R425--Fire Protection Statement of Conditions Survey VISN 4 VAMCs

GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK SOURCES SOUGHT NOTICE This is not a solicitation but rather a Request for Information (RFI/Sources Sought) for market research purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this Sources Sought in order to identify capable firms (for VISN 4 Statement of Condition work) and obtain information for planning purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this Sources Sought in order to identify capable firms for Document Shredding Services for VISN 4 VAMCs. Responses shall be submitted by 12:00pm (EST) January 14th, 2022. Responses shall be submitted via email to contact@example.gov. All Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) firms that respond shall include proof of their Vets First Verification via Home - · VetBiz Portal (va.gov). All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with FAR 4.1102 Policy. While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this sources sought notice for market research purposes. All respondents shall include as part of their response a brief capability statement that covers the information in the following tentative statement of work, as well as answers to the below three (3) questions. All respondents shall be registered and active in SAM.gov | Home. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 541350 (Building Inspection Services) Suggested PSC: R425 (Support Professional: Engineering/Technical) Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. In addition to the information requested above, please include answers to the below 3 questions as part of your response to this Sources Sought: 1. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes. 2. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each. 3. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company. SAMPLE / TENTATIVE PERFORMANCE WORK STATEMENT (BELOW) Statement of Work Statement of Conditions (SOC) Survey PART 1 - SCOPE OF SURVEY Provide all engineering and other technical services as well as equipment and supplies to complete a comprehensive Statement of Conditions (SOC) survey and produce the identified documentation at each of the nine (9) VA Medical Centers (VAMCs) in Veterans Integrated Service Network 4 (VISN 4). An SOC survey will be conducted at each VISN 4 facility to assist in the preparation for Joint Commission surveys. The SOC survey process will focus on compliance with the 2021 edition of the National Fire Protection Association s Life Safety Code (NFPA 101). The purpose of the SOC survey is to identify and address Life Safety Code deficiencies that must be resolved so that compliance with Joint Commission standards is achieved and maintained. The Contractor will use a standard survey protocol to address all applicable codes, references, and regulations. The Contractor will review records, interview staff, and visually inspect each facility in the gathering of information and completion of the survey. PART 2 - QUALIFICATIONS The Contractor shall possess the appropriate qualifications and credentials for conducting the surveys. The Contractor will have a licensed, professional engineer with specific heath care experience on staff. The Contractor will also have a credentialed and licensed Fire Protection Engineer on staff. The Contractor shall have a minimum of ten (10) years of experience in completing NFPA 101 surveys in health care facilities and a minimum of five (5) years working with the SOC process. Experience conducting SOC surveys within the VA is preferred. The Contractor will provide names of surveyors and documentation of their NFPA 101 surveying experience at the time the proposal is submitted. PART 3 - PROCEDURES 3.1 Pre-Survey Questionnaire and Document Review The Contractor must forward a pre-survey questionnaire to the POC identified in Part 4 to identify the scope of services provided by the facility. The Contractor will also forward a list of documents (policies, reports, and/or other records) to the POC to provide to the Contractor for review prior to the onsite portion of the survey. The Contractor will review existing documents including, but not limited to, Basic Building Information (BBI), most recent Life Safety Assessment (LSA), Plan for Improvement (PFI), Fire Safety Equivalencies (if any), and architectural floor plans that indicate building fire protection features. 3.1.1 Pre-Audit Teleconference The Contractor will conduct a one-hour teleconference with the Network Capital Asset Manager (CAM) and Network Safety Manager before the site visits to the facilities commence. The Contractor will provide a power point presentation to the Network CAM suitable for use at an executive briefing for non-technical managers. The presentation will contain one slide introducing the organization, up to one slide per site for expected outcomes, up to two slides on common findings in other VA Medical Centers. 3.2 Entrance Interview Meeting The Contractor must begin the onsite portion of the assessment with an interview meeting between assessment team and the facility leadership representatives and/or other representatives designated by the VAMC for each facility with knowledge of physical plant and facilities and their operations. The meeting will include a question/answer session to address the VAMC s questions and concerns. 3.3 Employee Interviews After the Entrance Interview Meeting, the Contractor must discuss the completed questionnaire with VAMC personnel identified by the POC. The Contractor will seek clarification of any uncertainties and develop a strategy for conducting the assessment efficiently and in a manner that is least disruptive to facility operations. 3.4 Document Review The Contractor must review the documents requested in the Pre-Survey Document Request specified in 3.1, above, as well as any other relevant documents provided by the VAMC. During the onsite survey, the Contractor may request additional documents to provide relevant and useful information. 3.5 On-Site Survey The Contractor will conduct an SOC Survey at each of the VAMCs in VISN 4 as identified in Part 4 VISN 4 VA Medical Center Listing. The Contractor will verbally report any item that presents an imminent and substantial endangerment to human health immediately to the POC and Contracting Officer s Representative (COR). The Contractor will submit a written report within three days calendar days of reporting an imminent non-compliance situation. The Contractor will conduct a Statement of Conditions survey at each of the VISN 4 facilities outlined in Part 4. The Contractor will follow the directions provided by the Joint Commission for the Statement of Conditions. For Example, but not limited to the following: The Contractor will consult with the VAMC Engineering and Safety staff to identify areas of the hospital buildings that meet the separated occupancy criteria outlined in NFPA 101, Chapters 18.1.3 & 19.1.3, and the Basic Building Information (BBI) will be modified to show the separated occupancies as agreed to by the facility and the contractor. The occupancy classification by floor/zone will be established in a list on the second page of the BBI under Additional Comments and Notes . The BBI will also include a copy of the Fire Protection Features Drawings (AutoCAD format) in the smallest readable size showing all items required by the BBI. In addition, the drawings shall show all areas of the buildings that are surveyed as suites . The suites shall be clearly identified on the drawings and be listed in the BBI on the second page under Additional Comments and Notes . A copy of any Joint Commission equivalency cover letter will also be provided as an electronic attachment (received from the facility and scanned) to the BBI. The Contractor does not have to submit a BBI or drawings for stand-alone clinics that are considered business occupancies per NFPA 101. The Contractor shall conduct a Life Safety Assessment (LSA) for all buildings and spaces identified in Part 4. The work will include visual inspection of 100% of both sides of smoke and fire barriers above ceilings. The LSA will include for each deficiency noted, a) a unique identifier, b) location of the deficiency, c) a description of the deficiency, d) recommended corrective action, and e) the specific code reference. Upon completion of the inspection, the Contractor shall provide an overview of the LSA findings and identify any serious deficiencies that need immediate attention to the POC, COR, and Network Capital Asset Manager (CAM). The Contractor shall complete a plan for improvement (PFI) for all deficiencies identified, including a recommended resolution to abate the deficiency along with a corresponding cost estimate. The information shall be segregated in a format such that the PFI information can be readily uploaded into the Joint Commission extranet site by VAMC staff. Deficiencies for which an equivalency has been granted by the Joint Commission shall be listed (summarized) on the PFI with the notation that the equivalency has been granted. Dates of the surveys will be determined in advance via collaboration between the Contractor, POC, and COR. However, all first onsite surveys will be completed, and all reports delivered no later than December 31, 2022. The Contractor shall use the most current edition of the Life Safety Code (NFPA 101), and the Comprehensive Accreditation Manuals published by The Joint Commission and follow Joint Commission guidelines regarding the Statement of Conditions, while completing the surveys and related reports. The Contractor shall provide all information necessary for the VAMC to input into the Joint Commission extranet site. The POC will supply the contractor with the current life safety drawings, blueprints and/or computer aided design (CAD) drawings of the buildings to be surveyed, showing existing smoke barriers/zones, 2-hour fire separations, shafts/chutes, and exits prior to the survey. The Contractor shall be responsible for field verifying the accuracy of the drawings and updating as necessary prior to attaching them to the BBI. The POC will provide a copy of any equivalency cover letter granted by the Joint Commission to the Contractor for consideration and proper inclusion in the final product. The Contractor shall submit a draft written report including the BBI, LSA, and PFI with recommended corrections and estimated costs within five (5) business days after each site visit/exit interview. The report shall be submitted in an electronic format in Microsoft Word and be delivered to the POC, COR, and CAM. In addition, the Contractor will send updated CAD drawings of the buildings surveyed (less stand-alone clinics) identifying as-built fire protection features including smoke barriers/zones, 2-hour fire separations, shafts/chutes, suites, and exits. Final reports incorporating all comments shall be submitted within fifteen (15) business days of receiving the comments from the facilities. The final report shall be submitted in hardcopy (4 copies) and electronic format in Microsoft Word and be delivered to the POC (two copies) and the COR (two copies). The hospital surveys will be coordinated with the POC listed in Part 4. It should be noted that the POC is not the COR. Each facility survey will occur on consecutive days. Survey schedules will be approved/finalized at least two weeks in advance of the survey. All costs, including travel costs and materials furnished to the facilities/VISN must be included in the submitted proposal. Payments will be made monthly, based on the successful completion and acceptance of onsite work (50%), the draft report (25%), and the final report (25%) for each medical center. 3.6 Exit Interview Meeting At the conclusion of the site work, the Contractor will hold a preliminary closeout meeting with appropriate VAMC representatives for each site, the meeting will consist of, but not limited to a highlight of preliminary findings, including a synopsis of the BBI, LSA and PFI, noting those areas that are significant issues. Identify deficiencies that could result in significant findings by the Joint Commission or regulatory agencies and steps that can be taken by the VA to address the identified deficiencies. The report will be drafted in a manner that allows time for effective disclosure while providing a clear road map for gaining as well as maintaining compliance. 3.6.1 Exit Interview Meeting with Capital Asset Manager The Contractor will advise the CAM by telephone one day prior to the Exit Interview for each site with the time of the interview. Also, the successful bidder will advise the CAM, in advance of that meeting, of any significant findings not already reported to the VISN office. 3.7 Reports Draft Report Provide the draft SOC survey report for each VA facility in accordance with the timeframes established in Part 5, Schedule of Audits and Reports . The VAMC will provide comments on the draft report to the contractor in accordance the timeframes established in Part 5. In addition, the VAMC will provide any additional documentation that may not have been made available during the audit to substantiate comments. The draft report shall include the following: An Executive Summary. Methods, scope, and procedures used for conducting the survey. Identification of specific program deficiencies with associated reference to applicable standards. Recommended actions for abatement and an estimate of associated costs. Findings and options for improving the site management systems to better achieve compliance. BBI, LSA, and PFI Final Audit Report Enter all revisions resulting from the draft report comments. Provide a final comprehensive report, including revisions resulting from the draft report comments, for each facility in accordance with the schedule in Part 5, Schedule of Audits and Reports . Provide four (4) bound, hard copies of each Individual facility report incorporating appropriate changes from the draft report review. One copy to the Network CAM Office, one to the COR, and 2 copies to the VAMC. Provide an electronic copy of each individual facility report. All results, findings, reports, etc. are the property of the VA and use or disclosure of information gained by the contractor during the conducting of compliance audits must be in accordance with FAR Clause 52.227-14. Note: Hard copies of the draft and final audit reports and any hard copies of revised or follow up reports are to be printed double-sided on a minimum of 30 percent post-consumer paper. 3.8 Technical Support Technical Support via telephone or other non-travel related means shall be provided during the duration of the contract and one year thereafter to the Network CAM and the VAMCs. 3.9 Security/Privacy Requirements Contractor personnel must complete the online VA Privacy and Information Security Awareness and Rules of Behavior training course in VA s TMS (Talent Management System) before accessing VA information. Each Contractor employee performing services under this contract will need to go to https://www.tms.va.gov/learning/user/login.jsp and enroll in VA s TMS and complete the course. Copies of each Contractor employee s completion certificate must be submitted to the COR. If a Contractor employee has completed this training within the past 12 months and can provide the course completion certificate, then he/she will only need to retake the training by the anniversary date of their previous course completion date. Contractor personnel that will be on-site for more than two hours must complete VA Privacy and Information Security Awareness and Rules of Behavior training. Part 4 - Medical Center Listing and Approximate Square Footage Site Address Approximate Size in Square Feet Facility Point of Contact (POC) Contact Phone James E. Van Zandt VA Medical Center 2907 Pleasant Valley Boulevard Altoona, PA 16602 359,000 Jerry Wilson Michael Kelly +1 (555) 000-0000, Ext. 8347 +1 (555) 000-0000 Ext. 7361 VA Butler Healthcare 325 New Castle Road Butler, PA 16601 510,000 Daniel Michalek Carl Masters +1 (555) 000-0000 +1 (555) 000-0000 Coatesville VA Medical Center 1400 Black Horse Hill Road Coatesville, PA 19320 691,500 Richard Crumley Timothy Soley +1 (555) 000-0000, Ext. 4255 +1 (555) 000-0000 Erie VA Medical Center 135 East 38th Street Erie, PA 16504 330,000 Jessica Lemmon William Orson +1 (555) 000-0000 +1 (555) 000-0000 Lebanon VA Medical Center 1700 South Lincoln Avenue Lebanon, PA 17402 773,000 Thad Kocuba Brian Hartman +1 (555) 000-0000, Ext. 4740 +1 (555) 000-0000, Ext. 4009 Cpl. Michael J. Crescenz VA Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 1,066,400 Susan McCaffrey Vincent Leonard +1 (555) 000-0000, Ext. 204251 +1 (555) 000-0000, Ext. 5909 VA Pittsburgh Healthcare System (University Drive) University Drive Pittsburgh, PA 15240 1,000,000 Kevin Geeting +1 (555) 000-0000 +1 (555) 000-0000 VA Pittsburgh Healthcare System (HJ Heinz) 1010 Delafield Road Pittsburgh, PA 15215 432,000 Wilkes-Barre VA Medical Center 1111 East End Boulevard Wilkes-Barre, PA 18711 676,200 Orlando Mirarchi Brent Miller +1 (555) 000-0000, Ext. 24169 +1 (555) 000-0000, Ext. 27621 Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, Delaware 19805 388,000 Jermaine Best Marshall Murdaugh +1 (555) 000-0000, Ext. 4098 +1 (555) 000-0000, Ext. 5518 PART 5 - SCHEDULE OF AUDITS AND REPORTS FACILITY Site Audit DRAFT REPORT COTR REVIEW FINAL REPORT Altoona, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Butler, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Coatesville, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Erie, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Lebanon, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Philadelphia, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Pittsburgh, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Wilkes-Barre, PA TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Wilmington, DE TBD 5 days from Exit Interview 10 days from Receipt Draft Report 15 Days from Receipt of Comments Notes: All days listed are business days and exclude federal holidays. Draft Reports will be provided to the POC, COR and CAM as scheduled. The Site point of contact will review and provide comments to the Contractor within 10 business days. Any revisions received and determined to be relevant will be included in the final report. Final reports will be delivered to POC, COR and CAM within the timeframes listed. A transmittal to the Network Office upon submission of all deliverables is required. 5.1 Government Quality Assurance Surveillance Timeliness The COR will evaluate if work products were submitted or completed on or before the due date specified. Professionalism The COR will request feedback from VAMC POC to evaluate if the Contractor personnel demonstrated professional appearance, mannerisms, proper salutations to staff and Veterans, and respect to property. Clarity The COR will request feedback from the VAMC POC to evaluate if the Contractor demonstrated verbal and written information and responses clearly, concisely and timely. The COR will receive and review each written report submitted by the Contractor and determine if each finding is linked to an appropriate Standard. Efficiency The COR will receive and review each written report submitted by the Contractor and determine if each finding has a recommendation to be in full compliance. File Editing The COR will monitor all emails and documents shared between the Contractor and VAMCs for text and diagrammatic files provided to ensure they are compatible with VHA IT infrastructure and are editable by VA. END OF STATEMENT OF WORK