REVISED SOW - FIRE Maint Mon SOW - 2021.pdf

Statement of Work: Monitor, Maintenance, Repair and Modifications/Installations of Existing Fire

Alarm/Sprinkler Systems Temple and Waco Campuses in CTVHCS: Base + 4 opt years

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 sprinkler suppression systems and scheduled inspections or testing by other vendors. All work will be coordinated through the Point of Contact (POC), 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. Examples of the most frequent repair items for CTVHCS include:

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

Sprinkler Repairs

1 Replace Control valves (PIV)

2 Replace Pre-action/deluge valves/ drain valves various sizes

3 Replace Backflow prevention and components

4 Replace Gauges

5 Replace Sprinkler heads

6 Replace sprinkler pipe/ pipe sections

7 Replace waterflows and tampers

8 Replace electric bells/water gongs

9 Replace Ansul cylinders

10 Replace sight glass

3. 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.

4. 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 (POC): Will ensure testing is jointly coordinated between all parties.

5. Hours of Services:

Work will be conducted within the hours of 0700 until 1700, although evening and weekend work may be scheduled for the mutual benefit of the contractor and the government with advanced notice.

Repairs

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 POC will approve or request modifications to the cost estimate before the work is started. All Red Tagged items will be investigated/ completed 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.

6. ID Badges, Sign-In, Parking and Smoking:

All contractor personnel are required to sign in and wear identification badges during the entire time they are on VA grounds. It is the responsibility of contractor personnel to park only in designated parking areas.

Parking information is available from VA Police service. The VA will not validate nor make reimbursement for parking violations of the contractor’s personnel under any circumstances. Smoking, tobacco use or e-cigarettes is not permitted within or around VA Healthcare System facilities. No individual is permitted to bring alcohol or fire arms of any type onto a government installation.

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 POC in pdf format the day the work is completed.

7. Maintenance/Repair of Fire Alarm and Suppression Systems:

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

Che Buval (POC for onsite coordination Temple Campus)

Phone: 254-743-0133

Email: Che.Buval@va.gov

Thomas Blann (POC for onsite coordination Waco Campus)

Phone: 254-297-3461

Email: Thomas.Blann@va.gov

Monitor, Maintenance, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems

Contractor: Will need to coordinate any repairs, modification or any covered in the contract for Temple and

Waco Campuses with POCs for Temple and Waco, or COR.

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 investigation/ 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.

8. 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 POC and the IPC specialists.

9. Tagging Requirements mailto:Che.Buval@va.gov

The Contractor shall notify the POC or designee if panel alarm activation occurs unexpectedly during maintenance and immediately upon occurrence. Contractor will contact the POC for procedures to take monitoring systems offline during repair 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 repairs are completed, the Contractor will contact the POC prior to placing monitoring systems back online, and the appropriate tags will be attached indicating the system status. The

Contractor will attach a "white" tag upon commencement of work indicating the work in progress and will remain on until the next inspection. 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" (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

(smoke detectors, pull stations, audible and visible units, door contacts, etc.) associated with the system.

10. Qualifications of Personnel

Persons performing maintenance must be fully qualified service technicians per fire safety industry standards but helpers may assist. Service personnel will be fully aware of the requirements and procedures of the (NFPA) National Fire Protection Association in their perspective capacity. 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.

11. Scheduling of Services

Various repairs, 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 POC. Restoration of normal life safety services will be completed at the end of each shift.

12. 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 POC, COR or Contracting Officer via telephone or email 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 POC with all red or yellow deficiencies, specific location and description of the failed part, failure details, and impact.

Documentation Requirements

The Contractor will provide an electronic report identifying each deficiency corrected or device installed.

The reports will note any pertinent (TJC) The Joint Commission standard and element of performance and the (NFPA) National Fire Protection Association 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.