H342--RFQ Life Safety Statement of Conditions Inspection Services

5 STATEMENT OF WORK GENERAL INFORMATION 1. Title of Project: Life Safety Statement of Conditions and Above Ceiling Life Safety Assessment 2. Scope of Work: The Lexington VA Health Care System (LVAHCS) requires a complete Life Safety Statement of Conditions (SOC) Assessment for its Troy Bowling Campus (Cooper) and Franklin R. Sousley (Leestown) Campus. The contractor will conduct and document the SOC assessment and recommend any subsequent recommendations for improvements (formerly called PFI) of the SOC. Conduct a complete (100%) survey of fire and smoke barrier walls above the accessible ceilings. (As an infection control precaution, do not survey above ceilings in patient-occupied rooms). On redlined drawings, denote wall deficiencies noted for future repair. All deliverables and bid items will be for the following complete buildings: Troy Bowling Campus (527,186 ft2) 1101 Veterans Drive Lexington, Kentucky 40502 Buildings: 1 and 1a (Tower and Main Buildings) Tower Existing 329,531 Ft2 Main Building Existing 197,655 Ft2 Buildings Currently Under Construction: First floor of Tower Building for New Mental Health Suite (approx. 12,500 Ft2 occupancy will change from Ambulatory Health Care to Mixed, which will include a locked down mental health suite) Franklin R. Sousley Campus (465,575 ft2) 2250 Leestown Road Lexington, Kentucky 40511 Buildings: 1, 2, 3, 4, 16, 17, 25, 27, 28, 29, 201, 202, 204, 205, and 206 Bldg 1 Existing 58,929 Ft2 Bldg 2 Existing 25,398 Ft2 Bldg 3 Existing 45,665 Ft2 Bldg 4 Existing 8,989 Ft2 Bldg 16 Existing 43,872 Ft2 Bldg 17 Existing 40,013 Ft2 Bldg 25 Existing 50,347 Ft2 Bldg 27 Existing 47,228 Ft2 Bldg. 28 Existing 33,239 ft2 Bldg. 29 Existing 50,857 Ft2 Bldg. 201 Existing 11,124 ft2 Bldg. 202 Existing 11,154 ft2 Bldg. 206 Fisher House Existing 13,260 ft2 Bldg 204 Existing 12,500 ft2 Bldg 205 Existing 13,000 ft2 The Campuses are approximately five (5) miles apart. 3. Background: VA Directive 7701 COMPREHENSIVE OCCUPATIONAL SAFETY AND HEALTH PROGRAM states that the requirements of The Joint Commission (TJC) will be integrated into VHA health care facilities. VISN 9 also directs that Network Medical Centers will ensure and support the requirements and standards of the Joint Commission and the Long Term Care Institute, Inc. (LTCI). The Joint Commission Statement of Conditions (SOC) is a proactive electronic document developed by the Joint Commission to help an organization complete a critical self-assessment of its current level of compliance and describe how to resolve any Life Safety Code (LSC) deficiencies. The Statement of Conditions is a living , ongoing management tool that should be used in a management process that continually identifies, assesses, and resolves LSC deficiencies. The contractor will conduct a thorough Life Safety Assessment of each building requiring an SOC. Failure to completely identify all LSC deficiency could result in a deficiency. The SOC process encourages the owner to make known all LSC deficiencies. The SOC is part of the accreditation process for the LVAHCS. The last SOC was completed and entered the database in 2023. The facility was accredited following their June 2025 survey. The Community Living Center (Buildings 27, 201, 202, 204, and 205) on the Sousley Campus is also inspected for Life Safety compliance by the Long Term Care Institute, Inc. (LTCI) who provides third party accreditation focusing on long term care quality and performance improvement, compliance program development, and review in long term care, hospice and other residential care settings. The LVAHCS had a recently active construction project for a new Community Living Center, Buildings 204 and 205, with activation in September 2025. The new/currently under construction Community Living Center is not in the scope of this contract, but assistance in complying with the LTCI life safety requirements is within scope. 4. Performance Period: The contractor shall complete the work required under this SOW by March 30, 2026, or within 30 days of completion of site survey, whichever comes first. Work at the government site shall not take place on Federal holidays unless directed by the Contracting Officer. 5. Type of Contract: Firm fixed price. B. CONTRACT AWARD MEETING The contractor meeting will occur immediately upon arrival at site. The contractor will plan for and coordinate human and equipment access needs with the Contract Officer Repersentive (COR) and Chief Engineering/Designated Representative. Meeting will identify what equipment, facilities, and manufacturer documentation is required. C. GENERAL REQUIREMENTS 1. Contractor will coordinate visit(s) with COR to schedule physical visits and obtain necessary accesses to complete assessment. 2. Contractor will plan to walk approximately 465,575 ft2 at Sousley Campus and 527,186 ft2 at Bowling Campus. Existing square footage broken down per building from the VA Capital Asset Inventory is found in the A. GENERAL INFORMATION section. 3. Contractor will coordinate to attend contractor safety & security orientation on a Monday or Tuesday morning at 8:30 AM to obtain a picture badge to work on the property. Two forms of government issued ID is required for badging. The contractor will provide a list of employees working on the contract one week in advance to the COR. Orientation packet will need to be completed in advance. Contractor must wear a VA issued picture badge when working at the LVAHCS. 4. Contractor will identify what documentation is required prior to arrival, throughout the visit and if any documentation will leave the property. All information will be communicated to the COR help facilitate the requirements of the contract. 5. Contractor will provide computer hardware and software, assessment tools and references. Contractor will also provide any necessary personal protective equipment (i.e. hard hat, safety glasses, etc.) 6. Contractor will be working in an operating 24/7 medical environment and must continually consider access, privacy, and staff care missions while conducting physical assessment. 7. Contractor will coordinate any afterhours physical assessment work 48 hours prior to the start of that work. 8. Contractor staff must wear a picture badge when working on LVAHCS property. The badge must be turned in to the COR at the conclusion of the project. 9. Contractor will have access to historical drawings and specifications of all buildings, as available. These drawings and specifications can be copied for reference during the physical assessment. The Contractor will identify what drawings or specifications are required initially and as the project progresses. 10. Life Safety SOC Assessment will utilize the most current editions of NFPA 101, Life Safety Code and NFPA 99 Healthcare (per TJC and VA Mandate). 11. Above Ceiling 100% Fire and Smoke Barrier Wall Inspection with no above ceiling inspections occurring in COVID-19 rooms. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: Task (A): Deviations from NFPA Life Safety Code. Deliverable (1): Deviations will be identified and documented to initiate work orders and related Plan for Improvement entries on the e-SOC. Deliverable (2): Deviations will provide redlined floor plans of deficiencies and, walls and cross corridors to be decommissioned to assist in location/identification for corrective action. Deliverable (3): Provide two desk copies (3-ring binder) of both deviation list and redlined floor plans. Task (B): Minor deficiency list. Deliverable (4): Provide separate document identifying minor deficiencies that need corrected. Task (C): Consultation support. Deliverable (5): Provide consultation support to COR/Engineering staff in correctly responding to deficiencies. Follow-up technical support by telephone/electronic mail to LVAHCS staff on the current Statement of Condition or other fire related issues leading up to the next Joint Commission survey for a total of 12 hours anticipating an average of one hour per month. Deliverable (6): Review existing e-SOC and assist in update and recommend data input, as required. Deliverable (7): Provide recommendations on how to correct any non-compliant items that are not correctable by simple, straight forward methods. Deliverable (8): Provide an exit conference after all surveys are completed with LVAHCS, Engineering Service (Safety, Projects, and Operations) to discuss findings and trends for a maximum of two hours. Task (D): Final Document Deliverable (9): Provide an electronic copy (in a CD format, the LVAHCS does not allow the use of thumb drives) of the final documents and annotated drawings in both PDF and Automated Computer-aided Design files. The floor plan drawings will show the current room layout, fire walls, fire doors, smoke barrier walls, smoke compartment names or designations and occupancy classification for each floor. Identify suites, hazardous rooms and note any special life safety features. Deliverable (10): Provide six hard copies in a 3-ring binder (two binders will contain both Bowling and Sousley Campuses, two binders will contain only Bowling Campus and two binders will contain only Sousley Campus). The six copies shall be labeled as follows: Master Copy - Bowling and Franklin R. Sousley Campuses Projects Copy - Bowling and Franklin R. Sousley Campuses Bowling M&R Shop Copy Bowling Campus Bowling M&R General Foremen Copy Bowling Campus Sousley M&R Shop Copy Sousley Campus Sousley M&R General Foremen Copy Sousley Campus Task (E): Fire and Smoke Barrier Wall Inspection Deliverable (11): Small scale floor plan drawings showing the current room layout, fire walls, fire doors, smoke barrier walls, smoke compartment names or designations and classification for each floor. Identify any location where penetrations are not sealed correctly with intumescent fire stop. On the drawings the non-compliant penetrations shall be designated by utility type (electrical, plumbing, HVAC duct, data cabling, etc.). Deliverable (12): Provide a narrative description and photographs of the of the non-compliant penetrations. The narrative description should break down the scope of the non-compliance by building and penetration type. The narrative will assist in the development of a bid document for a penetrations repair project. SCHEDULE FOR DELIVERABLES Contractor will provide deliverables to COR within 12 weeks of contract issue date or June 30, 2026, whichever comes first. G. PROPOSAL REQUIRMENTS 1. Project Schedule 2. Draft Documentation Submittal including inspection methodology 3. Lead Surveyor Qualifications and Team Member Qualifications including education, licenses/certifications and work experience. 4. Contractor shall provide past performance references to validate satisfactory performance in similar requirements as outlined in the scope of work. H. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. I. GOVERNMENT RESPONSIBILITIES 1. COR will coordinate to provide a CD containing the most current electronic drawing files (in AutoCAD) and current fire and smoke barrier wall arrangements for review and re-plotting prior to site survey. 2. COR will coordinate key access for the team to areas identified by the Contractor. 3. COR will coordinate a work area for the Contractor while they are on site. Contractor will notify COR one week prior to arrival of the number of chairs, tables, etc required. 4. COR will coordinate for ladder(s) based on Contractor s requests. 5. COR will coordinate final comment response within three-weeks of draft documentation receipt from contractor. J. CONTRACTOR EXPERIENCE REQUIREMENTS Contractor s assessment team will have experience completing ten or more Life Safety Assessments at medical facilities of which 2 must be from VA Medical Facilities. The team will have the following minimum qualifications: 1.Team Lead Qualification: Bachelor of Science Degree in Engineering who is a Registered Fire Protection Engineer or Bachelor of Science in Fire Protection Engineering 2. Strong knowledge of the requirements of the Life Safety Code especially NFPA 99, NFPA 101 and LTCI. 3. Strong knowledge of building structure as it relates to healthcare facilities. Contractor shall provide past performance references to validate satisfactory performance in similar requirements as outlined in the scope of work. 4. Experience in construction / remodeling projects to understand impacts to existing structures. 5. Experience working with TJC requirements and TJC e-SOC database. 6. Working understanding of variances, equivalencies, and exceptions to make appropriate recommendations. K. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which the contractor generated in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the task order. 2. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the Contracting Officer for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. L. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS No contractor access to VA computer systems required. Security clause is not indicated based upon Appendix A of VA Handbook 6500.6