36C25718Q0186-003.docx

A.3 Statement of Work: Monitor, Maintenance, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems Temple and Waco Campuses in CTVHCS

1. Contract Purpose:

The purpose of this contract is to provide comprehensive life safety alarm and suppression systems repair, maintenance and minor modification/installation for Temple and Waco campuses in CTVHCS. This includes all correction of identified deficiencies found either through inadvertent alarms, malfunctions of either the alarms or suppression systems and scheduled inspections or testing by other vendors. All work will be coordinated through the COR, but the Contractor must work closely with the Inspection vendor to ensure expeditious resolution of all issues. Each deficiency will be given a unique identifier by the Fire Alarm 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.

2. Work Requirement/Equipment The contractor shall provide the necessary level of professional, technical and administrative support required to facilitate the overall operation objectives. All tasks shall be performed in strict accordance with the statement of work. All work will be performed under the supervision of an on-site competent person for the system under work.

3. Place and Time of Performance:

Temple & Waco VA Medical facilities:

Olin E. Teague Veterans’ Medical Center 1901 Veterans Memorial Drive Temple, Texas 76504

Doris Miller Department of Veterans Affairs Medical Center 4800 Memorial Drive Waco, Texas 76711

POINT OF CONTACT:

CONTRACTING OFFICER REPRESENTATIVE (COR):

CHE BUVAL

PHONE: 254-743-0133

ORDERING PERIOD:

12/08/2017 through 12/07/2018: 1 YEAR

Maintenance Times to be determined (TBD) and coordinated with the following individuals.

Contracting Officer Representative (COR): Che Buval Phone: 254-743-0133 Email: Che.Buval@va.gov

Thomas Blann (Contact info for on site coordination Waco Campus) Phone: 254-297-3461 Thomas.Blann@va.gov

Fire Inspection and Testing Contractor: TBD and will be provided by time of award. Inspection portion will need to jointly be accomplished with all parties: COR, Inspection Contractor and Fire Suppression contract holder.

Response Timeliness: The Contractor must be able to provide competent alarm, suppression or sprinkler technicians to resolve emergent conditions within three hours of notification to the issue; response time for nonemergent conditions are eight 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 water flowing. The Contractor must be able to provide correction to any red tag item within 72 hours and to any yellow tag item within two weeks. The COR will notify the Contractor of all deficiencies.

Contracting Officer Representative (COR): will ensure testing is jointly coordinated between all parties.

4. Repairs

The contractor will provide a cost schedule of the 20 most frequent repair items. All pricing will follow GSA pricing. Upon notification of any issue by phone/email, the Contractor will provide a cost estimate that includes specific costs broken out for labor and materials; the cost estimate will include the deficiency identifier assigned to it by the inspection contractor if applicable. The COR will approve or request modifications to the cost estimate before the work is started. Service Agreement will include all maintenance and repairs. All Red Tagged items will be repaired within 72 hours of being notified of the identification of the issue during a fire alarm and sprinkler/suppression inspection. Yellow tag deficiencies will be completed within two weeks of identification.

5. Service Log

The contractor shall ensure that the authorized service personnel representative logs include the start and completion times on the service ticket for the service performed. Contractor will provide the following information on the repair or work item: Campus, building name or number, floor, type of work performed, parts replaced, hours worked and name of personnel performing the work. The Contractor will provide a report 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 will identify each deficiency corrected by the number assigned by the Inspection Contractor. Corrections for no more than one building will be included in each report. The reports will be provided electronically to the COR in pdf format the day the work is completed.

6. Device Cleaning

All devices subject to cleaning (such as sprinkler heads) will be cleaned prior to scheduled inspection. The COR will provide the Contractor with the Inspection Schedule. All cleanings will be scheduled through the Contracting Officer with a minimum two-week notification.

7. On-Site Vendor Responsibility

The Contractor shall be responsible to examine all facilities in which the work will take place and to be familiar with the conditions under which the work will be accomplished. The Contractor shall inspect existing conditions prior to commencing work, including elements subject to damage or movement during the project. The Contractor will provide adequate personnel to reset alarm panels. The Contractor will provide adequate staff to respond to repairs such that time frames are not impacted. Should the repair create dust, water or mud, the Contractor will be responsible for cleaning the floors and walls. The Contractor will also be responsible for adhering to CTVHCS Infection Control policies as advised by the COR and the IPC specialists.

8. Tagging Requirements

The Contractor shall notify the COR or designee if panel alarm activation occurs unexpectedly during maintenance and immediately upon occurrence. Contractor will contact the COR for procedures to take monitoring systems offline during testing procedures. The Contractor will 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. After the inspection and repairs are completed, the Contractor will contact the COR prior to placing monitoring systems back online, and the appropriate tags will be attached indicating the system status. The contractor will explain their tagging and labeling system to the COR for VA approval prior to the first inspection period. The Contractor will attach a white tag upon commencement of work indicating the work in progress. The Contractor shall be responsible for any damage to the fire system during the work processes. The tagging and labeling system must clearly identify either a "blue" (operational condition) or "yellow" (troubled condition but functional) or "red" (failed, needs immediate repair). This labeling system applies to all circuit boards, components in the control panels, annunciator panels, transponders, printers, keyboards, monitors, and peripheral devices (smoke detectors, pull stations, audible and visible units, door contacts, etc.) associated with the system.

9. Qualifications of Personnel

Persons performing the sprinkler testing while assisting the inspection team must be fully qualified service technicians per fire safety industry standards but helpers may assist. Service personnel will be made fully aware of the requirements and procedures of NFPA 25. Failure to comply with these procedures will result in the Contractor returning at their own expense to provide the required services. The Contractor will supply all service personnel necessary to perform the services to include re-storing fire alarm system to a normal state after alarm activation. A minimum of two personnel will be provided for both inspection and repair activities.

10. Scheduling of Services

Various repair, maintenance or modification services may need to be scheduled for the evening or night to prevent disruption of patient care. All work will be scheduled through the COR. Restoration of normal life safety services will be completed at the end of each shift.

11. System Impairment

If during maintenance or repair, any system or portion thereof is found to be impaired or if any device fails to pass testing criteria, the Contractor will immediately contact the COR or Contracting Officer via telephone notification and provide specific information as to the failed device. Following the phone call, (on the same day) an email will immediately be sent to the COR with all red or yellow deficiencies, specific location and description of the failed part, failure details, and impact. Additionally, the Contractor will provide a quote to correct the issue using GSA pricing.

14. Documentation Requirements

The Contractor will provide an electronic report identifying each deficiency corrected or device installed. The reports will note any pertinent TJC standard and element of performance and the NFPA criteria the correction addresses. The deficiency identifiers and the device identifiers will be included with their location. Photos of deficient devices and the new replacements will be included in the report. The Contractor will provide a report 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 will identify each deficiency corrected by the number assigned by the Inspection Contractor. Corrections for no more than one building will be included in each report. All reports will be provided in pdf within three business days of work completion.