ATW- Fire Inspection-SOW.pdf

FEDERAL BUREAU OF PRISONS

USP ATWATER

ANNUAL FIRE DETECTION, ANNUAL FIRE SUPPRESSION & SEMI ANNUAL ANSUL KITCHEN

HOOD INSPECTIONS

STATEMENT OF WORK

A. OBJECTIVE & SCOPE:

1. The Federal Bureau of Prisons (FBOP), United States Penitentiary in Atwater, California intends to make a single award to a qualified responsible entity to perform (1) Annual Fire Detection System testing, (1) Annual Fire Sprinkler/Riser Testing, and (2) Semi-Annual ANSUL Kitchen Hood Fire System Maintenance. They are located at United States Penitentiary Atwater, 1 Federal Way, Atwater, CA 95301. It is the Contractor’s responsibility to obtain permitting, should it be required.

2. The contractor is responsible for ensuring all inspections, testing, and maintenance (ITM) comply with the most current editions of these codes, standards, and institutional mandates:

(1) NFPA 72 (National Fire Alarm and Signaling Code)

(2) NFPA 25 (Standard for the Inspection, Testing, and Maintenance of Water-Based Fire

Protection Systems)

(3) NFPA 96, Chapter 11 (Standard for Ventilation Control and Fire Protection of

Commercial Cooking Operations)

B. APPLICABLE FIRE PROTECTION INVENTORY:

1. The contractor shall test and inspect the following three (3) active fire safety systems:

Item No.

Type Description Qty Code Mandate

Month Required

001 Annual Fire Detection System Alarm/Pull

Station Testing (Simplex)

Approximately 15 fire alarm panels, 35 fire alarm annunciators, 540 smoke heads, 240·pull stations, 45 heat detectors, 140 duct detectors, 60 flow switches, 70 tamper switches at a United States

Penitentiary.

1 NFPA 72

and any other applicable standards

March

002 Annual Fire Sprinkler/Riser test

Approximately 53 wet risers, 3 dry risers, and 2 electric fire pumps, at a United States

Penitentiary.

1 NFPA 25

and any other applicable standards.

January

003 Semi-Annual Inspection/Maintenance

ANSUL Kitchen Hood Fire Systems

Approximately 9 kitchen hood fire systems in 2 kitchens and 1

Chemical/Battery storage locker located at the Camp and

Penitentiary. Service shall

2 NFPA

96(11) and any other applicable standards.

April & September include inspecting every pull station in every food prep station in the Camp and Penitentiary kitchens. Also replace or clean every fire system spray nozzle and replace every fusible link in the hood system.

C. DELIVERY LOCATION:

1. Delivery hours for the vendor are 7:30 AM – 2:30 PM, Monday through Friday, excluding weekends and federal holidays. Any delivery required to be completed at any other time than noted above must be re-scheduled accordingly.

2. The Facilities Department will assign a staff member authorized to receive or sign for any deliveries made to the site. At no point will a Bureau of Prisons (BOP) staff member receive or sign for a delivery if the vendor or his/her representative is not present to verify and accept the delivery.

3. The location of the delivery or drop-off site shall be coordinated accordingly with the Institution assigned to receive the delivery. Access to the site will be available during normal working hours except during emergencies.

4. The vendor shall be responsible for providing their own means of loading and unloading for the equipment.

5. Delivery will be freight dock to facilities dock with no additional freight charges all liability and coverage for equipment during transit is on vendor.

D. STANDARD REQUIREMENTS AND TERMS:

1. Compliance: All items must comply with relevant safety and industry standards (e.g., UL, ANSI, ASME, etc.) applicable to evaporator and condensing units components.

2. Federal Acquisition Regulation (FAR): This procurement is subject to simplified acquisition procedures as outlined in FAR Part 8.405-1 and FAR Part 13.

3. Warranty: Quoters shall state the warranty period for all provided parts.

4. Quote Validity: Submitted quotations must remain valid for a period of no less than thirty

(30) days from the closing date of the RFQ.

5. Invoicing: Invoices shall be submitted to the address specified in the final Purchase Order.

6. System for Award Management (SAM): All contractors must be registered in the System for Award Management (SAM).

E. SUBMISSION INSTRUCTIONS:

1. Quotations shall be submitted electronically to ATW-Facilities-S@bop.gov as a single PDF document. The email subject line must include the RFQ Number.

2. For any questions regarding this RFQ, please contact Mr. Marcos Martinez, Facility Manager, 209-386-4852, or email at mmartinez@bop.gov.

II. CONTRACTOR SECURITY, UTILITIES, AND WORKING REGULATIONS

A. INSTITUTIONAL WORK HOURS & SITE ACCESS

1. Operating Hours & Delivery Window: The contractor and subcontractors shall conduct all on-site operations Monday through Friday, 7:00 AM to 3:00 PM, with a dedicated delivery window of 7:30 AM to 2:30 PM. No work or deliveries shall be performed on weekends or federal holidays.

2. Off-Hours Authorization: Any project activities required outside of standard operating hours must be submitted in writing to the Contracting Officer's Representative (COR) at least five (5) working days in advance. Final approval must be granted by the institution's Warden. Alternate hours may be authorized exclusively for tasks causing critical institutional downtime.

3. Emergency Disruption & Security Delays: The Government is not liable for reduced working hours resulting from routine worker entry/exit protocols, inmate movements, or unannounced institutional lockdowns. In the event of an institutional emergency:

a. Contractor personnel must immediately secure all tools, equipment, and materials.

b. Personnel will be escorted out of the secure perimeter by institutional staff.

c. Project operations will resume only after the emergency is officially resolved.

4. Designated Parking: All contractor and subcontractor vehicles shall park only in locations specifically assigned by the Contracting Officer’s Representative (COR). Parking assignments may be modified at any time based on institutional needs. All personnel must comply with posted signage and COR directives regarding vehicle placement. Vehicles parked outside designated areas are subject to be removed from the facility grounds.

B. TEMPORARY FACILITIES, TOOL CONTROL & STORAGE

1. Office Trailers and Storage Containers: All trailers and storage containers require written approval from the COR and must be kept locked within a designated staging area located entirely outside the secure perimeter fence.

2. Daily Inventory: All tools must be inventoried upon entry and exit of the institution. A daily Tool Inventory Sheet must be maintained; any missing tools must be reported to the COR immediately.

2. Storage (Gang Boxes): All tools and equipment must be stored in a secure, lockable gang box in a location designated by the COR. The box shall be double locked with both a Contractor and a Federal Bureau of Prisons lock.

3. Ladders and Extension Cords: All ladders must be chain-locked to a fixed structure in a predetermined area when not in active use. Extension cords must be in good condition, with no damaged insulation, and stored in a locked gang box.

C. SECURITY REQUIREMENTS AND ESCORTING & DAILY REPORTS

1. Background Clearances: All Contractor and Subcontractor personnel must pass a National Criminal Information Center (NCIC) background check. Documentation must be submitted to the institution at least 14 calendar days prior to arrival.

2. Entry/Exit Screening: All personnel must pass through security screening daily, including metal detectors. Entry and exit times are subject to institutional routines.

3. Escort Requirements: Contractor personnel shall be always escorted by FBOP staff while inside the secure perimeter. A minimum of one (1) escort will be provided to allow access to required work areas.

4. Mandatory Weekly Submission of Daily Construction Reports

Reporting Requirement: The Contractor’s site superintendent must maintain a detailed Daily Construction Report for every day personnel are active on the property. These accumulated daily records must be compiled and submitted as a single weekly reporting package to the COR at the end of every work week (no later than 3:00 PM every Friday). Each daily log sheet inside the weekly package must clearly document:

a. A precise headcount of all prime and sub-contractor personnel on site, broken down by specific trade.

b. A clear description of all work completed, major milestones reached, and equipment installed that day.

c. Verifiable tracking of all material deliveries received and processed on-site.

d. Official weather conditions, including any environmental delays that impacted the work schedule.

e. Safety and security tracking, including confirmation of daily tool inventory counts, successful

Lock-Out/Tag-Out (LOTO) applications, and a statement verifying zero security or safety incidents occurred during the shift.

C. SAFETY

1. PPE: Industry-standard Personal Protective Equipment (PPE) must be always worn.

2. Lock-Out/Tag-Out (LOTO): All electrical or mechanical isolation must strictly comply with the

Institution’s LOTO program. Both Contractor and Institution locks must be present at isolation points.

E. UTILITIES

1. Utilities: The Government will provide access to existing facility construction-grade electrical drops and water supply lines as requested. Any specialized power conversion equipment or hoses will be supplied by the contractor.

2. Sanitation: Temporary Toilets and Sanitation

a. Contractor Provided: The Contractor must provide, maintain, and service their own portable chemical toilets for their workforce. Contractor personnel are strictly prohibited from using staff or institution restrooms inside the secure area.

b. Location and Cleaning: Portable toilets must be placed in a location designated by the COR.

The Contractor must arrange for these units to be cleaned and pumped out at least once a week during the designated delivery window.

F. HOUSEKEEPING

1. Daily Cleanup: The Contractor must clean the work and staging areas daily. All trash, paint cans, and scrap materials must be collected and secured before leaving the site each afternoon.

2. Dumpster Controls: If a dumpster is required, it must be placed outside the secure perimeter fence in the designated staging area. The dumpster must be fitted with a structural lid and locked with a heavy-duty padlock at the end of every workday to prevent unauthorized access or safety hazards.

G. PROHIBITED CONTRABAND & DRESS CODE MANDATES

1. Electronic Device Restrictions: Contractor personnel are strictly prohibited from bringing smartphones, cellular devices, smart watches, cameras, two-way pagers, or Bluetooth-enabled equipment into the secure side of the institution. Necessary project documentation photographs will be captured by the Facilities Department using a government-issued camera, and copies may be requested through the COR. Final O&M manual data must be delivered via hard copy or a pre-screened government-approved CD-ROM/USB drive

2. Prohibited Uniform Apparel: Contractor personnel must wear professional, appropriate industrial work attire. To prevent confusion with inmate uniforms, clothing colored green, khaki, or orange is strictly prohibited within the institutional perimeter.

3. Tobacco & Smoking Ban: Smoking and the possession of tobacco products, matches, or lighters are strictly prohibited inside all federal structures and across all federal facility grounds.