PWS- Fire Extinguisher and Suppression Maintenance 06-28-23.docx

Performance Work Statement (“PWS”) Fire Extinguisher and Suppression System Maintenance North Florida/South Georgia VA

1. INTRODUCTION

The North Florida South Georgia Veterans Health System is required to provide a healthy and safe environment for patients, employees and visitors. One way in which this is achieved in through compliance with inspection and testing requirements established in the Life Safety Codes and other Fire Safety Standards by the National Fire Protection Association (NFPA). These inspection and testing services are required to ensure that any potential safety concerns by staff, visitors, and patients are mitigated to the maximum extent possible. This will help ensure the success of the VA’s mission to care for our nation’s Veterans.

2. BACKGROUND

The contractor shall provide supervision, labor, tools, parts and materials to perform all-inclusive annual, five (5) and six (6) year inspections, maintenance and monthly inspections of all fire extinguishers, Kitchen Fire Suppression and Gaseous and/or Clean Agent suppression systems at the Malcom Randall VA Medical Center, located at 1601 South West Archer Rd Gainesville FL 32608 and Lake City VA Medical Center, located at 619 South Marion Avenue, Lake City, Fl. 32025. Contractor shall provide inspection and maintenance in a manner which ensures the safe and continuous operation of all equipment listed in accordance with commercial practices or manufacturer's specifications National Fire Protection Association (NFPA). The period of performance shall be from July 13, 2023 to July 12, 2024 with four (4) one-year renewable option periods that shall be exercised at the Governments discretion.

Fire Extinguishers and Hood systems shall be inspected in accordance with (IAW) all applicable NFPA Codes (10, 96 and 2001) and the Joint Commission Elements of Performance (EP) for EC.02.03.05, EP 13 – Kitchen Extinguishing Systems EP 14 – Gaseous extinguishing Systems (no discharge required), EP 15 and 16 Portable Fire Extinguisher Maintained and Inspected.

The National Fire Protection Association (NFPA) requires that portable fire extinguishers be inspected, tested and maintained in accordance with (IAW) NFPA 10 and Suppression Systems and be maintained in accordance with (IAW) NFPA 96. The VA adopts the latest edition of the NFPA Codes. This service is also required to conform with the requirements of The Joint Commission and OSHA.

NFPA website http://www.nfpa.org/codes-and-standards/document-information- pages

3. SCOPE

The Contractor shall provide all labor, supervision, tools, equipment, and technical expertise necessary to perform inspections, testing and repairs as specified in NFPA 10, 96 and 2001. Contractor inspection staff will be escorted once by VA staff and will be provided locations of all fire extinguishers in writing for future reference. It will be the responsibility of the Contractor to ensure that they have an alternate with knowledge of the facility to complete the monthly inspections:

NFPA website http://www.nfpa.org/codes-and-standards/document-information- pages The following Fire Extinguishers will be inspected:

A. Lake City VAMC, 619 S. Marion Avenue, Lake City, Fl. 32025:

1) 2.5- pound type ABC dry chemical – 3

2) 10-pound type ABC dry chemical – 225

3) 5-pound type Carbon Dioxide - 9

4) 6-liter type K extinguisher – 10

5) 2.5-gallon Water Extinguisher - 2

6) 20-pound type Purple K extinguisher – 1

1 - Pre-engineered PyroChem Hood Suppression system in Canteen including fusible links 1 - Pre-engineered PyroChem Hood Suppression (Main Dietetics kitchen) including fusible links 5 - Guardian System residential type system CLC (one on each floor)

Hydro testing of systems in accordance with applicable NFPA standard frequencies (to include replacement of chemical suppression agent)

The semi-annuals are due in August, annuals in February on all systems

B. Malcom Randall VAMC 1601 Archer Rd Gainesville, Fl. 32608:

7) 2.5-pound type ABC dry chemical – 2

8) 10-pound type ABC dry chemical – 421

9) 5-pound type ABC dry chemical - 95

10) 10-pound type Carbon Dioxide - 29

11) 6-liter type K extinguisher – 6

12) 2.5-gallon Water Extinguisher - 4

13) 20-pound type Purple K extinguisher – 3 Number of systems 1 – Pre-engineered suppression system (Bldg. 12) including 1 fusible links 1 – Sapphire Clean Agent System (Two Tank Combined System) Main Hospital 2 – Kidde IND. Dry Chemical System (Protecting HAZMAT/Radioactive Storage Trailers) including 4 fusible links & 2 fusible links

Hydro testing of systems in accordance with applicable NFPA standards (to include replacement of chemical suppression agent)

The semi-annuals are due in August, annuals in February on all systems

4. PERFORMANCE REQUIREMENTS

A. All work is to be completed between the hours of 8:00 AM and 4:30 PM, Monday through Friday unless otherwise specified or agreed upon.

B. Monthly fire extinguisher inspections shall be conducted on the second week of the month. If additional work dates are required to complete the monthly inspections, they shall be scheduled with the VA COR or designated Safety Staff.

C. The invoice must include the building(s) inspected, work performed, number and types of fire extinguishers or suppression systems inspected, dates work performed, testing interval, discrepancies noted, inspectors’ identification and components tested and maintenance performed.

D. There are to be daily start and end briefings so that it may be known what is expected to be completed that day and what has been completed and if fire extinguishers were not able to be located.

E. Once all work has been completed, a final briefing will be conducted to advise as to if there were any issues/discrepancies or deficiencies noted with the work that was performed.

5. SCHEDULE OF DELIVERABLES

A. Annual/Semi-annual maintenance and testing for the fire extinguishers is to be conducted following all requirements listed in the latest edition of NFPA 10. A certified technician trained in accordance with NFPA 10 shall be sent out to conduct the work being performed the fire extinguishers. Annual/Semi-annual maintenance and testing for the hood suppression systems are to be conducted following all requirements listed in the latest edition of NFPA 96. A certified technician trained in accordance with NFPA 96 shall be sent out to conduct the work being performed on the hood suppression systems. Annual/Semi-annual maintenance and testing for the Clean Agent suppression systems is to be conducted following all requirements listed in the latest edition of NFPA 2001. A certified technician trained in accordance with NFPA 2001 shall be sent out to conduct the work being performed on the hood suppression systems. The annual maintenance of fire extinguishers is to include a dusting/cleaning/wipe down of each unit, re-installation of tamper seals and contractor provided tags dated with the current month & year inspection was completed. Semi and Annual maintenance and testing of clean agent, kitchen and gaseous suppression systems will include all requirements in NFPA 96 and 2001; contractor will (if required) replace all fusible links, cleaning and directional maintenance of spray nozzles and supplying appropriate inspection tags and documents for each inspected unit/system.

1) This maintenance/inspection will be documented on a mutually agreed upon tags (contractor furnished) provided on each extinguisher/system and for fire extinguishers will include the month/day/year and initials of the technician. The documentation from the General Contractor shall show Building, floor, physical location, device type, serial number, date inspected, condition & manufacture date of fire extinguishers inspected. The inventory log that the VA Safety Office maintains will also have all that information for guidance. Five-year test for the bottled Extinguishing systems. Fire Extinguishers – For K-Class & Purple K fire extinguishers, every five years the fluid in the tanks needs to be replaced. For ABC fire extinguishers, ever six years the chemical powder in the tanks needs to be replaced - this is a five-year contract. If the extinguisher is approaching its hydrostatic testing date, contact the COR for guidance on replacement.

2) Fire extinguishers brought to the facility i.e. replaced or exchanged will be new and will have the same or younger birthday/hydrostatic test date to prevent the loss of use for the Government.

3) Fire extinguishers that are exposed to elements on a regular basis shall have inspection tags with the date that the monthly and annual inspection was conducted properly affixed to the unit. The decal should be in sticker form.

4) The inspection will also be annotated on the inventory log provided by the VA verifying that the extinguisher received the required annual maintenance.

5) Semi and Annual maintenance and testing of Kitchen/Gaseous/Clean Agent Fire Suppression Systems will include all requirements in NFPA 96 and 2001 and will replace all fusible links (when required), cleaning and directional maintenance of spray nozzles and supplying appropriate inspection tags and documents for each inspected unit/system.

6) Provide and maintain on both sites, no less than 10 additional fire extinguishers of all types at the facility at all times. The additional extinguishers will be stored in the VA Engineering Warehouse, and placed in a location, and captured on the activity log, as needed.

6. INSPECTIONS

A. All work performed shall be subject to inspection by the COR (or his/her designee). Any deficiencies in work performed shall be corrected on the spot.

1) The contractor shall inspect and perform all monthly, semiannual, and annual refilling and recharging of all portable fire extinguishers and Kitchen, Gaseous and Clean Agent suppression systems IAW (“IAW”) current editions of NFPA 10, 96 and 2001, applicable VHA Standards and Attachment I of this PWS and is labeled Fire Extinguishers and locations. Tag each extinguisher showing at a minimum: name of company and technician inspecting, date of inspection, and any repairs that were required. Contractor is not responsible for any extinguishers that are missing, however should notify the Safety Department at 352-376-1611 ext. 107605.

B. Monthly Inspections

1) The contractor shall inspect IAW NFPA 10 and, if necessary, replace deficient or discharged extinguisher.

2) Sign off on inspection tag with Month, Day & Year & then initial in the appropriate box.

3) The contractor will refill, replace tamper tag or pull pins on extinguishers as needed monthly.

4) Sign off on inspection log with Month, Day & Year & then initial in the appropriate box and return inspection log to Safety Department at the end of each day.

5) Detailed inspection log to include extinguisher number, device type, location, manufacture, 5/6-year inspection date, condition, and whether it was inspected or not.

C. Semi Annual Kitchen/Gaseous/Clean Agent Suppression System Inspection

1) All actuation and control components, including remote manual pull stations, mechanical and electrical devices, detectors, and actuators, shall be tested for proper operation during the inspection in accordance with (IAW) the manufacturer’s procedures and IAW NFPA 96 and 2001

2) Fusible links of the metal alloy type and automatic sprinklers of the metal alloy type shall be replaced at least semiannually. IAW NFPA 96

3) The year of manufacture and the date of installation of the fusible links shall be marked on the system inspection tag. IAW all applicable NFPA Codes

4) The tag shall be signed or initialed by the installer IAW all applicable NFPA Codes

D. Annual Inspections (Fire Extinguishers and Suppression Systems)

1) The contractor shall inspect IAW NFPA 10 and if necessary, replace deficient extinguisher.

2) Replace tamper tag, replace inspection card and punch the required areas IAW NFPA 10.

3) All actuation and control components, including remote manual pull stations, mechanical and electrical devices, detectors, and actuators, shall be tested for proper operation during the inspection in accordance with the manufacturer’s procedures. IAW NFPA 96

4) Fusible links of the metal alloy type and automatic sprinklers of the metal alloy type shall be replaced at least semiannually. IAW NFPA 96

5) The year of manufacture and the date of installation of the fusible links shall be marked on the system inspection tag. IAW NPFA 96

7. RECORD KEEPING AND DOCUMENTATION

1) The Contractor shall receive the monthly inventory record on all extinguishers, provided by the VA Safety Department. The inventory record consists of a computer-generated map and detailed listing of the facility showing each extinguisher, type, size, location, serial number, condition, place for initials and manufacture date. A copy of this inventory shall be sent via email to the contractor and then returned to the VA Safety Department after each inspection.

2) Throughout each contract year, the contractor shall perform the following inspections/tests before their respective due dates, at the following locations:

GVL – 12 Monthly Fire Extinguisher Tests 1 Fire Extinguisher Annual Test (June) 2 CLC Hood Fusible Links (Feb, Aug) 2 Sapphire Systems (Feb) 2 Dry Chemical Systems (Feb, Aug) 2 Canteen Hood (Feb, Aug)

LC - 12 Monthly Fire Extinguisher Tests 1 Fire Extinguisher Annual Test (June) 2 Canteen Hood Fusible Links (Feb, Aug) 2 Main Kitchen Suppression (Feb, Aug) 2 Guardian Systems (Feb, Aug)

3) Invoices shall be submitted monthly and need to indicate the type of system and testing that was completed for that month. All invoices shall be submitted electronically as indicated in VAAR Clause 852.232-72 of the Contract Award (SF 1449).

8. SPECIAL REQUIREMENTS

a. Inspection Requirements

i. All fire extinguishers are to be inspected in one month and documented properly as to reflect the Month, Day & Year with initials of the inspector.

ii. Anytime an extinguisher is removed for inspection, maintenance and recharge/repair the contractor shall provide (free of charge) a replacement extinguisher until above mentioned is completed and original extinguisher is placed back in service.

b. Safety Regulations.

i. All applicable safety regulations shall be observed during performance of this contract.

ii. The VA Industrial Hygienist and/or Safety Officer shall have full authority to see that the Contractor obeys all safety rules and regulations relative to the performance of this contract.

iii. Contractor shall provide (and maintain) evidence that all Contractor employees performing services under this contract have completed the necessary training and obtained necessary certification to perform such inspections on the equipment.

c. Contractor Qualifications

i. For the life of the contract, trained and certified person(s) (who have undergone the factory training for the specific type and brand of portable and wheeled-type fire extinguishers) will perform inspections. Certification by an organization acceptable to the authority having jurisdiction (AHJ); or registration, license or certification by the state; and IAW NFPA 10 and 96, to maintain, service, and recharge all portable and wheeled fire extinguishers will demonstrate certification. Provide certificate(s) upon request. The certified person(s) shall have available the appropriate manufacture’s service manual(s), the proper types of tools, recharge materials, lubricants and manufacturer’s recommended replacement parts or parts specifically listed for use in the fire extinguisher and IAW NFPA 10 and 96.

d. Security and Access.

i. All Contractor personnel must check in with the COR upon arrival at the medical facility, and report to VA Police Services to receive a temporary identification badge. Contractor Personnel must be clearly identified by company uniforms and name tags when on VA premises.

ii. BADGES – All Contractor personnel are required to wear VA issued identification (ID) badges during the entire period during which they are on VA grounds. ID badges must show an identification picture, name of the individual, and the represented company. Badges are to be returned to the Safety Office at the end of each day.

iii. PARKING – It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Security Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

iv. SMOKING – Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas.

v. A VA Safety Office employee will assist or provide entry key for locked areas. VA will provide keys to contractor for majority of areas. Those locked areas requiring VA assistance will require approximately one-half hour notice from the contractor to the VA. VA will furnish no tools, supplies or employees to assist with inspection and test work.

e. Hours of Work and Scheduling of Work.

i. Unless otherwise specified in Section 5, all work associated with this contract shall be performed during normal working hours (Monday – Friday, 8:00 a.m. – 4:30 p.m.

f. Work Site Responsibilities. Contractor shall be responsible for ensuring that work area is clean and free of debris upon completion of work. Any hazardous conditions shall be reported to the COR immediately.