Attachment 1 - Fire and Sprinkler Inspection SOW.docx

SOW - Fire Alarm and Sprinkler System Inspections

1. General Requirements Contractor shall furnish all labor, tools, and equipment to perform quarterly, semi-annual, and annual inspections, tests, calibrations, and maintenance at the Michael E. DeBakey VA Medical Center, according to the specifications listed below. All work shall be done and documented in accordance with the most current National Fire Protection Association (NFPA) Standards and Code requirements. All work shall be conducted by personnel licensed or otherwise qualified according to NFPA and local fire code requirements. This is a Base +4 requirement.

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

2. Quarterly: All work shall be completed by the end of the 3rd month of each quarter. The quarterly inspections shall be completed no later than December, March, June, and September respectively. See section 5 for documentation for test and inspection reporting requirements.

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

· Verify that all alarm devices are properly received at the alarm panel

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

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

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

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

· Test fire alarm supervisory circuits including the fire pump supervisory signals; 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.

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

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

3. Semi-Annual Inspections: All work shall be completed on the first and third quarterly inspections.

· Test all valve tamper switches and water flow devices

· Test all water storage tank high and low water alarms

· Inspect and maintain all kitchen and hazardous waste and chemical storage automatic fire extinguishing systems in accordance with the most current version of NFPA 96.

· Test fire alarm system batteries in accordance with current version of NFPA 72

· Battery Replacement – Replace all batteries at commencement of contract. Create e-format database with location, installation date, and expiration date of battery. Update database accordingly.

3.1 Test Fire Alarm System Batteries as Follows:

· 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.

· 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.

· 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.

· 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.

4. Annual Inspections: All work shall be completed on the third quarter inspection. Annual inspections shall be accomplished by inspecting a minimum of one quarter of the devices.

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

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

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

· Inspect and test fire and smoke door assemblies in accordance with the most current version of NFPA 80 and document all test results.

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

· Conduct overhead door fire drop test for all overhead doors with the most current version of NFPA 80.

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

· Test fire pump under flow per the most current version of NFPA 25

· Test all fire hydrants in accordance with most current version of NFPA 25

· Sprinklers – 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 sprinklers

· Dry Pipe System - 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.

· Inspect all backflow devices in accordance with the most current version of NFPA 25, for the following locations:

· Main Hospital – 100

· Maintenance Garage – 102A

· Outpatient Mental Health – 108A

· Fire Pump – Bldg 114

· Medical Media – Bldg 120

· Modular Admin – Bldg 122 (Start testing in 2023 after renovations)

· CH & P – Bldg 123

· Accounting and Finance Building - 125

· Fisher House I

· Fisher House II

· Fisher House III

· Parking Garage

· Test elevator recall/trip test functions on ALL elevators on the MEDVAMC campus per the most current version of NFPA 72 for the following buildings:

· Main Hospital – 100

· Outpatient Mental Health – 108A

· Research – 109

· Research/Admin – 110

· Accounting and Finance – 125

· Fisher House I

· Fisher House II

· Fisher House III NOTE: Elevator recall/tip test function for elevators in building 100 shall be completed between the hours of 9pm and 6am.

Special Testing Frequencies:

· Inspect Smoke Detectors every six (6) months per NFPA 25

· Conduct biannual (two year) sensitivity testing and cleaning of all heat/smoke alarms for 2023 and 2026 Low Point and Pipe Pitch Inspection The 3 – year low point and pipe pitch inspection requirements (Years 2024 & 2027) shall be conducted per NFPA 25 – Standard for the Inspection, Testing and Maintenance of Water-Based Fire Protection Systems. Testing elements shall include the following:

· A gas pressure test at 40 psi shall be performed for 2 hours

· The system shall be permitted to lose up to 3 psi during the duration of the test

· Leaks shall be addressed if the system loses more than 3psi

· With the system at normal system pressure, the gas source shall be shut off for 4 hours. If the low-pressure alarm goes off within this period, the leaks shall be addressed.

5 Year Internal Fire Sprinkler Inspection & Hydro Test (Baseline) The 5 – year fire sprinkler requirements shall be conducted on all automatic standpipe systems to verify that the required flow and pressure are available, per NFPA 25 – Standard for the Inspection, Testing and Maintenance of Water-Based Fire Protection Systems. This Testing elements shall include the following:

· Gauge inspection testing and (if needed) replacement with a new calibrated gauge

· Standpipe Flow Test

· Standpipe Hydrostatic Test

· Check Valve Inspection

· Internal Inspection of Piping, and Hose Valves

· Main drain tests performed on all standpipe systems

5. Corrective Actions Includes correction of all 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 Contracting Officer Representative (COR) and the Contracting Officer (CO), but the Contractor must work closely with their sub-contractors to ensure expeditious resolution of all inspections, maintenance and repairs. The prime contractor shall use two qualified/certified subs for this requirement. A qualified sub to complete quarterly, semi-annual and annual inspections and different sub 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. Licensed personnel performing maintenance repair and testing shall be factory trained on the systems they are working on.

6. Work Requirement/Equipment:

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. The contractor shall provide all labor, travel, equipment, supplies/ materials, technical and administrative support required to facilitate the overall operation objectives of the systems in accordance with the most current edition of the NFPA and all applicable publications and will be proficient in with The Joint Commissions standards and performance requirements. 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. Prior to performing any required work (Monitoring, Maintenance, Inspection, Repair and Modifications/Installations) of Existing Fire Alarm/Sprinkler Systems a maintenance schedule will be submitted to and coordinated with the Contracting Officer's Representative (COR, and/or the Alternate Contracting Officer’s Representative (ACOR) Two (2) days prior to the approved scheduled inspection date for regular maintenance, programming, testing or repairs the contractor will contact the COR (or ACOR) for confirmation to ensure that the scheduled date is still acceptable.

7. Inspection Report:

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. The quarterly/semiannual/annual inspections shall also include fire pump, Backflow preventers, fire hydrants, exercise PIV’s, lubricate valves, test all associated components in accordance with applicable NFPA standards. 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 (tests conducted and maintenance work performed) are annotated on an inspection form (for each building or system). The form will be signed by the service technician/inspector and turned into the COR or ACOR within (3) working days. The inspection report will also indicate the probable continuance of the condition of each system until the next inspection. The contractor will furnish inspection, testing/maintenance reports and recommendations with the COR/ACOR within three (3) working days upon completion of a building of Fire Alarm/ Sprinkler System. 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/ACOR within three (3) working days. Once inspection is completed and report has been reviewed with the COR/ACOR, any red tag deficiencies shall be repaired within three (3) working days upon approval. Before submitting any report to the COR/ACOR, the reports shall be reviewed for any mistakes. The Contractor shall modify the Fire Alarm /Sprinkler system as needed per NFPA standards, once approval to move forward has been approved by the CO or COR.

8. 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. All spare parts maintained by the contractor will meet or exceed conformity with National Fire Code (NFPA) Standards. All equipment and material will be labeled and listed for compliance with appropriate standards. Service technicians/inspectors are to be equipped with all PPE, tools and test equipment necessary for preventive maintenance and field repair of fire protection systems and devices. The Contractor shall not proceed with any repairs without permission from the COR or the Contracting Officer. 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

9. Work Locations (Main Campus):

100 – Main Hospital 102 – Maintenance Garage 102A – Storage Building 103 – FMS Engineering Shops 104 – Chiller Plant 105 – Boiler Plant 105A – Energy Control 106 – Generator Plant 108 – Police/VISOR/Fitness Center 108A – Mental Health Outpatient Clinic 109 - Research 110 – Admin/Research 114 – Pump House 120 – Admin/Medical Media 122 – Vacant (scheduled for renovations, testing to begin in 2023) 123 – CH & P Plant 125 – Accounting and Finance Parking Garage Fisher House I Fisher House II Fisher House III

10. Hours of Services:

Work will be conducted within the hours of 0700 until 1530, although evening and weekend work may be scheduled for the mutual benefit of the contractor and the government with advanced notice.

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 Juneteenth Freedom Day------------------------------------------------------June 19 Independence Day -----------------------------------------------------------------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

11. Repairs:

Upon notification of any issue by phone/email, the Contractor will provide a cost estimate (quote) 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/ACOR may verbally approve to order parts and schedule the repair, but the Contracting Officer shall give approval before proceeding with the work. All red tagged items will be investigated and quoted within 24 hours, work completed within 72 hours of being notified by COR/ACOR. The Contracting Officer will then need to approve the cost estimate to stay within the time perimeters. 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/ACOR of all red tag issues, and provide a cost estimate for the repairs. Any troubles or impairments detected in the system; the contractor shall notify the COR/ACOR with a Corrective Action Plan. Once, COR/ACOR gives the approval work shall be completed within 3 working days. The contractor shall maintain and update the current fire alarm / sprinkler system program. The Contractor shall modify the Fire Alarm /Sprinkler system as needed per NFPA standards. The contractor shall provide 3rd party review of fire alarm and sprinkler renovation drawings as requested by facility construction project team to ensure all applicable standards are applied during contracted design.

12. ID Badges, Sign-In/Out, Parking and Smoking:

All contractor personnel are required to sign-in at Energy Control, located in building 104. Contractor personnel shall wear identification badges during the entire time they are on VA grounds. All contractor personnel are required to sign-out at building 104/Energy Control. 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 illegal drugs, alcohol or firearms of any type onto a government installation.

13. 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 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 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 service ticket. The service ticket will be provided electronically to the COR/ACOR the day the work is completed.

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

Maintenance, Monitoring, Repair and Modifications/Installations of Existing Fire Alarm/Sprinkler Systems Contractor: Will need to coordinate any repairs, modification and inspections with the COR. Work shall be performed in accordance with National Fire Protection Association (NFPA 101, 72, 90A, 25, 17A and 13 required acceptable Fire Safety Standards, as they apply, and the following: Maintenance will be performed on a semi-annual (twice/year) basis and will be conducted in accordance with manufacturer’s standards. Contractor should estimate approximately 20 calls per year. The contractor shall maintain and update the current fire alarm / sprinkler system program. Contractor shall supply all devices and parts. (Based on GSA pricing scheduling) As a minimum, maintenance will consist of all fire alarm / Sprinkler systems will be thoroughly inspected and tested for proper operation. Fire Alarm / Sprinkler System will be always maintained in full operating condition and any defects and/or impairments noted will be reported to the COR (or ACOR) immediately with a corrective action plan for repairs. All detectors, manual pull station, strobes and sprinkler heads will be examined and cleaned. If the contractor accidentally or deliberately trips and expels agents, he will replace the agent at his own expense.

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

Kimberly L. Henderson (Safety Specialist/COR) Phone: 713-791-1414, x25106 Email: kimberly.henderson@va.gov

Tonya Preston (Safety Manager/ACOR) Phone: 713-791-1414, x27782 Email: tonya.preston@va.gov

Grayling Bocage (Fire Tech/Electrician) Phone: 713-791-1414, x2-7951 Email: Grayling.Bocage2@va.gov

15. Response Timeliness:

The Contractor must be able to provide competent alarm, suppression, or sprinkler technicians to resolve emergent conditions within one hour 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 sprinkler 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 1 week.

16. On-Site Vendor Responsibility

The Contractor shall be responsible all facilities in which the work will take place and to also 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/ repair. 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 the MEDVAMC Infection Control and ILSM policies as advised by the COR.

17. Tagging Requirements

The Contractor shall notify the COR or ACOR if panel alarm activation occurs unexpectedly during maintenance and immediately upon occurrence. Contractor will contact the COR/ACOR or Energy Control 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 COR 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, tampers, flows, etc.) associated with the fire alarm/ sprinkler system.

18. Qualifications of Personnel

The Contractor and persons performing maintenance must be fully licensed from the State of Texas to perform fire alarm/sprinkler testing, maintenance, installation, and authorized repairs. 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 ensure that all documentation, certificates of training and licenses, permit, bonds are current and valid. All proposals shall include documentation and proof of the above certifications and qualifications for each employee. 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). 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 restoring fire alarm system to a normal state after alarm activation. The contractor shall always have enough capable and licensed employees to adequately and safely perform all work required under the contract. 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, installation, service.

4.All inspectors shall be Notifier Factory trained to service and program Notifier 3030 fire alarm systems.

19. Contractor shall possess the following Texas State Licenses / Registrations.

1.ACR (Fire Alarm) 2.ACR-SS (Monitoring) 3.SCR – Fire Sprinkler 4.SCR – U (Sprinkler Certificate of Registration – Underground) 5.RME - Responsible Managing Employee with OSHA 30 (On Site)

20. 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 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.

21. Period Of Performance One Base Period and Four Option Years:

1.Base Period: 09/26/2022 – 09/25/2023 2.Option Year 1: 09/26/2023 – 09/25/2024 3.Option Year 2: 09/26/2024 – 09/25/2025 4.Option Year 3: 09/26/2025 – 09/25/2026 5.Option Year 4: 09/26/2026 – 09/25/2027

22. 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 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 COR with all red or yellow deficiencies, specific location and description of the failed part, failure details, and impact.

23. Documentation Requirements

The Contractor will provide an electronic service ticket identifying each repair corrected or device installed. The service ticket 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 service ticket shall be signed by the 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.