H312--(MC)FIRE EXTINGUISHER SYSTEM INSPECTIONS & REPAIR STL(VA-26-00035827) 657-26-2-1537-0035

PERFORMANCE WORK STATEMENT

Fire Extinguisher Annual Inspection and Service

The contractor shall provide all resources necessary (labor, materials, and other items) to accomplish the tasks described in this PERFORMANCE WORK STATMENT (PWS), except as may otherwise be specified.  The vendor must ensure all service technicians inspecting equipment included in the PWS at the St. Louis Veterans Affairs Health Care System (STLVAHCS) be in possession of the required certifications, In accordance with National Fire Prevention Association (NFPA) standards.  Annual maintenance of portable fire extinguishers shall be performed in accordance with the manufacturers’ established operating standards applicable to NFPA 10 code requirements. Annual maintenance shall be performed in January, to include 6-year maintenance and/or hydrostatic testing.

Locations: (CBOC = Clinics)

1. John Cochran (JC) Division: 915 N Grand Blvd, St. Louis, MO 63106
2. Jefferson Barracks (JB) Division: #1 Jefferson Barracks Dr, St. Louis, MO 63125
3. Hope Recovery Center: 515 N Jefferson, St. Louis, MO 63103
4. St. Clair CBOC: 1190 Fortune Blvd, Shiloh, IL 62269
5. St. Charles CBOC: 844 Waterbury Falls Dr., O’Fallon, MO 63368
6. North County CBOC: 6854 Parker Rd, Florissant, MO 63033
7. Washington CBOC: 1627 A Roy Dr. Washington, MO 63090
8. Team #1 Primary Care Clinic: 4974 Manchester Ave, St. Louis MO 63110
9. Team #2 Primary Care Clinic: 2727 Washington Ave, St. Louis MO 63103
10. Additional Sites: Additional sites may be included during the performance period if several option years are created.

Period of Performance:

The contractor shall complete the work required under this PWS during January unless otherwise directed by the Contracting Officer (CO).  Work at the Government sites shall not take place on Federal holidays or weekends unless directed by the CO.

Description of Tasks and Associated Deliverables:  The contractor shall provide the specific deliverables described below within the performance period January of each year.

1. Task One:  Identify all portable fire extinguishers by VA inventory sheets, physical locations,  Type of extinguisher and provide fire extinguisher data report to include serviceability and maintenance status. This data will be provided on an updated Excel sheet.  This is to be accomplished during each January annual maintenance and inspection, as appropriate.

Deliverable One: Inventory List of portable fire extinguishers to include serviceability and maintenance status. This includes a separate inventory for each location, nine (9) locations at this time.  These inventories can be generated by the vendor’s computer software, but must include: Separate Headers indication location (building, floor, room), Inspection date, inspection cycle, Class Type, Size, Manufacturer, Manufacture Year, Last Inspection, last Hydro Test, last 6th Year, Pass, Fail, Reason of failure such as required test or repair, and number tested with number failed. Vendor may place bar codes as needed for tracking. Previous Inventory information will be provided to vendor.

1. Task Two:  Annual Maintenance and inspection of Portable Fire Extinguishers (approx. 900 total).  Each individual fire extinguisher must have annual maintenance performed to include new tags. Leave previous recent year’s tag. A location inventory can/will be provided to vendor by the VASTLHCS OSH safety department.   The annual maintenance shall include, at a minimum, the following items per NFPA requirements:
   1. 1. Location of each extinguisher in designated place (note on our inventory list which will be provided)
      2. No obstruction to access or visibility were placed
      3. Operating instructions on nameplate are legible and facing outward
      4. Safety seals and tamper indicators are not broken or missing
      5. Fullness determined by weighing or hefting
      6. Examination for obvious physical damage, corrosion, leakage, or clogged nozzle
      7. Pressure gauge reading or indicator in the operable range or position and tag replacement
      8. While doing the inspection identify extinguishers that are due for 6 years and/or hydrostatic testing per NFPA 10 Standards.
      9. Leave prior year tag in place on all bottles.
      10. Hang new tag for the current year on all bottles “Apply initials and date onto tag MM/YY on tag on month inspection is completed”
      11. Service all fire extinguishers in Government vehicles located in VHASTLMHC, all properties listed on provided inventory sheet.
      12. Preform 6-year maintenance and/or hydrostatic testing as applicable.

3. Exhaust Hood Inspection: The contractor shall conduct the semi-annual (every 6 months) exhaust hood inspection in accordance with NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operation. The exhaust hood inspection shall be at the following location.

- Jefferson Avenue VA Clinic (Hope Recover Center): 515 N. Jefferson Ave., St. Louis, MO 63103.

- The COR may add additional sites at any point during the performance period of the contract.

Deliverable Two: Upon completion of task two, the vendor’s service technician shall provide to the Safety Manager (or division Safety Specialists) a completed service ticket, which includes the following information:

1. Purchase order number
2. Number of fire extinguishers inspected, by location.
3. List of extinguishers due for service (i.e., 6-year maintenance, hydrostatic testing, etc.), this can be indicated on the inventory list.

Payment:

Vendor understands that purchase orders are to be submitted into the Tungsten web-based program and payment is submitted using appropriate purchase order number which will be provided by our contracting department.

Schedule for deliverables:

1. The contractor shall complete the Delivery for each deliverable specified per requirements and NFPA
2. Final inventory due 30 days after completion of annual inspection.
3. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. 

This notice to the CO shall cite the reasons for the delay, and the impact on the overall project.  The CO will then review the facts and issue a response, in accordance with applicable regulations.

Notes:

1. 1. 1. 1. Spares/loaners to be provided if extinguishers are temporarily pulled for testing or maintenance.
         2. Property to be returned within 60 days of testing or maintenance.
         3. Keys, campus maps and escorts can be provided to contractors upon request.

CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION DATA.

All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

1. NON-PERSONAL SERVICES.

This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service providers performing services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1. HOURS OF OPERATIONS.

1. Business hours: Monday through Friday, 8:00 a.m. – 4:30 p.m.
2. National Holidays: The holidays observed by the Federal Government are:

        New Year’s Day;

        Martin Luther King’s Birthday;

        Presidents Day;

        Memorial Day;

Juneteenth National Independence Day;

        Independence Day;

        Labor Day;

        Columbus Day;

        Veterans Day;

        Thanksgiving;

        Christmas; and

        Any other observed Federal holiday.

1. CONTRACT PERFORMANCE MONITORING.

The COR(s) and Subject Matter Experts (SMEs) may perform surveillance of services by any of the methods listed below:

1. Observing actual performance
2. Inspecting the services to determine whether the performance meets the performance standards
3. Review of any other appropriate records
4. When unacceptable performance occurs, the POC shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the POC shall document the discussion and place it in the POC file. When the POC determines that formal written communication is required, the POC shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor must present this corrective action plan to the POC. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.
5. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a POC to monitor performance to ensure services are received.  The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).
6. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.
7. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.