Attachment 1 - Statement of Work - Fire Alarm and Fire Suppression MITMR.docx

Rocky Mountain Network 19 | Montana VA Health Care System (436) 3687 Veterans Drive | P.O. Box 1500 Fort Harrison, MT 59636-1500

1.877.468.8387 | 406.442.6410 www.montana.va.gov

Scope of Work 06-12-2024

SOW: Fire Alarm and Fire Suppression Systems Monitoring, Inspection, Testing, Maintenance, and Repair (MITMR) Purpose of SOW The Ft Harrison, MT VA Medical Center and the Miles City, MT Community Living Center have a requirement for annual, semi-annual, and quarterly inspection, testing, and maintenance (ITM) of the facility’s fire protection systems. These systems include fire alarm system, kitchen hood suppression systems, and wet/dry sprinkler systems with associated piping, valves, and pumps. Regular ITM is required per applicable accreditation and national consensus standards.

The Contractor must furnish all labor, management, supervision, tools, materials, equipment, and transportation necessary to provide inspection, testing, and maintenance tasks to ensure system reliability for Wet and Dry Sprinkler Fire Protection Systems and Kitchen Hood Suppression Systems in accordance with NFPA and Joint Commission requirements including the tasks listed below.

Contractor Requirement The contractor shall provide appropriate personnel for completion of inspections, testing, monitoring and maintenance as identified within the Statement of Work for services provided to Ft Harrison VA Medical Center, 3780 Independence Way Fort Harrison, MT 59636 and the Miles City VA Community Living Center, 210 South Winchester Avenue Miles City, MT 59301.

The fire alarm system at Ft Harrison VAMC is made up of approximately 200 devices requiring testing. The fire alarm system at Miles City CLC is made up of approximately 280 devices requiring testing. Please note the actual numbers of devices is approximate and must be verified by the contractor.

Service or Work Description The Ft Harrison Medical Center campus is comprised of seven buildings that have fire suppression and fire alarm systems. The Miles City Community Center Campus is comprised of 11 buildings that have fire suppression and fire alarm systems. The number of systems to be covered under this contract MUST be field verified. Facility does not have accurate drawings w/ the location, quantity and type of these systems.

Contractor shall provide the below requested services, equipment, staff, and tools necessary to perform, inspect, certify in writing and provide a monitoring service for all fire suppression and fire alarm systems. All services shall be in accordance with The Joint Commission (TJC) and all inspections, testing, maintenance, and service of Fire Protection Systems must be in accordance with the current & appropriate NFPA Standard to include but not limited to NFPA 101, NFPA 72, NFPA 25, NFPA 99, NFPA 17A, NFPA 10, NFPA 96 and NFPA 291. Contractor will include documentation of all tested devices/systems and must conform to The Joint Commission (TJC) report style which includes date inspected, unique device identification, device location, status (pass or fail) for each device connected to the fire alarm and fire suppression system, the type and quantity of devices tested in each building, and a consolidated deficiency findings list per building. Contractor will perform minor maintenance on fire suppression and fire alarm systems as needed. Buildings included in this SOW at the Ft. Harrison VMAC are: 141, 150, 154, 154A, 154B, 169, 171 & 172. Buildings included in this SOW at the Miles City CLC are: 1, 7, 8, 10, 15, 17, 18, 19, 20, 21, 23.

Contractor will conduct semi-annual and annual inspections on all buildings connected to the fire alarm system. All services shall be in accordance with the most current NFPA 25, and NFPA 72 standards. When using NFPA 72, Chapter 14, Inspection Testing and Maintenance, contractor will include documentation of all tested devices. Documentation must conform to The Joint Commission (TJC) report style which includes specific elements of performance (EC, LS), date inspected, unique device identification, device location, status (pass or fail), the type and quantity of devices tested in each building, and a consolidated deficiency findings list per building. Alarmed buildings included at the Ft. Harrison VAMC are: 141, 150, 154, 154A, 154B, 169, 171 & 172. Alarmed Building included at the at the Miles City CLC are: 1, 7, 8, 10, 15, 17, 18, 19, 20, 21, 23.

Contractor shall be responsible for testing the kitchen hood suppression systems at the Ft. Harrison VAMC in accordance with The Joint Commission (TJC) requirements.

Contractor will perform minor maintenance on fire suppression systems as needed during inspections/testing. This applies to problems directly caused by testing or technician error. This is not intended for system deficiency corrections discovered during inspections. This applies to minor corrections such as tightening packings, fasteners or fittings actuated during testing/inspections to stop leaks, minor adjustment to either system which may be required to get the system back on line or functioning properly.

Contractor will perform an internal 5-year Obstruction investigation of all fire suppression systems, standpipes identified in this document that require this type of inspection to be performed to meet requirements of NFPA standards for inspection.

In addition to all above mentioned tests the following are to be performed as part of this service contract.

The Joint Commission (TJC) Standards requirements:

Special Conditions All fire suppression and fire alarm systems inspected/tested will be required to be returned to operational status after vendor inspections/maintenance are completed.

Perform inspections and testing services in compliance with applicable standards and IAW the TJC/VHA Memorandums of Agreement and NFPA standards. (See attached additional documentation at award) During alarm testing, one technician must be provided to monitor the main fire computer terminal while testing is being conducted.

Provide and maintain documentation, reports, and records of inspections and testing in hard copy and electronic format in order to better assist the customer with record keeping (DOCX, XLS, PDF).

Provide qualified, certified & experienced technicians for all inspections & testing of the fire suppression and alarm systems. The Contractor employees must be certified by the National Institute for Certifying Engineering Technologies (NICET) in the appropriate Fire Protection sub-field. For Fire Alarm or Fire Sprinkler testing, to include Fire Pumps, there must be at least one Level 2 certified Technician preforming the applicable work. Proof of NICET certifications must be provided at the time of contract execution and maintained by each employee onsite throughout the duration of the contract.

The Contractor must be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contractor will provide the COR with copies of all certification documents.

Coordinate inspections and testing with the appropriate VAMC Personnel.

Ensure to coordinate with Safety and Fire Departments where testing is to be performed.

Perform the testing during normal hours (7:30am to 4pm, Monday - Friday). Hours may be adjusted with approval of COR prior to scheduling.

Notify and coordinate with the Facilities Maintenance Supervisor or other point of contact to minimize any unwanted responses.

Follow-up on completion of any work subcontracted to ensure work is done as required in a timely manner.

Provide guidance and knowledge to aid in Ft Harrison VAMC meeting requirements as set forth by NFPA and TJC during the term of this contract.

Ensure only authorized personnel are performing work associated with this contract. This applies to any work sub-contracted as a result of this award.

Vendor must be capable of meeting a 4 hour response time to all locations identified in this SOW where services may be required for Routine repairs to operating systems.

Repair service and Emergency Call Back Service (ECS) shall be accomplished as part of this contract. This service shall be used for repairs that cannot be accomplished during a routine monthly visit. ECS shall be provided twenty-four (24) hours per day, seven (7) days per week. Vendor must be capable of meeting a 2 hour response time to all locations identified in this SOW where services may be required for Emergent repairs to operating systems.

Repair parts are not included in this contract and shall be priced separately. Parts will be approved by the COR and a fair and reasonable price determination made prior to purchase/install.

Government Furnished Data:

Building plans, alarm diagrams, as built plans and Operation and Maintenance manuals will be available for review upon request. However, site investigation will be required in order to confirm accuracy of drawings.

Responsibilities Government Authorized Individuals Contracting Officer's Representatives (CORs) will be appointed for individual projects under this Agreement. The COR will be responsible for technical monitoring of the contractor's performance and deliveries. The COR and the Contractor's Representative shall work together to ensure that all contractual requirements are being met. The COR will interpret specifications or technical portions of the work.

Performance Period Working hours for tasks that do not interfere with Veterans Affairs business are from 7:00am-4:00 pm Monday-Friday except on federal holidays. Some testing may need to be conducted after normal business hours, or on a Saturday. Kitchen hoods to be serviced during kitchen off-hours between 7:00pm-6:00am.

The period of performance of this contract is one year from date of award with provision of four option years.

Privacy Statement Information Security & Privacy Requirements:

The C and A requirements do not apply, and a Security Accreditation Package is not required. Incidental exposure may exist from accessing the facility. Staff will follow all privacy and security practices.

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