36C25619Q0266-0003002.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR THE TESTING AND INSPECTION OF THE FIRE ALARM AND FIRE

SPRINKLER SYSTEMS

1. General Requirements: Contractor shall furnish all personnel, certification, labor, tools, equipment, materials, vehicles, supervision, and other items necessary to perform quarterly, semi-annual, annual, and biennial inspections, and test at the Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock (LR) and North Little Rock (NLR), according to the specifications listed below. Any available fire alarm system, fire damper, and HVAC plans will be available for use upon award of contract. All work shall be done and documented in accordance with the current National Fire Protection Agency (NFPA) Code requirements. All work shall be conducted by personnel licensed or otherwise qualified according to NFPA and state fire codes.

Our primary goal is to provide safe, accurate, comfortable treatment and diagnostic work. The construction project is secondary. The contractor shall plan for cleanliness, dust proofing, quietness, etc., as needed.

2. Quarterly: all work shall be completed by the end of December, March, June, and September: The quarterly, semi-annually, and annually inspections shall be completed no later than December, March, June, and September, respectively. See Section 6, Documentation for test and inspection reporting requirements.

2.1 Test and inspect fire protection system equipment to include the following. Document all items.

2.1.1 Verify that all alarm devices are properly received at the alarm panel.

2.1.2 Verify that all trouble signals are properly received at the alarm panel.

2.1.3 Check that all fire alarm panels are not obstructed and show no visible sign of damage.

2.1.4 Check fire alarm panel batteries for proper operation. Perform visual inspection for corrosion or leakage. Check and ensure tightness of connections. If necessary, clean and coat battery terminals or connections.

2.2 Test off-premises emergency services notification transmission equipment and document.

2.3 Inspect all fire department connections, valves and post indicator valves. Verify connections are visible and accessible, not damaged, caps or plugs are in place, identification sign is in place and automatic drain is working properly. Document all findings.

3. Semiannually: all work shall be completed no later than the end of December and June:

See Section 6, Documentation for test and inspection reporting requirements.

3.1 Test all valve tamper switches and water flow devices.

4. Annually (1st): All work shall be completed no later than the end of December: See Section 6, Documentation for test and inspection reporting requirements.

4.1 Testing of all sprinkler system and fire alarm devices (e.g. smoke detectors, heat detectors, flame detectors, duct detectors, manual pull stations, speakers, strobes/lights, fire/smoke doors, fire/smoke dampers, supervisory devices, and any other fire alarm devices connected to the Edwards System located throughout the LR Campus of the medical center. This includes all floors, Ground through 9th floor penthouse, and document findings.

4.2 Test occupant alarm notification devices, including all audible devices, speakers, and visible devices.

4.3 Test all automatic smoke-detection shutdown devices for air-handling equipment.

4.4 Inspect and test fire and smoke door assemblies and document all test results. Each test shall be performed as follows.

4.4.1 Conduct an operational test to verify that the assembly will close under fire conditions and then reset the assembly. Send alarm signal and ensure doors close properly with proper clearances and latching.

4.4.2 Notify the Contracting Officer Representative (COR) of any deficiencies by the end of the day of the test.

4.3 Test all emergency exit doors. Press panic hardware and ensure door releases in 30 seconds. Press override button and ensure door releases.

4.4 Test FM-200 suppression systems for proper operation.

4.5 Test fire alarm panels, and system batteries as follows:

4.5.2 Charger test - With the batteries fully charged and connected to the charger, place an ampere meter in series with the battery under charge. The charging current shall be in accordance with the manufacturer’s recommendations for the type of battery used. In the absence of specific information, to of the battery rating shall be used.

4.5.3 Discharge test--With the battery charger disconnected, load test the batteries following the manufacturer’s recommendations. The voltage level shall not fall below the levels specified.

4.5.4 Load voltage test--With the battery charger disconnected, measure the terminal voltage while supplying the maximum load required by its application. Under load, the float voltage for the entire battery shall be 1.42 volts per cell, nominal. Cells shall be measured individually.

Semi-Annually (2nd): All work shall be completed no later than the end of June:

See Section 6, Documentation for test and inspection reporting requirements.

4.6 Conduct main drain test at all system risers. Record the static water supply pressure as indicated on the lower pressure gauge. Open the main drain and allow water flow to stabilize.

Record the residual water supply pressure while water is flowing from the main drain as indicated on the lower pressure gauge. Close the main drain (slowly).

4.7 Test fire pumps under flow according to NFPA 25, Chapter 8. Provide results in tabular and graphical forms and compare collected fire pump test information to manufacturer’s specifications. Recommend corrective actions for any deviations greater than 5%.

4.8 Maintain and test all fire hydrants. Lubricate operating nut, lubricate packing, lubricate thrust collar, and operate the fire hydrant with water discharging for not less than one minute to verify adequate pressure and capacity.

5. (every six years): Conduct testing of the required fire and smoke dampers.

5.1. All required dampers for JLM and NLR (building 170) will be tested by June 2019.

6. Infection Control Requirement:

Infection control requirements for fire alarm and sprinkler testing will fall under class 1.

Responsibilities for the contractor include execute work by methods to minimize raising dust, and immediately replacing any ceiling tiles displaced for inspection. The government will provide replacement tiles as needed.

7. Security Requirements:

a) BACKGROUND CHECKS and IDENTIFICATION BADGES

i) Contractor and Subcontractor personnel that work on any VAMC property must consent to Background Checks or shall be denied access to the VAMC facilities.

Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

ii) Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

iii) Department of Veterans Affairs requires all Contractor employees to have a VAMC issued Identification Badge and wear it always while at the VAMC facilities. This ID badge shall be issued by the VAMC security office under its rule for issuance.

Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAMC issued ID badge. When an employee leaves the Contractor’s service or the Contract is terminated, the employee’s badge shall be returned to the VAMC immediately.

b) Reporting:

i) Contractor will report to ******* prior to and immediately after completion of inspection and testing

ii) Contractor employee(s) will wear identification badges provided by VA when working on the VA campus or VA leased property

iii) Keys may be picked up and returned (at the end of each day) ****

Prior to going to the COR, the contractor will:

• report to ********* to schedule an appointment time with the COR

7. Documentation:

a. The inspection reports shall be electronic /computer generated format and include all applicable information shown in NFPA 25, Annex B.

b. All inspection forms or reports must be computer generated or type written. Facsimile or handwritten copies of the reports are not acceptable.

c. All reports will cross-reference the applicable NFPA section and the Joint Commission Element of Performance from the Hospital Accreditation Standard for the most current version of the accreditation standard.

d. All deficiencies will be given a unique identifying number to facilitate coordination of corrections with the maintenance/repair and installation contractor.

e. If the problem was an emergent condition or not identified during an inspection, this should be noted on the report.

f. Documentation will include a listing/inventory of all devices inspected/tested, the time of test and their location, including non-addressable items.

g. These reports will be provided no more than three (3) working days following the fully completed building inspection.

h. Reports will clearly identify specific testing or maintenance, repair or replacement of any associated piece of equipment.

i. Results of testing. For most devices this shall be pass or fail, but for main drain tests, fire pump flow test and some others, the report shall include the results described above under those tests.

j. The Contractor will meet daily during the first two weeks of the month and any additional days while at the facilities with the COR to review the work plan and findings.

Scheduling of Services:

a. Various inspection and testing services may need to be scheduled for the evening or night to prevent disruption of patient care.

b. All work will be scheduled through the COR.

c. Restoration of normal life safety services will be completed at the end of each shift.

d. All devices and systems tested along with their locations.

e. Results of testing. For most devices this shall be pass or fail, but for main drain tests, fire pump flow test and some others, the report shall include the results described above under those tests.

f. A detailed summary of deficiencies and recommendations at the end of the report including specific locations of any problems.

g. The inspection date on each page of each report.

h. Documentation shall be issued no later than two weeks after each inspection and sent directly to the COR. Reports may be sent electronically to meet this requirement.

i. Prior to the first visit, contractor shall submit a schedule, list of devices and sample documentation sheets for COR approval.

j. Central Arkansas Veterans Healthcare System (CAVHS) reserves the right to withhold payment if reports are not received within two weeks of each inspection and/or upon review they do not meet the requirements of this Performance Work Statement.

8. CAVHS FIRE PROTECTION SYSTEM DEVICE LIST:

The Fire Protection System Device List is attached at the end of this document.

9. Signing In and Out:

Prior to each visit to the facility, Contractor’s service representative shall notify the COR of the visit. For each visit to the facility, the Contractor service representative shall report to the office below, both upon arrival and prior to departure, to sign "in" and "out" on the service log. Service log entries may be used in substantiating invoice validity.

Unless special arrangements are made work is to be completed Monday-Friday (excluding federal holidays) between 7:30 a.m. and 4:30 p.m. Elevator recall testing may be required very early in the morning or after hours.

Office Location Phone

Safety, Room 7B-101 Building JLM 7th Floor Safety Office

501-257-4349 501-257-6638

10. Contract Administration and Performance Monitoring:

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Contractor must demonstrate their technicians are Certified as Arkansas Licensed Fire Alarm Technician as stated in the PWS. The COR and Program Manager (PM) will assist by monitoring contractor performance and reporting the findings to the CO. The COR shall be designated on the authority of the Contract Officer (CO) at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the CO of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR.

11. Changes to Contract or Performance Work Statement (PWS): Changes to this PWS or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

Inherently Governmental Functions:

Contractor shall not perform any Inherently Governmental functions in accordance with FAR Part 7.5.

12. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

QUALITY CONTROL: Quality Control is the responsibility of the contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government. The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met.

The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances;

procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation.

13. Quality Assurance Surveillance Plan (QASP)

The purpose of this plan is to provide both the government and Contractor with a means to ensure services described herein are to be performed in accordance with the Performance Work Statement or PWS. This QASP is a part of this PWS and of the contract.

Tasks Performance Standard (PS)

Acceptable Quality Level or AQL

(Maximum allowable deviation from PS)

Method of Surveillance

Percentage of Contract Price Line

Item

Incentives

Quarterly Test

1. Quantity:

100% of all applicable components specified under section II of the PWS must be completely tested.

0%

Direct Observation, Random Inspection and Inspection of reports

100%

Exercise of Option Period and Past Performance.

Acceptable Quality Level or AQL

(Maximum allowable deviation from PS)

Method of Surveillance

Percentage of Contract Price Line

Item

Incentives

2. Promptnes s: all work to be done by the end of December, March, June, and September.

0%

Direct Observation and Inspection of Sign-in/Sign-out log

100%

Exercise of Option Period and Past Performance.

3. Report Quality:

reports to be completed in accordance with section VI of the PWS where applicable

0% Inspection of reports 100%

Exercise of Option Period and Past Performance.

4. Report Promptness:

reports to be submitted within 2 weeks after the services provided

One report not submitted within 2-week timeframe but no later than the third week after work was done

Inspection of reports 100%

Exercise of Option Period and Past Performance.

Semi-annual

Test

1. Quantity:

100% of all applicable components specified under section III of the PWS must be completely tested.

0%

Direct Observation and Inspection of reports

100%

Exercise of Option Period and Past Performance.

2. Promptnes s: all work to be done by the end of December, and June.

0%

Direct Observation and Inspection

100%

Exercise of Option Period

Acceptable Quality Level or AQL

(Maximum allowable deviation from PS)

Method of Surveillance

Percentage of Contract Price Line

Item

Incentives

3. Report Quality:

reports to be completed in accordance with section VI of the PWS where applicable

0% Inspection of reports 100%

Exercise of Option Period and Past Performance.

4. Report Promptness:

reports to be submitted within 2 weeks after the services provided

One report not submitted within 2-week timeframe but no later than the third week after work was done

Inspection of reports 5%

Exercise of Option Period and Past Performance.

Annual Test

1. Quantity:

100% of all applicable components specified under section IV of the PWS must be completely tested.

0%

Direct Observation and Inspection of reports

100%

Exercise of Option Period and Past Performance.

2. Promptnes s: all work to be done by the end of December.

0%

Direct Observation and Inspection of reports

100%

Exercise of Option Period and Past Performance.

3. Report Quality:

reports to be completed in accordance with section VI of the PWS where applicable

0% Inspection of reports 20%

Exercise of Option Period

Acceptable Quality Level or AQL

(Maximum allowable deviation from PS)

Method of Surveillance

Percentage of Contract Price Line

Item

Incentives

4. Report Promptness:

reports to be submitted within 2 weeks after the services provided

One report not submitted within 2-week timeframe but no later than the third week after work was done

Inspection of reports 5%

Exercise of Option Period and Past Performance.

Annual Testing of

Fire Hydrants

1. Quantity:

100% of all applicable components specified under section III of the PWS must be completely tested.

0%

Direct Observation and Inspection of reports

70%

Option Period and Past Performance.

2. Promptnes s: all work to be done by June

Work not done by June but no later than July 15th

Direct Observation and Inspection of reports

5%

Exercise of Option Period and Past Performance.

3. Report Quality:

reports to be completed in accordance with section VI of the PWS where applicable

0% Inspection of reports 20%

Exercise of Option Period and Past Performance.

4. Report Promptness:

reports to be submitted within 2 weeks after the services provided

Report submitted no later than the third week after the test was completed

Inspection of reports 5%

Exercise of Option Period

Acceptable Quality Level or AQL

(Maximum allowable deviation from PS)

Method of Surveillance

Percentage of Contract Price Line

Item

Incentives

Testing of Fire and Smoke

Dampers

1. Quantity:

100% of all applicable components specified under section III of the PWS must be completely tested.

0%

Direct Observation and Inspection of reports

70%

Option Period and Past Performance.

2. Promptness:

all work to be done by December November 2019

0%

Direct Observation and Inspection of reports

5%

Exercise of Option Period and Past Performance.

3. Report Quality: reports to be completed in accordance with section VI of the PWS where applicable

0% Inspection of reports 20%

Exercise of Option Period and Past Performance.

4. Report Promptness:

reports to be submitted within 2 weeks after the services provided

Report submitted no later than the third week after the test was completed

Inspection of reports 5%

Exercise of Option Period

13. Performance Measures:

a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the Contractor and the CO. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Deficiency Report (CDR), and present it to the Contractor's Point of Contact (POC).

The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor must present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

14. Inspection of Systems and Devices: Central Arkansas Veterans Healthcare Systems (CAVHS), Fire Protection System Devices. Contractors shall perform all inspection in accordance with the PWS.

Central Arkansas Veterans Healthcare System (CAVHS) Fire Protection System Devices

Systems/Devices Inspection Location Quantity

Fire Department connections Quarterly 59 Control Panels (CPU) Quarterly 3

Post Indicator Valve (PIV) Quarterly 1 Emergency Services notification (Dialer) Quarterly 1

Annunciator at Red Atrium Entrance into building

Semi-Annually 1

Sprinkler Waterflow Switch Semi-Annually 70 Sprinkler Tamper Switch Semi-Annually 80

FM-200 Suppression Systems in NLR Batteries (9V)

Floor Smoke Detectors Ceiling Smoke Detectors

Nozzles Bells

Speakers Strobes

Manual release Circuit Abort Circuit Tank/Cylinder

Semi-Annually

Main drain tests on all risers Annually Flow testing (hydrants) Annually 8

Antifreeze Loop System (for fire hoses) in conjunction with Sprinkler Riser

Annually 2

Multiplex Transponders Annually 7 Wet System testing and inspecting per

NFPA 25

Annually 1

Fire Pump (including Jockey Pump) inspecting and flow test

Annually 2

Roll-down fire door Annually 3 Horizontal rolling fire door Annually 1

Backflow preventer testing and inspecting

Annually 3

Smoke Detectors, analog Annually 250

Battery-Operated Smoke Detectors

(replace batteries 9V)

Annually

7B-150, 7B-152, 7B-153, 7B-155, 7B-156, 5D-130, 5D-119, 2A-105, 2A-103, 2A-106, 1F-147, 1F-148

Duct Smoke Detectors Annually 110 Edwards EST Fire Alarm panel inspection/test Annually

Heat Detectors Annually 59 Flame detectors Annually 3

Pull stations (single or double action) Annually 150 Door holders Annually 214

Magnetic locked stairway doors with

Wander guard system

Annually stairways on 4B, 4C, 4D, 5E, 6D, 1F; hall next to exam room 1D-113;

hallway between waiting room and ER exit (by 1D- 125); near exit door to ambulance emergency entrance door (1D-127G);

1D-141 hallway to Orange Atrium; GCRC stairwell)

Audio /Visual devices Annually 55 Speaker devices Annually 160

Visual only signal devices Annually 120 Air handler shutdown devices Annually 35

Damper control relays Annually 75 Sprinkler system main drain test on all risers Annually 9

All sprinkler valves are to be inspected Annually Required fire dampers Every six years 300

Required smoke dampers Every six years 300

PARTS

(a) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

End of Performance Work Statement