Attachment 1 Statement of Work.pdf

US Department of Agriculture (USDA)

Statement of Work Fire Alarms, Fire Suppression Systems and Fire Extinguishers Maintenance

Project

Fire Alarms, Fire Suppression Systems and Fire Extinguishers Maintenance.

General Information

1.0 Scope of Work

The scope of work includes annual diagnostic testing and inspection of all components of the fire alarm system, fire suppression system, and fire extinguishers to ensure compliance with the updated Local Fire Code, NFPA 10, and NFPA 72: National Fire Alarm and Signaling Code, and applicable regulations. The contractor shall provide comprehensive coverage, including replacement of components in the central processing unit, system reprogramming due to failure, replacement of circuit boards, and all related components in control panels, annunciator panels, monitors, and peripheral devices (such as smoke detectors, pull stations, audible/visible units, and contacts) associated with the fire alarm system.

The contractor shall identify and report any areas requiring repairs or replacement.

The contractor shall test, inspect, and provide maintenance services for all fire alarm systems, fire suppression systems, and fire extinguishers located at the International Institute of Tropical Forestry (IITF) complex in Rio Piedras, San Juan, Puerto Rico, and the Sabana Research Field Station (SFRS) in Luquillo, Puerto Rico. All services must be performed in accordance with the updated local, Puerto Rico, and National Fire Codes. Maintenance includes servicing main components, batteries, interface equipment, and all related components of fire detection and alarm systems. The existing fire alarm systems include products manufactured by General Electric, Honeywell, Simplex, and Edwards System Technology.

The contractor is required to evaluate and either disconnect, eliminate, or replace the existing HQ basement suppression system to ensure compliance with the updated local and National Fire Alarm Codes. This process should result in increased system efficiency and cost savings.

As part of the contract, the contractor shall evaluate the existing alarm system. The contractor shall incorporate new sensors as needed, specifically for HQ basement sensors currently connected to a separate suppression system. The contractor shall also remove and reconnect or replace the existing smoke sensors to the main fire alarm system. If a new smoke detector is needed, it shall be replaced with a smoke/carbon monoxide detector combo. All work must comply with the updated local and National Fire Alarm Codes. The result will be a more efficient and cost-effective system. The fire extinguishers located at the IITF complex and SFRS are past due for service and in poor condition. The contractor shall properly dispose of all existing fire extinguishers and replace them with new, code-compliant extinguishers.

Repair Needs Identified During Preventative Maintenance. The contractor shall notify the COR of repairs needed and associated cost of repairs not covered in the basic service contract. No work is to be done to address the repair without authorization from the CO. The Government reserves the right to pursue repairs through any procurement means available and/or required by Federal regulation.

Parts requiring replacement during scheduled maintenance visits that are more than $300 per individual item are eligible to be reimbursed under the reimbursable parts line item but will require COR approval prior to replacement.

Reimbursement is based on the actual cost of parts and materials to the Contractor; profit and overhead will not be allowed. Requests must be accompanied by a supplier invoice that would also be uploaded in IPP with the vendor invoice.

In the event that a single part or multiple parts for a single unit must be replaced that exceed $2,500.00 in total, the Contractor shall procure the items/services on a competitive basis or provide justification, if there is lack of competition.

All parts will be of equal quality or better than replaced parts. Discounts and rebates on items provided to the Contractor shall be credited to the Government. All purchase documents shall be made available for the Government’s review and audit.

The Government reserves the right to purchase parts through any procurement means available and/or required by Federal regulation. These parts would be provided to the contractor for replacement on the next scheduled visit.

Emergency Calls. The contractor shall respond to emergency repair calls within 24 hours after notification during business hours. Only the Contracting Officer (CO), or the Contracting Officer Representative (COR) are authorized to make an emergency call. The contractor shall prepare and submit a written report within two (2) business days after the emergency repair. The report shall include the date and time of the service call, the repairs performed, and the name of the technician performing the repairs.

Repairs Resulting from Emergency Calls. During execution of emergency calls, communication will be made by telephone with the above Government POC initiating the request, to obtain approval for billable replacement parts and/or confirm completion/status of repair. Parts requiring replacement during emergency calls are reimbursable even if less than $300 per item if accompanied by a supplier invoice and have been approved prior to completion of repairs. Parts reimbursement is based on the actual cost of parts and materials to the Contractor; profit and overhead will not be allowed. Requests must be accompanied by a supplier invoice that would also be uploaded in IPP with the vendor invoice.

Labor hours and all parts costs are billable under the Emergency Call line item and the Pricing Exhibit.

2.0 Background

The National Fire Protection Association (NFPA) requires that portable fire extinguishers be inspected, tested, and maintained in accordance with NFPA 10 and NFPA 72 outlines the minimum requirements for fire alarm and emergency communication systems. The International Institute of Tropical Forestry adopts the latest edition of the NFPA Codes and the updated local regulation by the Fire Department of Puerto Rico. This service is also required per OSHA. The International Institute of Tropical Forestry (IITF) complex consists of six (6) buildings located within 5 acres of land at the Botanical Gardens, San Juan, Puerto Rico.

IITF complex includes the following buildings:

(1) IITF Headquarters

(2) Library

(3) Chemical laboratory

(4) Conference Center

(5) GIS

(6) Multi-purpose

The Sabana Field Research Sation (SFRS) is located in the municipality of Luquillo Puerto Rico within the limits of El Yunque National Forest (EYNF). The SRFS is comprised of a series of six (6) buildings on a campus on State Road PR

988. Km 6.5.

Sabana Field Research Station includes the following buildings:

(1) Ecosystems

(2) Administration

(3) *Dormitory

(4) Modular

(5) Wet/Dry laboratory

(6) *Multi-purpose

*Note – these building have fire alarms and fire extinguishers. The other buildings on this site only have fire extinguishers.

Contractor Requirements

3.0 Technical Requirements / Tasks

A. Inspect and test all components of the fire alarm system in the ITTF & SFRS annually. Inspection and tests will include but are not limited to the following:

(1) Test & visual inspection of panel functionality LED’s, fuses, primary power supply, trouble signals, disconnect switches, ground fault monitoring

(2) Test panel battery charger.

(3) Battery discharge test and check for battery corrosion, expiration date.

Clean the terminals, then take appropriate action, if necessary

(4) Test & visual inspection of smoke detectors.

(5) Pull stations

(6) Output relays and activations

(7) Test & visual inspection of heat detectors.

(8) Test & visual inspection of duct smoke detectors.

(9) Smoke detector cleaning, as test results require.

(10) Smoke & heat detector replacement if/as needed.

(11) Replace sealed lead-acid batteries if/as needed.

(12) Test and calibrate alarm sensors, such as flame and smoke detectors, per manufacturer’s specifications.

B. Inspect and test all components of the fire extinguishers at ITTF & SFRS annually. Inspection and tests will include but are not limited to the following:

(13) Dispose of all existing fire extinguishers and replace them with new, code-compliant extinguishers. Inspection maintenance and certification of all fire extinguishers. Testing, inspection, service, report, and certifications must comply with the National Fire Alarm Code, NFPA-72, the Standard for Portable Fire Extinguisher, NFPA-10 and Puerto Rico requirements including licensed in Puerto Rico. All work shall be performed under the direct supervision of a licensed inspector.

(14) After completion of inspection, the contractor shall restore all disable points, exit service diagnostics mode and return all system operations to normal condition. Go over complete inspection document with the Contracting officer representative or an USDA authorized representative for corrective action needed. Provide a written inspection form to the Contracting Officer’s representative (COR).

(15) The contractor shall be capable of demonstrating (the Bidder is responsible for paying all costs, including travel expenses, for the job site visit) that they possess the technical skills, tools, and equipment that are required to operate, test, and inspect each type of fire alarm system used at the USDA facility.

(16) The contractor shall have experience with testing and inspection of the following fire alarm systems used at the USDA IITF facility.

(17) The contractor is completely responsible for any work performed by a sub-contractor. The contractor must list those services that require a subcontractor to inspect and test the system. The bidder assumes full responsibility for the workmanship; compliance with all NFPA codes.

(18) The contractor shall respond to emergency repair calls within 24 hours after notification during regular business hours. The contractor shall prepare and submit a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the repairs performed, and the name of the technician performing the repairs.

4.0 Government Furnished

The Institute will supply timely reviews and adequate access to the site.

5.0 Deliverables / Schedule

All written deliverables shall be phrased in layperson language.

• Submit a written report to the Contracting Officer with test results and specific recommendations, as required by the updated local, Puerto Rico and national fire code(s).

• Delivery signed, dated and certified Annual Certifications for all systems to the Contracting Officer.

• Written alarm system report must include the following:

o Name of company, contact info and License No.

o Manufacturer, Model No, Type of Transmission, other system description o Alarm notification appliances and circuit information o System Power Supplies, Primary and Secondary including battery type o System test and inspections including secondary power o Other NFPA inspection and testing requirements o Conditions / status

• Written extinguisher report must include the following:

o Name of company, contact info and License No.

o Location, Fabrication Year, Type, Pounds, Manufacturer, Serial Number, Date of Last Service, Inspection finding and recommendations o Other NFPA inspection and testing requirements o Conditions / status

Key Deliverables Table 1

Deliverable Objective Due 1 Fire Alarm System

Inspection-IITF Inspect and test all components of fire alarm systems. Document any failures and needed repairs, and overall conditions Provide written inspection form

No later than thirty (60) business days after the contract award.

2 Fire Alarm System Inspection SFRS

Inspect and test all components of fire alarm systems. Document any failures and needed repairs;

and overall conditions Provide written inspection form

No later than thirty (60) business days after the contract award.

3 Annual Fire Extinguisher Inspection:

All Extinguishers Recharge Extinguisher Parts

Provide all labor, time, equipment, materials, and supervision needed for proper maintenance, testing, and inspection of fire extinguishers (quantities, sizes, and types may vary at any given time depending on construction, code changes, or new purchases/processes:

No later than thirty (60) business days after the contract award

4 Dispose and replace all the Fire Extinguishers

Provide all labor, time, equipment, materials, and supervision needed to properly dispose of all existing fire extinguishers and replace them with new, code-compliant extinguishers. Please refer to Table 2

No later than thirty (60) business days after the contract award

5 Suppression system Evaluating and disconnecting, eliminating, or replacing the suppression system

No later than thirty (60) business days after the contract award

6 Existing Suppression System (HQ basement)

Remove and connect or replace the existing smoke sensors connected to the existing Fire Suppression system to the main fire alarm system of the HQ If a new smoke detector is needed, it shall be replaced with a smoke/carbon monoxide detector combo.

No later than thirty (60) business days after the contract award

7 Emergency Calls Respond to emergency repair calls within 24 hours after notification during regular business hours. This includes the fire extinguishers recharge and Fire Alarm system and all its components; including but not limited to sensors, pull stations, batteries, detectors among others.

No later than thirty (60) business days after the contract award.

Key Deliverables Table 2

Extinguisher Type Quantity Dry Chem - ABC 10 lb. 49 Carbon Dioxide (CO2) 10 lb. 4 Carbon Dioxide (CO2) 5 lb. 5 Halotron 5 lb 3

Timeframes:

Deliverables must be completed and submitted no later than 60 days after the Notice to Proceed has been issued.

(1) All work shall be coordinated and approved by the Contracting Officer’s Representative (COR) or designee. All work shall take place Monday through Friday between 07:30 AM and 3:00 PM Atlantic time except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings reasons.

Federal Holidays

1. New Year’s Day – January 1ˢᵗ

2. Three Kings Day- January 6 ᵗʰ

2. Martin Luther King Junior’s Birthday – Third Monday in January

3. President’s Day – Third Monday in February

4. Memorial Day – Last Monday in May

5. Juneteenth – June 19ᵗʰ

6. Independence Day – July 4ᵗʰ

7. Labor Day – First Monday in September

8. Columbus Day – Second Monday in October

9. Veteran’s Day – November 11ᵗʰ

10. Thanksgiving Day – Fourth Thursday in November

11. Christmas Day- December 25ᵗʰ

6.0 Safety

(1) The contractor personnel performing inspection and testing shall wear proper personal protection equipment.

(2) When electrical inspection and testing is performed, an approved lockout-tag out procedure shall be used.

(3) The contractor shall be familiar with all manufacturers’ warnings and shall take recommended safety precautions.

7.0 Contractor’s Key Personnel

All work shall be performed by qualified, experienced Contractor personnel. A thorough understanding of NFPA 72, the National Fire Alarm and Signaling Code is necessary, as well as knowledge of all components that comprise a commercial fire alarm system.

The Contractor’s employees performing services as described should be controlled, directed, and supervised at all times by the Contractor. Contractor management will ensure that the employees properly comply with the performance work standards outlined in the Statement of Work. The work set forth may not be interpreted or implemented in any manner that results in the Contractor creating or modifying Federal Policy. The Government will control access to the facilities and will conduct the inspections and acceptance of the completed work. The term Contractor, as applied herein, includes Subcontractors and Tradespeople.

Contractor personnel must present a neat and professional appearance. Contractor personnel shall be readily recognizable while on the installation in conjunction with this contract.

The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population

8.0 Additional Contract Terms

General Conditions:

(1) The Statement of Work and deliverables can be modified as mutually agreed upon, in writing via a modification to the contract through the Contracting Officer.

(2) Contract Duration: This SOW is intended to support the award of a contract with a performance period to include a base year plus 4 option years.

(3) The contractor agrees to sign an incrementally funded contract.

(4) Only the Contracting Officer, Contract Specialist or the Contracting Officer Representative are authorized to make an emergency call.