S02 - RFQ 3677626Q0240 - FPLS SOW Attachment A2 - SOC Update TO SOW Template.pdf

VA Anywhere Healthcare System Version 2.3 1234 Main St Apr 8, 2026 Anywhere, US 98765

Blanket Purchase Agreement – Task Order Statement of Conditions

Update Services VA Anywhere HCS Fiscal Year 20XX Update

Professional Services Scope of Work

1. GENERAL INTENT: The Veterans Affairs Anywhere Healthcare System (VAAHCS) (herein referred to as “the VA”) intends to procure professional and technical services for updating facility Statement of Conditions (SOC) documents to comply with Joint Commission accreditation requirements under a Blanket Purchase Agreement (BPA) task order. The Consultant (herein referred to as the “Life Safety Agent” or “LsA”) shall provide services in accordance with this scope of work (SOW).

2. STATEMENT OF WORK: The LsA shall provide all professional architectural and engineering services required to update the facility’s SOC drawings and Basic Building Information (BBI) documents ahead of VAAHCS’s triannual Joint Commission (JC) accreditation review. Work shall include review of existing SOC and BBI documents, review of record drawings for recently completed capital and non-capital construction projects, inspection of existing conditions, and interviews with VA staff to capture all information necessary to produce accurate SOC drawings and BBI documents that comply with VA and JC requirements. The SOC drawings additionally will be stamped/sealed and signed by the fire protection engineer performing the update work.

The following VAAHCS buildings are included in the update: 1, 2, 3, 4, and 5. The total square footage of these buildings is: XXX,XXX Gross Square Feet (GSF). The breakdown of space occupancy designation by its infection control level (reference Paragraph 10 of the SOW for additional details) is below:

(space left intentionally blank)

NFPA 101 Occupancy Infection Control Level Gross Square Feet Healthcare Level 2 XXX,XXX Healthcare Level 1 XXX,XXX

Ambulatory Healthcare Level 2 XXX,XXX Ambulatory Healthcare Level 1 XXX,XXX

Business Level 2 XXX,XXX Business Level 1 XXX,XXX

Residential Level 2 XXX,XXX Residential Level 1 XXX,XXX Industrial Level 2 XXX,XXX Industrial Level 1 XXX,XXX Day Care Level 2 XXX,XXX Day Care Level 1 XXX,XXX

GSF Sum: X,XXX,XXX

Work is expected to be completed both on-site (a minimum of one site visit to conduct inspections of all included building’s fire protection and life safety elements) and off-site with virtual meetings held as needed. The fire protection engineer is required to be on site during inspection site visits.

The VA shall provide the LsA the existing SOC drawings and BBI documents to serve as the starting point for this update work, as well as any drawings for new and renovated space since the last SOC drawings update. VAAHC’s standardized record drawings and SOC drawing native format is AutoCAD .dwg / Revit .rvt.

There are three primary units of LsA work with tasks within each. The general sequence of the units and tasks includes, but is not limited to:

a. On-Site Inspection

i. Meet with the station to review the existing SOC and BBI documents, and document the status of any known unresolved fire protection or life safety deficiencies.

ii. Review any newly constructed or recently renovated areas where new floor plan drawing sets are needed for inspections and SOC drawing updates.

iii. Conduct in-person fire protection and life safety inspections of the included buildings to validate and document building elements required to be included in SOC drawings, as well as identify for VA corrective action any fire protection and life safety deficiencies with the buildings and their elements. Above-ceiling, interstitial space and sub-basement inspections are required as needed to confirm barrier/separation routing and integrity (such as presence of fire stopping of penetrations and smoke damper functionality). Non-permit confined spaces shall only be inspected upon approval of the VAHCS Safety Office (or other office having authority to approve entry); any OSHA or other training locally required for entry into these spaces shall be obtained by the LsA prior entry. Permit required confined spaces are not to be inspected by the LsA. Inspectable occupied spaces may include clinical units or rooms that are locked down or have controlled/restricted access that may require VA staff escort or special protocols to be followed while in the space. VA shall provide a list of all confined spaces and controlled/restricted access units to the LsA before the site visit. Inspection elements, at a minimum, shall include:

(1). Occupancy Classifications.

(2). Separated and Non-Separated Mixed Occupancies.

(3). Construction Type.

(4). Vertical Openings such as Communicating Spaces, Convenience Openings, and Atriums.

(5). Protection of Hazards.

(6). Extent of fire sprinkler protection.

(7). Corridor Protection / Separation.

(8). Subdivision of Building Spaces and Smoke Barriers.

(9). Fire Barriers.

(10). Operating Features pertinent to life safety drawing development.

(11). Means of Egress.

(A). Components.

(B). Arrangement of Means of Egress.

(C). Suites.

(D). Travel Distance.

(E). Exit Discharge.

(F). Horizontal Exits.

(G). Building Separations.

Inspection elements exclude:

(12). Fire and smoke door surveys required by NFPA 101 referenced documents.

(13). Detailed evaluation or documentation of sprinkler and fire alarm systems.

(14). Evaluation or documentation of fire extinguisher locations.

(15). Evaluation or documentation of exit sign locations.

iv. The LsA during building inspections shall verify the accuracy of the building floor plan drawings. The LsA shall not rely on any documentation, such as drawings, provided by VA without performing an independent verification of such documentation. If errors or missing spaces are noted, or newly constructed and renovated spaces are not already incorporated in the floor plan, the LsA shall update the floor plan drawing in their native file format (as provided by VA) to match existing conditions.

v. Develop a report broken down by building that details inspection findings, deficiencies, and recommended resolutions for VA to act on. The report must additionally include a summary of substantial changes made to existing SOC drawings that could impact facility fire and emergency response (such as relocation of smoke barriers, new use of suites, etc.) or inspection, testing, and maintenance requirements. Code references and specific location references (to include photos of deficiencies) must be provided for all findings.

b. SOC Drawings Update

i. Prepare updated SOC drawings based on the inspection findings. For the purposes of Joint Commission accreditation, SOC drawing requirements are detailed in Joint Commission Hospital Accreditation Program - Physical Environment Essentials for Health Care Standards, Standard PE.03.01.01 Element of Performance (EP) 1. Additional VA requirements are stipulated due to the nature of the SOC drawings being used as record drawings for future capital and non-capital project designs.

Drawings must indicate the routing and requirements for all fire and smoke barriers, corridor walls, hazardous areas, chutes, suites, exits, etc. For each building the SOC drawings will include:

(1). Areas of the building that are fully sprinklered (if the building is partially sprinklered).

(2). Locations of all hazardous areas.

(3). Locations of chutes and shafts (must be labeled as to their function).

(4). Identification, separation (if required), and NFPA 101 classification of all vertical openings.

(5). Locations of all fire-rated barriers (if vertical enclosures are identified with fire barriers, they must also be labeled as to their function [e.g., linen chute, HVAC shaft, elevator, etc.]).

(6). Locations of all smoke-rated barriers, partitions, smoke resistive construction and corridor separation.

(7). Locations of designated smoke compartments.

(8). Suites in health care occupancies, including the type (sleeping, patient care non-sleeping, non-patient care) and suite size (maximum suite size is per the current edition of NFPA 101).

(9). Location of exits.

(10). An exit stair summary table, detailing floors served and level of exit discharge.

(11). A diagram or table that details all smoke/fire zones in the building, their use and occupancy, the area of the zone, the extent of sprinkler protection and smoke detection in the zone, and the type/classification of building construction.

(12). A fire barrier and door requirements summary table for the building that includes requirements for the barriers and openings in the barriers, by type of barrier. This table shall include applicable code references to include year of edition the barrier and doors are designed to.

(13). Any approved equivalencies or waivers from an Authority Having Jurisdiction, Joint Commission (with specific attention paid to items covered in the VHA-Joint Commission Clarification Document) or other accreditation body. The equivalencies/waivers, along with their approval date, shall be noted on the applicable drawing as well as in a summary table of all equivalencies/waivers for the building on a separate sheet. Any compensating measure approved as part of the equivalency/waiver shall additionally be noted.

c. BBI Document Update

i. Prepare an updated BBI document based on the inspection findings.

The BBI document requirement is stated in Joint Commission Hospital Accreditation Program - Physical Environment Essentials for Health Care Standards, Standard PE.03.01.01 EP 2. The BBI data is entered by VA staff into the facility’s eSOC on the Joint Commission website, so the LsA will prepare a document that highlights data that needs to be changed to aid VA in updating its eSOC. The document will include:

(1). All patient care buildings with a:

(A). Healthcare Occupancy.

(B). Ambulatory Occupancy.

(C). Residential Occupancy (Board and Care).

(D). Mixed Occupancy (containing at least healthcare, ambulatory, business and/or board and care) that render or support patient care (e.g., pathology laboratory, pharmacy, laundry, or kitchens).

(2). For each patient care building total square footage and address (if different than the site address) of said patient care buildings.

(3). As appropriate to the building occupancy and its physical characteristics:

(A). Number of critical care beds.

(B). Number of operating rooms (including catheterization labs, endoscopy labs, and all other areas where anesthetizing and invasive procedures occur).

(C). Total number of stories above, below and level of discharge that are occupied.

(D). Number of exits.

(E). Building age (year of original construction).

(F). Percentage of the building renovated after its building year.

(4). Percentage of the building that is sprinklered.

(5). Life safety features including fire alarm system, smoke detection system, and emergency power fuel type.

(6). Special features such as grease producing devices, locked or secure patient care units, and laundry/trash chutes.

(7). List of previous fire protection and life safety inspections by VA or other accreditation organizations (note – the facilities of the VA [as a cabinet-level department of the Federal Government] are not subject to Centers for Medicare and Medicaid Services, or local and state fire marshal inspections).

(8). SOC preparer’s name and qualifications (job title).

(9). Location of the SOC drawings.

(10). Summary of equivalencies and waivers granted by Joint Commission.

(11). Summary of previous findings extensions that are still applicable.

(12). List of invoked life safety code categorical waivers that are scored in the Joint Commission accreditation manual.

(13). Any other information as appropriate.

The above paragraphs constitute the basic outline of the work to be accomplished and in no way comprises all the details for this task order. The LsA shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the SOC update requirements of the task order.

The LsA shall further provide meeting minutes for all review meetings held under this task order.

3. TECHNICAL PERFORMANCE CRITERIA: The primary criteria for this SOC update task order shall be the most current versions of:

a. VA Fire Protection Design Manual (https://vatilms.va.gov/vatilms/reports/PG-18-10%20Design%20Manuals)

b. International Building Codes (IBC) as noted below (https://www.iccsafe.org/products-and-services/i-codes/the-i-codes/)

c. NFPA 101 Life Safety Code as noted below (https://www.nfpa.org/codes-and-standards/nfpa-101-standard-development/101)

d. NFPA National Fire Codes, with the exception of NFPA 5000 and NFPA 900 (https://www.nfpa.org/for-professionals/codes-and-standards)

e. The VHA-Joint Commission Clarification Document (https://vaww.hefp.va.gov/fire-protection) Note: this is an internal VA website that is not available to the public; the most current document will be provided to the LsA upon request

f. Joint Commission Accreditation Standards (https://www.jointcommission.org/en-us/standards)

NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, seismic stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of Joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed in other VA adopted criteria. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively (this applies even if the IBC requirements are different).

Secondary criteria is hosted on the VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp. The TIL is managed by the VA Office of Construction and Facility Management and is the master repository for all VA numbered standards for construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property to include commissioning, recommissioning and retro-commissioning projects. All SOC drawings and BBI documents are developed in accordance with the VA TIL, including (but not limited to) the following listed VA references (most recent version/edition):

Program Guide

Number Program Guide Title

PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards PG-18-10 Design Manuals (by discipline) PG-18-15 Minimum Requirements for A/E

Submissions ALERTS VA Standards and Design Alerts

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the LsA shall bring this to the attention of the Government. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

4. POLICY CRITERIA: Federal laws and executive orders, as well as VA and Veterans Health Administration (VHA) policies in the form of plans, directives, handbooks, operational memos, notices and manuals mandate requirements for the design, construction, operations, energy efficiency and sustainability of Government capital assets that are owned and leased.

Federal laws and executive orders impacting Government capital assets are numerous and subject to periodic change. If a new or changed Federal policy imposes new requirements or changes existing policies (Federal, VA or VHA), they will be referenced in the task order SOW as a mandatory criteria to follow.

VA and VHA policies are available at https://www.my.sites.va.gov/policy, https://www.va.gov/vapubs/ and https://vaww.va.gov/vhapublications/ (Note: the last link is an internal VA websites that is not available to the public). The most current revision of a document shall be used and may be annotated by a “(#)” added to the document number. Additional changes to policies may be in a separate publication with the same document number annotated by “/#”. As applicable to the SOC drawings and BBI documents, these include, but are not limited to:

a. VA Directive 0055 VA Energy and Water Management Program

b. VA Handbook 0730/4 Security and Law Enforcement

c. VHA Directive 1028 Facility Electrical Power Systems

d. VHA Directive 1100.16 Health Care Accreditation of VHA Facilities and Programs

e. VHA Directive 1811 VHA Healthcare Engineering Program Requirements

f. VHA Directive 7515 Medical Gas and Vacuum Systems

Where conflicts exist between VA/VHA policy or other Federal requirements, the LsA shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

5. COLLABORATION REQUIREMENTS: The LsA during work on task orders, in addition to the members of VAHCS integrated project team, shall collaborate as needed with VHA Office of Healthcare Environment and Facilities Programs (HEFP) staff, Veterans Integrated Service Network (VISN) Capital Assets Management staff, and any VA or VHA program office that by policy has review and oversight responsibilities for Joint Commission accreditation programs. Review comments from these entities that impact the SOC drawings or BBI documents, shall be incorporated into the documents.

6. DELIVERABLE FORMATS AND ACCEPTABILITY: Deliverables shall be submitted in electronic format only, unless specifically required to be in hard copy format as listed below. Electronic copies shall be delivered to the VA via a jointly agreed-upon transmission method (i.e., email, secure file exchange, commercial submittal transfer platform, etc.) prior to the start of work on the task order. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Autodesk AutoCAD (.dwg) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d);

information on the requirements for accessible media can be found at http://www.section508.gov/.

Specific requirements for LsA deliverables are listed below:

a. SOC Drawings and BBI Documents Deliverables SOC drawings shall be submitted in the specified VA native file format (reference the VA BIM and CAD standards for guidance) and .pdf format.

BBI documents shall be in a format mutually agreed to by the LsA and the

VA.

b. FPLS Deficiencies Report

The FPLS deficiencies report shall be in a format mutually agreed to by the LsA and the VA.

c. Site Visit Reports

Site visit reports shall be submitted within seven (7) calendar days of the visit.

d. Meeting Notes and Minutes Meeting minutes for all formal LsA meetings and conferences held with the VA or between the A/E and the Commissioning Agent. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference.

e. Requests For Information

Requests For Information shall be submitted within three (3) calendar days of submittal to the LsA.

f. Task Order Modification Requests

Modification requests shall be submitted within seven (7) calendar days of submittal to the LsA for review. Note - If a significant modification, VA will provide additional time and document format guidance.

LsA deliverables will be accepted by VA when all discrepancies, errors or other deficiencies identified in writing have been corrected. If VA finds that a document contains spelling errors, grammatical errors, is in an improper format, or otherwise does not conform to the requirements stated in this SOW, the document may be immediately rejected without further review and returned to the LsA for correction and resubmission.

7. REVIEW SCHEDULE/PERIOD OF PERFORMANCE: The LsA’s SOC update work schedule is noted below:

Submittal Phase Task Period of Performance Initial SOC Drawings and BBI Documents Submittal and FPLS Deficiencies Report

90 calendar days after award of the task order

Initial Submittal VA Review Comments

14 calendar days after receipt by VA of Initial Submittal

Final SOC Drawings and BBI Documents Submittal

30 calendar days after VA acceptance of Initial Submittal

Final Submittal VA Review Comments

14 calendar days after receipt by VA of Final Submittal

SOC Update Period of Performance 148 Calendar Days

8. PROGRESS PAYMENTS: The task order is billable at the following percentages for SOC update work completed and accepted by VA by submittal:

a. Initial SOC Drawings and BBI Documents and FPLS Deficiencies Report Submittal – 70% of the task order amount.

b. Final SOC Drawings and BBI Documents Submittal – 100% of the task order amount.

9. SECURITY REQUIREMENTS: All security requirements will be specified per order in accordance with each VAHCS’s policies to include but not limited to ID badging, check-in/check-out processes, photography rules, escort needs and training requirements. Reference the attached document for specific requirements and processes.

10. INFECTION PREVENTION CONTROL MEASURES: All LsA on-site inspection activities shall comply with VHA infection control protocols at all times. VHA protocols by Level of Precaution are stipulated in the latest version of the VHA Infection Control Risk Assessment (ICRA) for Construction, Renovation and Maintenance available at https://vaww.hefp.va.gov/resources/vha-infection-control-risk-assessment-icra (Note:

the link is an internal VA websites that is not available to the public). The most recent version of the VHA ICRA form is attached for LsA reference; the highest precaution level under this task order will be Level II. All inspection work preformed in patient care areas requiring Level II or greater precautions must be done using a mobile dust containment cart which the LsA is required to source for their use. Other control measures specific to construction activities the LsA is not required to comply with. The LsA shall to the greatest extent possible attempt to conduct inspections of building life safety elements from a side/room requiring a lower level of protection (i.e. inspecting a fire barrier from the public corridor side instead of the intensive care unit side).

11. TASK ORDER CONTRACT OVERSIGHT: All contracts for this project, including this task order, shall be awarded by a VA contracting activity. Only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

A Contracting Officer’s Representative (COR) will be appointed by the Contracting Officer to monitor and manage the LsA’s performance under the SOC update task order contract. The COR shall be a representative of the VAAHCS Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

ATTACHMENTS:

VA Anywhere HCS current SOC drawings

VA Anywhere HCS current BBI documents

VA Anywhere HCS ID badging and other on-site requirements

VHA ICRA 1.3 Form