RFQ Statement of Work Revised Final 0002.pdf

36C25625Q0217

B.4 PERFORMANCE WORK STATEMENT

Testing, Inspection, Preventative Maintenance, Repair, and Calibration of Fire Alarm and Fire Suppression Systems

1. GENERAL REQUIREMENTS: The Department of Veterans Affairs (VA), Michael E. DeBakey VA

Medical Center (VAMC) is requesting Quarterly, Semi-Annual, Annual Inspections, Tests, Calibrations, Preventative Maintenance, Repair, Panel and Network Programming, and Maintenance on all the Fire Alarms, to include overhead and swinging doors, and Sprinkler Systems located at 2002 Holcombe Blvd., Houston, TX 77030.

a) The Contractor shall provide inspections to be completed plus or minus 20 days for Semi-Annual Inspections and plus or minus 30 days for Annual Inspections from previous inspection completion dates. Due to these systems being directly related to Veteran patient, VA employee, and visitor safety. This request is considered urgent and compelling to correct system deficiencies that render each system non-compliant with National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA) and Joint Commission requirements. Contractor shall include devices and equipment that may be added on due to construction and renovation activities.

b) This work shall include all correction of identified deficiencies found either through inadvertent alarms, malfunctions of either alarms or sprinkler suppression systems and scheduled inspections or testing by other vendors. All work will be coordinated through the Contracting Officer Representative (COR) and the Contracting Officer (CO), but the Contractor must work closely with his/her Contractor personnel to ensure expeditious resolution of all inspections, maintenance, and repairs.

c) The Contractor shall complete quarterly, semi-annual, and annual inspections, and a different Contractor personnel to complete repair and maintenance. Each deficiency will be given a unique identifier by the Fire Alarm (Notifier System) and Suppression Testing/Inspection contractor. This identifier will be included in all documentation submitted to verify correction along with pertinent device identifiers. All newly installed devices will be given unique identifiers following the same naming pattern as previous devices.

d) Contractor shall provide qualified, licensed personnel performing maintenance repair, testing and shall be factory trained on the systems the Contractor personnel are working on. Contractor shall provide one (1) person per applicable task that is Honeywell Notifier Licensed and National Institute for Certification in Engineering (NICET) Level 2 qualified per NFPA, local fire codes, Texas Department of Licensing and Regulation (TDLR), and approved by the Authority Having Jurisdiction (AHU) as a senior certified technician with each technical personnel having completed the Occupational Safety Health Administration (OSHA) approved 10- hour safety training.

e) Contractor personnel shall complete the following training (manual) prior to start of work at the Michael E. DeBakey VAMC. Contractor required to complete VA Privacy and Information Security Awareness & Rules of Behavior Training (TMS) COURSE #: 10176 “Privacy and INFOSEC & Rules of Behavior.

f) All Contractor personnel and subcontractor personnel requiring access to VA information and VA information systems shall sign and acknowledge (manually) understanding of and responsibilities for compliance within 1 week of the effective date of award of the contract, before being granted access to VA information and its systems; and annually thereafter, as required by the following:

(1) Sign and acknowledge (manually) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

(3) Successfully complete the appropriate VA Privacy training and annually complete required privacy training.

g) The Contractor shall provide to the Contracting Officer and/or the COR (Contracting Officer’s Representative) a signed copy of the Contractor Rules of Behavior for each applicable Contractor personnel within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

1.1 The Contractor shall furnish all labor, materials, parts, equipment, tools, transportation/travel, factory/trained licensed personnel, management, and supervision required to provide Fire Alarm and Fire Suppression Systems Maintenance Inspection and Testing services in accordance (IAW) manufacturer’s instruction manuals and related references, applicable codes and standards. The full listing of the equipment schedule can be found in Section Five (5), titled Equipment Schedule. This is for a Firm Fixed-Price (FFP) Contract. This is for a base, with four (4) additional, one (1)-year options to be exercised at the Government discretion.

2. NON-PERSONAL SERVICES: The government shall neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the government assign work to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer immediately.

3. PLACE OF PERFORMANCE: The place of performance is at the Michael E. DeBakey VAMC, located at 2002 Holcombe Blvd., Building 100, Houston, TX 77030. Main Campus Building Locations:

Building 100 – Main Hospital Building 102 – Maintenance Garage Building 102A – Storage Building Building 103 – FMS Engineering Shops Building 104 – Chiller Plant Building 105 – Boiler Plant Building 105A – Energy Control Building 106 – Generator Plant Building 108 - Police/VISOR/Fitness Center Building 108A – Mental Health Outpatient Clinic Building 109 – Research Building 110 – Admin/Research Building 114 – Pump House Building 120 – Admin Swing Space Building 121 – Vacant (Pending Demo/Rebuild) Building 122 – Vacant (Pending Demo/Rebuild)

Building 123 – CH & P Plant Building 125 – Accounting and Finance Fisher Houses I, II and III Parking Garage

4. PERIOD OF PERFORMANCE: This is for a base, with four (4) additional, one (1)-year options to be exercised at the Government discretion.

Base: March 14, 2025 – September 30, 2025 Option Year 1: October 1, 2025 – September 30, 2026 Option Year 2: October 1, 2026 – September 30, 2027 Option Year 3: October 1, 2027 – September 30, 2028 Option Year 4: October 1, 2028 – September 30, 2029

5. EQUIPMENT SCHEDULE: Description of frequent repair items for Michael E. DeBakey VAMC include:

A. FIRE ALARM REPAIRS

1 Replace Addressable Smoke Detectors 2 Replace Addressable Heat Detectors 3 Replace Addressable Pull Stations 4 Replace 2-Wire Duct Detector 5 Replace 4-Wire Duct Detector 6 Replace Individual Addressable Module 7 Replace Addressable Relay Module 8 Replace Tamper Switch 9 Replace Remote Annunciator 10 Replace Speaker/Visual 11 Replace Visual Only 12 Replace Fiber Media Module.

13 Replace Wired Media Module 14 Troubleshoot Earth Ground Fault Trouble 15 Troubleshoot Short Circuit Wiring Trouble 16 Troubleshoot Open Circuit Wiring Trouble 17 Replace Panel CPU Board 18 Replace Network Interface Board 19 Replace System Power Supply Board With USP

B.

Sprinkler Repairs

1 Replace Control Valves (PIV) 2 Replace Pre-Action/Deluge Valves/Drain Valves, Various Sizes/Test Valves 3 Replace Backflow Preventors and Components 4 Replace Gauges 5 Replace Sprinkler Heads 6 Replace Sprinkler Pipe/Pipe Sections 7 Replace Water Flows and Tampers

8 Replace Electric Bells/Water Gongs 9 Replace Ansul Cylinders/Linkages in Kitchens and Manual Pull Stations 10 Replace Sight Glass

A. Swinging Fire Door Repairs

1 Hinges 2 Astragals 3 Latch Plates/Strike Plates 4 Magnetic Holders 5 Door Closers 6 Doorknobs 7 Doorstop 8 Fire Door Rating Labels (Missing or Painted) 9 Replace Missing Screws 10 Repair Door and Frame Penetrations 11 Door Sweeps 12 Gaskets 13 Coordinating Devices

6. DESCRIPTION OF WORK:

a) The Contractor shall perform work under the supervision of an on-site, fully competent person for the system under work. Prior to performing any required work such as Monitoring, Maintenance, Inspection, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems, a maintenance schedule shall be submitted to and coordinated with the Contracting Officer’s Representative (COR). Two (2) days prior to the approved scheduled inspection date for regular maintenance, programming, testing or repairs the Contractor shall contact the COR for confirmation to ensure that the scheduled date is still acceptable.

b) The Contractor shall provide all supplies, materials, equipment, qualified personnel, supervision, management, and transportation to perform all tasks as identified herein. All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances and the Joint Commission standards. The Contractor’s procedures and quality control procedures shall conform to these guidelines.

c) The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from damage during performance of this contract. The Contractor shall be responsible for any injury to himself/herself or his/her Contractor personnel, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her Contractor personnel fault or negligence.

d) All Contractor personnel and subcontractors shall wear a visible name and company identification when onsite. When more than one person is onsite performing work under this contract, one must be designated as a supervisor and must be fully responsible for the work to be performed.

e) The Contractor personnel and subcontractor working onsite must wear the VA Contractor badge.

The COR will be responsible for securing contractor badges for each contracted employee.

f) Infection Control Risk Assessment (ICRA) permits shall be obtained from the Michael E. DeBakey VAMC Safety Office and provisions followed and addressed while working in all areas of the Michael E. DeBakey VAMC.

g) Contractor shall contact the COR or Energy Control for procedures to take monitoring systems offline during repair procedures. The Contractor shall take all efforts to prevent this from occurring with any regularity. A panel must show a “no fault or no trouble” condition upon completion of test and/or repairs.

h) After the repairs have been completed, the Contractor shall contact the COR prior to placing monitoring systems back online, and the appropriate tags will be attached indicating the system status.

i) The Contractor shall attach a “white” tag upon commencement of work indicating the work in progress and will remain on until the next inspection.

j) The Contractor shall be responsible for any damage to the fire system during the work processes.

The tagging and labeling system shall clearly identify either a “blue” (operational condition) or “yellow” (troubled condition but functional) or “Red” (impaired or fault but functional) or “Red” (System Inoperable). This labeling system applies to all circuit boards, components in the control panels, annunciator panels, transponders, printers, keyboards, monitors, and peripheral devices such as smoke detectors, pull stations, audible and visible units, door contacts, tampers, and flows associated with the fire alarm/sprinkler system.

7. INSPECTION, TESTING PROCEDURES (CAMPUS-WIDE):

a) The Contractor shall complete inspections plus or minus twenty (20) days for Semi-Annual Inspections and plus or minus thirty (30) days for Annual Inspections from previous inspection completion dates.

b) Quarterly: The Contractor shall complete work by the end of the third (3rd) month of each quarter.

The quarterly inspections shall be completed no later than December, March, June, and September respectively.

c) The Contractor shall test, inspect, and document fire protection equipment of all items listed in Section 5 as follows:

Inspections shall be completed by the dates listed in the table below:

INSPECTION REQUIRED MONTH OF COMPLETION

Frequency 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Quarterly December March June September

Semi-Annual December Not Applicable (N/A) June N/A Annual N/A N/A June N/A

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

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

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

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

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.

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

f) Test fire alarm supervisory circuits including the fire pump supervisory signals for pump run, power off, and phase reversal. The test will include separately, introducing a break in the circuit and a ground fault condition in each supervisory circuit. Documentation of all tests and results shall be submitted no later than two weeks after inspections.

g) Test the low air pressure alarms on the dry pipe sprinkler systems and document findings.

h) Inspect fire department water supply connections (FDCs), 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 main drains for each building are working properly. The Contractor shall document findings.

i) Semi-Annual Inspections: Work shall be completed on the first and third quarterly inspections.

j) Test all valve tamper switches and water flow devices.

k) Test all water storage tank high and low water alarms.

l) Inspect and maintain all kitchen and hazardous waste and chemical storage automatic fire extinguishing systems in accordance with the most current version of National Fire Protection Association (NFPA) 96.

m) Test fire alarm system batteries in accordance with the most current version of NFPA 72. Test fire alarm system batteries as follows:

1. Battery Replacement – Replace batteries in accordance with the recommendations of the alarm equipment manufacturer or when the recharged battery voltage or current falls below the manufacturer’s recommendations. Replace all batteries at commencement of contract. Create an excel format database with location, installation date, and expiration date of battery.

2. Update database accordingly and send an initial copy and subsequent updates to the Contracting Officer Representative (COR).

3. 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.

4. 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.

5. 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. Cells shall be measured individually.

n) Elevator and Dumbwaiter Testing: Test elevators recall functions on ALL elevators on the

Michael E. DeBakey VAMC campus IAW the most current version of NFPA 72 for the following buildings:

1. Main Hospital – Building 100

2. Outpatient Mental Health – Building 108A.

3. Research – Building 109

4. Research/Admin – Building 110

5. Accounting and Finance – Building 125

6. Fisher House I

7. Fisher House II

8. Fisher House III

NOTE: The Michael E. DeBakey VAMC has a total of 47 elevator units including dumbwaiters.

Elevator recall function for elevators in Building 100 shall be completed between the hours of 9pm and 6am Central Time. Limited assistance will be provided from the VA Engineering staff.

However, it is the responsibility for the Contractor to ensure they have enough Contractor personnel available to complete this task on the day of testing.

o) Annual Inspections: The Contractor shall complete work on the third quarter inspection. Annual inspections shall be accomplished by inspecting all devices as listed in Section 5.

1) Test all duct detectors, electro-mechanical releasing devices, electronic magnetic locks, heat detectors, manual pull stations, and smoke detectors.

2) Conduct biannual (two-year) sensitivity testing and cleaning of all smoke alarms.

3) Test occupant alarm notification devices, including all audible devices, speakers, strobe lights, and speaker/strobe combinations.

4) Test all automatic smoke detection shut-down devices for air handling unit (AHU) equipment.

5) Inspect and test fire and smoke door assemblies throughout all buildings on campus in accordance with the most current version of NFPA 80 and document all test results.

6) Test all emergency exit doors and electronic mag locks. Any issues with emergency exit doors shall be reported immediately to the COR.

7) Conduct main drain test at all system risers per the most current version of NFPA 25.

8) Test fire pump under flow per the most current version of NFPA 25.

9) Test all fire hydrants in accordance with most current version of NFPA 25 and provide fire hydrant flow GPM per IAW/NFPA guidelines.

10) Inspect all sprinklers. Visually inspect sprinkler, sprinkler piping, pipe hangers, and seismic braces to make sure they are in good condition. Verify supply of spare sprinkler heads.

11) Inspect and test dry pipe systems. Trip test the dry pipe valve. Record the time from opening the inspector’s test valve until the dry pipe valve trips. Internally inspect dry pipe valve. Test air pressure maintenance device.

8. The Contractor shall notify the COR if panel alarm activation occurs unexpectedly during maintenance and immediately upon occurrence.

9. INSPECTION REPORT:

a) The quarterly, semi-annual, and annual inspections shall include all fire alarm/sprinkler system devices, smoke detectors, heat detectors, duct detector manual pull stations, relay modules, batteries, audiovisual devices, strobe power supplies, speakers, water flows, tampers, and pressure switches.

b) The quarterly/semi-annual/annual inspections shall include fire pump, backflow preventers, fire hydrants, exercise PIV’s, lubricate valves, test all associated components in accordance with applicable NFPA standard.

c) As the inspection on each system or building is completed, a description of the system condition, description of corrective measures, and any other special notes such as tests conducted, and maintenance work performed shall be annotated on an inspection form for each building or system.

d) The inspection report shall indicate the probable continuance of the condition of each system until the next inspection.

e) The Contractor shall furnish inspection, testing/maintenance reports and recommendations with the

COR within three (3) working days upon completion of a buildings Fire Alarm/Sprinkler System.

f) Quarterly, semi-annual, and annual inspections once completed per building, the Contractor shall review the report and present corrective measures for any red taggable deficiencies with the COR within three (3) working days.

g) Once the inspection has been completed and the report has been reviewed with the COR, any red tag deficiencies shall be repaired within three (3) working days upon approval.

h) Before submitting any report to the COR, the inspection reports shall be reviewed for any mistakes.

i) The Contractor shall modify the Fire Alarm/Sprinkler system as needed IAW NFPA standards, once approval to move forward has been approved by the COR.

10. INSPECTION PROCEDURES: The Contractor shall perform inspection, testing, maintenance and repair of the fire alarm equipment devices and sprinkler system under this contract in accordance with but not limited to all applicable codes, standards, manufacturer instructions and specifications and as outlined in paragraphs 11 through 13.

11. FIRE ALARM DEVICE INVENTORY – Honeywell Notifier eVance scanning and reporting, use scanner and reporting system after testing each device for inventory and Honeywell Notifier software eVance report generation and recommended repair or corrections. Inspection tags, Installation Tags, Calculation Plates, Inspection Reports, Fire Pump Tabular and Graphical dynamic test reports, The Joint Commission report format (when required) all alarms and trouble alarms when conducting testing shall be recorded and documented.

a) Fire Alarm AHU Shutdown Inspection – Shall be verified that the AHU shut down when the duct detectors are tripped.

b) Fire Alarm System Mode Offline/Test Zones shall be coordinated with Michael E. DeBakey VAMC Energy Control Center (EEC) and notify Michael E. DeBakey VAMC Police Service of all testing and alarms unrelated with Fire Alarm and Fire Alarm Sprinkler Testing.

c) Fire Alarm System Trouble Shooting: All troubles and failures shall be reported and repaired.

d) Fire Alarm Annunciator Testing – Shall be performed on both the 1st and 2nd floors.

e) Fire Sprinklers Install Backflow Preventer Assembly with isolation valves in Buildings 114 and

125.

f) Wet pipe inspection – Tamper and Flow Switches, Main Drain

g) Fire Alarm – Speaker Testing – All speakers on each floor shall be tested using all individual

Honeywell Notifier Digital Control (DVC) announcements; all speakers to be scanned to Honeywell Notifier eVance report should also be generated.

h) Fire Alarm Strobe testing and repair – All strobes shall be tested, scanned for inventory and reports.

All open circuits shall be repaired and documented.

i) Fire Alarm System Maintenance and Repair – Shall use current model year or later parts, equipment, and devices.

j) Fire Alarm Device repair/Replacement shall be done for any detectors, displays, network communication cards, repeaters, and remaining device failures or malfunction.

k) Fire Sprinkler Internal Inspection, 5-Year shall be performed on all Fire Sprinkler systems at the Michael E. DeBakey VAMC.

l) Fire sprinkler hydro testing: All Fire Sprinkler systems to include FDC’s shall be Hydro-Tested, and documentation provided.

m) Fire Sprinkler Flow Testing, Fire Pump with tabular and graphical data results.

n) Fire Sprinkler Valve Maintenance, post indicator valves, water motor gongs, alarm bells, FDC inspection FDC Caps and backflow preventors, clean out/flush rust, corrosion and debris, dry system low air testing and compressor repair/replacement, 5-Year gauge replacement, stand-pipe hose valves (Stairwells), flow and tamper switches.

o) Fire Sprinkler low point drain and dry system piping pitch verification 3-Year.

p) Fire sprinkler standpipe flow testing 5-Year shall meet or exceed required results.

q) Hazardous Waste Storage Building Inspections (Semi-Annual) fusible links and tanks shall be tested, and fusible links replaced with current year of manufacturer on each inspection.

r) Kitchen Hood Fire Suppression System Inspections (Semi-Annual) All sensors, devices, and batteries shall be tested at each inspection.

s) Annual Fire Sprinkler Inspection – All spaces, buildings, Fire Alarm Systems, and components shall be inspected and documented.

t) Magnetic Door Holder and Electronic Magnetic Door Locks shall be tested and ensure all release from a fire alarm. The Contractor shall document all results and repair(s) if required.

u) All new, existing, and remaining devices shall be scanned and added to the equipment/device list.

v) Swinging Fire Doors shall be visually inspected from both sides of the door assemblies to identify any damaged or missing parts that can create a hazard during testing or impact operation and results documented. If repairs are needed, they should be completed by a subcontractor hired by the prime.

If any fire door needs re-labeling, the primary Contractor shall ensure a sub-contractor is scheduled to complete the work.

w) All fire alarm panels shall not have any trouble or alarms showing and discrepancies shall be addressed immediately.

x) Any missing or required devices found in inspections shall be installed, programmed into Fire Alarm panels tested and documented.

y) All the latest NFPA Code Standards and Joint Commission standards shall be adhered to.

z) Scheduling inspections shall be due +/- 20 days for Semi-Annual and +/- 30 days for annual days from last inspection dates.

aa) Contractor shall sign in and out each time Contractor personnel arrive and depart from the Michael

E. DeBakey VAMC to execute work under this contract. Upon arrival on station, all Contractor personnel will sign in at Building 104/Energy Control Center (ECC) and sign out again upon leaving for the day. All inspections shall be scheduled with the COR two (2) weeks in advance.

bb) Two-way radio communication while performing Fire Alarm testing from Fire Alarm inspector at devices and Fire Alarm Inspector at the Fire Alarm panel shall be maintained to report Fire Alarm panel and maintained to report Fire Alarms not associated with the testing to alert local authorities.

cc) Off premises notification panels shall be updated to digital and upgraded cellular back up and tested quarterly with off-sight monitoring.

dd) Trouble alarm repair/replacement including panel failure, open and short circuits, boosters and battery chargers, smoke detectors, acclimate smoke, detectors, workstations and all existing and remaining devices and equipment.

12. SPARE PARTS AND TEST EQUIPMENT: A complete inventory of spare parts is to be maintained by the Contractor for maintenance/repair of the Fire Alarm/Sprinkler systems.

a) All spare parts maintained by the Contractor shall meet or exceed conformity with NFPA standards.

b) All equipment and material shall be labeled and listed for compliance with appropriate standards.

c) Service technicians/inspector shall be equipped with all tools and test equipment necessary for preventative maintenance and field repair of fire protection systems and devices.

d) The Contractor shall not proceed with any repairs without permission from the COR or CO.

e) Contractor shall submit turnkey line-item prices to remove and replace the following fire alarm/sprinkler system devices:

1. Smoke Detectors

2. Heat Detectors

3. Duct Detectors

4. Manuel Pull Stations

5. Control Modules, Monitor Modules and Relay Modules

6. Batteries

7. Audiovisual Devices

8. Strobe Power Supplies

9. Sprinkler Heads

10. Escutcheons

11. Cover Plates

12. Spray Nozzles

13. Deflectors

14. Gauges

13. MAINTENANCE/REPAIR OF FIRE ALARM AND SUPPRESSION SYSTEMS: Maintenance, Monitoring, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems the Contractor shall coordinate any repairs, modification and inspections with the COR. Work shall be performed in accordance with NFPA 101, 72, 90A, 25, 17A and 13 required acceptable Fire Safety Standards, as they apply, and the following: Maintenance shall be performed on a semi-annual (twice/year) basis and shall be conducted in accordance with manufacturer’s standards. Contractor shall estimate approximately 40 calls per year. The Contractor shall maintain and update the current fire alarm/sprinkler system program.

a) Contractor shall provide a cost estimate (quote) that includes specific costs broken out for labor and materials: The cost estimate shall include the deficiency identifier assigned to it by the Inspection Contractor if applicable. The COR may verbally approve to order parts and schedule the work;

however, approved in writing by the COR or the Contracting Officer. All red tagged items shall be investigated and quoted within 24 hours, work completed within 72 hours of being notified by COR. The Service Line will submit an acquisition plan electronically through FORCE for work as within scope to the Contracting Officer to approve the cost estimate to stay within time perimeters.

Contractor shall supply all devices and parts.

b) As a minimum, maintenance shall consist of all fire alarm/sprinkler systems and shall be thoroughly inspected and tested for proper operation. Fire Alam/Sprinkler System shall be always maintained in full operating condition and any defects and/or impairments noted will be reported to the COR immediately with a corrective action plan for repairs. All detectors, manual pull stations, strobes and sprinkler heads shall be examined and cleaned. If the Contractor accidentally or deliberately trips and expels agents, he or she shall replace the agent at his or her own expense. **Maintenance Times to be determined (TBD) and coordinated with the COR/VA POC.

c) Upon notification of any issue by telephone or electronically, if the identification of the issue occurred during a fire alarm and sprinkler/suppression inspections. The Contractor shall compile red tag issues, communicate to the COR of all red tag issues, and provide a cost estimate for the repairs.

d) Any troubles or impairments detected in the system; the Contractor shall notify the COR with a

Corrective Action Plan. Once, COR gives the approval work shall be completed within 3 working days.

e) The Contractor shall maintain and update the current fire alarm/Sprinkler system program. The Contractor shall modify the Fire Alarm/Sprinkler system as needed IAW NFPA standards. The Contractor shall provide 3rd party review of fire alarm and sprinkler renovation drawings as requested by Michael E. DeBakey VAMC construction project team to ensure all applicable standards are applied during contracted design.

14. SUMMARY OF WORK:

a) The Contractor shall submit a complete written report of the work performed to the COR/ government point of contact within 14 days from the final date of the Quarterly, Semi-Annual, and Annual tests and inspections. Information shown in the report shall be as follows:

1. Company’s name, address, telephone, and FAX numbers.

2. Name and signature of contractors on the service ticket who performed the inspection, maintenance, and testing.

3. VA Work Contract Number, name and number of VA Contracting Officer.

4. Date and Time of work including start and completion times, with hours worked.

5. Copies of contractors’ valid license, professional and training certificate(s).

6. Description of installation, inspection, deficiency, and repair tags installed on systems.

7. Location- Building name or number, Floor, Type of work performed, Name of device lists, date testing was completed, Parts replaced, testing results, recommended repair procedures, testing procedures, and locations of devices and equipment.

8. Reference materials such as equipment manufacturer’s specifications and coordination study

9. Remarks on conditions of device/equipment. List all deficiencies, if any.

10. Recommended corrective actions, if any. The Contractor shall ensure that the authorized service personnel representative logs include the for the service performed.

b) The Contractor shall provide a service ticket of all work performed to include a basic diagram identifying the parts by device address label and room numbers. If identified during inspections/testing, the Contractor shall identify each deficiency corrected by the number assigned by the Inspection Contractor. Corrections for no more than one (1) building shall be included in each service ticket. The service ticket shall be provided electronically to the COR the day the work is completed. DOCUMENTATION REQUIREMENTS: The Contractor shall provide an electronic service ticket identifying each repair corrected or device installed as well as a service ticket identifying each repair corrected or device installed. The service ticket will note any pertinent The Joint Commission (TJC) standard and element of performance and the NFPA criteria the correction addresses. The service ticket shall be signed by the designated VA point of contact (POC), or the COR to verify the work is complete, and before the Contractor leaves that day. The signed service ticket shall be submitted by the Contractor, along with the invoice to the Tungsten portal to receive payment.

c) Quarterly Inspections – Inspections shall follow the government fiscal year. Inspections shall be completed by the 3rd month of each quarter.

1. 1st quarter ends on December 31st,

2. 2nd quarter ends on March 31st,

3. 3rd quarter ends on June 30, and

4. 4th quarter ends on September 30th.

d) Semi-Annual Inspections - Shall be completed in the 1st and 3rd Quarters.

e) Annual Inspections – Shall be completed in the 2nd Quarter.

15. RESPONSE TIMELINESS: The Contractor shall be able to provide competent alarm, suppression, or sprinkler technicians to resolve emergent conditions within one (1) hour of notification to the issue;

response time for non-emergent conditions are eight (8) hours for red tag deficiencies and 24 hours for all others. Emergent conditions are generally defined as alarms that cannot be silenced in an occupied space or sprinkler water flowing. The Contractor shall be able to provide investigation/correction to any red tag item within 72 hours and to any yellow tag item within 1 week.

16. SCHEDULING OF SERVICES – Various repairs, maintenance, inspection, testing, install, modification services may need to be scheduled for the evening or night to prevent disruption of Veteran patient care. All work will be scheduled through the COR. Restoration of normal life safety services shall be completed at the end of each shift.

a) The Contractor shall be responsible of all facilities in which the work will take place and to also be familiar with the conditions under which the work will be accomplished.

b) The Contractor shall inspect existing conditions prior to commencing work, including elements subject to damage or movement during the project/repair.

c) The Contractor shall provide factory/trained personnel to reset alarm panels.

d) The Contractor shall provide factory/trained personnel to respond to repairs such as that time frames are not impacted. Should the repair create dust, water or mud, the Contractor shall be responsible for cleaning the floors and walls.

e) The Contractor shall be responsible for adhering to the Michael E. DeBakey VAMC Infection

Control and ILSM policies as advised by the COR.

17. MATERIALS, WORKMANSHIP AND SERVICE LOG:

a) All new material becomes property of the government. When requesting approval, the Contractor is required to provide full information concerning the material or articles. When directed to do so, the Contractor shall submit samples for approval at the Contractor’s expense, with all shipping charges paid.

b) The Contracting Officer may require, in writing, that the Contractor remove from the workplace any Contractor personnel the Contracting Officer Representative deems incompetent, careless, or otherwise objectionable. All work under this contract shall be performed and accomplished by competent and experienced Contractor personnel who are trained and certified by the manufacturer of the model listed in this contract.

18. WARRANTY: The Warranty shall at a minimum include, but may not be limited to the following:

a) In addition to any other warranties in this contract, the Contractor warrants, that work performed under this contract conforms to the contract requirements and is free of any defect in equipment, material or workmanship performed by the contractor or any subcontractor or supplier for a period of one year. Any new equipment, software or installations under this contract will be warranted for three (3) years from the date of acceptance.

b) The Contractor shall remedy at the contractors expense any failure to conform, or any defect. In addition, the contractor shall remedy at the contractor’s expense, any damage to government-owned or controlled real or personal property, when that damage is the result of: The Contractor’s failure to conform to contract requirements or any defect of equipment, material, or poor workmanship.

c) The Contractor shall restore any work damaged in fulfilling the terms and conditions of this clause. The Contractor’s warranty with respect to work repaired or replaced will run for 1 year from the date of repair or replacement.

d) The Contracting Officer Representative will notify the contractor, in writing, within a reasonable time after discovery of any failure, defect or damage.

e) If the Contractor fails to remedy any failure, defect, or damage within a reasonable amount of time after receipt of the notice, the Government shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Contractor’s expense,

19. SUPPLEMENTAL INSURANCE REQUIREMENTS: In accordance with FAR 28.307-2 and FAR

52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

20. UTILITY INTERRUPTIONS: The Contractor shall coordinate planned utility shutdowns with the COR, Contractors shall not work on energized circuits. Only testing of de-energized circuits is authorized. Utility shut down requests shall be approved by Michael E. DeBakey VAMC Director, and that proper ARC Flash Hazard PPE is worn. The Contractor shall be required to notify the Michael E. DeBakey VAMC Electric Shop.

21. INSPECTION OF MATERIALS AND ARTICLES: Notwithstanding any other terms and conditions of this contract:

a. Inspection of materials and articles furnished under this contract shall be made at the site by the COR or his/her designee, unless otherwise provided for in the specifications.

b. Final inspection will not be made until the contract work is ready for beneficial use or occupancy. The Contractor shall be required to notify the COR, prior to the date on which the work will be ready for final inspection.

22. CONTRACTOR MANDATORY TRAINING/QUALIFICATIONS: Contractor personnel shall complete the following training prior to start of work at the Michael E. DeBakey VAMC. Training is available on Michael E. DeBakey VAMC Training Management System (TMS) or sources as listed.

Documentation of completed training (manual) shall be submitted and kept on record:

a. Contractor Rules of Behavior

b. Phone ID by VA Police: Police Service

c. Finger-Printed (as required): HR

d. VA Privacy Training

e. Fire and Safety Training

f. Infection Control Policy and Procedures

g. Emergency Preparedness/Disaster Policy and Procedures

23. IDENTIFICATION BADGES, SIGN-IN/OUT, PARKING AND SMOKING:

a) Personal Identification Verification (PIV) badging and background checks are required for all contracted personnel. Contractor personnel shall wear identification badges during the entire time they are on VA grounds.

b) All Contractor personnel are required to sign out at Building 104/Energy Control.

c) Parking: It is the responsibility of Contractor personnel to park only in designated parking areas.

Parking information is available from VA Police Service. The VA does not validate nor make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

d) Smoking, tobacco use, or e-cigarettes is not permitted within or around VA. No individual is permitted to bring illegal drugs, alcohol, or firearms of any type onto a government installation.

24. SAFETY: Safety precautions shall include, but are not limited to the following requirements:

a. Occupational Safety and Health Act (OSHA)

b. Accident Prevention Manual for Industrial Operations, latest edition, National Safety Council

c. Applicable State and Local Safety Operation Procedures

d. VA Safety Practices and Policies, VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

e. The Joint Commission

f. NFPA

25. The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required.

26. APPLICAPABLE CODES STANDARDS AND REFERENCES: All inspections and tests shall be in accordance with the most recent publication of the following applicable codes and standards:

NFPA 72 Standard for National Fire Alarm and Signaling Code NFPA 96 Standard Development for cleanliness and maintenance of commercial kitchen exhaust systems NFPA 101 Code Development NFPA 90A Standard for the Installation of Air-Conditioning and Ventilating Systems NFPA 25 Standard for Inspection, Testing, and Maintenance.

NFPA 17A Standard for Wet Chemical Extinguishing Systems NFPA 13 Standard for sprinkler installations designed to protect people and property from fire NFPA 99 Standard for Healthcare Facilities NICET National Institute for Certification in Engineering Technologies, a division of National

Society of Professional Engineers (NSPE) ANSI The American National Standard Institute TDLR Texas Department of Licensing and Regulation Manufacturer’s Instruction Manuals (such as Notifier by Honeywell The Joint Commission VHA Directive 7712 Fire Protection Code Review of Delegated Construction Projects VHA Directive 7717 Planning for Fire Response VHA Directive 7718 Fire Department Services at VA Medical Facilities and Domiciliaries

27. HOURS OF COVERAGE: All work shall be conducted from Monday through Friday, from 7:00am –

3:30pm Central Standard Time excluding Federal holidays and unless other time are arranged in advance and approved in writing by the COR or the Contracting Officer.

a) Federal Holidays: National Holidays Observed By The Federal Government Are:

New Year’s Day -----------------------------------------------------------------------------------January 1st Martin Luther King Day --------------------------------------------------------Third Monday in January President’s Day -----------------------------------------------------------------Third Monday in February Memorial Day -------------------------------------------------------------------------Last Monday in May Juneteenth Freedom Day --------------------------------------------------------------------------June 19th Independence Day ------------------------------------------------------------------------------------July 4th Labor Day ----------------------------------------------------------------------First Monday in September Columbus Day -----------------------------------------------------------------Second Monday in October Veteran’s Day -----------------------------------------------------------------------------------November 11 Thanksgiving Day --------------------------------------------------------Fourth Thursday in November Christmas Day ----------------------------------------------------------------------------------December 25

27.1.1 The Federal government will also observe any day specifically declared by the President of the United

States or any other day declared by the President of the United States to be a Federal holiday. In addition to the days designated as Federal holidays, the government observes the following days:

a. Any other day designated by Federal Statute

b. Any other day designated by Executive Order

c. Any other day designated by the President’s Proclamation

b) It is understood and agreed between the government and the Contractor that observance of such days by government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor; however, no form of holiday or other premium compensation shall be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

c) The Contractor shall not act outside of the scope of this contract without written approval from the

Contracting Officer.

28. OTHER DIRECT COSTS MAINTENANCE AND PARTS RIDER:

a) This contract shall include a $100,000.00 maintenance and parts rider to provide for normal hours, after hours, or emergency repairs of the equipment in Section 5-Equipment Schedule discovered during the execution of this contract. This is not to exceed price.

1. All repair work must be pre-approved in writing by the CO and COR. The COR alone does not have the authority to order services under this Contract Line Item Number (CLIN) without written approval from the CO. In the event the Contractor provides services under this CLIN on the direction of the COR without written approval from the CO, the Contractor shall bear the responsibility of this cost.

2. This parts rider is not to be an assumed line item to the awardees contract.

3. Response shall be within 24 hours of work request of impacted equipment.

4. All work done this CLIN must first be approved in writing by the COR and the Contracting Officer.

The Contractor will submit a quote for all work done under this parts rider to the COR and the CO for approval prior to doing any of the work. The quote shall include a full cost breakout of labor, material, overhead, and profit. Supporting information must be provided for any material cost. The quote must be justified and approved by the CO prior to starting any work. The CO reserves the right to negotiate the Contractor’s quote in accordance with the Federal Acquisition Regulations. The CO shall issue written approval through email to the Contractor. When the work is approved and completed Contractor shall submit to the COR a report of all work including total cost and detailing the work that warranted against defects in material and workmanship during the term of the contractor or 90 days, whichever is longer. Parts replaced shall become the sole property of the government.

5. The Contractor shall not perform any emergency services without written prior approval from the COR and the CO. The Contractor shall submit an informal quote for any services under the CLINs to include supporting information such as quotes, overhead, profit, cost of material, and the like. Only after written approval form the COR and CO can the Contractor perform emergency services. The informal quote is due within 4 hours of the identified issue. The Contractor shall be prepared to perform the repair within 24 hours of the written approval from the COR and Contracting Officer.

Emergency repairs are not subject to overtime, travel, lodging, meals, or transportation costs.

Emergency repairs shall be billed at the same labor rate, overhead rate, and profit rate as actual services performed for this contract.

b) Parts: The Contractor shall furnish and replace parts to meet PWS requirements. The Contractor shall provide new OEM parts and components when providing maintenance and repair services as described herein. The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All replacement units, parts, components, and materials to be used in the maintenance, repair and alteration of equipment shall be compatible with that of existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications and used in accordance with original design and manufacturer intent. Rebuilt parts, used parts or those removed from other equipment, shall not be installed without specific approval by the CO and COR. The Contractor shall also list any excluded parts under the service contract.

29. GRAY MARKET PREVENTION:

(a) No gray market or remanufactured items will be acceptable. Gray market items are Original Equipment Manufacturer (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a service contract for the purchase of new medical equipment for the Michael E. DeBakey VAMC. No remanufactures or gray market items will be acceptable.

(b) Vendor shall be the OEM or an approved authorized distributor for the proposed service contract for the purchase of new medical equipment to include replacement parts (if applicable), such that the OEM’s warranty and service associated with the equipment and system is in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a…