(1) Fire Alarm PWS (No comments).docx

Performance of Work Statement (PWS) for Fire Alarm & Mass Notification Maintenance

1.0 INTRODUCTION

2.0 BACKGROUND

The U.S. Coast Guard Academy is located on the westerly shore of the Thames River in New London, CT. The Coast Guard Academy was constructed in 1932 at its current location. The original campus was comprised of eight buildings. Over the last seventy six years, the Coast Guard Academy has added 22 additional structures.

Today’s Coast Guard Academy is committed to strengthening the nation’s future by educating, training, and developing leaders of character who are ethically, intellectually, professionally, and physically prepared to serve their country and humanity, and who are strong in their resolve to build on the long military and maritime heritage and proud accomplishments of the United States Coast Guard.

The FA system is Notifier brand. The FA system is integrated with a Mass Notification System (MNS) manufactured by Signal Communications (Sig-Com). The MNS consists of audio alert and visual alert components, the visual portion is largely video based with an LED text messaging element.

The specifications contained herein are intended to describe the scope and nature of work required to test the FA system at the Coast Guard Academy (CGA) to protect life, property and ensure the continued mission of the CGA.

3.0 SCOPE

4.0 CONTRACTOR FURNISHED ITEMS

Note: The CGA has a service contract with ThyssenKrupp Elevator Corporation. The POC is Donna Gilbert, office: 860-828-6672. The contractor is under no obligation to choose ThyssenKrupp Elevator Corporation since this service is not part of the contract with the CGA.

5.0 BUILDINGS TO BE TESTED: See Appendix A for device totals per building.

6.0 APPLICABLE DOCUMENTS

7.0 TECHNICAL REQUIREMENTS

7.1 Qualifications of the Contractor. The contractor shall be able to troubleshoot, maintain, repair, and upgrade the systems installed at the Coast Guard Academy. Technicians shall have a minimum of two years experience in working with the system components previously mentioned above and hold the NICET Level 2 certification. The Academy fire alarm systems are primarily Notifier brand.

7.2.5 Quarterly Inspection Test. The Contractor shall perform four quarterly tests. The quarterly tests shall be scheduled to begin during the first week of February, April, August, and October. The quarterly inspection tests shall consist of performing all inspections, tests, and maintenance requirements of NFPA 72, NFPA 4, and manufacturer’s specifications. The Contractor shall submit to the government a condition report detailing any conditions failing to meet the requirements of the NFPA standard for protective signaling and mass notification systems. A list of current prices for components (parts, hardware, etc.) of the alarm system needing to be replaced or repaired and an estimate of man-hours required to affect repairs shall be submitted to the government for approval. The Contractor will then be notified for repairing/replacing these items as necessary under the scheduled maintenance work section of this contract.

In Case of fire alarm system failure at times not scheduled for maintenance and testing, the contractor shall respond to emergency calls from the Contracting Officer, Contracting Officer Technical Representative (COTR), or in case of an emergency during other than normal work hours, the Academy Fire Marshal. Types of unscheduled repairs and costing are address elsewhere in the specification.

7.3 Emergency Work. The Contractor shall render repair service whenever the system or its components, for any reason, become undependable or inoperative. The Contracting Officer or COTR shall notify the Contractor whenever such emergency maintenance is required.

7.3.1 Contractor shall respond to emergency service calls by telephone within 30 minutes and be able to have a technician on site within 4 hours if needed and without interruption, until the until the condition is corrected, regardless of normally scheduled work hours, weekends, or holidays, this work will be coordinated with the COR. Any material or equipment provided shall be listed for use with the existing Notifier equipment and devices that comprise the Academy alarm system. Any component of the system which is replaced shall be retained by the contractor until it can be properly inspected by the COTR.

7.4 Service Work. This section applies to conditions when the contractor’s services are required to troubleshoot a suspected problem with the system or make repairs that are not of an emergency nature. Scheduled work is to be completed during normal work hours, which are from 0730 to 1600 Monday through Friday except for Federal Holidays.

7.4.1 The contractor shall render service during normal work hours whenever the system or system components need to be inspected or maintained as deemed necessary by the government. The COR shall notify the Contractor whenever such maintenance is required. The Contractor shall respond to this notification with three working days, working only during normal working hours until the work is completed. The Contractor shall notify the government of any conditions, which fail to meet requirements of NFPA 72, NFPA 4, and manufacturer’s specifications.

7.4.2 In addition to the annual, semiannual, and quarterly inspection tests, the contractor shall supply all material and conduct the following tests as necessary: (1) all acceptance tests after alteration, (2) the tests following exposure to fire, (3) any tests required by the applicable codes, but not listed in this specification. These inspections shall be scheduled and conducted in accordance with the procedures set forth under the Scheduled Maintenance Section of this contract.

7.5 Equipment and material found to be defected during the required periodic testing portion of this specification shall be brought to the attention of the COR as soon as possible, and shall be repaired or replaced upon government approval. This will be obtained after a time and materials estimate will be agreed upon by the COR. The Contractor shall repair or replace this equipment or material as necessary, beginning work within three working days after government notification, working only during normal working hours until the work is completed, or notify the COR for delay. Any equipment or material provided and installed by the Contractor shall be listed for use with existing Notifier equipment and devices that comprise the Academy fire alarm system.

7.6 Material & Performance. All parts damaged, broken, or worn beyond useful life shall be replaced with new parts meeting the design requirements of the parts replaced. All work shall be of the highest quality in every detail, and shall be of the same quality as the original installation. Only parts manufactured by the system manufacturer shall be used as replacements. Replacement parts shall also be UL listed for use as part of a system assembly. COR will supply ready use materials when available. The Contractor shall remove from the Academy and properly dispose of all parts, debris, lubricants, and other materials no longer usable under this contract. Upon removal, all State of Connecticut Department of Environmental Protection (DEP) and United States Environmental Protection Agency (EPA) regulations shall be complied with. All work completed under this contract shall be subject to inspection by the Contracting Officer, the COTR or other designed representative during and after the completion of each task. Unsatisfactory work shall be corrected at no additional cost to the government. All fire alarm & mass notification system components shall be maintained at the level necessary to ensure compliance with NFPA 4, 72, and 72E.

7.9 Hazardous Materials. The Contractor shall be solely responsible for contractor generated or owned hazardous material. While performing work specified herein, if hazardous materials are utilized or encountered, the Contractor shall notify the COTR immediately. The Contractor’s responsibility for handling hazardous materials is incidental to work performed, i.e., the Contractor shall handle, remove, and properly dispose of only those hazardous materials necessary to complete contract work. The Contractor shall adhere to all safety requirements as specified by Federal, State of Connecticut, local laws USEPA, DEEP, and OSHA regulations pertaining to the handling of hazardous materials. Contractor shall submit copies of SDS to COR 15 days after contract award.

8.0 DELIVERABLES

8.1 Inspection Forms. The Contractor shall submit an inspection form that will be used in the execution of the contract that conforms to the requirements of NFPA 72, Chapter 7, Section 7-8, and NFPA 4, Chapter 7. Forms shall be sorted by building and shall indicate the number of each zone as it is shown on the fire alarm panel. This inspection form shall be submitted to the COTR for approval within 15 calendar days after the contract award date.

8.2 Periodic Inspection and Testing Requirements. The Contractor shall submit the manufacturer’s testing and inspection requirements for equipment and devices installed. These requirements shall be submitted to the COTR within 15 calendar days after the contract award date.

8.3 Preventative Maintenance Schedule. The Contractor shall submit a schedule showing actual performance periods for the required periodically recurrent inspection and testing required by NFPA 72, and NFPA 4. Also included in this submittal shall be the performance periods for specific periodic testing and inspection requirements established by the fire alarm system manufacturer. These requirements shall be submitted to the COTR 15 days prior to the contract start date.

8.3.1 The Contractor shall provide to the Contracting Officer and COR for approval, a schedule of all maintenance operations for the length of the contract, within 15 calendar days after the award date of the contract.

8.4 Inspection Reports. Completed inspection forms shall constitute inspection reports, and shall be submitted by the Contractor to the COTR within five working days after the completion of each inspection.

8.5 Maintenance Reports. The Contractor shall submit maintenance reports to the COR after performing any maintenance activity other than the required periodic testing and inspections. The report format shall be similar to the inspection report format and shall contain all information required by the Inspection Report. Reports shall also document the maintenance procedures performed and shall include a detailed description of the symptoms diagnosis and subsequent action taken, quantitative analysis of the effectiveness of routine maintenance, and recommendation for changes in routine inspection and testing. The documentation of maintenance procedures shall be in narrative form with a paragraph for each of the following general categories: Symptoms, diagnosis, action taken, material and man-hours expended, and analysis of routine inspection and testing.

8.6 Contact. A description of the procedures to be taken to contact the Contractor, to report situations requiring normal or emergency maintenance for any given hour of any day of the year shall be submitted prior to start of work on this contract. This with the understanding that effectively, the contractor is able to provide service 24 hours a day every day of the year.

9.0 QUALITY CONTROL (QC) REQUIREMENTS

9.3 QC Program/Inspection System shall include, but is not limited to, the following:

I. Introduction to the Quality Control System.

II. Grounds Maintenance Services Quality Control Process

II. Specific Quality Control Functions

IV. Contingencies

9.4 PERFORMANCE REQUIREMENT SUMMARY

11.0 GOVERNMENT QUALITY ASSURANCE REQUIREMENTS

11.1 General Quality Assurance Functions

11.2 Specific Quality Assurance Functions

11.2.1 The COR shall establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COTR shall perform the following qualitative Surveillance Plan (QASP):

11.2.1.1 Carry out periodic inspections using the Quality Checklists.

11.2.1.2 Report findings resulting from these inspections to the Contractor/Contracting Officer.

11.2.1.3 If discrepancies are discovered as a result of the periodic inspections, or any other means, use Contact Discrepancy Report (CDR) to communicate them to the contractor and follow up to ensure nonconformance are corrected.

11.2.1.4 The COR shall meet with the Program Manager/Supervisor/Shift Leader as agreed to or as often as necessary. The contractor and COR shall sign the written minutes of these meetings, prepared by the COR. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non-concurrence in writing to the COR within 5 calendar days of receipt of the signed minutes.

12.0 TEST AND INSPECTION OVERVIEW

Contractor will perform inspection and diagnostic tests for peripheral devices connected to the facility fire alarm system. Peripheral devices shall be functionally tested in accordance with the current edition of the National Fire Protection Agency (NFPA) 72, National Fire Alarm and Signaling Code, Chapter 14 Inspection, Testing and Maintenance.

The contractor shall provide all equipment and licensed personnel needed to test all FA systems, devices, recalls, shutdowns and all other devices associated with Fire Alarm (e.g. Elevator recalls, smoke detectors, heat detectors etc.) at the CGA. The contractor will provide/schedule a licensed elevator contractor (at no expense to the CGA) to provide access to devices within elevator shafts, pits etc. and to reset the elevators once testing is complete.

SMOKE DETECTOR CLEANING

To help minimize false alarms, and in accordance with NFPA 72, smoke detection devices will be cleaned using manufacturer’s recommended procedures at a rate of 100% annually. Devices may be dismantled to expose the smoke chamber (where applicable) and cleaned using a soft cloth, lint brush, cotton swabs, suitable cleaning solutions, or non-electrostatic vacuum. Note: Certain types of analog smoke sensors will automatically be cleaned as needed per panel readings.

SENSITIVITY TESTING FOR SMOKE DETECTORS

To ensure accuracy, and in accordance with NFPA 72 guidelines, sensitivity testing will be performed on smoke detectors at a rate of 100% bi-annually. Testing will be performed using only UL approved sensitivity testing equipment. Devices performing outside the listed sensitivity range will be re-cleaned and re-tested, and if necessary noted and recommended for replacement at no extra charge to the government.

MASS NOTIFICATION

Mass Notification System (MNS) will be tested and inspected in accordance with the current edition of National Fire Protection Agency (NFPA) 72, National Fire Alarm and Signaling Code, and manufacturer’s recommended practice. MNS components tested includes batteries, speaker-strobes, fire alarm inputs, supervised auxiliary inputs, remote microphones and LOC’s. Speaker-strobes will be inspected for obstructions, audio quality and proper operation. The fire alarm system will be activated to verify messages and strobe operation. Supervised auxiliary input will be activated to test all messages. Remote microphones and LOC’s will be activated to verify proper operation.

RADIO MASTER BOXES

The latest software and hardware upgrades shall be completed by an authorized Sig-Com technician prior to testing the buildings’ fire alarm system. Proper operation of the radio master boxes will be confirmed as each building’s fire alarm system is tested. Ensure the alarm signal from each building is received at the Vision 21 Command and Control Center (by Signal Communications) in Munro Hall.

DOCUMENTATION

All accessible components and devices shall be logged for:

SPECIAL EXCEPTIONS

Items not eligible for labor coverage at time of tests and inspections include, but are not limited to, faulty wiring, damage and/or malfunctions stemming from wiring problems, malfunctions due to misuse, vandalism, and Acts of God. Single station smoke detectors, agent suppression systems, sprinkler waterflow switches, and tamper switches.