S02 36C25727Q0022 Comprehensive Roof Maintenance and Repair.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25727Q0022 09-23-2026

Crystal Carabajal 210-915-4076 10-14-2026 3:00pm CDT

36C257 Department Of Veterans Affairs Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio, TX 78240

X 100

X

238160

$19 Million

N/A

X

36C549

Department of Veterans Affairs North Texas VA Medical Center

4500 S. Lancaster Rd.

Dallas, TX 75216

36C257

Department Of Veterans Affairs Network Contracting Office 17

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

NEW: Comprehensive Roof Maintenance and Repair IAW SOW Base + 4 Option Years

Site Visit: Monday, September 28, 2026 at 9:00am CDT Location: 4500 S. Lancaster Rd. Dallas, TX Building #9 POC: Jerry Reese, jerry.reese@va.gov | 214-857-1005 and Clint Burdine clint.burdine@va.gov

Site Visit: Tuesday, September 29 at 9:00am CDT ion: 4500 S. Lancaster Rd. Dallas, TX Building #9 All vendors will go together to see Herzog Center and Grand Prairie Clinics.

Questions Due: Monday, October 5, 2026 by 3:00pm CDT Email to Crystal.Carabajal@va.gov

Quotes Due: Wednesday, October 14, 2026 by 3:00pm CDT Email to Crystal.Carabajal@va.gov

This acquisition is being conducted IAW FAR Part 12.

See CONTINUATION Page

X X

X 1

Shawn R. Reinhart Contracting Officer

36C25727Q0022

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE .................................................... Error! Bookmark not defined.

ITEM INFORMATION .......................................................... Error! Bookmark not defined.

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS –

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

C.2 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014)

C.7 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING -

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.10 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY

REFERENCE (JAN 2008)

C.11 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998) E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.3 52.212-2 EVALUATION - COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

E.4 52.212-2 ADDENDUM to EVALUATION - COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Specialist, 36C257 Crystal Carabajal

Department Of Veterans Affairs Network Contracting Office 17

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon completion, inspection, and acceptance

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0.00

INFORMATIONAL ONLY:

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Base POP Begin: 11-02-2026 POP End: 11-01-2027

0001AA

1.00 JB __________________ __________________

QUARTERLY

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Base

0001AB

SEMI-ANNUAL

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Base

0001AC

ANNUAL

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Base

Not To Exceed amount will be entered by the Government upon award.

Contract Period: Base

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 1 POP Begin: 11-02-2027 POP End: 11-01-2028

1001AA

QUARTERLY:

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 1

1001AB

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 1

1001AC

ANNUAL:

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 1

Contract Period: Option 1

INFORMATION ONLY;

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 2 POP Begin: 11-02-2028 POP End: 11-01-2029

2001AA

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 2

2001AB

SEMI-ANNUAL:

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 2

2001AC

ANNUAL;

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 2

Contract Period: Option 2

1.00

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 3 POP Begin: 11-02-2029 POP End: 11-01-2030

3001AA

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 3

3001AB

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 3

3001AC

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 3

Contract Period: Option 3

INFORMATION ONLY:

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 4 POP Begin: 11-02-2030 POP End: 11-01-2031

4001AA

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 4

4001AB

SEMI-ANNUAL:

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 4

4001AC

Comprehensive Roof Maintenance and Repair. See SOW for details.

Contract Period: Option 4

Contract Period: Option 4

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001-

SHIP TO: Department of Veterans Affairs North Texas Healthcare System \ Dallas 4500 S. Lancaster Rd.

Dallas, TX 75216

USA

SEE

SCHEDULE

B.2

11-02-2026 to 11-01-2031

MARK FOR: Jerry D. Reese jerry.reese@va.gov

B.4 PERFORMANCE WORK STATEMENT

Roof Preventive Maintenance, Inspection, and Repair Services

1. GENERAL INFORMATION

1.1 Purpose. This Performance Work Statement (PWS) establishes the requirements for contractor-performed roof preventive maintenance (PM), drainage and debris removal, inspection, documentation, emergency leak response, and corrective repair at the VA North Texas Health Care System (VANTHCS) facilities identified in §1.4. This is a performance-based acquisition: the Government states the required outcomes and standards; the contractor determines the means and methods of achieving them.

1.2 Background. VANTHCS operates a large, mixed-age roof portfolio spanning acute inpatient care, research, utility generation, residential (Community Living Center, Fisher House), administrative, and storage occupancies.

Roof failures at these facilities create immediate risk to patient care, sterile processing, research assets, and electrical and mechanical infrastructure, and drive Joint Commission Environment of Care findings. The roof systems, installation dates, and warranty status across the portfolio are not currently documented to a level sufficient to plan maintenance or price repairs. Establishing that baseline is a priced first-year task under this contract (§5.1).

1.3 Scope. The contractor shall furnish all labor, supervision, project management, materials, equipment, tools, vehicles, transportation, lifting and hoisting equipment, fall-protection systems, permits, licenses, testing, and incidentals necessary to inspect, maintain, document, and repair the roof systems identified in Attachment A. All work is contractor-performed; no Government trade labor will be furnished.

The following are within scope:

• Low-slope and steep-slope roof membranes, coverings, and coatings, including base flashings, counterflashing’s, terminations, copings, edge metal, gravel stops, expansion joints, pitch pans, pipe boots, curbs, and penetration seals.

• Roof drains, scuppers, overflow scuppers, gutters, downspouts, leaders, splash blocks, and roof-level drainage components to the point of connection with the building storm system.

• Roof-level walkway pads, safety signage, guardrails and permanent fall-protection anchors (inspection and reporting of condition; repair only when directed by task order).

• Roof hatches, hatch curbs, skylights, smoke vents, and roof-mounted equipment curbs and their weatherproofing - weatherproofing only; the mechanical equipment itself is maintained under a separate contract.

The following are outside the scope of this PWS:

• Traffic-bearing vehicular deck systems on parking structures. These are deck coating and structural-concrete systems rather than roofing systems, require different materials, trades, and manufacturer certifications, and are procured separately.

• Structures without a roof assembly, including water towers and cooling towers.

• Total roof replacement, roof recover, and structural deck replacement. These are project-level construction actions procured separately.

• Interior finish repair, ceiling tile replacement, water-damage restoration, and mold remediation resulting from roof leaks.

• Maintenance of rooftop mechanical, electrical, telecommunications, or fire-protection equipment.

1.4 Facilities and Estimated Roof Area.

Facility Location Est. In-Scope

Roof SF Structures

Dallas VA Medical Center Dallas, TX (Dallas County)

850,480 41 buildings and structures, including trailers TT46–TT58

Facility Location Est. In-Scope Roof SF

Structures

Herzog Veteran Resource Center

Dallas County, TX 50,000 (est.) Multiple buildings; quantity and area to be established under §5.1

Grand Prairie VA Outpatient Clinic

Dallas County, TX 19,748 Single building

Total — 920,228 —

Square footages are Government estimates derived from facility records and are furnished for planning and pricing purposes only. Field verification is a contract task under §5.1. Where the verified area of an individual building differs from the Attachment A estimate by more than ten percent (10%), either party may request an equitable adjustment to the recurring price for that building; adjustments shall be made by bilateral modification.

All three facilities are located in Dallas County, Texas, and are covered by a single Service Contract Labor Standards wage determination.

1.5 Period of Performance. Base period: 2 November 2026 through 1 November 2027. Four (4) twelve-month option periods may be exercised at the sole discretion of the Government, extending performance through 1 November 2031.

1.6 Hours of Operation. Normal working hours are 7:00 a.m. to 4:30 p.m. Central Time, Monday through Friday, excluding Federal holidays. Emergency leak response under §5.6 is required 24 hours per day, 7 days per week, 365 days per year, including Federal holidays, at no additional cost to the Government. Work that requires access through, or generates noise, odor, or fumes affecting, occupied patient care areas shall be scheduled outside normal clinical hours as directed by the COR.

The Government observes the listed days as holidays. If the holiday falls on a Saturday, the Friday before is the holiday. If the holiday falls on a Sunday, the Monday after is the holiday:

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas December 25th

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

The observance of such days by Contractor personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

2. DEFINITIONS AND ACRONYMS

Term Definition ACM / PACM Asbestos-containing material / presumed asbestos-containing material. Roofing materials installed before 1981 are presumed to contain asbestos under 29 CFR

1926.1101 until sampling demonstrates otherwise.

AQL Acceptable Quality Level — the maximum allowable deviation from a performance standard before the Government may reject the work and apply the remedies in §6.

COR Contracting Officer's Representative — the individual designated in writing by the Contracting Officer to perform technical surveillance, review and accept deliverables, and administer this requirement within the limits of the COR delegation letter.

Comprehensive PM A full walk of the assigned roof area with hands-on inspection and corrective maintenance of membranes, flashings, terminations, penetrations, and drainage, as specified in §5.3.

Critical Space Operating rooms, intensive care units, sterile processing, pharmacy, laboratory, imaging, telecommunications and data rooms, electrical rooms and substations, generator and boiler plant spaces, and any space so designated in writing by the

COR.

ICRA Infection Control Risk Assessment — the VANTHCS process for evaluating and mitigating infection risk from construction and maintenance activity affecting or adjacent to patient care areas.

ILSM Interim Life Safety Measures — compensatory measures required when maintenance or construction activity impairs a life-safety feature.

Leak Any observed or reported intrusion of water through a roof assembly into a building interior, including intrusion into a plenum, chase, wall cavity, or above a ceiling.

NESHAP National Emission Standards for Hazardous Air Pollutants, 40 CFR Part 61 Subpart M, governing notification, work practice, and disposal requirements for asbestos.

NTE Not-to-Exceed — a ceiling amount of funds set aside for task-order authorized corrective maintenance and repair; a ceiling, not a guaranteed minimum.

Post-Event Inspection An inspection triggered by hail, sustained winds of 50 mph or greater, measured rainfall of 2 inches or more in 24 hours, freezing precipitation, or any event so designated by the COR.

PRS Performance Requirements Summary — the table at §6.1 identifying performance objectives, standards, AQLs, and surveillance methods.

QCP Quality Control Plan — the contractor’s own plan for controlling and documenting the quality of its work, required under §6.2.

Roof Section A discrete, continuously bounded roof area of uniform system type, delineated on the roof plans produced under §5.1.

SCLS Service Contract Labor Standards (formerly the Service Contract Act), 41 U.S.C.

chapter 67.

TDSHS Texas Department of State Health Services — the State authority licensing asbestos inspectors, abatement contractors, supervisors, and air monitoring technicians under 25 TAC Chapter 296.

DOT Department of Transportation. DOT regulates the marking, labeling, packaging, and shipping papers for hazardous materials in transit under 49 CFR. That's what governs the containers once the waste leaves the roof and goes on a truck.

3. GOVERNMENT-FURNISHED ITEMS AND SERVICES. The Government will furnish the following at no cost to the contractor:

• Access to buildings and roofs during scheduled work, including keys or access to roof hatches and stairwells, issued under the contractor’s key-control responsibility (§4.6).

• Escort into controlled, restricted, or clinical spaces where required.

• Existing as-built drawings, roof plans, warranty documentation, and prior inspection records to the extent they exist and can be located. The Government makes no representation as to their completeness or accuracy.

• Electrical power and potable water from existing building outlets for the performance of the work.

• A designated laydown, staging, and parking area at each facility, subject to relocation at the Government’s direction.

• Available prior asbestos and lead survey records for the affected buildings.

The Government will not furnish tools, materials, consumables, ladders, lifts, cranes, hoists, fall-protection systems or anchors, scaffolding, storage containers, dumpsters, waste hauling, sanitary facilities, or telecommunications. The contractor shall furnish all such items.

4. CONTRACTOR TECHNICAL EVALUATION FACTORS

4.1 Key Personnel. The following are designated key personnel. Substitution requires written notice to the Contracting Officer and COR not less than fourteen (14) calendar days in advance, with resumes demonstrating equal or greater qualifications, and are subject to Government acceptance.

• Project Manager - single point of contact for the contract, responsible for scheduling, reporting, invoicing, and task-order coordination. Minimum five (5) years managing commercial roofing maintenance contracts.

• Field Superintendent - responsible for on-site supervision, safety, and quality control. Minimum five (5) years supervising commercial roofing crews; OSHA 30-hour construction certification; competent person for fall protection under 29 CFR 1926 Subpart M.

The contractor shall provide a single telephone number, monitored 24 hours per day, for leak notification and emergency dispatch, and shall notify the COR in writing of any change to that number before it takes effect.

4.2 Technician Qualifications. All personnel performing work under this contract shall be trained and qualified in the roof systems on which they work, shall hold current fall-protection training, and shall be capable of communicating effectively in English with VA staff and emergency responders. The contractor shall maintain training and certification records and make them available to the COR on request.

4.3 Background Screening and Facility Access. All contractor personnel requiring unescorted access to VANTHCS facilities shall complete VA background screening at the low-risk level, obtain and visibly always display A VA-issued contractor identification badge on VA property, and complete VA contractor orientation prior to beginning work. The contractor shall submit personnel information for screening not less than thirty (30) calendar days before the intended start of work and shall bear all costs and schedule risk associated with screening. Personnel who do not require access to VA information systems are not subject to VA information-security training requirements; the contractor shall not connect any device to the VA network.

4.4 Conduct on VA Property. Contractor personnel shall comply with all VANTHCS rules of conduct, including the smoking policy, weapons prohibition, vehicle and parking rules, and prohibitions on the use of patient facilities.

Photographs taken for documentation purposes shall be limited to roof surfaces and building components; contractor personnel shall not photograph patients, staff, patient care areas, or any location from which patients are identifiable, and shall not post any image taken on VA property to any public or social platform.

4.5 Key and Roof Access Control. The contractor shall sign for all keys and access devices issued, maintain a key-control log, and return all keys at the end of each work period or as directed. Roof hatches and access doors shall be secured immediately upon each entry and exit and shall never be left unsecured or braced open when unattended.

The contractor shall bear the cost of rekeying any affected areas if a key is lost. The contractor shall notify the COR in advance of each day’s roof access and shall sign in and out at the Engineering Service work reception desk.

5. SPECIFIC TASKS

5.1 Baseline Roof Asset Survey and Documentation (One-Time). Within thirty (30) calendar days after award, the contractor shall complete a baseline survey of all in-scope roofs and deliver a Roof Asset Register and roof plan set.

The survey shall establish, for each building and each roof section:

• Field-verified roof area in square feet.

• Roof system type and assembly (for example: built-up, modified bitumen, TPO, EPDM, PVC, spray polyurethane foam, standing-seam metal, or shingle), including insulation type where determinable and attachment method.

• Estimated or documented installation year and remaining service life.

• Manufacturer and installer warranty status, warranty number, expiration date, and any conditions restricting repair methods.

• Condition rating on a defined five-point scale, with supporting photographs.

• Deficiencies observed, each classified as immediate, one-year, or long-range, with a rough order-of-magnitude cost.

• Drainage configuration, drain and scupper count and locations, and any observed ponding.

• Roof access points, permanent fall-protection provisions, and any safety deficiencies.

• Presence of known or presumed asbestos-containing roofing materials, and the survey documentation supporting that determination.

5.1.1 The Roof Asset Register shall be delivered in editable spreadsheet format and the roof plans in both PDF and editable CAD or equivalent format. All survey data, plans, photographs, and reports produced under this contract are the property of the Government and shall be delivered without restriction on Government use, reproduction, or disclosure to successor contractors.

5.1.2 The Roof Asset Register becomes the controlling inventory for this contract upon Government acceptance and supersedes the estimates in Attachment A. The contractor shall update the Register continuously as repairs are made and shall deliver a current copy with each quarterly report.

5.2 Criticality Tiers and Service Frequency. Buildings are assigned to criticality tiers in Attachment A. Recurring service frequency and response requirements are driven by tier. The COR may reassign a building between tiers by written notice; reassignment affecting more than five percent (5%) of total roof area entitles either party to request an equitable adjustment.

Tier Definition Comprehensive PM Drainage & Debris Detailed Inspection Tier 1 Buildings housing inpatient care, procedural or diagnostic services, research assets, or primary campus utility generation and distribution.

Quarterly Monthly, plus within 72 hours after every triggering event

Semi-annual (spring and fall), with full photographic documentation

Tier 2 Buildings housing outpatient services, residential care, administration, mission-support functions, and occupied support shops.

Semi-annual Quarterly, plus within 5 working days after every triggering event

Annual, with full photographic documentation

Tier 3 Unoccupied or intermittently occupied storage, utility, shop, Annual Semi-annual, plus after any triggering

Annual, combined with comprehensive PM

Tier Definition Comprehensive PM Drainage & Debris Detailed Inspection ancillary, and trailer structures.

event as directed by the COR

The contractor shall submit an annual service schedule for Government acceptance not later than thirty (30) calendar days before the start of each performance period, identifying the planned month for each building’s recurring services. For the base year, 15 days after the award the contractor shall submit an annual service schedule.

Schedule changes require COR concurrence in advance.

5.3 Comprehensive Preventive Maintenance. At the frequency established in §5.2, the contractor shall walk the entire assigned roof area and perform the following, correcting minor deficiencies in place as part of the fixed price:

• Inspect and reseal membrane seams, laps, splices, and terminations exhibiting separation, fish mouthing, or loss of adhesion.

• Inspect and reseal base flashings, counterflashing’s, coping joints, edge metal, gravel stops, and expansion joint covers.

• Reseal all roof penetrations, including pipes, conduits, supports, guy anchors, lightning protection attachments, and equipment curbs.

• Replace deteriorated pipe boots and refill pitch pans with pourable sealer compatible with the existing system.

• Reseal roof drain flanges, clamping rings, and strainer assemblies; replace missing or damaged strainers and drain baskets.

• Remove biological growth, vegetation, and organic accumulation from membranes, flashings, and drainage components using methods approved for the system in place.

• Inspect and repair or replace walkway pads and protection at equipment service points and access paths.

• Inspect roof hatches, skylights, and smoke vents for weather tightness; reseal curbs and flashings as required.

• Remove abandoned material, discarded parts, fasteners, and construction debris from roof surfaces.

• Verify that roof-mounted equipment is not discharging condensate, oil, or chemical onto the membrane, and report any such condition to the COR the same day.

Repairs exceeding the scope of in-place minor maintenance - defined as any single repair requiring more than four

(4) labor hours or more than $500 in materials - shall be documented as a deficiency and processed under §5.7. The contractor shall not defer minor maintenance to the repair line as a means of converting fixed-price work into task-order work.

5.4 Drainage and Debris Removal. At the frequency established in §5.2, the contractor shall clear and verify the function of all roof drainage components: roof drains, strainers, sumps, scuppers, overflow scuppers, gutters, downspouts, leaders, and area drain at grade where connected to roof leaders. The contractor shall remove all debris and accumulated material from the roof surface and drainage components, clear all blockages, and verify positive drainage by observation or water testing.

5.4.1 Debris shall be removed from the site the same day and shall not be washed into drains, stored on the roof, or placed in VA dumpsters. Any blockage that cannot be cleared by ordinary means shall be reported to the COR the same day, with a recommended corrective action.

5.4.2 Reported blocked or slow drains shall be cleared within twenty-four (24) hours of notification for Tier 1 buildings and within three (3) working days for Tier 2 and Tier 3 buildings.

5.5 Inspections and Post-Event Response. The contractor shall perform:

• Detailed inspections at the frequency in §5.2, documenting the condition of each roof section with dated photographs, identifying new and recurring deficiencies, and updating the condition rating and remaining-service-life estimate in the Roof Asset Register.

• Post-event inspections following any triggering event defined in §2.0. Tier 1 roofs shall be inspected within seventy-two (72) hours of the event and Tier 2 roofs within five (5) working days; Tier 3 roofs shall be inspected as directed by the COR. A written post-event report identifying storm damage, with photographs, shall be delivered within five (5) working days of completing the inspection. Post-event inspections are included in the fixed price for up to four (4) triggering events per performance period; additional events shall be authorized under §5.7.

• An annual warranty-compliance inspection of all roofs under active manufacturer or installer warranty, documenting conditions that could jeopardize coverage and any conditions that constitute a warrantable defect.

5.6 Leak Response. The contractor shall respond to reported leaks 24 hours per day, 7 days per week, 365 days per year, at all three facilities. Response priority is assigned by the COR or authorized VA representative at the time of notification, based on the affected space rather than the building tier alone.

Priority Criteria On-Site Response Permanent-Repair

Recommendation Priority 1 Any leak affecting or threatening a Critical

Space as defined in §2.0, or any active leak in a Tier 1 building.

Within two (2) hours of notification

Within twenty-four

(24) hours of notification

Priority 2 Any active leak in a Tier 2 building not affecting Critical Space.

Within eight (8) hours of notification

Within two (2) working days of notification

Priority 3 Any leak in a Tier 3 building, or a non-active leak (staining or evidence of prior intrusion) reported for investigation.

Next working day Within five (5) working days of notification

5.6.1 On arrival, the contractor shall locate the source, stop and contain the intrusion by temporary or permanent means, protect building contents and finishes, and remain on site until the intrusion is controlled. Temporary measures shall be documented and shall be converted to a permanent repair under §5.7 within thirty (30) calendar days unless the COR directs otherwise in writing.

5.6.2 Leak response labor and materials for temporary stabilization are included in the recurring fixed price.

Permanent repairs are authorized under §5.7. The contractor shall submit a written leak report, including cause, location on the roof plan, actions taken, photographs, and permanent-repair recommendation with pricing, within the timeframe stated in the table above.

5.7 Corrective Repairs. Corrective repairs shall be performed under the CLIN identified in §1.7. The following process applies:

• The contractor submits a written proposal identifying the deficiency, location by building and roof section, proposed repair method and materials, labor hours by category, material cost, and total price, using the awarded rate schedule.

• The COR reviews the proposal for technical adequacy and price reasonableness and forwards a recommendation to the Contracting Officer.

• No repair work shall commence before written authorization is issued. Work performed without authorization is at the contractor’s risk and will not be paid.

• In an emergency involving imminent risk to patient safety, life safety, or Government property, the COR may authorize repair work verbally within the limits of the COR delegation. Verbal authorization shall be confirmed in writing by the COR to the Contracting Officer within one (1) working day.

5.7.1 Repair work shall use materials matching or compatible with the existing system and approved by that system’s manufacturer. Incompatible material combinations are prohibited. The contractor shall submit product data and manufacturer approval documentation with each repair proposal for any material not previously accepted under this contract.

5.7.2 The contractor shall warrant all corrective repair work, labor and material, against defects and against water intrusion at the repair location for a period of two (2) years from Government acceptance of the repair. This warranty is in addition to, and does not diminish, any manufacturer warranty.

5.8 Warranty Protection. The contractor shall identify every roof under an active manufacturer or installer warranty in the Roof Asset Register and shall maintain that identification current. On warranted roofs the contractor shall use only manufacturer-approved methods, materials, and certified personnel, shall obtain manufacturer concurrence where the warranty requires it, and shall perform no work that voids or diminishes existing coverage.

5.8.1 Where a deficiency appears to be a warrantable defect, the contractor shall report it to the COR with supporting documentation rather than repairing it outside the warranty and shall support the Government in prosecuting the warranty claim, including participation in manufacturer inspections, at no additional cost.

5.8.2 If contractor action voids or diminishes an existing warranty, the contractor shall be liable for the cost of restoring coverage, or, where coverage cannot be restored, for the cost of repairs that would have been covered for the remaining warranty term.

5.9 Records, Reporting, and Work Order Documentation. The contractor shall maintain a complete record of all work performed under this contract and shall document each recurring service visit, leak response, and repair on the VA work order designated by the COR, in the format required by the VA computerized maintenance management system. Documentation shall include date, building, roof section, personnel, work performed, materials used, and labor hours.

5.9.1 Deliverables and due dates are summarized in §7.0. All records, photographs, and data developed under this contract are the property of the Government and shall be delivered in full at the conclusion of the contract or upon termination.

5.10 Transition. The contractor shall complete phase-in within thirty (30) calendar days after award, including personnel screening and badging, submission of the Quality Control Plan and safety plan, familiarization with the facilities, and establishment of the 24-hour notification line. Full performance of recurring services shall begin no later than the thirty-first (31st) day after award.

5.10.1 During the final thirty (30) calendar days of the contract, the contractor shall support transition to a successor by delivering the current Roof Asset Register, roof plans, complete repair history, warranty files, and photographic records, and by participating in joint site walks with the successor and the COR at no additional cost.

6. PERFORMANCE STANDARDS AND QUALITY ASSURANCE

6.1 Performance Requirements Summary. The Government will evaluate contractor performance against the objectives, standards, and acceptable quality levels below. Surveillance will be conducted by the COR and documented in a monthly surveillance record.

# Performance

Objective (PWS §) Performance Standard AQL Surveillance Method

1 Baseline roof asset survey (5.1)

Roof Asset Register and roof plan set delivered, complete and accurate, within 60 days after award

100% on time;

accepted within one correction cycle

100% inspection;

deliverable review

2 Priority 1 leak response (5.6)

On site and containing the intrusion within 2 hours of notification

100%; zero misses 100% inspection

# Performance Objective (PWS §)

Performance Standard AQL Surveillance Method

3 Priority 2 and 3 leak response (5.6)

On site within the timeframe stated in §5.6

≥ 98% within standard

100% inspection

4 Permanent-repair recommendation (5.6)

Written recommendation with pricing delivered within the timeframe stated in §5.6

100% on time Deliverable review

5 Comprehensive PM (5.3)

Scheduled comprehensive PM completed to standard, in the scheduled month, for every building

≥ 98% of scheduled visits completed on schedule; zero Tier 1 misses

Random sampling;

periodic inspection

6 Drainage and debris (5.4)

All drains, scuppers, gutters, and downspouts clear and draining positively; no debris left on roof

≥ 95% of sampled drainage components clear and functional

Random sampling;

periodic inspection

7 Blocked drain clearance (5.4)

Reported blockage cleared within 24 hours (Tier 1) or 3 working days (Tier 2/3)

100% within standard

100% inspection

8 Inspections and post-event response (5.5)

Scheduled and post-event inspections performed and documented within required timeframes

100% of scheduled inspections completed and documented on time

Deliverable review

9 Quarterly report (7.0) Complete report with before-and-after photographs, findings, and out-of-scope recommendations within 15 days of quarter-end

100% on time;

accepted within one correction cycle

Deliverable review

10 Repair quality (5.7) Authorized repairs correct the deficiency; no leak recurrence or rework at the repair location

≤ 5% callback rate per period

Periodic inspection; leak history review

11 Warranty protection (5.8)

No contractor action voids or diminishes an existing roof warranty

Zero warranty voids attributable to the contractor

Periodic inspection;

deliverable review

12 Safety compliance (8.0)

No serious OSHA or VA safety violations; no unsafe acts; ILSM/ICRA requirements met

Zero serious violations; zero uncorrected unsafe conditions

100% inspection;

observation

13 Regulatory compliance (8.4, 8.5)

No disturbance of ACM/PACM without survey and required controls; no unauthorized hot work

Zero occurrences 100% inspection; permit review

14 Housekeeping and site control (5.3, 8.0)

Work areas and grounds clean;

all debris and fasteners removed daily; drop zones controlled

Zero validated complaints per period

COR observation;

validated complaints

15 Personnel and access control (4.4, 4.6)

All personnel badged and screened; roof access secured;

key control maintained

Zero occurrences of unbadged personnel or unsecured roof access

100% inspection;

observation

6.2 Contractor Quality Control Plan. Within fifteen (15) calendar days after award, the contractor shall submit a written Quality Control Plan (QCP) for Government acceptance. The QCP shall identify the individual responsible for quality control and that individual’s authority, describe the inspection procedures and checklists used to verify that each task in §5.0 is performed to standard, describe the method of documenting inspections and corrective actions, and establish a process for identifying, correcting, and preventing recurrence of deficiencies. The contractor shall perform its own quality control inspections independent of Government surveillance and shall make QC records available to the COR on request. The QCP shall be updated whenever methods or key personnel change.

6.4 Performance Rating and Remedies. Contractor performance in each period will be rated as follows and reflected in the Contractor Performance Assessment Reporting System (CPARS):

• Exceptional or Satisfactory - all applicable AQLs met or exceeded.

• Marginal - one or more AQL’s missed; written corrective action plan required within ten (10) working days.

• Unsatisfactory - repeated or critical AQL failures, including a missed Priority 1 leak response, a serious safety violation, an unauthorized disturbance of asbestos-containing material, or a contractor-caused warranty void.

6.4.1 Repeated Marginal or any Unsatisfactory rating may result in a cure notice, a show-cause notice, non-exercise of an option period, adverse past-performance evaluation, or termination for cause, at the Government’s discretion.

7. DELIVERABLES. All deliverables shall be submitted electronically to the COR in the formats indicated.

Reports shall identify the contract number, period covered, and preparer.

Deliverable Due Format Recipient Quality Control Plan (§6.2) Within 15 calendar days after award; updated as changed

PDF COR

Site-specific safety and fall-protection plan (§8.1)

Within 15 calendar days after award; updated as changed

PDF COR

Certificates of insurance and licensing (§4.1)

Within 15 calendar days after award; annually thereafter

PDF CO and COR

Personnel roster for badging (§4.4)

Not later than 30 calendar days before start of work;

updated as changed

PDF or spreadsheet

COR

Baseline Roof Asset Register and roof plan set (§5.1)

Within 60 calendar days after award

Editable spreadsheet;

PDF and editable

CAD

COR

Annual service schedule (§5.2) Not later than 30 calendar days before the start of each performance period

PDF or spreadsheet

COR

Service visit documentation (§5.9)

Same day as performance, on the designated VA work order

VA CMMS

entry

COR

Detailed inspection report (§5.5)

Within 15 calendar days of completing each inspection

PDF with photographs

COR

Post-event inspection report (§5.5)

Within 5 working days of completing the inspection

PDF with photographs

COR

Leak report and permanent-repair recommendation (§5.6)

Per the timeframes in §5.6 PDF with photographs and pricing

COR

Deliverable Due Format Recipient Repair proposal (§5.7) Within 5 working days of

COR request, unless otherwise directed

PDF with itemized pricing

COR

Quarterly performance report Within 15 calendar days after the end of each quarter

PDF with photographs;

current Register attached

COR

Annual warranty-compliance inspection report (§5.5)

Annually, within 15 calendar days of completing the inspection

PDF with photographs

COR

Transition-out records package (§5.10)

Not later than 15 calendar days before contract end

Native editable formats plus

PDF

COR

The quarterly performance report shall include, at a minimum: all recurring services performed by building and roof section with dates; before-and-after photographs of representative and corrective work; condition findings and changes since the prior quarter; a status list of all open deficiencies with priority and rough order-of-magnitude cost;

a status list of all leak events and their resolution; repair task orders authorized, completed, and pending; and a list of recommended work outside the scope of this contract, with location, priority, and estimated cost.

8. SAFETY, REGULATORY, AND ENVIRONMENTAL COMPLIANCE

8.1 General Safety. All work shall comply with OSHA requirements, VA safety policy, NFPA codes, and the requirements of this section. The contractor shall submit and maintain a site-specific safety and fall-protection plan, shall always designate a competent person on site work is in progress, and shall conduct and document daily safety briefings.

Specific requirements include:

• Fall protection meeting 29 CFR 1910.28 and 1910.29 for maintenance activity. All roof openings, hatches, skylights, and smoke vents shall be covered, guarded, or attended whenever personnel are on the roof. The contractor shall furnish its own engineered anchorage; the Government does not guarantee the adequacy of any existing anchor, and no existing anchor shall be used without contractor verification.

• Ladders and roof access equipment were inspected before each use and secured against unauthorized use.

Ladders shall not be left in place unattended.

• Ground-level drop zones are barricaded and attended whenever material or debris is moved vertically.

Building entrances, walkways, ambulance bays, and outdoor air intakes shall be protected or the affected area closed with COR coordination.

• Suspension of roof work during lightning, sustained winds above 25 mph, ice, or other unsafe conditions, and implementation of a heat-illness prevention program during warm-weather months.

• Lockout/tagout and minimum approach distances observed around energized rooftop equipment; no work on or within the clearance envelope of energized equipment without coordination through the COR.

• Personal protective equipment is appropriate to the task always worn.

• Daily housekeeping, including removal of all debris, fasteners, and materials from roofs and grounds at the end of each workday.

8.1.1 All incidents, injuries, near misses, and property damage shall be reported to the COR immediately and confirmed in writing within one (1) working day.

8.2 Infection Control and Interim Life Safety. Work affecting or adjacent to occupied clinical areas is subject to the VANTHCS Infection Control Risk Assessment process. The contractor shall obtain an ICRA permit before beginning work in or above such areas, shall implement the containment, negative-pressure, traffic-control, and cleanup measures specified in the permit, and shall coordinate the shutdown or isolation of air handling equipment and the protection of outdoor air intakes with the COR before any work that generates dust, fumes, or odor.

8.2.1 Where work impairs a life-safety feature - including fire-rated assemblies, smoke barriers, smoke vents, exit paths, or fire alarm and suppression device function - the contractor shall implement Interim Life Safety Measures as directed by the COR and shall not begin work until ILSM are in place. Any penetration of a rated assembly shall be fire stopped with a tested, listed system on the same day the penetration is done.

8.3 Utility Shutdowns and Outages. Any work requiring the shutdown, isolation, or de-energization of building systems, including air handling units, exhaust fans, electrical circuits, or fire protection devices, requires an approved VA outage request submitted through the COR not less than fourteen (14) calendar days in advance. Emergency outages shall be coordinated with the COR in real time. The contractor shall not operate, disable, or bypass any VA equipment or system.

8.4 Asbestos, Lead, and Other Hazardous Materials

8.4.1 Presumption and Survey. Roofing felts, membranes, mastics, flashing cements, sealants, coatings, and adhesives installed before 1981 are presumed asbestos-containing material (PACM) under 29 CFR 1926.1101(b) and shall be treated as asbestos-containing material (ACM) until demonstrated otherwise.

8.4.1.1 The contractor shall not cut, drill, abrade, sand, grind, spud, saw, remove, or otherwise disturb any roofing material, flashing, mastic, or sealant of unknown composition until:

• A survey has been conducted by a Texas Department of State Health Services (TDSHS) licensed asbestos inspector;

• Bulk samples have been analyzed by an NVLAP-accredited laboratory using polarized light microscopy, with point counting where results are below one percent (1%); and

• Written results have been provided to the COR, and the material is demonstrated not to contain asbestos, or the work practices and controls required by §8.4.3 are in place.

• The baseline survey under §5.1 shall identify all known and presumed ACM by building and roof section.

Where current VA survey records exist for a given material and assembly, the contractor may rely on them after verifying their scope, sample locations, and currency, and shall document that verification in writing.

8.4.1.2 If the contractor encounters any suspect material not addressed by an existing survey, work in the affected area shall stop immediately, the area shall be secured, and the COR shall be notified the same day. Work shall not resume until the material is characterized and the COR authorizes resumption in writing.

8.4.2 Licensing, Notification, and Personnel. All asbestos-related activity shall be performed by a TDSHS licensed asbestos abatement contractor in accordance with 29 CFR 1926.1101, 40 CFR Part 61 Subpart M (NESHAP), and the Texas Asbestos Health Protection Rules at 25 TAC Chapter 296. Specifically:

• A TDSHS licensed asbestos abatement supervisor shall be on site at all times abatement work is in progress and shall serve as the competent person required by 29 CFR 1926.1101(b).

• All workers shall hold current accreditation under the AHERA Model Accreditation Plan at the level appropriate to the class of work performed. Training and accreditation records shall be provided to the COR before work begins.

• The contractor shall prepare and submit all required TDSHS and, where thresholds are met, EPA NESHAP notifications, including the 10-working-day notification and any required revisions or cancellations, and shall furnish copies to the COR at the time of submission. The contractor bears full responsibility for notification accuracy and timeliness; a missed or late notification is not an excusable delay.

• The contractor shall…