H342--Statement of Conditions/Life Safety Assessments

Page 2 of 2 This is a Sources Sought Notice to determine small business sources capable of providing Statement of Condition/Life Safety Assessment services per this notice under NAICS 541350 (Building Inspection Services). Small business size standard is $8 million. Product Service Code (PSC) is H342 (Inspection Fire Fighting, Rescue, and Safety Equipment, Environmental Protection Equipment and Materials). BACKGROUND: THIS IS A SOURCES SOUGHT NOTICE BEING RELEASED PURSUANT TO FEDERAL ACQUISITION REGULATION (FAR) PART 10: MARKET RESEARCH. This notice is issued solely for informational, market research, and planning purposes only. It does not constitute a solicitation or a promise to issue a solicitation in the future. This notice does not commit the Federal Government to contract for any service at this time. Further, the U.S. Department of Veterans Affairs, Network Contracting Office (NCO) 23/Services Branch, Sioux Falls, SD, is not at this time seeking offers, and will not accept unsolicited offers. Respondents are advised that the Federal Government will not pay for any information or administrative costs incurred in response to this notice. All costs associated with responding to this notice will be solely at the responding party s expense. Responses to this notice are not offers and cannot be accepted by the Federal Government to form a binding contract. Although the term offeror is used in this notice, your respective organization s response will be treated as information only and shall not be used as an offer. OBJECTIVE: The objective of this notice is to conduct market research to determine if there are Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) sources capable of providing Statement of Condition/Life Safety Assessment services for the Sioux Falls VA Health Care System and Iowa City VA Health Care System. DESCRIPTION OF SERVICE: The Sioux Falls VA Health Care System (SF) and Iowa City VA Health Care System (NWI) require Statement of Condition/Life Safety Assessment services. PLACES OF PERFORMANCE: Sioux Falls VA Health Care System 2501 West 22nd Street Sioux Falls, SD 57105 Includes Community Based Outpatient Clinics (CBOC) at: Wagner: 400 West Highway 46, Wagner, SD 57380 Iowa City VA Health Care System 601 Highway 6 West Iowa City, IA 52246-2208 POTENTIAL SCOPE OF WORK: Scope of Work Statement of Conditions & Life Safety Assessment SFVAHCS General Requirement. For each of the Buildings listed in Table 1: perform a Life Safety Survey to identify, list and detail all physical deficiencies with regard to most current life safety standards; identify, list and detail deficiencies in the inspection, test, drill, and maintenance records of Life Safety systems, critical utility systems and fire drills, assign proper occupancy based on use and construction; provide an updated set of documents to meet requirements of current fire safety, healthcare accreditation, NFPA 101 Life Safety Code, NFPA 99 Health Care Facilities Code standards. Contractor shall provide detailed calculations showing justification for appropriate occupancy classification(s) for all floors containing multiple occupancies (e.g., Health Care, Ambulatory Health Care and/or Business occupancies) based upon the number and mix of inpatients and outpatients in certain areas. provide details regarding classification of each location (e.g., hazardous locations, chemical quantities, and equipment). All calculations shall be documented in a report. Tasks. Conduct a Statement of Condition and Life Safety survey and assessment (hereinafter Survey ) of each of the structures in Attachment 1 to determine compliance with the most current edition of NFPA 101 and associated TJC standards within Life Safety (LS) accreditation requirements as modified by agreements made between the Veterans Health Administration and TJC. Record any identified deficiencies of compliance and note in a final report. These Surveys are intended, in part, to fulfill the Medical Centers requirements listed in TJC Standard LS.01.01.01 EP2. Evaluate current floor plans for each building listed below and establish smoke or fire compartments. Perform on site investigation of the structures and existing assemblies that can be used to establish boundaries within the building. Based on this inspection and evaluation, amend, correct and/or produce the SFVAHCS new life safety drawings to achieve compliance with the most current TJC Standard LS.01.01.01 EP3 and as modified by the most current agreement established between the Veterans Health Administration and TJC. Document frequently referred to as the VHA-Joint Commission Clarification Document (use most current version available) (Appendix A). Life Safety Drawings or report shall include a color-coded legend including, but not limited to the following: 1hr assembly, 2hr assembly, smoke barrier, hazardous areas, suite s, equivalencies, square footage and exit to grade. Life Safety Drawings shall include the following information, but not limited to: Fire pumps Fire main valves Locations of fire pull stations Sprinkler and non-sprinklered areas Fire alarm annunciator panels Med gas alarm panels Fire/Smoke door and window locations Fire/smoke door swings Fire/smoke door Ratings in Rated Walls Occupancy Occupancy Count Egress / Exit Locations Indicating Required & Provided Width Exit Signage with Directional Arrows Fire Extinguishers (wall mounted, cabinet mounted, floor mounted, etc.) Fire Alarm Pull Stations Elevators, Stairs and Ramps Travel Distance to Exit on Common Path of Travel Exit Location Separation Respective to Overall Diagonal Length of Building Dead End Corridors Floor Mounted Casework, Equipment or Obstacles to Egress Locations of all Fire Walls Locations of all Area Separation Walls Locations of all Smoke Barriers and Smoke Compartments Locations of all Combination Fire Wall / Smoke Barriers Locations of all Smoke Resistive Walls Locations of Suite boundaries for Suite of rooms with internal corridors not part of exit access corridor system (both sleeping and non-sleeping) Suite Names Locations of all Areas of Refuge Fire alarm control Panel (FACP) Locations Room Name and Number Key Plan Legend that clearly defines all features of fire safety Locations of all chutes and shafts and applicable ratings Locations of all Hazardous Storage Areas Identify any approved equivalencies or waivers Findings of deficiencies for the SFVAHCS Survey will be identified and recorded in a consistent and understandable report. Each deficiency shall reference the appropriate NFPA, Joint Commission or other applicable standard. Each finding must include at a minimum: a description of the deficient condition; a reference to the specific standard s section and paragraph; the location to include building, floor, and specific area, e.g. room number or location relative to a specified landmark; comments or amplifying information for clarification if necessary. Review all existing Equivalencies for the SFVAHCS to ensure continued accuracy and compliance. Deficiencies will be documented and reported in writing. If, during the course of the Survey and document/records reviews, a condition requiring an equivalency is identified without a corresponding approved equivalency, then provide all the documentation necessary to allow the VAHCS to submit an equivalency request in accordance with VHA and TJC requirements and procedures. Review and assess the SFVAHCS s Basic Building Information (BBI) and/or statement of conditions. Amend and correct the facility s existing BBI to achieve compliance with the most current TJC Standard LS.01.01.01 EP7 and as modified by agreements established between the Veterans Health Administration and TJC. Deliverables Documents/Plans/Reports Provide draft copies of the final Survey reports and documents to the SFVAHCS VATR with the completed life safety drawings. SFVAHCS subject matter experts will review draft copies and verify or otherwise provide notes for correction or clarification. Respond to SFVAHCS comments and/or questions regarding the draft copies. Ensure the Safety Program Manager is copied on all correspondences. It is anticipated that all inquiries will be answered by telephone, teleconference and /or email, i.e. additional trips by the contractor s employees are not anticipated in order to complete this task unless an oversight by the contractor s employees necessitates another site visit. The goal is to have all questions answered, concerns successfully addressed, and a full set of draft Survey documents approved by the SFVAHCS within thirty-five calendar days after completion of each respective Survey. Subsequently, the Contractor will finalize and submit all documents to the SFVAHCS VATR within ten calendar days of SFVAHCS approval of the Survey. After completion and acceptance of all the required reports, provide a summary document of best-practices and common deficiencies found during the survey to the SFVAHCS s points of contact (POCs). Distribute all draft reports, final reports and other required documents via standard electronic mail system or other efficient electronic file transfer system. At no time will the contractor have access to or connect any devices to the VA information network. Clearly name all files based on the files contents and specific medical center. Draft document files names will contain the word draft. Contractor will also provide all final reports and documents on high quality CD-R or DVD disks to the POC. All reports, calculations, and documents shall be identified with the full Medical Center name and dates of survey. All work in progress documents will display the word DRAFT on each sheet or page. All reports and documents will be provided electronically in a standard MS Word format and PDF format. Final reports shall be named final. Provide updated and accurate Life Safety Drawings in Portable Document Format (.pdf) and AutoCad computer-aided design drawing format (.dwg). Each component listed in tasks in 2.B.2.b shall be separated by layers in CAD. Contractor shall provide all applicable layers, images, and plot styles to the SFVAHCS. The files must be clearly annotated and formatted for 11 x 17 and 22 x 34 (ANSI D) size printing. Documents or portions of documents provided by the contractor shall not be password-protected, locked, or otherwise rendered non-editable by the SFVAHCS. Contractor shall provide four 11 x17 copies of life safety drawings and two 22 x 34 copies of the life safety drawings. Support the SFVAHCS with writing equivalency requests required for deficiencies found during the Life Safety inspections of the SFVAHCS. Equivalency requests shall be prepared in the required VA format. A copy of the format will be provided by the SFVAHCS. Equivalency request documents shall be provided to the Chief, Engineering Services and the POC. Table 1 is a list of the buildings to be Surveyed and for which Life Safety drawings will be assessed, updated and produced. The SFVAHCS VATR will provide existing documents prior to the start of each respective survey, coordinate local security and safety requirements for the contracted employees, present EC and LS records for review, ensure escorted access to all surveyed areas, and provide reviews, comments and approval of draft survey reports. The on-site portion of the sit investigation quantities and team shall be appropriate for size of facility and should plan daytime and night hours to minimize disruption to patient care. Site evaluation for the SFVAHCS is expected to take no more than 10 business days. Contractor shall assign a sufficient number of qualified surveyors to complete all required on-site tasks within 10 business days. Contractor shall submit a schedule of work and timeframe for completion upon award in accordance with the VATR order of priority. All contract activities are expected to be completed in the first six months or less of the base year and each option year period of performance. BASE YEAR CONTRACT Exception: the ground floor of building 5 shall be completed within three months of the start of the base period of performance. Table 1: SFVAHCS Building Numbers and Use Building # Building Use Building Square Footage Building 1 Business, Mental Health in-patient and out-patient 52816 Building 5 Business, Assembly, Dental, Warehouse, Health Care, Surgery, Nursing Home and more 330610 Building 51 Integrated Health 2897 Building 16 Business 6104 Building 17 Business 4094 Building 28 Research 5818 Building 38 Business 24445 Building 7 Engineering Shops 3780 Building 8 Laundry 7108 Building 9 Mechanic Shop 4148 Building 11 Boiler Plant 6662 Building 19 Gas House 120 Building 24 Auxiliary Power Unit 226 Building 27 Electrical Switchgear 1198 Building 50 Generator Building 1662 Building 51 Emergency Management 1162 Building T15 Storage 3035 Wagner CBOC Clinic 3072 * The applicable unit prices shall be applicable to future buildings and construction. BADGES AND PARKING All Contractor personnel are required to wear identification (I.D.) badges issued by the SFVAHCS Engineering office during the entire time they are on the SFVAHCS grounds. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the SFVAHCS security office. The SFVAHCS shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstance. Scope of Work ICVAHCS Scope: Contractors will provide a Statement of Conditions inspection/survey of all Building 1 and Building 50 located at 601 HWY 6 West, Iowa City, Iowa, Iowa City VA. Services will include inspecting and surveying all floors/ceilings, walls, and doors/doorways. Contractor will perform a thorough evaluation of each room/area for fire safety ratings/characteristics, resulting in a classification of rooms/areas. Contractor shall provide an SOC binder meeting Joint Commission standards and VA requirements at the end of survey. Contractor shall provide technical support and drawing updates as requested by the ICVAHCS. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the SOC as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. Vendor will prepare a SOC in compliance with TJC for Building 1 (Hospital, Ambulatory, Business, and Industrial occupancy) and Building 50 (Business and Industrial occupancy) at the ICVAHCS. Contractor shall determine NFPA 101-2021 Life Safety Code (LSC) deficiencies and perform a Fire Safety Evaluation System (FSES) assessment in accordance with NFPA 101A Guide on Alternative Approaches to Life Safety and VA requirements. This assessment will be accomplished by conducting a thorough on-site evaluation of fully sprinklered Building 1 (539,657 SQFT) and fully sprinklered Building 50 (29,315 SQFT) by Certified Fire Safety Engineers that shall be on location. Life Safety Drawings and SOC documents shall be prepared by Certified Fire Protection Engineers (FPE). Contractor shall conduct the initial Survey between July 1, 2021 and July 23, 2021. Objectives: Contractor shall: Conduct a physical on-site survey of the listed buildings to determine compliance with the most current edition of NFPA 101 Life Safety Code, VA Fire Protection Design Manual 7th edition, and VHA-Joint Commission Clarification Document requirements. Review and verify areas for the appropriate occupancy classification for each room or suite to determine ratings of structure according to most current NFPA codes and VA requirements. Verify all suites are correct and/or needed according to most current NFPA Code and VA requirements. Assess all fire and smoke, barrier walls and dampers and make a determination whether they are required, or they shall be decommissioned. Assess all cross-corridor doors and make a determination on whether they are required. Some areas may require coordination with staff for off duty hour inspections. Verify that barriers are complete and needed. Assess and make determinations on new and existing 7.3 Exit Access Corridors and 7.1 egress path impediments interpretation from current Code Requirements. Assess Common paths of travel in all areas. Assess Travel distances to Exits in all areas. Verify all electrical closets and transformer rooms are correctly rated according to most current NFPA Code and VA requirements. Verify all exit stair or passageway areas, including signage, are compliant with most current NFPA Code and VA requirements. Verify distances to exits and distances to next barrier are compliant with most current NFPA Code and VA requirements. Conduct a survey of 100% of all fire and smoke barrier walls and ceilings to confirm location and construction. This shall be accomplished everywhere the ceilings and walls are accessible. Identify and document with pictures and include code reference for any deviations from most current NFPA Code, VA requirements, or other regulatory requirements, so that work orders and Survey Plan for Improvement (SPFI) can be developed. Pictures will not contain any PII and PHI. (Staff or Patient Information) Review our electronic Joint Commission data and assist in its update. Review and verify Equivalencies are compliant and are needed or need to be updated according to most current NFPA Code and VA requirements. Verify all fire, smoke, and corridor doors meet the most current NFPA Code and VA requirements. Assess no doors locked in the path/direction of egress. Review and verify all fire extinguisher locations meet most current NFPA Code and VA requirements. Assess travel distances to Fire Extinguishers. Assess Fire Extinguisher heights for compliance. Review and verify all room numbers, locations, and labeling are consistent with most current NFPA Code and VA requirements. Review and verify all room numbers are noted properly on Life Safety Drawings. The reports and data shall be provided in a format using Microsoft Word, Adobe Acrobat, and AutoCAD Architecture (2017 or earlier). All letters and numbers shall be readable on 11 x17 paper drawings. Review and verify that all recessed sprinklers have been approved by the Authority Having Jurisdiction. Document every location in writing with justification and approval. SOC binder will be labeled and constructed according to the most current Joint Commission standards. All equivalencies and justifications shall be documented in writing and inserted in the SOC binder. This is to include: Statement of Qualifications General building description including height, size, construction classification, and occupancy Information provided by the Medical Center regarding any equivalencies approved by The Joint Commission (if any) Life Safety Assessments Floor plan drawings showing the current room layout, room numbers, fire walls, smoke barrier walls, smoke compartment names or designations, and occupancy classification for each floor. Also identify suites, hazardous rooms, and keynote any special life safety features according to most current NFPA codes and VA requirements. Make recommendations on how to correct any noncompliant items that are not correctable by simple, straight forward methods. Prepare a preliminary Plan For Improvement (PFI) in the draft submittal for any items that are not correctable under our work order system. After receiving the Medical Center's input, complete the PFI for inclusion in the final SOC documents. Iowa City Engineering department will provide the most current Architectural AutoCAD drawings for all aforesaid buildings and a required standard Iowa City VA AutoCAD sheet drawing, 30x42 half sheet size, 15x21 . Drawings shall be drafted in accordance with the Iowa City CAD Standards Guide, dated June 2014. Provide an exit conference after all surveys are completed with Iowa City VA Hospital Leadership, Safety Office, and Engineering staff to discuss findings and trends for a total of two hours. Included in the exit conference will be a spread sheet with a list of deficiencies including locations. All minor deficiencies that are best corrected through normal maintenance efforts or work orders shall be provided by separate letters and lists. Deficiencies will only be included in the draft SOC documents. Must include pictures (pictures will not contain any PII or PHI of staff or patients) of deficiencies with listed code violation and location. Five draft copies of the SOC PDF drawings, CAD drawings, and preliminary PFI documents will be submitted for review. These drafts shall be submitted to the VA by August 23, 2021. Iowa City VA shall review and have recommendations for changes to drafts to the Vendor by September 10, 2021. The VA shall receive the one Master, four numbered copies and two computer discs of the Final SOC documents. These SOC documents shall include any equivalencies that pertain to Iowa City VA property. These documents shall be received by September 27, 2021. Final payment made after all documents received on September 27, 2021. Contract Modification: The Contracting Officer is 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 is authorized to make commitments or issue changes, which will affect price, quantity, 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 to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. Corrective Action or Reassessments: If surveys or inspections indicate corrective action is required, Contractor shall provide the VA written notice of the nature of the corrective action needed and a budgetary cost estimate for such corrective action. If reassessments are necessary, Contractor shall provide such reassessment as requested by VA in a supplemental modification to this contract. Any additional charges claimed must be approved by the Contracting Officer before service commences. Any additional work performed by the Contractor without the prior written approval of the CO will be performed by the Contractor at no additional cost to the Government. General Requirements: It shall be understood that, throughout performance of the contract, the Contractor s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law. Contractor and their personnel shall wear visible identification at all times while they are on premises. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Possession of weapons is prohibited. Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. All parts and services provided by the Contractor shall be warrantied for one (1) year from the date installed or service provided. Security Requirements: Contractor shall submit SAC fingerprints, obtain a non-PIV badge(s) and complete privacy training as required by VA. POTENTIAL QUALIFICATIONS: Contractor shall provide the VA with proof of the following qualifications prior to contract award and upon request: Fire Protection Engineer shall have at least 5 years experience, performing Fire Life Safety Assessments. Fire Protection Engineer shall be onsite to perform the assessments. Fire Protection Engineer shall have conducted at least 5 VA Hospital assessments. Fire Protection Engineer shall be able to accurately assess Hospital Occupancy, Ambulatory Occupancy, Business Occupancy and Special Purpose Industrial Occupancy. Shall be able to provide AUTO CAD drawings, SOC binder with required documents. Fire Protection Engineer shall be registered in the States of Iowa and South Dakota. All assigned surveyors must have a current professional certification in the fields of fire safety, healthcare accreditation, NFPA 101 Life Safety Code, or NFPA 99 Health Care Facilities Code. Assigned surveyors will have at least five years of fire protection work experience with demonstrated experience in evaluating life safety systems in a level 2 complexity healthcare facility with respect to TJC, CMS, VA Fire Protection Design Manual, 7th edition, and VHA-Joint Commission Clarification Document standards. The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel s performance or conduct shall be dealt with by the Contractor, VATR and the final decision made by the Contracting Officer. SUBMITTAL OF RESPONSES: Responses shall be sent via electronic mail only by 10:00am Central Standard Time (CST) on May 11, 2021 to: Angela Stewart, Contract Specialist, at contact@example.gov. Offerors shall submit a capability statement indicating their ability and experience to provide the services cited above; such statement shall also list: Name of offeror Address of offeror DUNS Number of offeror Point of contact name, phone number, and e-mail of offeror Whether or not vendor is SDVOSB or VOSB; SDVOSB and VOSB will be verified through Vet Biz at https://www.vip.vetbiz.gov. Whether or not vendor has General Services Administration (GSA) Federal Supply Schedule (FSS) contract; if so, please provide GSA FSS contract number certifications and licensure that its applicable staff holds Sources Sought Information and Capabilities for Statement of Condition/Life Safety Assessment Services Please fully complete each section of the form below. Company Name: _____________________________________________________________ Company Address: ___________________________________________________________ DUNS Number: _____________________________________________________________ Point of Contact: ____________________________________________________________ Phone Number: _____________________________________________________________ Email Address: _____________________________________________________________ Socio-economic Classification in Accordance with NAICS Code 541350 Building Inspection Services (check all that apply) Small Business Service Disabled Veteran Owned Small Business (SDVOSB) Verified SDVOSB by www.vip.vetbiz.gov Veteran Owned Small Business (VOSB) Verified VOSB by www.vip.vetbiz.gov Small Disadvantage Business Women-owned Small Business Economically Disadvantaged Small Business HUBZone 8(a) Certified Estimated Services to be Subcontracted What percentage of services (estimated) would the company perform as the Prime Contractor? __________________% What percentage of services (estimated) would the company subcontract to other firms? __________________% Please Attach a Company s Capability Statement for Statement of Condition/Life Safety Assessment Services