Fire detection and suppressions systems and monitoring at the Birmingham VA Medical Center
Added: Sep 12, 2016 12:20 pm This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 "Streamlined Procedures for Evaluation and Solicitation for Commercial Items", as supplemented with additional information included on this notice. This announcement constitutes the only solicitation; offers are being requested, and a written solicitation document will not be issued. The Government intends to issue a purchase order in accordance with FAR Part 13 for using Simplified Acquisition Procedures. The solicitation number is VA247-16-Q-1200. This solicitation is issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough the Federal Acquisition Circular FAC 2005-70 effective September 30, 2013. The associated North American Industrial Classification System (NAICS) code for this procurement is 561621 and Product Service Code (PSC) J063 with the Small Business Size standard is 500 employees. This combined/synopsis solicitation is set aside for Service Disabled Veteran Owned Small Businesses (SDVOSB's) in accordance with VAAR 852.219-10. Only VA verified SDVOSB's in the VIP at the time of contract award will be considered. All non-VIP verified firms will be considered non-responsive and ineligible for award. The acquisition will be made pursuant to the authority in FAR 13 to use simplified procedures for commercial items. The Department of Veterans Affairs, Birmingham VA Medical Center has a requirement for fire detection and suppressions systems and monitoring. Contractor shall provide labor and materials for the testing of the EST3 Edwards System fire alarm system with related components, the fire sprinkler system, and the standpipes and fire pumps at the Birmingham VA Medical Center (BVAMC) as indicated herein. DESCRIPTION OF WORK: The contractor shall perform annual tests and inspections on the fire alarm system in accordance with National Fire Protection Association recommendations, manufacturer's recommended procedures, and following the frequency standards required by The Joint Commission on Accreditation of Healthcare Organizations (TJC). The contractor shall deliver a written hard-copy inspection report, in conjunction with its digital file, which shall describe the test and inspection results, and services performed. This report shall be detailed based on the Elements of Performance (EP) specified by TJC. It is to include the name of activity, date of activity, required frequency of activity, NFPA standard referenced for activity, TJC Element of Performance referenced for the activity, results of the activity and name/contact information including affiliation of the person who performed the activity. In addition to an EP-based report, the contractor shall also provide a spreadsheet database file of all testable items which may be cross-referenced by device number to the EP-based report. Current fire alarm system component inventory count, including standpipes and fire pumps: o Door Holders - 48 o Duct Detectors - 88Fir o Heat Detectors - 34 o Pull Stations - 145 o Smoke Detectors - 417 o Speakers - 84 o Speaker Strobes - 239 o Strobes - 67 o Tamper Switches - 110 o Water-Flow Switches - 102 o Panels - 21 o Booster Power Supplies - 14 o Fire Pumps - 2 o Standpipes - 14 The contractor shall provide all transportation, labor, tools equipment, and material to accomplish the following: All fire alarm and detection systems will be inspected and functionally tested in accordance with National Fire Protection Association recommendations and manufacturer's specifications. All non-disruptive work is to be completed between 8:00 a.m. and 4:30 p.m. (normal BVAMC working hours) Monday tough Friday, except as requested or approved by the VA for special circumstances. Work which would be disruptive to the daily operations of the facility, such as the testing of annunciation devices, shall be performed after normal working hours. o Contractor must report to Office Electronics personnel in room G114 for instructions each time they are on sight. o Contactor must be able to provide an Original Equipment Manufacturer (OEM) trained and qualified fire alarm service technician, capable of performing programming on an EST3 fire alarm panel, and can be on-site within eight (8) hours of any emergency service call. o An emergency service situation is one in which the fire alarm system has a significant loss in functionality and requires a fire watch be instituted until repairs have been made. o Service calls will be addressed with a purchase order separate from this contract. o Contractor shall obtain most current and up to date device count by means of a panel download prior to first quarter testing. o Contractor shall wear VA issued I.D. badge at all times while on campus. o Contractor must provide proof that the testing team includes at least one member with NICET 1 certification. o Contractor testing team shall include no fewer than 2 qualified individuals. o Contractor must also provide proof of at least one NICET 3 certified employee and one EST3 certified employee on staff for support of the testing team. o Contractor shall furnish information about qualifications, ability to perform the work, and references regarding related experience in health care facilities. Any NICET certifications must be on file with the VA Contracting Office. o All tests and inspections are to be performed in accordance with the most recent edition of NFPA 101, 25, 72, and 13, as applicable. o No valves, gauges, or other parts will be replaced and charged to VA without prior approval from Office Electronics. o Testing of audible notification devices shall be conducted with the aid of a decibel meter, and audio levels shall be submitted as part of the testing report. o Testing of all smoke and duct detector devices shall involve the application of artificial smoke. (The BVAMC is not designed for magnetic activation testing) o No system will be left out of service at the end of a workday or over a weekend without written permission of Office Electronics. All switches must also be verified as reset prior to end of workday. o Contractor will provide a list of deficiencies noted during testing on the final day of the testing or inspection; upon Completion of Inspection. Contractor will provide a complete report of all devices tested within one week of completion of inspection. o A key for most locked areas will be provided by the Office Electronics. Those locked areas requiring VA assistance will require approximately one hour advance notice from the contractor to the Office Electronics. o Contractor shall complete all Privacy/ Information Security Training assigned by the Birmingham VA Medical Center. o Contractor shall follow all Birmingham VA Medical Center guidance on patient confidentiality. o Taking photographs is strictly prohibited while on V.A. property. o Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity's option, VA information gathered, created, received, or processed during the performance of the contract(s) or agreement(s). No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law and specifically permitted by Covered Entity. As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all VA information has been returned to Covered Entity or destroyed by Business Associate. If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all VA information retained will be safeguarded to prevent unauthorized Uses or Disclosures. o Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. o Contractor must provide all tools, supplies, equipment and personnel to perform the work of this contract. Contractor is expected to work independently once oriented, with adequate personnel to accomplish all testing in an efficient manner. o Office Electronics will provide a block diagram of the building listing all stairwells, elevators, and major hallway locations. Office Electronics will also provide an escort, if needed, during the contractor's first testing quarter to properly orient the contractor with building layout. During all subsequent testing quarters the contractor shall be expected to perform testing with minimal assistance. o Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility o Testing staff will follow VA dress procedures for entering clean areas (operating room suites, Sterile Processing, etc.) prior to entering clean areas. Sterile garments will be provided to testing staff by the VA. o In those cases where contractor is required to verify that alarms operate and transmit to VA main fire panel, the contractor may need to have a person at the building's fire alarm panel to confirm the signal. o Work dates must be scheduled with Office of Electronics, telephone (205) 933-8101 xt4299/4288 1. FIRE ALARM SYSTEM a. Annual Testing - The contractor shall provide labor, time, materials and equipment, necessary to perform annual testing and inspection of: 1. Each fire alarm system control panel, all input and all output devices, and batteries. 2. Test, inspection and operation to be performed on all manual fire alarms pull stations, smoke detectors (including elevator shafts), duct detectors, and heat detectors. Any smoke or heat detector that does not operate properly will be calibrated or replaced from hospital stock and reported to the Office Electronics supervisor. Before the removal of smoke detectors can begin, advance notice shall be given to the Office Electronics personnel. 3. Testing and inspection of all detectors 4. Inspection of all building alarm notification devices (audible devices, speakers, and visual devices) 5. Inspection and testing of all electro-mechanical releasing devices. 6. Ground fault for fire alarm system. b. Semi-Annual Testing - The contractor shall provide labor, time, materials and equipment, necessary to perform semi-annual testing and inspection of: 1. Valve tamper switches and water flow devices c. Quarterly Testing - The contractor shall provide labor, time, materials and equipment, necessary to perform quarterly testing and inspection of: 1. Fire alarm equipment for notifying off-site responders 2. All supervisory signal devices (Done with Fire Sprinkler Inspection). Must be clearly stated on inspection form individually. 2. FIRE SPRINKLER SYSTEM The contractor shall provide parts, labor, time, materials, preventive maintenance, testing, equipment and emergency call back necessary to maintain and perform testing and inspection of the wet sprinkler systems and pre-action suppression systems at the proper frequency for all buildings at the medical center to meet or exceed NFPA requirements. a. Annual Testing - Contractor to provide labor, time, materials and equipment to perform inspection of: 1) Each fire alarm system control panel, all input and all output devices. 2) All system riser main drains 3) Perform maintenance on all jockey pumps. b. Semi-Annual Testing - Contractor to provide labor, time, materials and equipment to perform inspection of wet system sprinkler systems and pre-action suppression systems: 1) Test of fire alarm system circuits for proper operation. 2) Fire sprinkler system valve tamper switches and water flow devices (flow and tamper switches are chained and padlocked) in the months approved by the Health and Safety Office. Full water flow testing of each device shall be performed during at least one of the semi-annual tests. Performance and documentation is to be in accordance with the most recent edition of the applicable National fire Protection Association Standards 25 and 72. 3) Inspection and testing of pre-action suppression systems. This testing is to be coordinated with Safety and Emergency Management. Performance and documentation is to be in accordance with the most recent edition of the applicable National fire Protection Association Standards 25 and 72. c. Quarterly Testing - Contractor to provide labor, time, materials and equipment to perform inspection and preventive maintenance of: 1) All supervisory signal devices and fire department notification devices 2) Compressors and pressurization components as part of pre-action suppression systems. 3) All post indicator valves (PIV's) 4) Fire department connections (i.e., interior and exterior FDC's) 5) Inspect all jockey pumps. 6) Performance and documentation is to be in accordance with the most recent edition of the applicable National fire Protection Association Standards 25 and 72. d. General Requirements: 1) The contractor shall provide a schedule of all buildings to be tested. The Fire and Emergency Manager must give prior approval for the shut-down of the fire alarm of each building. Tests must be performed as fast and expertly as possible. No building will have a zone or a complete system shutdown more than one working shift. 2) The contractor shall provide all software updates to the system within the parameters of all the maintenance being done. 3) The contractor will be responsible for all bells, lights, buzzers, switches, batteries, battery chargers, and any equipment associated with the fire alarm system. 4) The contractor shall keep all equipment clean and well ventilated, inspect all system components and note any unusual performance, test-check operation of all the equipment as part of the inspection program and perform minor adjustments as needed at the time of inspection, including all Edwards System 3 systems and software. 5) A record of all repairs, abnormal findings and results of tests on equipment shall be maintained and turned over to Office Electronics. 6) The contractor shall provide Office Electronics with two copies of all inspection reports and emergency repair reports and fire alarm smoke detector test results. Contractor also to notify Office Electronics of any equipment repair ready for final inspection. All testing and repair reports must be provided to the VA within five working days. f. Wet System Specifications: 1) Test of water flow alarms. All water flow alarm switches will be tested by drawing water tough inspectors test valve. 2) Test of electric supervisory alarms: Test all supervisory alarm switches on supply valves, by closing all supervised valves and reopening the valves, verify that all local alarms operate, verify that all alarms transmit to Fire Alarm Control Panel (FACP). Note number of turns of valve stem required to activate the supervisory alarm. 3) Inspect and service all fire department connections: (i.e., interior and exterior FDC's) On all fire department pumper connections, Siamese, etc. Remove caps; replace any missing/damaged caps. Lube teads, replace gaskets. 4) Inspect and service all main supply valves: Operate full close and reopen all P.I.V and O.S. and Y. valves on each system. Replace valve stem packing where leaking is evident and lubricate stems. (Rather than replacement of valve stem packing, tightening (but not over-tightening) is acceptable if adequate to stop leaking). 5) Inspection and flushing of main drain: Operate the main drain on each system to dislodge and flush any debris in main riser between supply main and cross mains. 6) Re-seal all valves in open position with wire seal where now sealed, re-lock all chains and padlocks where locked. Contractor furnishes wire seals. 7) Test of water flow alarms: 8) Water flow alarm switches will be tested by drawing water tough inspectors test valves. 9) Record elapsed time (switch retard) for switch activation-alarm initiation-local alarm, to determine if retard setting meeting VA standards (45 seconds from water flow to alarm signal activation). 10) Verify that alarm signals transmit to Fire Alarm Control Panel (FACP). 11) Test of supervisory alarms: Test of supervisory alarm on main P.I.V. supply to Building (one P.I.V.). Assure that supervisory alarm transmits to FACP. 12) Inspect and service all fire department connections: (i.e., interior and exterior FDC's) On all fire department (Siamese) pumped connections, remove caps, replace any missing caps, lubricate teads, and replace gaskets as needed. 13) Inspect and service main supply valves: 14) Tests operate for close and reopen all O.S.Y. main riser valves. 15) Lubricate all teads and bearings, to assure normal operation. 16) Re-seal with wire seals if sealed. 17) Replace valve stem packing if leakage is evident. 18) Test flow 6 roof standpipes/hydrants: Calculate and record GPM flows for each standpipe/hydrant. 19) Test run fire pump and locked pump as specified in NFPA annual performance test for fire pumps. Record pilot reading, calculate and record GPM flow. As referenced in the most recent edition of NFPA 20. 20) Inspect all Wet and Dry Systems g. Dry (Pre-Action) System Specifications: 1) Trip test of main dry pipe valves. Trip test each main system riser dry valve by opening inspectors test valve to simulate sprinkler flow. NOTE: The time (seconds) required from inspection valve open to trip (clapper valve open) and water flow at inspection test valve. 2) Rapid air exhauster test. Observe the function of the rapid air exhauster during the trip test of the main dry pipe clapper valve, to determine if the air exhauster function is adequate. 3) Water supply valves function tests. Manually operate, fully close and reopen all O.S. & Y. main valves and P.I. Valves to assure easy normal operation. Repack any leaks in glands. Lubricate stems as necessary, one full closure and open of each valve minimum, for each function test. 4) Test all electric supervisory alarm switches on supply valves: Concurrent with item 4, assure that all supervisory alarm switches are operating and transmitting to fire alarm system in boiler plant indicating valve closed and valve open as required. 5) Inspect and repair all fire department connections: (i.e., interior and exterior FDC's) Inspect all pumper connections to system (Siamese etc.). Replace any missing caps, gaskets, etc. and lube all cap teads lube to prevent rust or seizure. 6) Test all water flow alarm switches and alarm circuits: Test the function of all water flow alarm switches to assure they transmit water-flow alarm to local (building) bell/gong, and to control center and that switch settings are under 45 seconds. NOTE: Record delay time on each test report form. 7) Re-seal all valves in open position with wire/lead seal where sealed with wire. Re-secure all valves locked with chain/padlock with chain/padlock only. Contractor furnishes wire seals. 8) Test all air loss alarms: Test to determine if air loss switches functions any building alarm local device and if building fire alarm interface transmits low air alarm signal to boiler plant. 9) Dry pipe system low points are to be drained upon completion of the trip tests. 3. STANDPIPES AND FIRE PUMPS Provide all labor, tools, equipment, materials and supervision for the annual test, inspection and maintenance of 11 standpipes. Annual test, inspection and maintenance of these fire suppression systems per NFPA specifications are to be done during the month of August or as agreed to by VA. a. Annual Standpipe Flow Test: 1) The contractor will perform the annual standpipe flow test in accordance with NFPA 25. 2) This test to be performed in the uppermost or most remote part of each building to determine the flow rate in gallons per minute (gpm) and the residual pressure in pounds per square inch (psi). The flow will be maintained for at least 30 minutes. 3) Fire pump controls will be switched off during the first half of the test and on the second half of the test with results recorded for both operations. 4) Contractor will provide all tools required including a water diverter funnel and fall protection for standpipes located on the roof. 5) Test data will be properly recorded on forms approved by NFPA 25 and signed by the inspector. b. Annual Fire Pump Full Flow Test: 1) The contractor will test each fire pump annually to determine flow rate, pump pressure, pump motor current, voltage and speed at peak load. All valves in suction line will be checked to assure that they are fully open. 2) The flow will be maintained for at least one hour. 3) The inspector will record the date, total flow rate, test meter gpm, suction and discharge pressure, number and size of hose nozzles with corresponding psi and total gpm, pump motor current, voltage and speed, and sign for each fire pump. 4) Performance curves will be documented showing pressure at 0%, 100%, and 15Q% flow rate of pump. This graph will be completed In accordance with NFPA 20-11.3 and presented to Office Electronics. c. Inspection Forms: Additional inspection forms can be obtained from the applicable NFPA codes. Contractor will provide a list of deficiencies noted during testing on the final day of the testing or inspection; upon Completion of Inspection. Contractor will provide a complete report of all devices tested within one week of completion of inspection. d. Sensitivity testing for fire alarm and detection systems: To ensure accuracy, and in accordance with NFPA or Joint Commission requirements/guidelines, sensitivity testing will be performed on all smoke detectors at a rate of 100% annually. Testing will be performed using only UL approved sensitivity testing equipment. Devices performing outside the listed sensitivity range shall be re-cleaned and tested, and if necessary, noted and recommended for replacement as per the Fire and Emergency Manager JOINT COMMISSION INSPECTION REQUIREMENTS All inspections listed above will be conducted as required by the Joint Commission on Healthcare Accreditation. The following items will be inspected and documented at the periodicity indicated. Below is a summary of all tests / inspections covered in this statement of work. 1. At least quarterly test supervisory signal devices (except valve tamper switches). The completion date of the tests is documented. 2. At least quarterly test water-flow devices. Every 6 months test valve tamper switches. The completion date of the tests is documented. 3. Every 12 months test duct detectors, electromechanical releasing devices, heat detectors, manual fire alarm boxes, and smoke detectors. The completion date of the tests is documented. 4. Every 12 months test visual and audible fire alarms, including speakers. The completion date of the tests is documented. 5. Every 12 months test fire alarm equipment for notifying off-site fire responders. The completion date of the tests is documented. 6. For automatic sprinkler systems: Every 12 months, test main drains at system low point or at all system risers. The completion date of the tests is documented. 7. For automatic sprinkler systems: Every quarter, inspect all fire department water supply connections. The completion dates of the inspections are documented. 8. For automatic sprinkler systems: Every 12 months test fire pumps under flow. The completion date of the tests is documented. 9. Provide testing and documentation for magnetic release for fire/smoke barriers and release of exterior doors during fire alarm testing with door lock system located in police service. 10. Provide testing and documentation for automatic smoke detection shutdown devices for air handling equipment every 12 months. Period of Performance (POP): One year from the date of Award plus four (4) one year options Contract Type: Firm Fixed Price (FFP) Offers for the service described above are due by 5:00PM EST on September 21, 2016 to Jessica.coleman-smith@va.gov and must include solicitation number, proposed delivery schedule, discount/payment terms, warranty duration, and DUNS number. Offerors shall provide the information required by FAR 52.212-1 (APR 2014), Instructions to Offerors-Commercial Items, which is incorporated by reference. FAR 52.212-2 (OCT 2014) Evaluation - Commercial Items- The following factors shall be used to evaluate offers (see Basis of Award). FAR 52.212-4 (DEC 2014), Contract Terms and Conditions-Commercial Items is applicable. FAR 52.212-5 (MAR 2015), Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items is applicable and the following identified clauses are incorporated by reference: 52.233-2, 52.203-13, 52.203-17, 52.204-9, 52.228-5, 852.211-73, 852..219-10, 852.237-70, 852.246-70, 852.246-71, 52.211-16, 52.216-1, 52.222-41, 852.270-1, and 852.273-74. Offerors must include completed copies of the provision at 52.212-3 (MAR 2015), Offeror Representations and Certifications - Commercial Items with their offer. The provision may be obtained via the internet at URL: http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm. These representations and certifications will be incorporated by reference in any resultant contract.
VA24716Q1200 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 7
9/12/16, 12:20 PM