S02 - RFQ - Fire Protection System - 36C24822Q0132_1 Final.docx

36C24822Q0132 Table of Contents

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C24822Q0132

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B.2 SCOPE OF WORK

1. INTRODUCTION:

The United States Department of Veterans Health Administration (VHA) requires services Fire Protection Systems Inspection, testing, maintenance, and repair Services at the facility’s fire protection equipment as required by National Fire Protection Association (NFPA) and the Joint Commission (TJC) standards.

1.1 Objective:

The purpose of this scope of work (SOW) is to define the requirements for the inspection, testing and maintenance tasks associated with the facility’s fire protection system. The intent of this SOW is to comply with inspection, testing and maintenance requirements in accordance with this SOW’s specifications including applicable specifications and compliance with referenced codes.

1.2 Scope of Work:

a. The Contractor shall provide all management, supervision, personnel, services, materials, supplies, facilities, transportation, general and specialized equipment necessary to provide test, documentation for the weekly, monthly, quarterly, semi-annual, and annual inspection, testing and limited repairs of Facility Wide Fire Protection Systems at the VA Caribbean San Juan Medical Center.

b. Inspection, testing, periodic maintenance, and limited repairs to all fire protection equipment listed in section 4 and 5.1 shall be completed in accordance with manufacturer’s recommendations, VA guidelines, and with the latest edition of the following of Facility Fire Protection Systems (NFPS):

· NFPA 25; Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.

· NFPA 13; Installation of Sprinkler Systems.

· NFPA 17A; Standard for Wet Chemical Extinguishing Systems.

· NFPA 72; National Fire Alarm Code.

· NFPA 20; Installation of Stationary Pumps for Fire Protection.

· NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.

· NFPA 291 Flow testing of hydrants.

· Other Applicable Standards

c. Contractor shall be responsible for initiating repairs within four (4) hours to all emergencies life safety concern discrepancies with no extra cost to the Government with the approvement of Contracting Officer (CO). The contractor shall perform to the standards in this contract.

2. GENERAL REQUIREMENTS:

2.1 Period of Performance.

Performance period shall be from a base year January 24, 2021 thru January 23, 2021 and four (4) one-year option period. Note that fire extinguisher care begins in Option Period 2.

2.2 Non-Personal Services

· The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks.

· The Government will not assign tasks to, or prepare work schedules for, individual contractor employees. The Contractor shall be responsible for managing its employees and guarding against any actions that are of the nature of personal services or give the perception of personal services as defined in FAR-Part 37, Service Contracting, dated 31 May 2011.

· The Contractor shall notify the Contracting Officer (CO) if any Government requested actions constitute or are perceived to constitute personal services.

2.3 Location and Hours of Work

2.3.1. Place of Performance: The work to be performed under this contract will be performed at the VA Caribbean Healthcare System (VACHS), One Veterans Plaza, 10 Casia St., San Juan, Puerto Rico 00921.

2.3.2 Normal hours of operation

· The facilities will typically be in operation 24/7. The contractor shall perform work during normal hours as approved by the CO.

· The contractor shall perform job functions, during normal duty hours between 8:00 a.m. and 4:30 p.m. Some of the job functions could take place out of the normal hours due to an emergency or availability of the area where the equipment is stage. Job functions out of the normal hours shall be schedule and coordinate directly with (COR) or (CO).

· The contractor may work, with prior approval of the CO or COR at no additional cost to the government, during the hours outside normal duty hours.

2.3.3 After hours:

· After hours shall be designated as the hours between 4:30 p.m. and 8:00 a.m. Monday through Friday.

2.3.4 Recognized holidays:

Recognized holidays include: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday.

If service is required on these days, Contractor shall provide a schedule of specific dates for the monthly, quarterly, semi-annual, and annual inspections and testing of entire Fire Alarm System.

Contractor shall submit the work schedule in 7 calendar days after contract or option award notification prior to perform any task during the life of the contract. In addition, contractor shall call or email as a friendly reminder 2 days prior confirming the scheduled service still in place as planned.

3. SPECIFIC REQUIREMENTS:

3.1. Specific Tasks: Contractor must contact the appropriate VA Safety Office at least seven (7) calendar days in advance of performing test procedures.

3.2 Qualified mechanic / Sprinkler Technician:

The following qualifications and requirements must be fulfilled by person(s) performing inspection, testing, and maintenance service on water-based fire protection systems:

Personnel performing services must be licensed as a fire protection contractor in the Commonwealth of Puerto Rico. If services are subcontracted the subcontractor shall be licensed and become the Direct Point of Contact of the Facility.

The Contractor shall provide proof of qualifications together with the Request of Quote (RFQ) submission that establishes contractor qualifications to perform the work. References of previous projects that are of similar scope are to be provided.

Proof of liability insurance and workmen’s compensation insurance shall be provided with the Request of Quote (RFQ) submission.

3.3 Acceptance of Work. The Contractor shall provide certification that work was approved and accepted by the COR/CO.

· The Contractor shall coordinate all work and testing of systems with the COR at VACHS. Upon completion of each inspection and/or testing, Contractor shall complete Report of Inspection and Testing, and provide documentation to the VA Safety Office.

· The Contractor, prior to system maintenance, testing or repairs; shall familiarize with the system commissioning certificates and available information regarding the system and system alterations, including specifications, serving areas, diagrams, and floor plans. The contractor shall prepare documentation for inventory of all fire protection components to be inspected, tested and maintained in the system.

· The Contractor shall provide security information to COR for access and escort requirements. Information shall be provided at least 14 days prior to work.

a) Company name and names of workers

b) Dates of scheduled work.

c) Level of clearance.

d) Name of Company for third party contractors.

· The Contractor shall perform as a minimum, the following visual inspections at the beginning of the contract period and at least once (1) week to ensure proper operation of all system components.

The contractor shall visually inspect fire protection system components for proper operation, position, and condition as appropriate and as recommended by NFPA. Refer to Section 4.1.

After inspection of all fire protection system components, the contractor shall in writing bring to the attention of the VA Safety Office an inspection report and addresses any problems revealed from the inspection. Necessary corrective action shall be identified in the written report.

· The fire protection system components shall be physically inspected and tested in accordance with NFPA approved test methods and manufacturer’s recommendations. The contractor shall provide all written documentation in English to the VACHS Facilities COR containing the following:

a) Records shall be completed for all inspections, tests and procedures and shall indicate the procedures performed, NFPA and TJC elements of performance reference, the organization that performed the work, the results and the date completed. The report record must be signed and dated by the person(s) performing the work.

It is required as part of this contract that the contractor complete and submit to the Safety Office, the National Fire Protection Association forms “Inspection and Testing Form”, as appropriate for the inspection and testing work being performed. The contractor may substitute a similar maintenance, inspection, and testing form if acceptable to the Safety Office and must include at a minimum all the information required by the applicable NFPA code.

a. System information (make, model, all device types)

b. Detailed Pass/Fail report by type of component tested. If a component fails, note component type, location within VACHS, and corrective action needed.

c. Any comments on system (or device) condition as pertains to service life, dependability, and corrective action.

d. Fire protection certification statement.

b) Contractor shall tag systems which are found to be defective, in need of corrective action, or are in violation of NFPA Standards.

c) The Contractor shall meet with the Safety Office after each inspection, testing, maintenance, and repair visit is completed to discuss the findings. Each operational and maintenance issue found during the service shall be identified in the report forms and necessary remedial action, if any, explained to the Safety Office by the Contractor.

d) The Contractor shall immediately notify the appropriate Safety Office and Operations Control Center of all items needing maintenance, repairs, replacement, or additions which, in the judgment of the Contractor, may be necessary and reasonable to insure the highest degree of protection in accordance with NFPA standards for fire protection systems and 24/7 monitoring.

e) The Contractor shall complete all inspection and testing report forms in a complete and legible manner. A copy of each report shall be delivered electronically to the Safety Office. A hardcopy of each report shall be physically provided to the Safety Office.

4. BASIC SERVICES: INSPECTION, TESTING, & PREVENTATIVE MAINTENANCE

For each deficiency, repair (beyond preventative maintenance caused by normal wear and tear) identified during inspection, testing, or preventive maintenance and not performed by the contractor as described within this scope of work. The contractor shall submit a report and show to COR the damage equipment. The Government will be decided what procurement vehicle would be used to replace or correct the damage equipment deficiency in accordance with appropriate code and manufacturer requirements. Known preventative maintenance prescribed by NFPA code should not warrant a proposal to VACHS service COR but should be performed as part of this contract unless noted otherwise in the scope descriptions below.

Fire protection systems may be added, modified, or deleted within the performance of this contract. Any modification, addition, or deletion will be included in the preventive maintenance program via supplemental agreement.

4.1 Water-Based Fire Protection Systems

a. Records for inspection, testing, and preventative maintenance shall be in accordance with applicable NFPA Standards.

a. Automatic Sprinkler Systems

b. Standpipe Systems

c. Underground Fire Service Mains and Hydrants

d. Fire Pump

e. Common Components and Valves

f. Main Drain for each water supply lead-in to a building water-based fire protection system

g. Waterflow Alarm Devices inspected quarterly to verify they are free of physical damage and tested semiannually (alongside with Fire Alarm Contractor)

h. Gauges inspected monthly to verify gauge is operable and not physically damaged and quarterly to verify normal water supply pressure is being maintained

i. Dry Pipe Valves

j. Backflow Prevention Assemblies

k. Fire Department Connections

l. Common Components and Valves

4.2 Automatic Gas Fire Suppression Systems

a. Records for inspection, testing, and preventative maintenance shall be in accordance with applicable NFPA Standards.

4.3 Wet Chemical Extinguishing Systems

a. Perform inspection of the wet chemical extinguishing systems in accordance with applicable NFPA standards for Wet Chemical Extinguishing Systems.

b. Monthly inspection should be performed during off-duty hours to avoid disruption of services and coordinated with VCS coordinator that is on-site.

c. Perform maintenance of wet chemical extinguishing systems in accordance with applicable NFPA standards.

4.4 Portable Fire Extinguishers

a. Perform manual inspection of fire extinguishers in VACHS in accordance with applicable NFPA standards.

b. Perform maintenance of all VACHS fire extinguishers in accordance with applicable NFPA standards.

c. Perform maintenance involving annual external examination of all VACHS fire extinguishers in accordance with applicable NFPA standards.

d. Fire extinguishers in-reach of 12-years in service are to be decommissioned and exchanged with a new fire extinguisher matching the date and year of when the exchanged is going to be conducted. Activity will be evaluated via a supplemental agreement.

4.5 Fire Hoses

a. Occupant fire hoses shall be inspected annually in accordance with applicable NFPA standards

b. Occupant fire hoses shall be replaced at year five from the manufacturer’s commissioned date. Activity will be evaluated via supplemental agreement.

4.6 Sprinkler Water Storage Tanks High & Low Alarms

a. Annual test to be conducted in accordance with NFPA standards

4.7 Horizontal and Vertical Rolling and Sliding Doors

a. Annual test to be conducted in accordance with NFPA standards

4.8 General Systems Details

· The VACHS ongoing and scheduled projects may add/delete/modify/update the fire detection and fire protection systems.

· Inspection, testing, maintenance, repairs, and services shall be performed on the most current VACHS fire protection system as outlined in the (SOW).

· The Government may incorporate additional fire protection systems within this scope of work via supplemental agreement.

· Main Building #1 is a 5-floor partially sprinklered building of approximately 500,000 gross square feet.

· The Community Living Center (CLC) is a 2-floor fully sprinklered building of 60,000 of approximately gross square feet.

· The Outpatient Building (OPA) is a 3.5-floor fully sprinklered building of 300,000 of approximately gross square feet.

· Administrative building (ADMIN) is a 7-floor fully sprinklered building of 300,000 gross square feet.

· The South Bed Tower (SBT) is a 7-floor fully sprinklered building of approximately 300,000 gross square feet.

· The Old Parking garage is a wet sprinklered infused building with standpipe and fire hoses of approximately 180,000 gross square feet.

· The New Parking garage is a dry- sprinklered infused building with standpipe and fire hoses of approximately 180,000 gross square feet.

· Main Building #1, CLC, Old Multi-level parking garage, and fire hydrants are protected by an existing fire sprinkler system with two diesel fire pumps. The sprinkler system includes two Clarke Diesel Vertical Turbine Submersible Fire Pump 1,500 GPM (each), an Aurora Jockey Pump, and Metron Inc. controllers. One diesel fire pump is the backup of the other one.

· SBT building is protected by an existing fire sprinkler system with an electric fire pump. The sprinkler system includes an ITT Vertil Inline 7L83 Fire Pump, 1500 GPM, Grunfus CR-15 Jockey Pump, and Metron Inc. controllers.

· OPA building and underground parking garage is protected by an existing fire sprinkler system with an electric fire pump. The sprinkler system includes an ITT L14X8F Fire Pump, 1000 GPM, ITT Horizontal Jockey Pump, and Metron Inc. controllers.

· The Admin Building is protected by an existing fire sprinkler system with an electric fire pump. The sprinkler system includes an ITT Vertil Inline 7L83 Fire Pump, 300 GPM, Grunfus CR-15 Jockey Pump, and Metron Inc. controllers.

· New Multi-level parking building is protected by a dry sprinkler system

· Main Building #1 Canteen Service is protected by one 6 Gallons ANSUL R-102 and one 9 Gallons ANSUL R-102 fire suppression systems.

· Main Building #1 Recreational Therapy Service is protected by one 3 Gallons ANSUL R-102 fire suppression system.

· Eight (8) fire department connections (FDC) are located in Building #1 (2), South Bed Tower, Laundry, CT, Boiler, CLC front and CLC rear. Eleven (11) fire hydrants located throughout the VA San Juan Medical Center (VAMC) premises.

· Approximately 600 ABC 10 LBS Portable Fire Extinguishers, 34 Water-Mist Portable Fire Extinguisher, 8 Halotron/Cleanguard Portable Fire Extinguishers, 4 CO2 Portable Fire Extinguishers, and 1 Type K Portable Fire Extinguishers are located throughout the VA Caribbean Healthcare System premises.

· Approximately 100 1 ½” x 100’ Occupant Fire Hoses are located throughout the VA Caribbean Healthcare System premises.

· Approximately 125 ABC 5 LBS Portable Fire Extinguishers are in GSA Vehicles.

5. DELIVERABLES

5.1 CONTRACTOR MAINTENANCE AND TEST SPECIFICATIONS

The Contractor shall provide a quote that meets current state of Puerto Rico statutes, NFPA standards, and Joint Commission on Accreditation of Healthcare Organization (TJC) Safety requirements and frequencies. The quote shall include a schedule for providing the required services, which shall be subsequently approved prior to commencement of work. All Fire protection system inspection, testing, and maintenance work shall be documented and includes the following items.

Test

Connections

Wet - Live (2009)

Suppression Systems (Automatic Extinguishing Systems) (kitchen)

Fire Doors

Contractor must ensure 100% tests and inspections of all weekly, monthly, quarterly, semi-annual, annual, and 5-years tests in accordance with NFPA regulations, VA fire protection standards, and TJC are conducted.

Contractor shall ensure that 100% complete documentation of results of all inspections, testing, maintenance, and repairs is provided to VACHS COR. Discrepancies found shall be listed on this documentation.

Contractor must provide the COR with 100% tests and inspections of all failed components in compliance with NFPA standards.

5.2 ROUTINE MINOR MAINTENANCE REPAIRS AND EMERGENCY REPAIRS OF NOTED SYSTEM DEFICIENCIES The contractor shall evaluate, document, and report all system deficiencies resulting from inspections and testing. All system defects and malfunctions shall be corrected as part of the testing and maintenance of the system under this contract. If a defect or malfunction is not corrected at the conclusion of system inspection, testing, or maintenance, and the defect or malfunction is such that it will result in the inability of the fire protection system to operate adequately in the event of a fire, the contractor shall immediately notify COR of the impairment, followed by a notification in writing within 24 hours so that corrective actions can initiated. The COR will provide contacts to the contractor for immediate response when impairments compromise system operation. Refer to sections 9.1.14, 9.1.15, 10.1.4, 10.2.3, and 10.2.7.

1. The Contractor shall brief the COR of the discrepancy encounter to further evaluate the need for repairs or corrections of each discrepancy noted.

2. The Contractor shall immediately initiate process for repair of any discrepancies that represent a Life Safety concern at the direction and approval of the COR.

3. The Contractor shall present a cost estimate breakdown to the COR, who will then review for appropriateness.

4. Upon review and approval of the cost estimate, the Contractor shall perform repairs of Life Safety concerns in a timely manner. Depending on parts availability, repairs shall occur within 24 hours.

5. Once repairs are completed, the Contractor shall recertify the component or systems that were originally noted as a discrepancy and provide a detailed Report of Corrective Actions.

5.3 REQUIRED MAINTENANCE INSPECTIONS

· Fire protection system components to be tested per NFPA standards are defined in Section 4.

· All weekly, monthly, quarterly, semi-annually, and annual testing period shall include 100% testing of all devices and each device shall be listed on that report.

· All the tests and inspections shall be fully documented in an easily legible format. Original copies shall be provided, as well as kept on file at the contractor’s service center office and shall be archived for a period of no less than five (5) years and forwarded upon request.

· Contractor shall provide any specialized equipment such as ladders, extension ladders, man lifts, etc., to allow their staff access to devices, etc.

· All site visits are to be scheduled through safety office COR (787-641-7582 X10416, 10271 or 10270) with at least a 48-hour notification.

6. CONTRACT ADMINISTRATION AND MANAGEMENT

6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he/she assures that any work performed complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

6.2 Quality Assurance: The government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):

· Annual tests are to be completed at one (1) year from the date of the last event, plus or minus 30 days.

· Semiannual tests are to be completed 6 months from the date of the last event, plus or minus 20 days.

· Quarterly tests are to be completed every three (3) months plus or minus 10 days.

· Zero deviation from the periods specified above will be permitted.

6.3 Type of Contract: The government will award a fixed-price service contract.

6.4 VACHS Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any VACHS award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

6.5 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

6.6 Key Personnel: The following personnel are considered key personnel by the government: Safety Engineer, Safety Manager and Safety Specialist. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

6.7 Qualifications for all key personnel are listed below:

· Contract Manager and Technicians. Refer to Section 3.2 Qualified Technicians

· Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear identification badges issued by VA in the performance of this contract.

· PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30-day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

6.8 Contract Management

· The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

· The contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

6.9 Contract Administration

· The contractor shall establish processes and assign appropriate resources to effectively administer the requirement.

· The contractor shall respond to Government requests for contractual actions within one business day.

· The contractor shall have a single point of contact between the Government and contractor personnel assigned to support contracts and/or task orders.

· The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

· The contractor shall complete inspection, testing, and maintenance within established timelines. Refer to Sections 4.1, 5, and 6.2.

6.10 Personnel Administration

The contractor shall provide the following management and support as required:

· The contractor shall provide for employees during designated Government non-workdays or other periods where Government offices are closed due to weather or security conditions.

· The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the SOW requirements.

· The contractor shall make necessary travel arrangements for employees.

· The contractor shall provide administrative support to employees in a timely fashion (e.g., time keeping, leave processing, pay, emergency needs).

6.11 Subcontract Management

· The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement.

· The contractor shall be responsible and accountable for subcontractor performance on this requirement. Subcontractor shall meet Section 6.7 for the equipment tasked to.

· The prime contractor will manage work distribution to ensure there are no organizational conflict of interest considerations. Contractors may add subcontractors to their team after notification to and approval by the contracting officer. The Government reserves the right to permit or not permit cross teaming.

7. SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

7.1 SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

8. TRAINING/MEETINGS:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

i. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

9. DEFINITIONS AND ACRONYMS:

9.1. DEFINITIONS

9.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

9.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

9.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

9.1.5. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

9.1.6. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

9.1.7. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

9.1.8. PREVENTIVE MAINTENANCE: Includes system performance checks, examination, cleaning, adjustment, calibration, testing, temporary disable or disconnect components systems and restore systems back to normal conditions to allow other jobs, repairs and major renovations of the facility. Repairing and troubleshooting of all systems and system components including replacement of components as necessary to keep the system in reliable condition and proper working operation. Shall also include work related to the sprinkler flow switches, tamper switches, supervisory switches, batteries, door holders, duct detectors, smoke detectors, heat detectors, pull stations, strobe lights, bells and speakers.

9.1.9. REPAIR SERVICE: Includes the priority maintenance (Routine) on a call basis for inoperable equipment consisting of initial diagnosis, testing and diagnostic, replacement of repair parts (as required), and necessary repairs of all malfunction to ensure equipment is in an operational status. This includes equipment/devices found to be defective during scheduled inspections and testing. The Contractor shall complete the work within the scope of the service call and/or performed inspection within two (2) working days after notification receipt. Repaired device/equipment shall be re-tested per appropriate NFPA standard.

9.1.10. EMERGENCY REPAIR SERVICE: Includes the immediate repair services on a call basis for inoperable equipment. Service includes all required repairs to bring the equipment to an operational status considering malfunction is causing immediate work stoppage to the service. Contractor staff is to be in VA facility in four (4) hours.

9.2. ACRONYMS:

AHU Air Handling Unit

FACP Fire Alarm Control Panel

10. GOVERNMENT FURNISHED ITEMS AND SERVICES:

10.1.4 Repair Services: The Contractor shall cover repairs with a cost up to $500.00. Government will cover costs in excess of $500.00. Repairs that are expected to exceed $500 must first receive written approval of the Contracting Officer and COR prior to work commencing. Refer to section 9.1.14, 9.1.15, 10.2.3, and 10.2.7.

10.2. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

11. TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

PRS # 1.

The contractor shall provide services for inspecting and testing the fire protection system components of the VACHS facility.

The Joint Commission EC.02.03.05.

The hospital maintains fire safety equipment and fire safety building features.

12. TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

2. Monthly

3. Quarterly

4. Semi-annual

5. Annual

Description of work completed.

With Date and time work start and ended.

Signature of the Contractor's technician performing the work indicating the work has been completed.

Must have a Signature block for authorized government representative or COR to indicate the work was performed. Signature does not indicate satisfactory performance.

Staff

Reports are due upon completion of work (working copy) and 10 working days after with final copy/certification

13. REFERENCES

APPLICABLE STANDARDS AND REGULATORY GUIDANCE.

The following standards will be utilized for performing work contained in this Statement of Work:

· NFPA 25; Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.

· NFPA 13; Installation of Sprinkler Systems.

· NFPA 17A; Standard for Wet Chemical Extinguishing Systems.

· NFPA 72; National Fire Alarm Code.

· NFPA 20; Installation of Stationary Pumps for Fire Protection.

· NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.

· NFPA 101; Life Safety Code, latest edition

· NFPA 291 Flow testing of hydrants

· Code of Federal Regulation (CFR) 1910

· CFR 1926

· CFR 1960

· VHA Handbook 7701.1

· VHA Directive 7700

· The Joint Commission EOC Chapter

· MP-3 Part 3 Chapter 4

· Joint Commission Environment of Care standards

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

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