Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

STATEMENT OF WORK FY25 Joint Commission Statement of Conditions and Fire/Life Safety Code Review. Revised 1/27/2025 1. Contracting Officer s Representative (COR) Name: Conner Appelgate Section: Engine... STATEMENT OF WORK FY25 Joint Commission Statement of Conditions and Fire/Life Safety Code Review. Revised 1/27/2025 1. Contracting Officer s Representative (COR) Name: Conner Appelgate Section: Engineering Address: 3200 Vine St. Cincinnati, Oh 45220 2. Background & Scope Provide labor, materials, and equipment to prepare the 2025 Joint Commission Statement of Building Conditions for Buildings #1, 2, 3, 8, 14, 15, 16, & 64 at our Cincinnati Campus. The requirements for buildings 1 and 2 at the main campus shall be completed first and foremost as these are directly tied to Joint Commission requirements. This includes: Conducting a survey to determine compliance with current editions of NFPA 101, Life Safety Code. Evaluate the existing fire and smoke barrier walls and make recommendations to decommission the walls and cross corridor doors that are no longer required. Conduct a random survey of 25% of the fire and smoke barrier walls, above the ceilings, to confirm locations and construction. All life safety elements represented by NFPA 101 must be labeled such as different fire and smoke barrier times (30 min., 1 hour, 2 hours etc.), suite designations, areas open to corridor-with smoke detection, Areas open to corridor with no smoke detection required and proper distinction between them. All life safety, fire safety elements are labeled in the drawings as well as given a numerical value, with applicable updates made for altered components. (Egress pathways, exit signage, sprinkler systems, suppression systems, hazardous area protections, equipment and utility shut-offs). A numbering system shall be developed and illustrated on the statement of condition drawings so that maintenance may utilize these as a primary reference for future joint commission documentation. Ref A_2020 Fire Barrier Inspection (Reference for Numbering) and Ref B_2020 Fire Door Inspection (Reference for Numbering) demonstrate what the numeric numbering format should entail, Ref C_2020 SOC Set (Reference for Numbering) demonstrates what a statement of conditions set with the reference numbers incorporated might look like, and Ref D_2022 SOC Set (Most Recent Reference) is the most recent statement of conditions set for buildings 1 and 2 of the main campus. Deviations from NFPA 101 will be identified and documented, so that maintenance related work orders and Plans for Improvement (PFI) can be developed. Review our electronic Joint Commission data and assist in its update. Provide a Statement of Qualifications, General Building Occupancy, Equivalencies approved by the Joint Commission, Life Safety Assessments, Floor Plans showing features of fire protection & life safety, recommendations on how to correct any non-compliant items, and a preliminary Plan for Improvement on items that are not easily correctable. All these documents shall be in Microsoft Word format. Any deficiencies that can be corrected through a normal work order process will be provided in a separate list. A final paper and electronic copy of the Statement of Conditions, after all the reviews have been completed. The C&A requirements do not apply, and that a Security Accreditation Package is not required. Address and incorporate VAMC feedback into final deliverable. Upon completion of the update to the drawing set, a licensed Professional Engineer (P.E.) will perform a final review and certification of the plan. 3. Security Requirements Contractors shall have Flash Badge (PIV) present while on site. If a flash badge is not present, contractors must visit VA Police Service to obtain a temporary badge by exchanging their driver s license. 4. Place of Performance This product will be used at two locations of the Cincinnati VAMC, the main campus (3200 Vine St. Cincinnati, OH 45220) and at the Fort Thomas Domiciliary (1000 S Fort Thomas Ave, Fort Thomas, KY 41075). The majority of the work will occur at the main campus. 5. Period of Performance The period of performance for this contract is 30 calendar days. 6. Record Management a. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. d. Cincinnati VA Medical Center (CVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CVAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CVAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230. e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Statement of Work. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CVAMC control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Statement of Work. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and CVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CVAMC policy. h. The Contractor shall not create or maintain any records containing any non-public CVAMC information that are not specifically tied to or authorized by the contract. i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. j. The CVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CVAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. k. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. TMS Course 10203, VA Privacy & Information Security Awareness will be used to satisfy this requirement.] l. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this Statement of Work and require written subcontractor acknowledgment of same. m. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. SELECTION CRITERIA AND SUBMITTAL INSTRUCTIONS 7. SELECTION CRITERIA. The government will evaluate each potential contractor under the terms identified in FAR 36.602-1 and VAAM 836.602-1: a. Professional qualifications necessary for satisfactory performance of required services; b. Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials; c. Capacity to accomplish the work in the required time; d. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules; e. Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project; f. The extent to which potential contractors identify and commit to the use of service-disabled veteran-owned small businesses, veteran-owned small businesses, and other types of small businesses as subcontractors. 8. SUBMITTAL INSTRUCTIONS. All interested and capable contractors must submit an electronic copy of their SF 330s, via email, by the closing time/date of this announcement. Note the following: Limit SF 330 packages to fifty (50) pages. If submission has more than fifty pages, only the first fifty pages will be evaluated. Demonstrate specialized experience by citing projects of similar size and scope completed within the past seven (7) years. No physical copies will be accepted. Submissions must be received to the Dept of Veterans Affairs network server prior to the submission deadline. The total size of the electronic submission (email and all attachments) must not exceed 20 MB; larger emails may get rejected by the network server and will be considered non-responsive. Submit packages via email to contract specialist: Brian.Rosciszewski@VA.gov. ** END **