Attachment_1_PWS_Fire_System_Maintenance.pdf

Performance Work Statement:

Fire Protection and Life Safety Systems

Maintenance And Support

Location: The Stewart Lee Udall Department of the Interior 1849 C Street, NW Washington, D. C. 20240

History

The Stewart Lee Udall Department of the Interior Building was originally built in 1936 and concluded a multi-year/multi-phased modernization project in 2017. The MIB consists of 10 floors, basement level through floor 7 with a mezzanine between floor 5 & 6 and a penthouse above the 7th floor. The main fire alarm panel is located at the C street entrance and there are multiple annunciators throughout the building, mainly on the basement, 1st floor and the mezzanine. The building is sprinklered throughout, including the basement garage area.

Scope of Work

This contract provides for management, supervision, labor, materials, equipment, supplies & services for Annual, Quarterly, and Monthly Preventive Maintenance, Testing, Inspection, Repair, Calibration, & Adjustments on Government Owned FIRE PROTECTION / LIFE SAFETY SYSTEMS located at the Stewart Lee Udall Building Department of the Interior. Parking is not provided on site. A loading dock is available for loading and unloading equipment and material.

All maintenance shall be performed in accordance with DOI requirements, the manufacturer's specifications and referenced publications/standards. In all cases, the most stringent requirements shall take precedence. The Contractor shall provide all materials, parts, tools, equipment, personnel, planning, expertise, and supervision to provide a complete maintenance program of the DOI Fire Alarm System in accordance with all applicable codes and regulations including but not limited to NFPA 72. DOI will provide 100 square feet of storage space in a location to be coordinated for storage of tools and materials onsite; it will be the contractor’s sole responsibility to secure their tools and materials. All communication with DOI shall be through the COR or designee.

Frequency and Completion of the Work

The fire protection System maintenance and testing work required under this contract shall be performed as per NFPA frequencies & then quarterly following the award date for execution of the contract.

The following work to include but not limited to:

1. Battery backups load testing shall be completed in the base year and option year 3 and the batteries shall be replaced as needed.

2. An offline backup program shall be created and updated annually.

3. Fire damper Quadrennial inspections per NFPA requirement shall take place in June 2027 and be included in the relevant Option Year pricing.

4. Once in the Base Year and once in Option Year 4 (every 4 years), inspect fire and smoke barriers throughout the building.

5. Inspection, testing, and maintenance of kitchen fire suppression systems in the Bison Bistro and 5100 Executive Kitchen per the requirements of NFPA 96 – twice per contract year.

Note: These systems must be tested without the audiovisual devices bypassed, see requirements for scheduling audiovisual activation testing below.

6. At least once per year in the Fall and as needed to control humidity in garage dry sprinkler systems, drain all humidity from systems throughout the building using the manual drum drips.

7. Once per contract year, annual inspections shall be performed on up to 300 fire extinguishers throughout the Stewart Lee Udall Building per the requirements of NFPA

10. Within 30 calendar days of the inspection the contractor shall provide a proposal to replace any fire extinguishers not passing inspection, including the annual inspection of the replacement extinguishers.

8. Sprinkler system Quinquennial (5 year) inspection per NFPA 25 shall take place in 2029 and be included in relevant option year pricing.

Fire Protection Systems Test/Inspection Schedule

Main Fire Alarm Panel

Items Test Inspect

Fuses Annually Annually

Interfaced Equipment Annually Annually

Lamps & LED's Annually Annually

Primary Power Supply Annually Annually

Trouble signals Annually Semi-Annually

Functional Testing Annually

Offline Backup Program Annually

Printer Quarterly: Check and Refill Paper Annually

Subpanel

Fuses Annually Annually

Interfaced Equipment Annually Annually

Lamps & LED's Annually Annually

Primary Power Supply Annually Annually

Offline Backup Program Annually

Battery Backups

Load Test in Base Year and Option Year 3 (Replace as needed) Semi-Annually

Remote Annunciators Annually Semi-Annually

Remote Power Supplies

Annually

Fiber Optic Connectors

Conductor Circuit Integrity

Initiating Devices

Duct Detectors (General) Annually Semi-Annually

Duct Detectors (Sampling Tube) Annually Annually

Manual Alarm Boxes Annually Semi-Annually

Heat Detectors Annually Semi-Annually

Smoke Detectors Annually Semi-Annually

Projected Beam Smoke Detectors Annually Semi-Annually

Supervisory Signal Device Quarterly Quarterly

Pull Stations Semi-Annually Annually

Waterflow Devices Quarterly Quarterly

Sprinkler Tamper Switches Quarterly Quarterly

Fire pump controller test per NFPA 25 Annually Annually

Kitchen fire suppression systems Semi-Annually

Fire Extinguishers

Notification Appliances

Audible Appliances Annually Semi-Annually

Loudspeakers Annually Semi-Annually

Visual Appliances Annually Semi-Annually

Horizontal Fire/Smoke Doors Annually

Magnetic doors hold open devices Annually

Fire Fighter Telephone System Annually Annually

Normal working hours are between 6:00 am to 6:00 pm. Testing of all audio/visual appliances, elevator recall(s), computer room shutdown(s) and/or other testing that will impact the agency mission must be accomplished between 10 PM and 5 AM at no additional cost to the government, with a minimum 15 business days of notice to the COR. The Contractor shall submit to the COR or designee a schedule and description of preventative maintenance tasks which the Contractor plans to provide. The Contractor shall customize a work sheet to match the equipment or use a factory supplied one outlining the sequence of events and task performed. The Contractor shall prepare this schedule, work sheet, and task description in a checklist format for the COR’s or designee approval prior to contract work commencement. The Contractor must provide the COR or designee a two-week advance notice on any pm that will have an impact to the building (excluding emergencies). The scheduled pm will be coordinated in conjunction to DOI’s availability.

Test and inspection field report: The Contractor shall provide one copy of a summary report within 30 days of site work statement completion. At minimum the report must include:

1. Provide a narrative summary site report to include all findings, repairs or corrective measures, completed inspection/ inspection checklists.

2. Provide a detailed report noting any noted discrepancy; include photos of the problem and a narrative summary of the correction action required.

Deficiencies, Repair Service, Technical Support and Replacement Parts: Devices that cannot be calibrated, adjusted, tested or serviced in accordance with the manufacturer's recommendations shall be considered a deficiency. The Contractor must immediately report to the Contracting Officer’s Representative (COR), in writing, any & all deficiencies that will/would compromise the operability of the system and/or the safety of the building and its occupants. Repairs of deficiencies shall be completed as follows:

1. Applicable products supplied by the contractor under this contract shall be listed with U.L., F.M. or an approved equivalent. The Contractor shall provide replacement parts at cost plus the percentage markup designated by the Contracting Officer.

2. All defective items placed under this contract shall be returned to the COR.

3. The COR retains the right to provide parts from established parts supply in lieu of contractor supplied parts. This does not include tools.

4. The Contractor shall return all replaced fire alarm system batteries to the COR for disposal in accordance with established agency guidelines.

5. The Contractor must immediately report to the COR all deficiencies that will compromise the operability of the system and/or the safety of the building and its occupants.

6. The Contractor shall complete all repairs within seven (7) calendar days (or) a time frame designated by the COR. All work that could be disruptive to building occupants shall be accomplished after normal working hours.

7. All repairs must be complete, including operational performance test and verification of systems and systems components. The quality of work must ensure that all replacement items match existing dimensions, material quality, design and performance.

A. Fire Pump Tests: The Contractor will be responsible for providing personnel to perform monthly no flow (churn) test & annual testing of both the fire pump and its controller in accordance with all applicable codes. The annual fire pump test is a full flow performance test as required by NFPA. The Contractor will be required to take the building’s fire alarm system ‘Out of Service’ during the conduct of pump run(s) and flow test(s) and reset the system and place it back in service after the completion of the tests.

Monthly testing may take place during normal business hours with five (5) working day’s notice, annual testing shall take place on Saturday between 7 am and 3 pm with ten (10) working day’s notice. Following annual flow test, the Contractor shall provide NFPA compliant hydraulic performance report.

B. Audio-Visual (A/V) Test: The contractor shall schedule and perform an ANNUAL functional test of all fire system related audio-visual devices. Each deficient A/V device will be marked during the test and the contractor will document; make, model, part number needed for repair, during the testing period. Remedies shall be planned to be accomplished within 7 calendar days after the test.

C. Inventory (Field Assets) Verification & Inventory Updates: During the performance of this work, the contractor shall verify the accuracy of the Government furnished inventory.

All discrepancies shall be reported to the Contracting Officer or his designated representative within forty-eight (48) hours after discovery. Modifications, additions and/or deletions shall be negotiated on an ad hoc basis.

D. Labeling of Devices: The contractor shall during the initial year of work performance, provide and install labels on all devices (on their bases) with their respective fire alarm addresses. Labels shall be uniformly applied to the exterior portion of the device, using printed labels as approved by the COR. During each option year exercised, the contractor shall verify that all devices are still labeled as described above and label any devices missing their labels (for example, devices that have been damaged or replaced, etc.).

Also, the contractor shall provide and install removable color-coding labels (Approx. ½” round notated with month and year) on each device inspected, tested, or maintained as directed by the COR.

E. Inspection by DOI: The Government reserves the right to make any test, inspection, and/or performance oversight it deems necessary to ensure that all performance requirements are being maintain.

Repairs / Replacement

All repairs must be completed with supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during the course of this contract must be of comparable or higher quality. Energy-consuming items must be the most efficient in their class. The Contractor must stock commonly used items and have a network of suppliers that will deliver ordered items without any delay. DOI retains the right to provide parts from established parts supply in lieu of contractor supplied parts. The Contractor is responsible for programming after repair / replacement of, but not limited to fire alarm panels, devices, switches, annunciators, visual and audible appliances.

General housekeeping standards shall be maintained, during all phases of a repair activity, adequate to preclude hazards to equipment, personnel and tenants. Final cleaning, immediately following completion of the repair's activity, shall restore all affected areas to their normal standard and shall at no time be less than the general requirements for mechanical spaces, or other spaces, as identified in all areas of this contract. Such cleaning and housekeeping activity shall be the responsibility of the contractor and shall be performed without any additional expense to the Government.

The Contractor will be responsible for the maintenance and repair of the Fire Protection/ Life Safety Systems to include but not limited to:

1. Main Fire Alarm Panel

2. Subpanel

3. Battery Backup

4. Circuit Power Extenders

5. Remote Power Supplies

6. Fiber Optic Cable Connectors

7. Duct Detectors

8. Alarm Boxes

9. Heat Detectors

10. Smoke Detectors

11. Beam Smoke Detectors

12. Duct Smoke Detectors

13. Pull Stations

14. Supervisory Signal Devices

15. Waterflow Devices

16. Sprinkler Tamper Switches

17. Loudspeakers

18. Horizontal Fire Smoke Doors

19. Magnetic Door Hold Open Devices

20. Firefighter Telephone System

21. Kitchen fire suppression systems

22. The fire pump and its controller

23. Fire extinguishers

24. Fire dampers

In the event the Contractor determine a repair is not their responsibility, the COR or designee must be immediately notified. The COR will consult with the CO to determine if the repair is reimbursable. If the repair is reimbursable, the Contractor shall provide a proposal for the repair to include labor, repair parts and materials only (including any approved subcontractors costs) to the COR or designee for approval.

Emergency Response

1. The Contractor shall provide and maintain a hotline number available for emergency support 24 hours per day, every day of the year including weekends and holidays.

This number will be provided to the DHS Megacenter, which monitors the DOI Fire Alarm System, to be contacted in the event of alarm activation.

2. The Contractor shall provide emergency service to include but not limited to any necessary support required for activation of the building alarm system whether audible to tenants or silent, for any issue that could compromise effective functioning of the alarm system, or for any issue that could otherwise create a safety risk to the building or its tenants.

3. In the event of a reported emergency service call from either the DHS Megacenter or the COR, the contractor shall provide personnel to respond to the emergency within 30 minutes during normal business hours, and within 1 hour outside of normal business hours.

4. The Contractor shall contact the Building Manager or designee immediately upon arrival to the building.

Fire Drills

1. The Contractor shall be responsible for providing personnel support for monthly fire drills conducted in the building’s child daycare facility.

2. The Contractor shall be responsible for providing personnel support for the building’s annual fire drill.

Safety and Environmental Management

1. The Contractor shall comply with all federal, state, and local laws and regulations that relate to the maintenance, operation, testing, inspection, personnel / worker safety, control of hazardous substances, certification and record keeping concerning activities directly involving the Fire Protection / Life Safety Systems covered in this contract.

2. The Prime Contractor must have their own employee(s) onsite in a supervisory position at all times that one of their subcontractors are working should that be the case.

3. At least one Prime Contractor employee must have an HSPD-12 compliant ID badge to provide escort of workers while onsite.

4. All workers must have a REAL ID compliant identification document including a photograph with them to enter the facility.

5. The contractor shall hold regular program review meetings with the COR, at least once per month. The contractor shall take notes and provide them in writing to the COR within 3 business days of the meeting. At a minimum, the agenda shall include:

a. Schedule of upcoming activities

b. Review of any necessary recordkeeping

c. Review of any open repair or project work

d. Review of any open requests for proposal

6. The Prime Contractor must have their own employee(s) onsite in a supervisory position at all times that one of their subcontractors are working should that be the case.

7. At least one Prime Contractor employee must have an HSPD-12 compliant ID badge to provide escort of workers while onsite. All workers must have a REAL ID compliant identification document including a photograph with them to enter the facility.

8. Personnel providing work on DOI fire alarm systems must have the minimum qualifications below. Evidence of such qualifications for adequate personnel must be provided with the offeror’s proposal. The contractor shall always have available enough capable and licensed employees to enable the contractor to properly, adequately and safely perform all work required under the terms of the contract.

a. Technicians shall all have experience in the past five years in Fire Alarm System testing, repair, maintenance, installation and related activities of building and equipment comparable to the buildings and equipment by this contract.

b. Technicians shall all have a minimum of 2 years of experience in installing, maintaining, inspection, and/or testing of fire alarm systems. Technicians that will act as the on-site supervisors shall have a minimum of 5 years of such experience.

c. Technicians shall all and maintain have NICET Level II Fire Alarms Systems certifications.

d. Technicians that will act as the on-site supervisors shall have current Edwards certifications for the EST3 series equipment. The contractor shall provide the COR the name(s) of the proposed-on site supervisors along with a copy of the certificates with the contract proposal. The Training Certificates shall remain current during the service contract period.

e. Technicians that will act as the on-site supervisors shall have and maintain NICET Level III Fire Alarms Systems certifications.

9. A Quality Control Program (QCP) must be developed and implemented. The

Contractor’s QCP must ensure contract compliance, and act to ensure that potential problems with building equipment and systems are identified, documented, and resolved prior to failure. In the event of findings by the Government Quality Assurance Program, the Contractor shall implement progressively responsive quality control measures commensurate with the severity of the Government's findings. The Contractor shall further customize the Quality Control Plan included as part of the Management Plan submittal to meet facility specific conditions, describing the Contractor’s overall approach, schedule, roles and responsibilities as it relates to quality control. The Quality Control Plan shall be submitted as part of the bid package.

10. The Government will inspect the Contractor’s performance using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. As part of the Government’s quality assurance program, the Government may:

a. Review and, if warranted, reject any reports or other submittals required from the

Contractor.

b. Review performance and service records, including but not limited to monthly progress reports, BAS data, CMMS data, and any computerized or hard copy records maintained by the Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

c. Perform an assessment of the Contractor’s quality control program, its documentation, adequacy and overall success. The Government may order improvements if it is determined to be insufficient or ineffective.

d. Obtain tenant satisfaction survey information and, to the extent such results correlate with deficiencies in contract requirements, require improvements in service on the basis of such information.

e. Conduct physical inspections of facility equipment and systems, to include programs and files maintained on computers in Contractor onsite offices and work areas and require correction of deficiencies noted.

f. Perform inspections with Government personnel and/or independent third-party inspectors.

Contractor performance will be evaluated based on the performance success or deficiencies, success or failure in meeting other contract requirements, and the Contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant deficiencies or laggard response times may lead to a performance evaluation of less than satisfactory, despite eventual remediation.

The use or nonuse of any quality assurance methods (e.g., a measurement and verification (M&V) program) by the Government will not constitute a waiver of or excuse from contract requirements. The Government may implement or change quality assurance measures at any time during the term of the contract.

General Notes:

1. The Prime Contractor must attend an onsite walk-through of the space to ensure they understand the scope of work and existing conditions.

2. All materials and practices used must be in accordance with manufacturer recommendations and governing regulations.

3. Any work that will cause an electrical outage or impairment anywhere in the building must be scheduled at least 45 business days in advance with the COR. Any other preventative maintenance visits will be scheduled at least 10 business days in advance with the Contracting Officer’s Representative (COR).

4. Contractor Qualifications: Firm, company and/or principal specializing in this scope of work with not less than 5 years of documented successful experience.

5. Contractor personnel will conduct themselves in a manner that reflects favorably upon the Contractor, the Office of Facilities and Administrative Services, and the Department of the Interior. The Contractor and its personnel will comply with the guidelines and requirements established by Departmental physical-security officials.

6. All practices must be in accordance with all relevant safety standards including but not limited to National Electric Code, OSHA requirements, and the GSA PBS Core Building Standards dated 2025, including all standards incorporated by reference.

7. The contractor will be responsible for providing all required PPE and safety equipment.

8. Contractor is representing, by acceptance of a contract, that it has thoroughly researched all applicable codes and regulations regarding this scope of work.

9. All waste products will become the property of the contractor on removal and must be disposed of in accordance with all local, state, and federal rules and regulations including (where applicable) the US Department of Transportation Federal Motor Carrier Safety Regulations (FMCSR).

10. The contractor is expected to secure pricing for all associated labor and components at time of contract acceptance. Any price increases from the date of contract are the Contractor’s responsibility.

11. Parking will not be provided.

12. The Ramp D loading dock can be used only for loading and unloading of supplies and materials and only after coordination with the COR.

a. The loading dock capacity is restricted to a maximum 24’ length and 13’ height.