SOW Fire Extinguisher Base plus 4 13 Aug 2024.docx

STATEMENT OF WORK (SOW)

Overton Brooks VA Medical Center Fire Extinguisher Service as of 08/06/2024

1. Contract Title. Overton Brooks VA Medical Center Fire Extinguisher Service Contract

2. Background.

Overton Brooks VA Medical Center (OBVAMC) has a requirement for the inspection and preventative maintenance service for approximately 400 fire extinguishers in accordance with The Joint Commission, all applicable NFPA (National Fire Protection Association), OSHA 29 CFR 1910.157, Federal, State, Local laws, and regulations. A service contract is required, with yearly option to continue each year, during a total of a 5-year period.

3. Scope.

A. Service will include annual and monthly inspections of all fire extinguishers, replacement, removal/disposal of impaired, damaged, non-operational fire extinguishers for a period of one (1) base year and four (4) option years if exercised, from the date of award. Estimate that a percentage of existing extinguishers be supported by ready service spares of type ABC, Co2, Type K, and Water.

B. The contractor shall furnish all necessary and specific equipment, tags, parts, labor, and supervision to perform required inspections and documentation. The fire extinguishers are located in Buildings: 1 (main building), 2, 3, 4, 6, 16, 31, 32, 33, 40, 42, 55, 57, parking garage (60) and MRI trailer (special extinguisher MRI rated). Future buildings will include an energy management building (currently under construction), OI&T building (under design), and Bldg. 1 South; floors 3, 4, elevator room (under design) and will require incorporation once the projects have been completed.

C. All inspection, testing, maintenance, and permanent records required by NFPA, OSHA, Department of Veterans Affairs, The Joint Commission, and recommended by the equipment manufacturer shall be provided by the contractor to Occupational Health and Safety Office, OBVAMC. All reports will be in The Joint Commission format and reflect the most current NFPA standard in effect and provided electronically. The Joint Commission has an agreement with the Veteran’s Health Administration that the most current NFPA standard will be followed. All documentation of monthly inspections will be provided to the Occupational Health and Safety Office, OBVAMC no later than 5 business days after the last day of the inspected month. All documentation of annual inspections will be provided to the Occupational Health and Safety Office, OBVAMC no later than 5 business days after the inspection has been completed.

D. The contractor shall immediately notify Occupational Health and Safety Office of any impaired, damaged, and non-serviceable fire extinguishers. The contractor shall change them out with a spare fire extinguisher. The contractor shall provide cost estimates for replacement fire extinguishers as needed/required not contained as part of the contract. The contractor shall be responsible for the removal and disposal of all impaired, damaged, and non-serviceable fire extinguishers in accordance with NFPA, Federal, State, and local laws/regulations. The contractor shall provide documentation to the Occupational Health and Safety Office, OBVAMC within 5 business days of the removal of impaired, damaged, and non-serviceable fire extinguishers.

E. The contractor shall provide a schedule and describe the protocol and timeline for the inspection of fire extinguishers. The contractor’s employee shall report to the OBVAMC Occupational Health and Safety Office during normal working hours which is defined as Monday thru Friday from 7:30am to 4:00pm, excluding Federal Holidays, upon arrival at the hospital and again upon the completion of the required work.

F. OBVAMC Occupational Health and Safety Office will provide and/or coordinate access to restricted/controlled areas of the medical center for the purpose of inspections.

G. The contractor is responsible for providing their employees with the Proper Protective Equipment (PPE) in accordance with OSHA regulations. OBVAMC will provide specialized PPE for access to the Operating Rooms (OR) and other areas of the hospital as required at no cost to the contractor. The specialized PPE includes the use of surgical scrubs or jumpsuit, shoe coverings, surgical cap, gloves (as required), gowns (as required) and facemask (as required). If reusable surgical scrubs are provided, the contractor must return them to the hospital uniform room upon completion of the day. Changing rooms are available on site.

H. A copy of the work ticket containing a complete description of the work performed shall be provided to the VA COR or the authorized representative.

I. If any discrepancies are found with the fire extinguishers that are not covered under this scope of work, then the contractor must provide the following:

1) Detailed report noting the discrepancy found.

2) Bill of Materials (BOM) to include component name, quantity, part #, and price per item for any repair/replacement and material lead time.

3) Price quote for repair labor.

4) A total cost to repair summary containing the above elements.

J. Non-Included Work: Repair service shall not include the performance of any work due to improper use, accidents, or negligence for which the contractor is not responsible.

4. Specific Tasks.

A. Annual and Monthly inspections of all Fire Extinguishers and components as required by The Joint Commission EC 02.03.05 (Fire Protection and Testing), NFPA 10 (most current edition), and OSHA 1910.157, and VA Fire Protection Design Manual.

B. All fire extinguishers shall be maintained in accordance with the requirements of the Joint Commission EC 02.03.05 (Fire Protection and Testing), NFPA 10, OSHA 1910.157, and VA Fire Protection Design Manual. All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as Life Safety Code (LSC), Joint Commission (JCAHO), and VA Fire Protection Design Manual.

C. Produce a computer-generated report within 5 business days after the last day of the inspected month.

D. Produce a computer-generated report within 5 business days of the completion of the annual inspection.

E. Contractor shall provide a quote to the COR for replacements of any fire extinguishers that are impaired (yellow tagged), non-operational (red tagged), or damaged above and beyond the percentage of ready service spares provided. Monies will be allocated specifically for the purchase of these extinguishers being replaced.

4. Performance Monitoring.

The Fire Extinguishers shall be maintained in accordance with the requirements of the NFPA 10, The Joint Commission EC 02.03.05 (Fire Protection and Testing), OSHA 1910.157, and VA Fire Protection Design Manual, Federal, State, and local laws. All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as Life Safety Code (LSC), Joint Commission (JCAHO), and VA Regulations.

5. Security Requirements.

A. The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

B. All Contractor FST’s (Field Service Technician(s)) shall obtain contractor ID badges from the COR. Identification shall be worn, visible always by the Contractor and all Service technicians while on premises. Contractor shall coordinate with Occupational Health and Safety Office to acquire said identification badges.

C. During normal working hours of operation, Monday through Friday, the contractor shall check in with the Occupational Health and Safety Office when arriving on campus to perform work and check out with the Occupational Health and Safety Office when workday is complete. Check-in and check-out can be either in person or with a phone call and will be left to the discretion of the COR.

6. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

None

7. Other Pertinent Information or Special Considerations.

All contractors and visitors are required to adhere to Universal Masking Guidance which requires people to wear a face covering or facemask over their mouth and nose while in any building of Overton Brooks VA Medical Center. No one with a cold or flu like symptoms will be allowed on VA property. In the event that symptoms occur while on site, the contractor will notify the COR immediately. The individual(s) maybe required to be COVID tested and quarantine until released by Infection Control to return to site.

8. Identification of Possible Follow-on Work.

Prior to conducting any work not associated with the contract, the contractor must provide a detailed quote. Within the quote will be a cost breakdown by labor, parts and required quantities. After approval of the quote and a Purchase Order number assigned, the work can begin. Upon completion, the Contractor must furnish a detailed field service report, showing work completed, listing all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The service report shall be sent via email to OBVAMC Occupational Health and Safety department. The service report from the contractor must contain, at a minimum, the following information:

1) Date and time of completed equipment repair,

2) Type, model, and serial number of the equipment on which maintenance was performed,

3) Total time spent performing maintenance,

4) Detailed narrative description of the maintenance action required,

5) Complete list of parts replaced,

6) Comments as to the cause of the malfunction when applicable

7) Above information shall be provided to the COR in digital format and within 10 days upon completion of testing

9. Identification of Potential Conflicts of Interest (COI).

The Contractor shall contact the COR of any potential conflicts of interest.

10. Inspection and Acceptance Criteria.

1) Complete inspection, testing, and maintenance service for the fire extinguishers shall be provided by a trained authorized representative of the contractor for a period of 5 years from the date of acceptance of the entire contract by the Contracting Officer.

2) Contractor shall provide all necessary test equipment, parts, and labor to perform required inspection, testing, and maintenance.

3) All inspection, testing, maintenance, and permanent records required by NFPA 10, OSHA 1910.157, The Joint Commission EC 02.03.05 (Fire Protection and Testing), VA Fire Protection Design Manual, Federal, State, and local laws and recommended by the equipment manufacturer shall be provided by the contractor. Work shall include visual inspection of the fire extinguisher and documentation of inspections.

11. Risk Control

A. The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts at no extra charge to the Government.

B. All work affecting patients shall be coordinated in advance by the government and the Contractor to have minimal impact on VA patients and employees.

12. Place of Performance.

This project is located at Overton Brooks Veteran’s Administration Medical Center (OBVAMC), at 510 E. Stoner Avenue, Shreveport, LA, 71101. The system has components located in Buildings: 1 (main building), 2, 3, 4, 6, 16, 31, 32, 33, 40, 42, 55, 57, parking garage (60) and MRI trailer. Future buildings will include an Energy Management building (70); currently under construction and will require incorporation once the project is completed and tied into the current system. Building(s) OI&T (56), Bldg. 1; floor(s) 3 South and 4 South, and parking garage addition are in planning stage and will require incorporation once the project is completed.

13. Period of Performance.

A. This will be a single award Firm Fixed Priced Contract for overall period of performance of 03-1- 2025 to 02-28-2030. There will be one (1) base year and up to four (4) option years for this contract:

B. Exercise of option years will be made at Government’s discretion based on continued need for services, Contractor performance, and availability of funds in a given fiscal year.

C. The project start date shall be within ten (10) days after notice to proceed work (NTP). If for any reason a deliverable cannot be delivered as scheduled, the Contractor is required to submit a request for a time extension to the Contracting Officer and the COR. The request must include the reason(s) for the delay and the impact on the overall service contract. The Contracting Officer will consider each request based on its merits and will, if approved, issue a modification to the contract. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

14. Delivery Schedule.

A. Contractor shall provide, to the COR after completion of work, each month, at the minimum, the following deliverables:

1) Properly formatted to The Joint Commission standard, a report of monthly inspection/testing/service of required component as required by the respective NFPA guideline.

2) Task Requirements