SOW-Fire Alrm System Inspection Contract - Revised.docx

PERFORMANCE WORK STATEMENT

Inspection, Testing, Maintenance and Repair of Fire Alarm System and Inspection of Sprinkler and Fire Suppression Systems

1.0 DESCRIPTON OF WORK:

This contract is to perform all Inspection, Testing, Maintenance and Repair of Fire Alarm System and Inspection of Sprinkler and Fire Suppression Systems to meet the most current Joint Commission or other similar life safety inspections located at the Fayetteville Veterans Affairs Coastal Health Care System (HCS), in accordance with the terms and conditions herein.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, parts and supervision to perform services. Contractor shall provide required scheduled inspections, maintenance, and necessary repairs on the Fire Alarm and Suppression Systems, see current NFPA and Joint Commission standards table #4 for the Department of Veterans Affairs Medical Center located at 2300 Ramsey Street, Fayetteville, NC 28301.

Note 1: Buildings or wings under Community Living Centers (CLC), Building 70, 71, 72, 73 and Hospice, building 1, 3rd Floor, A-wing and B-wing follow Table #4 Frequency listed under (TJC/CMS) or NFPA frequency, the more stringent applies. All other buildings and wings located at the main campus will follow Table #4 Frequency listed under (VHA) to comply with The Joint Commission.

Note 2: All items greyed or crossed out of Table #4 do no apply to this SOW.

Note 3: Table #4 Frequency shows latest reference NFPA standards from the dated 1 Oct 2023 agreement between VHA and The Joint Commission. The latest NFPA standards shall apply to all inspection reports.

Note 4: Building 72 and 3rd Floor B-wing is under construction. Space is scheduled to be operational by 1 Oct 2025.

2.0 SCOPE: Fire Alarm and Suppression

Contractor shall provide services described below for the Fayetteville VA (FVA) Medical Center to include outlying buildings as appropriate. The work shall be performed in accordance with the latest editions of NFPA and NEC codes and standards, State and Local Government requirements.

The Contractor must have a kickoff meeting within (7) Seven business calendar days from the date of award.

The Contractor work shall be actively coordinated with the FVA personal for a 24/7 health care facility to reduce, disruptions to service, disruption to patient safety & disruptions to patient care.

Example: Having speakers, strobes/horn on for multiple hours would be considered unacceptable.

Contractor will ensure that they have qualified personnel on site to conduct all inspections and monitor all sections of the Hospital Wings, Corridors, Doors, Elevators, Tampers, Dampers, Fire Department Connection, Standpipes, and Outbuildings etc. for verification of compliance strobes, alarms, speakers, alarm panels.

Contractor must provide resources and personnel to complete entire sections without 100% VA personnel attendance. Example: Bldg. 1 A -Wing, B -Wing, C-Wing, D-Wing, CLCs, Other outlying buildings etc...

The Fayetteville Veterans Administration Medical Center (FVAMC) will provide personnel to assist by escorting contractor to each building or location, opening and unlocking doors to spaces, as necessary, however the FVAMC will not provide personnel to stay with the contractor for the duration of each of the EP testing, inspection, and maintenance.

Example: Day-1 Initial meeting on site, check in, escort to site provide overview of the FVANC Campus and buildings, Day-2 Meet, Check-in and escort to testing site, Day-3 Meet -Check-in escort to testing site, etc.…

For Bid Purposes, all EC.02.03.05 Element of Performances (EPs) shown in table #4 of this SOW to include 5 yr testing and inspections (Sprinkler 5-year internal inspections, 5-year standpipe inspections, 5-year FDC Hydro pressure tests) shall be inspected and reports provided with in 60 calendar days of Contract Award. Fayetteville VA Coastal HCS is currently past all recurring frequency of inspections per EP as required by Table #3 of this SOW. Upon award all EPs deemed out of compliance must be brought into compliance within 60 days. A copy of the latest reports will be part of this SOW’s reference to assist in determining and to aid in prioritizing EP completion.

Trained technicians shall perform maintenance and repair of panel functions, auxiliary and monitoring functions, and all accessible peripheral devices listed and currently connected to the facility Fire Alarm per applicable NFPA standards. The contractor shall have two (2) National Institute for Certifications in Engineering Technology (NICET) Level 2certified individuals and at least one (1) certified Level 3 person. Certification shall be provided to the VA prior to award of contract. All contractor employees shall provide results of TB that have been completed within 12-months. Maintenance shall be scheduled in advance, and at the convenience of the customer. Contracted service technicians shall receive the assistance from our organization's staff for access to all areas of the facility to locate devices and ensure efficient transition between areas. Contractor shall be licensed for all services. Contractor shall provide local, regional, and factory service support.

Note: The servicing company shall provide safe access to the equipment being tested (i.e. scaffolding, mechanical lift, ladders, etc.). Equipment acquired through the servicing company shall be inspected by VA personnel for operational safety prior to use in our facilities.

Note: Proper functional testing of smoke detectors includes a demonstration that smoke can enter the smoke chamber and initiate an alarm. However, the use of oil-based aerosol product can compromise smoke detector performance and will not be accepted. In addition, any device that uses exposed combustible material to generate smoke, open flame, or heat (cigarettes, torches, burning rags, etc.) will also not be accepted. The use of dry aerosol smoke will only be accepted if proper diffuser is utilized. The use of magnets does not satisfy functional testing and will only be acceptable for detector zone verification.

3.0 TESTING, INSPECTION AND RE-CERTIFICATION SHALL INCLUDE:

1. Inspect the system to determine whether it is in service and in satisfactory condition in accordance with NFPA standards. (NFPA 72, Chapter 10)

2. Identify potentially detrimental site conditions that could compromise the performance of mechanical and/or electronic components of the system.

3. Inquire about any changes or modifications of the fire detection and alarm systems.

4. Inquire about changes in the general occupancy environment, operations and conditions relating.

to the fire detection and alarm system in accordance with NFPA standards.

5. Inquire about the customer’s general storage and stock arrangements for combustibles in relation.

to fire alarm and suppression systems.

6. Check the general condition of the fire alarm panel and related equipment.

7. Test all smoke and heat detectors in accordance with the manufacturer’s specifications.

8. Inspect all fire alarm control panels and remote fire alarm panels.

9. Visually inspect and trip a detector on all annunciators and zones.

10. Inspect and meter all batteries semi-annually.

11. Inspect all fire suppression Kitchen Hoods (Bldgs. 3, 70,71, 72, and 73)

12. Inspect all Dampers.

13. Inspect all output relays and test activation.

14. Inspect and exercise all flow switches, tamper switches, and low-pressure alarms.

15. If applicable, verify that all signals are received by the fire monitoring company.

16. Inspect the smoke detectors for cleanliness, clean the detectors that require cleaning in accordance with manufacturer’s guidelines.

17. Test non-restorable heat detector circuits by simulating electrical operation at the wiring.

connection.

18. Function tests all accessible heat-actuating devices, both electrically and pneumatically, in accordance with manufacturer’s specifications. During testing the fire detection system, activate outputs for the purpose of equipment shutdown, start-up and HVAC/smoke control.

19. Compile a complete report of the inspection that details any deficiencies and recommendations of

20. corrective actions that should be taken in accordance with recognized codes for care and maintenance.

21. Familiarize the Customer with proper operation of the equipment.

22. Government shall provide personnel to assist contractor when testing and inspecting speakers, strobes and horn strobes. Provided government personnel shall listen to and/or visually inspect strobes and horns for proper function, during testing. If the contractor refuses to allow government personnel to assist. Contractor will be required to supply enough personnel to perform task within a reasonable time period as to not affect or interfere with patient care or safety.

4.0 Detector Cleaning

1. All accessible smoke detectors will be cleaned once annually in accordance with NFPA.

5.0 Documentation

1. Documentation for all inspections include exact physical locations of all individual devices as well as zone and complete address locations with test results, all applicable control panel voltages, test results of all applicable auxiliary functions, names of technicians performing service, and all required repairs with cost estimates. The vendors approved NFPA report shall be submitted to the Fayetteville VA HCS. During Quarterly inspections daily written reports shall be provided at the completion of each day’s inspections. Additionally, daily out briefs will be conducted with the COR and Chief of Engineer or delegate.

2. All documentation of inspections shall meet The Joint Commission (TJC) criterion that has been established for Medical Facilities. Any report that doesn’t meet EP 28, see table #4, shall be corrected within 7 calendar days from time of report submission to COR or delegated representative for the Fayetteville VA Coastal HCS.

3. Final reports from testing, inspection, etc., shall be provided within 10-calendar days from date of inspection and/or repair. From date of received report complete all actionable repairs to deficiencies, failures of devices or report notes within 14 calendar days.

4. Reports shall be provided at the completion of inspections; test, inspection, repair number passed, number failed, number remaining, work performed (see 5.0 (1)).

5. Prospective offerors who are unable to meet any of these minimum responsibility requirements shall be considered unqualified to provide the Fire Alarm - Life Safety repair.

6. Documentation shall not combine Element for Performances (Example: EP 1, EP 2, etc separately) to allow for ease of digital and hard copy filing. Documentation of EPs shall also be separated by building as follows:

· EP reports for bldg. 1&3

· EP reports for bldg. 70,71, 72, 73 (CLC), Hospice (bldg. 1, 3rd Floor, A-wing and B-wing) – CLC standards apply. See above Note 1.

· EP reports for all other outlying bldgs.

· Example:

· EP1 Bldg 1&3

· EP1 Bldg 70, 71, 72, & 73

· EP1 Bldg 4, 9, 10, 11, etc...

a. Log the following:

· Exact location of the device tested.

· System address/zone location

· Test results

· Applicable voltage readings

· Any discrepancies

· All EPs listed see table #4 to include EP 28.

b. Format

· Electronic and paper copies.

· Each report shall summaries all EPs inspected in one table flowing all information listed in EP28.

· Each Environment of Care Element of Performance shall have a summary sheet with findings of Pass and Fail inventory.

6.0 Frequency – Defined by The Joint Commission (See Table 3)

7.0 Current Scope of Devices:

Use most current reports available for approximate numbers of devices. This number may vary due to construction and availability of reports. Not all devices are listed in reports. Device count includes Main Building 1&3, outlying building, Community Living Center (CLC) and Modular Office Trailers.

8 .1 SERVICE:

The contractor shall provide service as outlined in the Statement of Work. Additional services shall include recharges, repairs, and modifications to equipment; and shall be communicated via a written quote prior to the commencing work.

All repairs under $2k identified by inspections shall be covered under the bid proposal for each option year awarded. Repairs are defined as each deficiency noted on the inspection report.

8.2 OPERATIONS:

Services shall be performed during weekday normal hours and/or weekend hours, Saturday, and Sunday (7:00am until 3:30pm), excluding Federal holidays, and any other day specifically declared by the President of the United States pending parts availability. Federal holidays are available at the Federal Holiday OPM Site. For working outside the hours as defined as normal hours in this contract, the vendor shall give 7-day notice to the Contracting Officer Representative so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section. All work to be coordinated around an operational medical center as to minimize impact to patient care.

All contracted field personnel engaged in work on this Service Contract shall be trained in accordance with current NFPA and OSHA regulations. Training shall include update training in compliance with OSHA and NFPA Certifications.

The contractor’s employees shall not enter the work site without appropriate identification. They may also be subject to inspection of their personal effects when entering or leaving the site of Service.

Execute work to interfere as little as possible with normal functioning of the hospital including operations of utility services, fire protection or alarm systems.

No utility service such as water, gas, steam sewers or electricity, or fire protection systems and communications systems be interrupted without prior approval of COR and Chief Engineer. Electrical work shall be accomplished with all affected circuits or equipment de energized. The vendor shall submit a request to interrupt any such services to COR, in writing, 7 calendar days in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption. The COR will provide a blank Utility Shut Down Request form for use by the contractor. All outages affecting patient care or safety will be completed during other than normal hours – example: Air Handler Unit (AHU) outages for Fire/Smoke Damper inspections and repairs, constant audible devices, constant visual devices, pull stations activation resulting in AHU shutdowns in ORs, ICU, and inpatient areas (such as med surge, CLC and Hospice).

Fayetteville VA Coastal HCS reserves the right to close down or shut down the site and order the vendor’s employees off the premises in the event of a national or local emergency at no additional cost to the VA. The vendor may return to the site only with the written approval of the Contracting Officer.

Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR.

Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Fayetteville VA CHCS operations will not be hindered.

All work shall be performed in full accordance with applicable local and Federal regulations. All materials and installation shall conform to the recommendations of National Fire Protection Association (NFPA), plumbing and mechanical codes. No departures from specification requirements will be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety.

New work shall be installed and connected to existing work safely and professionally. Disturbed or damaged work shall be replaced or repaired to its prior conditions.

All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

Contractor personnel and sub-contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security.

9.0 SERVICE CALLS:

Service calls shall be provided within twenty-four (24) hours of notification. In the event of a Critical Life Safety Emergency, Contractor shall respond on-site within four (4) hours of notification. All service repairs not covered under this agreement shall be quoted and approved by Contract Officer or delegate prior to work be done.

10.0 PERSONNEL:

All personnel performing the repairs must meet all regulatory qualification standards as required by the State of North Carolina. A record of qualification and/or certification of each employee performing the duties must be maintained and made available to the Contracting Officer upon request.

11.0 REPORTS

See (EP 28) in the Table 4 for required information for each EP.

12.0 REFERENCES

Non-Fayetteville VA Reference reports provided are for formatting compliance illustrating EP 28.

1. Sample Report EP2

Table #4

References as indicated in NFPA 101 – 2012 edition, Chapter 2 - Reference Publications Frequency (VHA)

References per most current edition of the standard as of the date of this document.

- pressure supervisory indicating devices (including both high- and low-pressure switches),

- water level supervisory indicating devices,

- water temperature supervisory indicating devices,

- room temperature supervisory indicating devices, and

- other suppression system supervisory initiating devices Quarterly

NFPA 72-2010: Table 14.4.5 Annually

NFPA 72 (2022) Table 14.4.3.2 (17)(10)(b,e,f,g)

- valve supervisory switches (tampers) Semiannual

NFPA 72-2010: Table 14.4.5 Semiannual

NFPA 72 (2022) Table 14.4.3.2 (17)(10)(a)

- other supervisory initiating devices Annually

NFPA 72-2010: Table 14.4.5 Annually (See EP 11)

NFPA 72 (2022) Table 14.4.3.2 (17)(10)(d)

NFPA 72 (2010) Table 14.4.5 (15)(m) Semiannual

NFPA 72 (2022) Table 14.4.3.2 (17)(11)

NFPA 72-2010: Table 14.4.5; 17.14 Annually

NFPA 72 (2010) Table 14.4.5 (15)(a)-(i) Annually

NFPA 72 (2022) Table 14.4.3.2 (17)

NFPA 72 (2010) Table 14.4.5 (22) Annually

NFPA 72 (2022) Table 14.4.3.2 (22)

NFPA 72 (2010) Table 14.4.5 (22) Annually

NFPA 72 (2022) Table 14.4.3.2 (4))

NFPA 25 (2011) 8.3.1.2

Monthly

NFPA 25 (2023) 8.3.1.2.

Diesel-engine-driven fire pumps tested under no-flow conditions

NFPA 25-2011: 8.3.1; 8.3.2

Weekly

Fayetteville VA has more than one water source through a backflow

Test at each system riser.

Annually or Quarterly

NFPA 25 (2011) 13.2.5 & 13.2.5.1

Test at each system riser.

Annually or Quarterly

NFPA 25 (2023) 13.2.2 & 13.2.2.2

NFPA 25-2011: 13.7; Table 13.1.1.2 Quarterly

NFPA 25 (2011) 13.7.1

Quarterly

NFPA 25 (2023) 13.8.

Fire pump supervisory signals for (1) pump running and (2) pump power loss tested Annually

NFPA 25-2011: 8.3.3; 8.3.3.4

Annually

NFPA 25 (2023) 8.3.3, 8.3.3.14

NFPA 72 (2022) 23.8.5.9

NFPA 25-2011: 6.3.1

5 years

NFPA 25 (2023) 6.3.1.1

NFPA 96 (2011) 11.2.1

Semiannual

NFPA 96 (2021) 12.2.1

NFPA 12 (2011) 4.8.3.2

Annually

NFPA 12 (2022) 4.8.3.2

Other special systems per NFPA standards and manufacturers’ recommendations See NFPA 2001 (2012) As required

NFPA 10-2010: 7.2.2; 7.2.4

Monthly

NFPA 10 (2022) 7.2

NFPA 10-2010: 7.1.2; 7.2.2; 7.2.4; 7.3.1

Annually

NFPA 10 (2022) 7.3

Hospitals - every 6 years Others - every 4 years

FPA 105 (2010) 6.5.2 (Smoke Dampers) NFPA 80 (2010) 19.4. (Fire Dampers 1 year after installation, then:

Hospitals - every 6 years Others - every 4 years

NFPA 105 (2022) 7.5.2 (Smoke Dampers) NFPA 80 (2022) 19.5. (Fire Dampers

NFPA 90A-2012: 6.4.1

Annually

NFPA 90A (2021) 6.4.1

NFPA 25-2011: 4.3; 4.4; NFPA 72-2010: 14.2.1; 14.2.2; 14.2.3; 14.2.4

Note: For additional guidance on documenting activities, see

NFPA 25 (2011): 4.3; 4.4;

NFPA 72 (2010): 14.2.1; 14.2.2;

14.2.3; 14.2.4.

Note: For additional guidance on documenting activities, see

NFPA 25 (2023): 4.3; 4.5;

NFPA 72 (2022): 14.6 & 7.8.2 (Figure 7.8.2)

Note: EP28 does not apply to fire extinguisher annual maintenance, which is permitted to be documented by using a tag with the month and year in accordance with NFPA 10.

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