36C24819Q0770-0001000.docx

Solicitation 38C248-19-Q-0770 Fire Alarm System Maintenance/Monitoring Service

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 08-15-2019 None 00672 Department of Veterans Affairs VA Caribbean Healthcare System Administrative Building #10 Calle Casia Suite #4M440 San Juan PR 00921-3201 00672 Department of Veterans Affairs VA Caribbean Healthcare System Administrative Building #10 Calle Casia Suite #4M440 San Juan PR 00921-3201 To all Offerors/Bidders

36C24819Q0770 08-15-2019

X X

Title: Fire Alarm System Maintenance/Monitoring Service

1. This amendment is issued to provide response to questions. See continuation page.

2. The due date for quotation chage from August 16, 2019 to August 22, 2019.

Question 1. How many panels have monitoring service and which communication patch are using: POTS, Internet, Wireless… etc.? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q1: Only one panel serves as the off-premises 24/7 remote calling station emergency forces notification. It currently uses a telephone line POTS.

Question 2: How many panels does not have the communication module installed and which path will be using for monitoring service? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q2: There’s 8 FACP, 7 of them report signals to one of the EST panels located in Main Building. There is a fire alarm upgrade project that will eventually replace the Siemens Cerberus and the EST panels located in Main Building.

Question 3: Page 1, sec 1.1.2.c: Please, clarify with samples the following: "Performing repairs within 4 hours..." What's happens if takes more time? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q3: Fire alarm maintenance personnel shall arrive within 4 hours to initiate maintenance and repairs. If repairs cannot be made within 4 hours, then a risk assessment shall be conducted to determine the if a fire watch may need to be implemented. (More information at NFPA 72-2016 26.4.6.6.4)

Question 4: Specs indicates that 2 techs needs to be in site with reporting in a daily basis, but page 7, section 3.3.4 indicates visual inspections report will be 3 times weekly. Section 3.3.7 indicates to perform as indicated in the NFPA. NFPA 72 14.3.1.2 indicate that: in monitored systems the FACP status must be visually inspected ANNUALY. (This happens because any trouble, supervisory or alarm will be reported to the monitored station). Also, in the same paragraph NFPA indicates that Not Monitored systems must be visually inspected weekly.

Please, confirm the frequency of these inspections and reports because it will be a substantially impact the man hours / cost.

From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q4: The Contractor shall have a minimum of two qualified fire alarm technicians working on site preventive maintenance and exclusively for the fire alarm maintenance contract during normal working hours Monday to Friday. A contractor representative in charge shall report to the Safety Office for daily coordination. This personnel may work with the company require inspection and testing; however, their main responsibility is the daily maintenance and operation of the system.

Question 5: The normal inspection working hours are set to Mon-Friday 8am - 4:30pm. Which and how many inspections requires to be performed after hours? When will be runs the audio test? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q5: The contractor will generally perform job functions, during normal duty hours between 8:00 a.m. and 4:30 p.m. Contractor shall check out keys from Operation Control Center for inspection and testing purposes and shall return keys daily. A contractor representative in charge shall report to the Safety Office upon arrival and prior to leaving each work day. All routine work shall be performed between the hours of 8:00 am to 4:30 pm, Monday thru Friday unless otherwise requested and approved in advance by the Safety office. During afterhours and weekend work, the contractor shall contact Operation Control Center for access to necessary areas.

Question 6: Specs indicates that the system have to be "Fully operational without trouble, supervisory, ground fault and alarms signals". Please, explain how to proceed when the fault is a consequence of a construction, lack of spare parts, water damage, or any circumstance out of the normal system operation. What's will happen when the system will be partially out of duty? Who's responsible for the Fire Watch (P5, sec 3.m.4)? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q6: Refer to answer on question 3. Means and methods to implement an Interim Life Safety Measure (i.e. Fire Watch) will be taken based on the extend of FA system impairment. It is normally not expected for the contractor to perform a Fire Watch; the expectation is for them to initiate repairs.

Question 7: P. 4, sec 4.3.1.i - Confined spaces. Expand this definition and bring some samples or a list of devices affected and the areas. From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q7:

Confined Space - An enclosed space which:

a. Is large enough and so configured that an employee can bodily enter and perform assigned work.

b. Has limited or restricted means for entry or exit.

c. Is not designed for continuous employee occupancy.

Permit-Required Confined Spaces:

a. Contain or have a known potential to contain a hazardous atmosphere.

b. Contain material with the potential for engulfment (surrounding and effectively capturing an employee by a liquid or finely divided solid substance) of an entrant.

c. Have internal configurations such that an entrant could be trapped or asphyxiated by inwardly converging walls or floors which slope downward or taper to a smaller cross-section.

d. Contain any other recognized serious safety or health hazard.

A list of identified confined spaces and PRCS will be maintained at the Safety Office. This list will identify all locations having the characteristics of a confined space.

Examples of confined spaces include but are not limited to: 1. Storage tanks, hoppers, silos and boilers. 2. Pits, trenches, sewers, utility vaults and tunnels. 3. Ventilation/exhaust ductwork and air handlers.

Question 8: Does any area with asbestos that will impact the maintenance? If yes, can you provide the list of the devices that are impacted and how to proceed with the inspections? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response8: Asbestos Containing Building Material (ACBM) is located in Building 1. A current inventory of locations is available at the Safety Office. Contractor will be required to follow asbestos established operation and maintenance procedures when working in asbestos regulated areas. (i.e. above the ceiling spaces)

Question 9: NFPA 72 7.2 indicates a minimum required documentation, the compilation documents, inspection, records of testing & maintenance documentation, document accessibility, safety, etc. Are these in compliance? If not, which part? Is the Data Base and the password of all the equipment will be available? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q9: Refer to schedule of Deliverables. All reports will comply with NFPA format and specific TJC documentation requirements that include the following elements:

Name of the activity Date of the activity Inventory of devices, equipment, or other items Required frequency of the activity Name and contact information, including affiliation, of the person who performed the activity NFPA standard(s) referenced for the activity Results of the activity

Databases and passwords will be available.

Question 10: P44 sec c. 3. indicates Employee class and the wage -fringe benefits. How is listed or considered the second technician, as a technician or as an helper? Also, If the monitoring service is sub-contracted, how do you need to be validated the alarm monitor wage? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q10: The Contractor shall have a minimum of two qualified fire alarm technicians working on the preventive maintenance and exclusively for the fire alarm maintenance contract during normal working hours Monday to Friday.

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement.

Monitoring service is usually procured as a fixed rate monthly service fee.

The solicitation Section D provide information of applicable US Department of Labor Wage Determination No. 2015-5707 and FAR 52.212-5 paragraph (c) (3) list the wages and fringe benefits per hours applicable for this procurement.

Question 11: We understand that you have equipment and installation under warranty at the moment. How are we going to repair without voiding the warranty? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q11: By ensuring that repairs and maintenance is done by specific equipment factory qualified technicians.

Question 12: Is it clear that this contract does not include the maintenance (Mechanics) of the damper and doors? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q12: Correct, this type of repairs/maintenance (if necessary) will require coordination with VACHS Safety and/or Facilities Management Service (FMS).

Question 13: As a value engineering, can we use an inspection manager software from Notifier? This application helps us with the inspection management and reports. Also complies with NFPA . Please see attached cut sheet. From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q13: You may use this software provided that it meets the documentation requirements of NFPA and the above listed TJC elements (see response to Q9). Documentation will be reviewed by VACHS Safety Office.

Question 14: Can we considering that the technicians will have assign a vehicle parking space, a safe tools and inventory room, access keys and cards for all areas? If not, how many devices inspections will be impacted? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q14: VACHS will coordinate to provide vehicle parking space if necessary. Fire Alarm Technicians are provided with a room where they can store tools, parts and limited office space. Access to areas will be coordinated with FMS and VA Police Service.

Question 15: Do you have spare parts in house? If not, are you considering to have spare parts in house? From: ARA Security Integrators, Mr. Roberto Galindo, Sales Manager.

Response Q15: We have few in stock for EST and Notifier. We are considering expanding our inventory based on need and availability.

Question 16: From: The personnel assigned to this project is to report daily from Monday through Friday as per our conversation with Mr. Jorge Rivera Roque. Is there a specific number of daily hours dedicated to monitoring the system? From: Freedom Construction Management, LLC., Robert Taylor, President.

Response Q16: The Contractor shall have a minimum of two qualified fire alarm technicians working on the preventive maintenance and exclusively for the fire alarm maintenance contract during normal working hours Monday to Friday.

The fire alarm is required to be on a 24/7 monitoring service via telephone line which will serve as a remote calling station for off-site emergency forces notification.

Question 17: I understood that you are in the process of modernizing some or part of existing system. Do you already have the equipment that will be replacing the existing one? If you don't, will you be requesting a quote for the equipment needed? From: Freedom Construction Management, LLC., Robert Taylor, President.

Response Q17: There is a construction project already underway to replace the existing EST system in our Main Building, as well as the Siemens Cerberus located in OPA building. Estimated completion for this project is August 2020. Once completed, all occupied buildings will have Honeywell Notifier system except for the South Bed Tower (SBT) that will remain on EST. There is no proposed project to upgrade SBT at this time.

image1.emf