Statement of Work.pdf

STATEMENT OF WORK

Fire Alarm and Fire Suppression Inspection and Testing Service

1. Contract Purpose: The contractor shall provide the necessary number of capable and licensed employees to properly perform and complete all work required under the terms of the contract. Licensed Personnel performing maintenance repair and testing shall be factory trained on the systems they are working on. Contractor shall provide comprehensive life safety fire alarm and suppression systems inspections and testing for the Central Texas Veterans Health Care System (CTVHCS), Temple and Waco campuses. This consist of quarterly, semi-annual, annual, and five and six-year testing requirements of all life safety systems, to include but not limited to fire alarms, suppression systems, fire sprinklers, won doors, fire curtains, pre-action, deluge, wet/dry systems, fire pumps, back flows, FDC, valves, kitchen suppression, gaseous or clean agent systems, hydrants, back flows, main drains, PIV's, hydrants, standpipes, jockey pumps, antifreeze loops, high/low level alarms, water flows and tampers.

2. Period of Performance: This contract shall include a Base Year with the possibility of four

(4) Option Years as follows:

Base Year April 1, 2023, through March 31, 2024

Option Year 1 April 1, 2024, through March 31, 2025

Option Year 2 April 1, 2025, through March 31, 2026

Option Year 3 April 1, 2026, through March 31, 2027

Option Year 4 April 1, 2027, through March 31, 2028

3. Hours of Service:

Normal work shall be performed Monday – Friday, 7:00 a.m. to 4:30 p.m. excluding federal holidays. No overtime is authorized unless approved by the designated contracting officer representative (COR) or Point of Contact (POC) for required services.

Any work performed after working hours shall be approved and scheduled by the Contracting Officer Representative (COR) or Point of Contact (POC) as required.

Federal Holidays: National holidays observed by the Federal Government are:

• New Year’s Day ------------------------------------------ January 1

• Martin Luther King Day----------------------------------Third Monday in January

• Presidents’ Day--------------------------------------------Third Monday in February

• Memorial Day --------------------------------------------- Last Monday in May

• Independence -------------------------------------------- July 4

• Labor Day --------------------------------------------------First Monday in September

• Columbus Day --------------------------------------------Second Monday in October

• Veterans’ Day ---------------------------------------------November 11

• Thanksgiving Day ----------------------------------------Fourth Thursday in November

• Christmas Day --------------------------------------------December 25

• Juneteenth Freedom Day-------------------------------June 19

4. Contracting Officer Representative (COR) and Points of Contact (POC):

Che Buval (COR & 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

Point of Contact (POC): Will ensure inspections are jointly coordinated between all parties.

5. Place of Performance:

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

All buildings: Temple and Waco campuses

6. Performance Requirements: The Contractor shall furnish all labor, travel, equipment, supplies, materials, and personnel (2 minimum) required to perform a complete inspection, testing, maintenance, and repair service of the systems in accordance with the frequency and procedures outlined in the most current edition of the Applicable publications below:

a. APPLICABLE PUBLICATIONS: The publications listed below form a part of this specification to the extent referenced. The publications are referred to by the basic designation only. The most current edition of these standards shall be applicable.

b. National Fire Protection Association (NFPA):

NFPA 13 Installation of Sprinkler Systems - 2019 NFPA 14 Installation of Standpipe and Hose Systems - 2019 NFPA 17A Wet Chemical Extinguishing System - 2017 NFPA 20 Installation of Centrifugal Fire Pumps - 2019 NFPA 25 Water Based Fire Protection Systems - 2020 NFPA 70 National Electric Code - 2020 NFPA 72 National Fire Alarm Code - 2019 NFPA 80 Fire Doors and Other Opening Protectives (Fire Dampers) - 2019 NFPA 90A Installation of Air Conditioning and Ventilation Systems - 2018 NFPA 96 Ventilation Control and Fire Protection of Commercial Cooking Operations - NFPA 101 Life Safety Code - 2018 NFPA 105 Smoke Doors and Other Opening Protectives (Smoke Dampers) - 2019 NFPA 291 Fire Hydrant Flow Testing and Marking - 2019 NFPA 2001 Clean Agent Fire Extinguishing Systems – 2018 mailto:Che.Buval@va.gov mailto:Thomas.Blann@va.gov

c. Factory Mutual Approved Guide (FM) Underwriters’ Laboratories, Inc. (UL) Fire Protection Equipment Directory The Joint Commission (TJC) Environment of Care Manual

7. Qualifications of Personnel:

a. Either the Prime or Subcontractor’s personnel performing maintenance shall be licensed from the State of Texas to perform fire alarm/sprinkler testing, maintenance, installation, and authorized repairs.

b. A licensed technician shall be employed by an installer having a State of Texas Fire Alarm System and/or Fire Sprinkler Systems licenses, a copy of which shall be given to the VA. This technician shall be present and in responsible charge during all inspections, testing, and authorized maintenance. This technician shall be fully familiar with the types of systems at the CTVHCS.

c. Technician shall have experience in the past five years in Fire Alarm System testing, repair, maintenance, installation and related activities of building and equipment comparable to the buildings and equipment by this contract.

d. The contractor shall ensure that all documentation, certificates of training and licenses, permit, bonds are current and valid. Service personnel will be fully aware of the requirements and procedures of the (NFPA) National Fire Protection Association in their perspective capacity (fire alarm, sprinkler, or suppression).

e. All proposals shall include documentation and proof of the above certifications and qualifications for each employee.

The contractor shall ensure that all personnel performing work on this contract shall have at minimum the following certifications.

1. At a minimum, the National Institute for Certification in Engineering Technologies (NICET), Level II is required.

2. Texas Department of Insurance State Licensure is required: Fire Alarm Technician (FAL).

3. All assigned technicians must have a minimum of three (3) years of experience in fire alarm/ fire sprinkler inspections, and service.

Contractor shall possess the following Texas state licenses / Registrations.

1. ACR (fire alarm)

2. ACR-SS (monitoring)

3. APS - fire alarm superintendent

4. SCR – fire sprinkler

5. SCR – U (sprinkler certificate of registration – underground)

6. RME - Responsible Managing Employee

8. Contractor Special Requirements:

a. The contractor shall provide the necessary level of professional, technical, and administrative support required to facilitate the overall operation objectives within time limits established by NFPA, TJC and this contract.

b. This work will not be sub-contracted without approval from the COR. The Contractor will ensure all work is performed with on-site supervision by a competent/licensed person for either alarm or suppression inspection/testing. If these time frames differ, the vendor will comply with the most restrictive requirement.

c. All tasks shall be performed in strict accordance with the Statement of Work.

d. Documentation: Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the Contracting Officer prior to the award of the contract. The contractor shall provide to the Contracting Officer and Contractor Officer Representative documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) days prior to that person beginning work under the terms of this contract. The contractor shall ensure that all certificates of training, licenses, permits and bonds are current and valid. All offers shall include documentation and proof of the above certifications and qualifications for each employee.

e. Number of Employees. The contractor shall always have available enough capable and licensed employees (2 minimum) to enable the contractor to properly, adequately, and safely perform all work required under the terms of the contract.

f. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The contractor shall be responsible for obtaining any necessary licensure and permits, for complying with any applicable Federal, State and Local laws, codes, and regulations in connection with the work performed and the protection of workers and property.

g. Contractor staff will report to Bldg. 220 in Temple and Bldg. 224 in Waco. All contractor personnel are required to sign-in/ out, and wear identification badges during the entire time they are on VA grounds.

h. Parking 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.

i. Smoking, tobacco, or use of e-cigarettes is not permitted within or around VA Healthcare

System facilities. No individual is permitted to bring alcohol or firearms of any type onto a government installation.

9. Full Inspection and Testing of Life Safety Systems:

a. This is a contract for comprehensive life safety inspections and testing for all buildings at the Temple and Waco VAMC.

b. The contractor will include inspections and testing on but not limited to fire alarm panels, smoke detection shut down devices, automatic door release, batteries and peripheral devices tied to contractor's panels.

c. Water flows and tamper switches will be inspected as well.

d. Documentation will be provided electronically for all inspections, using the “buildingreports.com” program, upon completion and all items required to be tested by The Joint Commission (TJC) will indicate on the testing documents which applicable TJC chapter and performance elements they are meeting.

e. Inventories of all addressable and nonaddressable devices for both alarm and suppression/sprinkler systems with a description of the type of device and its location will be included with the results of testing.

f. Each device will be labeled with the corresponding unique identifier.

g. Inspections will be performed in accordance with the most recent applicable life safety codes.

h. At a minimum, NFPA 72, 101, 25, 13, 99 and 70E will be followed. Some items will be required more frequently than the code requires. For instance, damper testing will be done one year after activation of a new space and then with the rest of our buildings in three-year intervals.

i. Good Engineering Practices and the most current version of The Joint Commission Hospital

Accreditation Standards must also be met.

j. All inspections will be entered in to the “buildingreports.com” program, where electronic inspection reports are provided and can be accessed by both parties as needed.

k. Inspections will generally be performed between 0700 and 1630, Monday through

Friday. Work outside of these times must be prearranged through the COR and/ or

POC.

EC.02.03.05 Fire Protection and Suppression Testing and Inspection

EP 1

At least quarterly, the hospital tests supervisory signal devices on the inventory (except valve tamper switches). The results and completion dates are documented.

Note 1: For additional guidance on performing tests, see NFPA 72-2010: Table

14.3.1. NFPA 25-2017: Table 5.1.1.2 and VHA Joint Commission Elements of Performance Clarification Letter 4 September 2017.

Note 2: Supervisory signals include the following: control valves; pressure supervisory; pressure tank, pressure supervisory for a dry pipe (both high and low conditions), steam pressure; water level supervisory signal initiating device; water temperature supervisory; and room temperature supervisory.

Definition - Quarterly/every quarter = every three months, plus or minus 10 days

EP 2

Every 6 months, the hospital tests vane-type and pressure-type water flow devices and valve tamper switches on the inventory. The results and completion dates are documented.

Note 1: For additional guidance on performing tests, see NFPA 72-2010: Table 14.4.5.

Note 2: Mechanical water-flow devices (including, but not limited to, water motor gongs) should be tested quarterly. The results and completion dates are documented.

(For full text, refer to NFPA 25-2011: Table 5.1.1.2) Definition - Every 6 months = 6 months from the last event, plus or minus 20 days

EP 3

Every 12 months, the hospital tests duct detectors, heat detectors, manual fire alarm boxes, and smoke detectors on the inventory. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 72-2010: Table 14.4.5;

17.14.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 4

Every 12 months, the hospital tests visual and audible fire alarms, including speakers and door-releasing devices on the inventory. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 72-2010: Table 14.4.5.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 5

Every 12 months, the hospital tests fire alarm equipment on the inventory for notifying off-site fire responders. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 72-2010: Table 14.4.5.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 6

For automatic sprinkler systems: The hospital tests electric motor–driven fire pumps monthly and diesel-engine-driven fire pumps weekly under no-flow conditions. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 8.3.1; 8.3.2.

Definition - Monthly/30-day intervals/every month = 12 times a year, once per calendar month

EP 7

For automatic sprinkler systems: Every six months, the hospital tests water-storage tank high- and low-water level alarms. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 9.2.1; Table 9.1.1.2.

EP 8

For automatic sprinkler systems: Every month during cold weather, the hospital tests water-storage tank temperature alarms. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 9.2.4; Table 9.1.1.2.

EP 9

For automatic sprinkler systems: Every 12 months, the hospital tests main drains at system low point or at all system risers. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 13.2.5;

13.3.3.4; Table 13.1.1.2; Table 13.8.1.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 10

For automatic sprinkler systems: Every quarter, the hospital inspects all fire department water supply connections. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 13.7; Table 13.1.1.2.

Definition -Quarterly/every quarter = every three months, plus or minus 10 days

EP 11

For automatic sprinkler systems: Every 12 months, the hospital tests fire pumps under flow. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 8.3.3.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 12

Every five years, the hospital conducts hydrostatic and water-flow tests for standpipe systems. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 25-2011: 6.3.1; 6.3.2;

Table 6.1.1.2.

EP 13

Every six months, the hospital inspects any automatic fire-extinguishing system in a kitchen. The results and completion dates are documented.

Note 1: Discharge of the fire-extinguishing systems is not required.

Note 2: For additional guidance on performing inspections, see NFPA 96-2011: 11.2.

Definition - Every 6 months = 6 months from the last event, plus or minus 20 days

EP 14

Every 12 months, the hospital tests carbon dioxide, and other gaseous automatic fire-extinguishing systems. The results and completion dates are documented.

Note 1: Discharge of the fire-extinguishing systems is not required.

Note 2: For full text, refer to NFPA 13-2010: 21.4.1.6(1).

EP 18

The hospital operates fire and smoke dampers one year after installation and then at least every six years to verify that they fully close. The results and completion dates are documented. Note: For additional guidance on performing tests, see NFPA 90A- 2012: 5.4.8; NFPA 80-2010: 19.4; NFPA 105-2010: 6.5. NOTE: To ensure compliance for both business occupancy and health care occupancy buildings, CTVHCS requires damper inspections every three years.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 19

Every 12 months, the hospital tests automatic smoke-detection shutdown devices for air-handling equipment. The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 90A-2012: 6.4.1.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 20 Every 12 months, the hospital tests sliding and rolling fire doors, smoke barrier sliding or rolling doors, and corridor walls and partitions for proper operation and full closure.

The results and completion dates are documented.

Note: For additional guidance on performing tests, see NFPA 80-2010: 5.2.14.3;

NFPA 105-2010: 5.2.1; 5.2.2.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 25

The hospital has written documentation of annual inspection and testing of door assemblies by individuals who can demonstrate knowledge and understanding of the operating components of the door being tested. Testing begins with a pre-test visual inspection; testing includes both sides of the opening.

Note: For additional guidance on testing of door assemblies, see NFPA 101-2012:

7.2.1.5.10.1; 7.2.1.5.11; NFPA 80-2010: 4.8.4; 5.2.1; 5.2.3; 5.2.4; 5.2.6; 5.2.7; 6.3.1.7;

NFPA 105-2010: 5.2.1.

Definition - Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

EP 27 Documentation of maintenance, testing, and inspection activities for Standard EC.02.03.05, EPs 1–20, 25 (including fire alarm and fire protection systems) includes the following:

- Name of the activity

- Date of the activity

- Inventory of devices, equipment, or other items

- Required frequency of the activity

- Name and contact information, including affiliation, of the person who performed the activity

- NFPA standard(s) referenced for the activity

- Results of the activity Note: For additional guidance on documenting activities, see NFPA 25-2011: 4.3; 4.4;

NFPA 72-2010: 14.2.1; 14.2.2; 14.2.3; 14.2.4.

l. Contractor staff will report to Bldg. 220 in Temple and Bldg. 224 in Waco to sign-in and out each time they arrive to complete work.

m. Contractor will need to label all devices and provide the results to the COR.

n. Work shall include fire alarm inspections performed in Government-owned healthcare and business occupancy buildings; there are approximately 60 buildings between the two campuses.

o. The contractor shall provide all labor, materials, equipment, tools, travel time, personnel (2 minimum) and transportation required to perform these services.

p. Fire alarm systems include but are not limited to Fire Alarm Control Panels (FACP), Remote Annunciator Panels (RAP), remote Transponder Panels (RTP), smoke detectors, heat detectors, duct detectors, water flow switches, tamper switches, supervisory devices or relays, pre-action valve solenoids, dry pipe valve solenoids, high and low pressure switches, special extinguishing system alarm points including but not limited to security output points, elevator recall points, HVAC smoke evacuation control equipment, power supplies, back-up power supplies, battery service, load testing and installation.

q. HVAC smoke evacuation does not include functional test, only activation. Work will be performed in all buildings on the Temple and Waco campuses.

10. Guidelines:

a. All inspections and testing will follow NFPA 72 Fire Alarm Codes, Chapter 10.

b. Fire alarm inspections and testing will include the visual inspection and functional testing of all devices and supervisory signals as detailed in NFPA 72, Chapter 10 to include elevator recall points, HVAC smoke shut down, power supplies, and back-up power supplies, batteries, and load testing.

c. All floor doors, won doors, fire curtains, etc. will be tested for fail safe operations.

d. Parts and labor for fire doors, won doors and fire curtains are not included.

e. Test all devices for alarm and supervision notification back to the FACP.

f. Test all audio devices for proper ambient sound levels per industry standard.

g. All alarms will be verified that they are transmitted to the off station monitoring service within allowable time frames.

h. Signaling shall utilize both available phone lines to ensure the communicator is functioning properly.

i. Tests will include an inventory of all devices tested, the individualized results and response time where applicable.

j. Suppression system testing will include all applicable information in the formats identified in NFPA 25, Annex B, to include pump curves when performing annual fire pump tests.

k. All inspections and test schedules shall be coordinated with the COR or assigned designee with advanced notice.

l. All coordinated dates must be kept due to notices given to all building employees. No less than a two-week notice will be provided.

m. Inspection and testing required on an annual, semi-annual, or quarterly basis will have the service performed within the corresponding month.

n. Inspections and testing will not be allowed to be performed on a short cycle giving the appearance of back-to-back inspections.

o. Several elements of performance describe time frames for completing certain tasks or functions.

p. The Joint Commission recognizes that it will not always be possible to meet the exact time frames cited in the requirements. For evaluation purposes, therefore, the following intervals are acceptable:

- Every 36 months/every 3 years = 36 months from the last event, plus or minus 45 days

- Annually/every 12 months/once a year/every year = 1 year from the last event, plus or minus 30 days

- Every 6 months = 6 months from the last event, plus or minus 20 days

- Quarterly/every quarter = every three months, plus or minus 10 days

- Monthly/30-day intervals/every month = 12 times a year, once per calendar month

- Every week = once per calendar week

q. Inspections earlier than the criteria above are allowed but doing so then resets the next expected date.

r. After the inspection and test is complete, the appropriate tag will be attached indicating the system status.

s. Contractor shall provide adequate personnel and equipment to perform inspections and testing to include personnel to regulate the fire alarm control panel throughout the inspection/testing activities.

t. System Impairment: If during inspection or testing of any system or portion thereof is found to be impaired, or if any device fails to pass testing criteria, the COR/POC will receive immediate telephonic notification with specific information of the failed device on the same day as the failure is discovered. Additionally, an email will immediately be sent to the COR/POC with all yellow or red tag deficiencies, specific location, failure details and impact.

11. Documentation Requirement:

a. The contractor will provide all inspection reports including field notes in an electronic in the

“buildingreports.com” program within (5) day after service is provided. In addition, the contractor will provide a list of deficiencies, by building, for each inspection via email. No handwritten documentation will be accepted.

b. The contractor will meet daily during the first two weeks of the month and any additional days while at the facilities with the COR and discuss the work schedule, findings, and repair quotes

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.

12. Form Requirement:

a. The Contractor shall provide signed inspection and test forms or reports for each fire alarm system inspected. The form or report will be equivalent to the NFPA form 72110- 2016.

b. The Contractor will submit samples of all documentation for approval by the COR or Contracting Officer prior to the initiation of the first inspection. Only originals of this form or report will be accepted.

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

13. Annual Inspection and Testing

a. Shall be performed in accordance with the inspection schedule. The Schedule maybe modified if necessary, by COR to improve the timeliness in accomplishing of inspections, but in keeping with the code requirements.

b. Scheduling of Services: Various inspection and testing services may need to be scheduled for the evening or night to prevent disruption of patient care. Contractor shall notify COR or POC if this is required to complete inspection. Restoration of the FACP to normal life safety services or to the state it was prior to inspection, will be completed at the end of each shift.

c. All inspections shall be in accordance with the most current edition of the National Fire Prevention Protection Association (NFPA) as stated in applicable publications.

d. Inspections and preventive maintenance: Shall consist of technical inspection, cleaning, oiling adjusting, calibrating, replacing parts and maintaining equipment in excellent operating condition. The contractor shall make thorough technical inspection of the equipment in accordance with current applicable publications guidelines and, with the commercial practice governing maintenance of the type of equipment involved.

e. Valve maintenance: During the annual service, all valves will be operated through their full range of motion and valve stems lubricated for smooth operations.

f. System Impairment: If during inspection and testing 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/POC 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/POC with all red or yellow deficiencies, specific location and description of the failed part, failure details, and impact.

g. Additionally, ensure that the system failure is documented on the inspection report for that building, in the “buildingreports.com” program. The notification will include the device identifiers which failed, the location and the test that was being performed.

h. All deficiencies will be given a unique identifying number to facilitate coordination of corrections with the maintenance/repair and installation contractor. The COR will coordinate repair/maintenance with third party contractor, although the inspection contractor must be willing to work with them to facilitate the corrections and verify compliance.

i. Elevator Recall System testing during this period shall be coordinated with the Elevator Maintenance Contractor by the designated COR/POC.

j. Fire pump, backflows and jockey pump tests shall be conducted annually and shall include inspection, testing and maintenance of flow condition, hydraulic system, mechanical transmission, electrical system, and motor.

k. Inspection report shall be completed within five (5) business days after the testing and inspection as this report as mandated by the City of Temple each year.

14. Additional Requirements:

a. All required defective batteries found during any of the above inspections shall be entered into the reports and the COR/POC (Contracting Officer Representative / Point of Contact) shall be informed, so defective batteries can be replaced.

b. Testing of Horns, Audio, Strobes, and various other devices that may cause disruption of systems which may then be required to be performed after-hours and/or on weekends and shall be coordinated/scheduled by the designated COR/POC.

15. Kitchen Hood Inspections: The Contractor shall perform the required Semi-Annual Hood Inspections and Automatic Extinguishing System Inspections during the months of June and December only. These Inspections shall be performed all in the same day, if possible.

a. Wet Chemical fire extinguishing systems shall be inspected, tested, and maintained in accordance with applicable publications.

b. Parts: Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the contractor. All parts shall be of current manufacture and shall have full versatility with presently installed equipment.

c. The Contractor shall provide a written notification no later than two (2) weeks in advance of the inspection to allow for proper scheduling/coordination with all parties involved preventing interfering with servicing patient meals.

d. This notification shall be delivered to the designated COR/POC either by email and/or an agreeable method determined by both parties.

16. Reporting:

a. The Contractor shall create and ensure all required report information for each individual building or building group shall be electronic /computer generated format and include all applicable information shown in NFPA 25, Annex B.

b. 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.

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

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

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 five (5) working days following the fully completed building inspection.

h. Reports will clearly identify specific testing or maintenance of Fire Department Connections (FDC), Post Indicator Valves (PIV), Riser Main Drains, Fire Pump Test, Glycol or Alcohol based fluid test, Back Flow Preventers, and Standpipes. Kitchen suppression systems will also be inspected and tested. There are eleven in Temple and one in Waco.

i. The Contractor shall provide the designated COR/POC to create an approved Summation

Report.

j. Any missing items shall be provided within three (3) business days upon notification by the designated COR/POC.

k. The Contractor shall be responsible for maintaining documentation of all Fire Alarm and

Sprinkler Inspections using “buildingreports.com” program and providing the required The Joint Commission Report to the designated COR/POC within five (5) business days following each inspection.

17. GENERAL REQUIREMENTS:

a. The Contactor shall notify the designated COR and/or POC in writing within sixteen (16) hours of the existence of the development of any defects, any Fire System or Fire Suppression System that is inoperable, and/or any repairs required to maintain any of the Fire Alarm or Fire Suppression Systems within the facility.

b. Any threat that poses an immediate danger to the building’s occupants shall immediately be brought to the attention of the designated COR/POC, and/or Safety Service member if unavailable.

c. Future installation of new devices or deletion of existing devices to the various systems within this requirement may occur throughout this procurement. If that does occur a quote for the additional items shall be obtained and the procurement shall be charged appropriately to adjust for these changes.

d. FIRE ALARM MODIFICATIONS BY OTHERS: Renovation and construction projects on other contracts occasionally modify the existing fire alarm system by relocating devices, installing additional devices or deleting existing devices. At the end of each renovation of construction project the VA shall receive the as‐built drawings in AutoCAD format from the contractor indicating the fire alarm work done on that contract. The fire alarm inspection and testing contractor shall be required to do the following for each of these renovations:

i. Make all changes necessary in the computer software to indicate and accept the changed components and update devices, etc.

e. The Contactor shall ensure work performance disruption conducted in areas that maintain patients and/or other occupants are kept to a minimum.

f. The Contractor shall ensure proper signage is always posted in work areas when conducting repair service.

g. Contractor shall ensure all tools and equipment are always secured.

h. Tools and equipment shall be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

i. All dirt, dust and debris shall be removed from the work location and facility upon completion of work each day.

j. Smoking is not permitted within the facilities at any time.

18. Information Security Requirements:

a. The COR and the Contractor will assure that-

i. No other information except what is in this contract will be shared with the contractor in any follow up communication.

ii. None of the information in this contract includes Protected Health Information

(PHI) or Individually Identifiable Information (III).

iii. Contractor will be escorted by a VA Employee as necessary.

(END OF STATEMENT OF WORK)