SOW Fire and Smoke Door Inspection Testing Repair and Certification Services.docx

1. Contract Title

Fire and Smoke Door Inspection, Testing, Repair, and Certification Services

2. Background The VA Puget Sound Health Care System operates multiple healthcare, administrative, and support facilities located at the Seattle VA Medical Center and American Lake VA Medical Center campuses.

Fire and smoke door assemblies are critical life-safety components that must be maintained in accordance with National Fire Protection Association (NFPA) standards to ensure proper compartmentalization during fire and smoke events. The Department of Veterans Affairs requires annual inspection, testing, maintenance, repair, and certification of fire and smoke door assemblies to maintain compliance with NFPA 80, Standard for Fire Doors and Other Opening Protectives, and NFPA 105, Standard for Smoke Door Assemblies and Other Opening Protectives.

3. Scope.

The contractor shall provide all labor, materials, equipment, and supervision necessary to repair and certify fire and smoke doors across all buildings at the American Lake and Seattle VA Medical Centers that fail inspection and testing. This includes interior and exterior doors, with a focus on ensuring all swinging, vertical and horizontal fire doors meet NFPA 80 and NFPA 105 requirements through repair and certification of both sides.

Services shall include:

· Swinging fire doors

· Swinging smoke doors

· Horizontal sliding fire doors

· Horizontal sliding smoke doors

· Vertical fire doors

· Rolling fire doors

· Fire-rated door assemblies

· Smoke-rated door assemblies

· Frames, hardware, closers, coordinators, hinges, latching devices, gasketing, seals, and associated components

The Contractor shall perform all work in accordance with the latest adopted editions of NFPA 80, NFPA 105, applicable Joint Commission requirements, VA directives, manufacturer requirements, and local Authority Having Jurisdiction requirements.

4. Specific Tasks.

Task 1 – Initial Inventory Assessment The Contractor shall perform a comprehensive survey of all facilities and establish a complete inventory of fire and smoke door assemblies.

The inventory shall include:

· Building number

· Floor level

· Door identification number

· Door type

· Fire-rating or smoke-rating

· Door size

· Manufacturer (if available)

· Deficiencies observed

· Current operational status

The inventory shall be submitted to the COR electronically in Microsoft Excel format.

Task 2 – Annual Inspection and Testing The Contractor shall inspect and test 100 percent of inventoried fire and smoke door assemblies annually.

Inspection and testing shall be conducted in accordance with NFPA 80 and NFPA 105 requirements.

Inspection criteria shall include all applicable NFPA inspection points including, but not limited to:

· Door and frame condition

· Clearances

· Self-closing operation

· Positive latching

· Coordinator operation

· Hardware condition

· Label integrity

· Gasketing and seals

· Vision panel integrity

· Obstructions and field modifications

· Hold-open device operation

· Smoke seal integrity

The contractor shall provide all labor, materials, equipment, and supervision necessary to repair and certify fire and smoke doors across all buildings at the American Lake and Seattle VA Medical Centers that fail inspection and testing. This includes interior and exterior doors, with a focus on ensuring all swinging, vertical and horizontal fire doors meet NFPA 80 and NFPA 105 requirements through repair and certification of both sides.

Task 3 – Deficiency Reporting The Contractor shall provide a deficiency report identifying all failures discovered during inspection and testing.

The report shall include:

· Door identification

· Building location

· Deficiency description

· NFPA code reference

· Recommended corrective action

· Priority level The report shall be submitted within (15) business days of inspection completion.

Task 4 – Repair Services Upon VA authorization, the Contractor shall repair deficient fire and smoke door assemblies.

Repair services shall include all labor, materials, equipment, testing, adjustments, and replacement components necessary to restore door assemblies to compliant operating condition.

Repairs shall be completed within thirty (30) calendar days after authorization unless otherwise approved by the COR.

Any deficiencies that present an immediate life-safety concern shall be reported to the COR within twenty-four (24) hours.

Task 5 – Certification Following completion of repairs, the Contractor shall re-inspect, test, and certify repaired door assemblies.

Certification documentation shall verify compliance with NFPA 80 and NFPA 105 requirements.

Certification reports shall be submitted within ten (10) business days following completion of repairs.

Enterprise Management Controls.

The COR will focus on ensuring:

· Adherence to the contract’s scope of work (SOW)

· Timely completion of milestones and overall project schedule.

· Delivery of high-quality workmanship and materials.

· Compliance with VA standards, safety protocols, and environmental regulations.

Technical execution

· Verify material specifications and quality.

· Monitor Maintenance and repairs.

· Validate Testing.

5. Deliverables

6. Performance Monitoring

100%

QUALITY ASSURANCE SURVEILLANCE

The Government reserves the right to inspect contractor performance at any time.

The COR may conduct random inspections of at least ten percent (10%) of inspected door assemblies annually to verify compliance.

Deficiencies identified by the Government shall require corrective action at no additional cost to the Government.

7. Security Requirements The contractor shall comply with VA security policies as outlined in VA Form 2280, certified by the Information Security Officer (ISO). Security requirements include:

Identification: Technicians must wear VA-issued identification badges during work hours.

Access Control: The contractor shall coordinate with the VA Physical Security Manager to ensure access is limited to authorized areas and times.

Sensitive Information: No patient information or proprietary data will be accessed during this contract.

Tasks 1 and 2 involve access to hospital areas, requiring compliance with these security measures. The COTR will verify adherence to security protocols during performance monitoring.

8. Government-Furnished Equipment (GFE)

- No government equipment shall be provided for the execution of this contract.

9. Inspection and Acceptance Criteria

The COR is responsible for certifying that the work done under the contract is performed to time and standard.

10. Risk Control

- Disruption to Hospital Operations: Noise, vibrations, and shutdowns may interfere with hospital services.

- Infection Control: Dust, debris, or contamination from work areas may compromise sterile environments.

· Comply with all OSHA safety requirements.

· Immediately report accidents, injuries, property damage, or life-safety concerns.

11. Place of Performance.

9600 Veterans Dr SW, Tacoma WA 98493 and 1660 S Columbian way Seattle, WA 98108