall consist of the following tasks:

B. Verify the smoke barrier is continuous from an outside wall to an outside wall, from floor to floor, or from smoke barrier to smoke barrier, or by use of any combination thereof.

C. Verify there are no penetrations on either side of the barrier, removing ceiling tiles where necessary.

D. Comple documentation of all smoke barriers inspected on forms provided by the VA, to include deficiencies (if any), and the recommended course of corrective action to be taken.

E. Work to repair the smoke barriers, if necessary, is included in the overall scope of this requirement but will not be a part of the current PWS task. Any required repairs will be quoted and procured through a modification to this contract

10. SWINGING FIRE DOORS:

A. During performance of the annual swinging fire door inspections the Contractor shall visually inspect both sides of the door and verify:

1. Fire rating labels are clearly visible and legible.

2. No open holes or breaks exist on the surfaces of either the door or door frame.

3. Glazing, vision light frames, and glazing beads are intact and securely fastened in place, if so equipped.

4. The door, frame, hinges, hardware, and noncombustible threshold are secured, aligned, and in working order with no visible signs of damage.

5. No parts are missing or broken.

6. When measured on the pull side of the door(s) door clearances do not exceed:

a. For lap-mounted doors, clearance dimensions between the face of the door and the wall surface over which it rests in the closed position shall not exceed 3/8 in. (10 mm).

b. For flush-mounted doors, where doors are installed in frames, clearance dimensions between the vertical and top edges of the doors and the frames shall not exceed 1/8 in. ± 1/16 in. (3.18 mm ± 1.59 mm).

c. Clearance dimensions between the meeting edges of paired doors shall not exceed 1/8 in. ± 1/16 in. (3.18 mm ± 1.59 mm).

7. Clearance under doors, in the closed position, shall not exceed 3/8 in. (10 mm) above raised noncombustible sills and not more than 3/4 in. (20 mm) above the floor where there is no raised noncombustible sill.

8. The self-closing device is operational: that is, the active door completely closes without assistance when operating from the full open position.

9. If a coordinator is installed, the inactive leaf closes before the active leaf.

10. Latching hardware operates and secures the door without assistance when it is in the closed position.

11. Auxiliary hardware items that interfere or prohibit operation are not installed on the door or frame.

12. No field modifications to the door assembly have been performed that void the label.

13. Meeting edge protection, gasketing, and edge seals, where required, are inspected to verify their presence and integrity.

14. Signage affixed to the door meets the following requirements:

a. Combustible materials shall not exceed 5 percent of the area of the face of the door.

b. Attached by adhesive not mechanically fastened.

c. Not installed on the fire rated glazing.

d. Does not impair door operation.

15. Document all doors inspected and deficiencies (if any) on VA provided checklist and deliver to the COR upon the workday’s completion.

16. Work to repair the swinging fire doors, if necessary, is included in the overall scope of this requirement but will not be a part of the current PWS task. Any required repairs will be quoted and procured through a modification to this contract

11. HORIZONTALLY SLIDING, VERICALLY SLIDING, AND ROLLING FIRE DOORS:

A. During performance of the annual horizontal sliding, vertically sliding, and rolling fire door inspections the Contractor shall visually inspect both sides of the door and verify:

1. Fire rating labels are clearly visible and legible.

2. No open holes or breaks exist on the surfaces of either the door or door frame.

3. Slats, end-locks, bottom bar, guide assembly, curtain entry, hood, and flame baffle are correctly installed and intact for rolling steel fire doors.

4. Glazing, vision light frames, and glazing beads are intact and securely fastened in place, if so equipped.

5. Curtain, barrel, and guides are aligned, level, plumb, and true for rolling steel fire doors.

6. Expansion clearance is maintained in accordance with the manufacturer’s listing.

7. Drop release arms and weights are not blocked or wedged.

8. Mounting and assembly bolts are intact and secured.

9. Attachments to jambs are with bolts, expansion anchors, or as otherwise required by the listing.

10. No parts are missing or broken

11. Fusible links, if equipped, are in the correct locations; chain/cable, s-hooks, eyes, and so forth are in good condition; the cable or chain is not kinked, pinched, twisted, or inflexible; and links are not painted or coated with dust or grease.

12. Auxiliary hardware items that interfere or prohibit operation are not installed on the door or frame.

13. No field modifications to the door assembly have been performed that void the label.

14. Doors have an average closing speed of not less than six (6) in./sec (152 mm/sec) or more than 24 in./sec (610 mm/sec).

15. Document all doors inspected and deficiencies (if any) on VA provided checklist and deliver to the COR upon the workday’s completion.

16. Work to repair the horizontally sliding, vertically sliding, and rolling fire doors, if necessary, is included in the overall scope of this requirement but will not be a part of the current PWS task. Any required repairs will be quoted and procured through a modification to this contract

12. SWINGING SMOKE DOORS:

A. During performance of the annual swinging smoke door inspections the Contractor shall visually inspect both sides of the door and verify.

B. Labels on fire-rated smoke door assemblies are clearly visible and legible and bear the “S” label marking.

C. Door leaves without fire protection ratings are of a design that resists the passage of smoke.

D. Door frames are labeled or where permitted are of steel construction or of other designs that have been tested and reported by a nationally recognized testing agency in accordance with NFPA 252, UL 10B, or UL 10C.

E. Gasketing along the vertical edges of the door and across the top of the door and, where required, at meeting edges of pairs of doors forms a continuous seal that is not cut, notched, or otherwise modified to accommodate other hardware items.

F. Gasketing materials, where required, are intact and close the gaps between the door and frame to seal the door opening against the passage of smoke.

G. Doors installed in pressurized applications have a bottom seal, where required.

H. Doors equipped with bottom seals that automatically project to fully seal the gap under the door in the closed position do not interfere with the swinging of the door when retracted or the closing of the door when projected.

I. No open holes or breaks exist in the surfaces of either the door or the frame.

J. Glazing, vision light frames, and glazing beads are intact and securely fastened in place, if so equipped.

K. Glazing materials meet the following:

1. Glazing materials shall be capable of resisting the passage of smoke.

2. The perimeter of the glazing material and sidelight transom frames shall be sealed to resist the passage of smoke at temperatures up to 400°F (204°C).

3. Glazing in sidelight and transom light frames that are required to be fire rated shall comply with NFPA 80.

L. Vision light kits meet the following:

1. The perimeter of fixed solid panels used in side panel and transom panel frames shall be sealed to resist the passage of smoke.

M. Removable panels shall be permitted, provided they are gasketed to resist the passage of smoke N. The door, frame, hinges, and other hardware are secured, aligned, and in working order with no visible signs of damage.

O. No parts are missing or broken.

P. When measured on the pull side of the door(s) door clearances do not exceed:

1. For lap-mounted doors, clearance dimensions between the face of the door and the wall surface over which it rests in the closed position shall not exceed 3/8 in. (10 mm).

2. For flush-mounted doors, where doors are installed in frames, clearance dimensions between the vertical and top edges of the doors and the frames shall not exceed 1/8 in. ± 1/16 in. (3.18 mm ± 1.59 mm).

3. Clearance dimensions between the meeting edges of paired doors shall not exceed 1/8 in. ± 1/16 in. (3.18 mm ± 1.59 mm).

4. Clearance under doors, in the closed position, shall not exceed 3/8 in. (10 mm) above raised noncombustible sills and not more than 3/4 in. (20 mm) above the floor where there is no raised noncombustible sill.

Q. The self-closing device is operational; that is, the active door completely closes when operated from the full open position.

R. If a coordinator is installed, the inactive leaf closes before the active leaf.

S. Latching hardware operates and secures the door without assistance when it is in the closed position.

T. Document all doors inspected and deficiencies (if any) on VA provided checklist and deliver to the COR upon the workday’s completion.

U. Work to repair the swinging smoke doors, is included in the overall scope of this requirement but will not be a part of the current PWS task. Any required repairs will be quoted and procured through a modification to this contract

13. HORIZONTALLY SLIDING, VERTICALLY SLIDING, AND ROLLING SMOKE DOORS:

A. During performance of the annual horizontal sliding, vertically sliding, and rolling smoke door inspections the Contractor shall visually inspect both sides of the door and verify B. Fire rating labels are clearly visible and legible.

C. No open holes or breaks exist on the surfaces of either the door or door frame.

D. Slats, end-locks, bottom bar, guide assembly, curtain entry, hood, and flame baffle are correctly installed and intact for rolling steel fire doors.

E. Gasketing along the perimeter of the door forms a continuous seal that is not cut, notched, or otherwise modified.

F. Glazing, vision light frames, and glazing beads are intact and securely fastened in place, if so equipped.

G. Curtain, barrel, and guides are aligned, level, plumb, and true for rolling steel fire doors.

H. Expansion clearance is maintained in accordance with the manufacturer’s listing.

I. Drop release arms and weights are not blocked or wedged.

J. Mounting and assembly bolts are intact and secure.

K. Attachments to jambs are with bolts, expansion anchors, or as otherwise required by the listing.

L. No parts are missing or broken M. Fusible links, if equipped, are in the correct locations; chain/cable, s-hooks, eyes, and so forth are in good condition; the cable or chain is not kinked, pinched, twisted, or inflexible; and links are not painted or coated with dust or grease.

N. Auxiliary hardware items that interfere or prohibit operation are not installed on the door or frame.

O. No field modifications to the door assembly have been performed that void the label.

P. Doors have an average closing speed of not less than six (6) in./sec (152 mm/sec) or more than 24 in./sec (610 mm/sec).

Q. Document all doors inspected and deficiencies (if any) on VA provided checklist and deliver to the COR upon the workday’s completion.

R. Work to repair the horizontally sliding, vertically sliding, and rolling smoke doors is included in the overall scope of this requirement but will not be a part of the current PWS task. Any required repairs will be quoted and procured through a modification to this contract

14. REPAIRS:

A. All parts, materials, and supplies required to make identified repairs to the gravity chute systems will be provided by the VA facility.

B. Labor for minor repairs needed on the gravity chute systems shall be included in this agreement. Repairs shall be made at the time of identification and include but are not limited to:

1. Replace door closures.

2. Replace keyed switches.

3. Replace door latches & handles.

4. Replace electro-magnet and plates.

5. Replace proximity switches & magnets.

6. Replace controllers.

C. Quotes for repairing fire & smoke barriers and fire & smoke doors shall be for labor only, all materials will be provided by the VA.

D. The Contractor shall report all identified necessary repairs that are deemed critical or catastrophic immediately to the COR. All other recommendations NOT deemed critical shall be conveyed to the COR and quoted within five (5) business days of scheduled service completion.

E. Repairs quoted shall not commence until an official contract modification is fully executed and provided to the Contractor from the CO.

15. RECORDS MANAGEMENT:

A. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

B. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

C. 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 by the Freedom of Information Act.

D. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

E. The Government Agency owns the rights to all data/records produced as part of this contract.

F. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor shall deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

G. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format (paper, electronic, etc.) or mode of transmission (email, fax, etc.) or state of completion (draft, final, etc.).

H. No disposition of documents will be allowed without the prior written consent of the CO. The Government Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

16. IDENTIFICATION, PARKING, SMOKING, AND VAMC REGULATIONS/KEY CONTROL:

A. All Contractor employees who have access to VA facilities are subject to the same level of investigation as VA employees. Upon successful completion of the investigative background check, Contractor employees working onsite shall be issued a Personal Identity Verification (PIV) card and must wear their ID above the waist while on VAMC property.

B. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police. The VAMC will not invalidate or make reimbursement of parking violations of the Contractor under any conditions.

C. Smoking is prohibited on VAMC property to include inside privately owned vehicles (POV) parked on VAMC property. Smoking shall only be allowed off VAMC property.

D. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

E. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR.

1. Contractor should reach out to the CO in the event their keys are lost or duplicated.

2. Contractor should first contact the COR to asses the situation and determine if re-keying or lock replacement is necessary. The COR will then inform the CO if a contract modification is needed for additional costs or scope changes.

3. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees.

4. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

17. INVOICES:

A. All invoices shall be submitted upon completion of respective service and submission of reports to the COR.

B. Invoices must include, at minimum, the following information:

1. Contractor Name.

2. Contract Number.

3. Current Purchase Order Number.

4. Date(s) of Service.

5. Itemized Charges.

6. Contract Line-Item Number (CLIN).

18. QUALITY ASSURANCE:

A. The Government may inspect each task as completed.

B. The Contractor shall be notified within Three (3) business days of unacceptable service.

C. The Contractor shall re-perform service within fifteen (15) business days of notification of unacceptable service.

D. The COR or designee will verify that the equipment is working within manufacturer’s specifications after completion of service or repair.

19. ADDITIONAL ITEMS:

A. Any additional items outside of the Statement of Work are not authorized, unless approved through a modification to the contract by the CO.

B. Failure to obtain authorization will result in NON-PAYMENT of charges acquired.