Attachment A Performace Work Statement CS 36C24824Q1530.pdf

36C24824Q1530

Table of Contents

B.2 PERFORMANCE WORK STATEMENT

B.2 PERFORMANCE WORK STATEMENT

1. INTRODUCTION:

The United States Department of Veterans Health Administration (VHA) requires services to provide inspection, testing, maintenance, repairs, and monitoring services to the two difference fire alarm systems, Edwards System Technology and Notifier Fire Alarm Systems, located at the VA Caribbean Healthcare System (VACHS), One Veterans Plaza, 10 Casia St. San Juan, Puerto Rico. The intent of this service is to fully maintain the fire alarm systems in proper working order over its expected duration of the contract.

1.1 Objective:

This Performance Work Statement (PSW) establishes a baseline for Inspection, Testing, Maintenance, Repairs, and Monitoring Services of the Fire Alarm Systems and details the task requirements, milestones, deliverable for dates, government furnished equipment, and space, travel requirements, skill requirements, and performance measures.

1.2 Performance Work Statement:

a. The Contractor shall provide all management, supervision, personnel, services, materials, supplies, facilities, transportation, general and specialized equipment necessary to provide test, documentation for the monthly, quarterly, semi-annual and annual inspection, testing and repairs of the Fire Alarm Systems to include FACP Panel 24/7 Monitoring Service at the VA Caribbean Medical Center.

b. All work shall be performed in accordance with the latest edition of NFPA 72 for fire alarms, NFPA 101 Life Safety, and standard protocol for 24/7 monitoring of the fire alarm control panels (FACP) at VACHS Facility.

c. Contractor shall be responsible to respond within four (4) hours to all Life Safety concern. The notification will be provided by VACHS Contracting Officer Representative (COR) and other Government official assigned to work with resulting contract. All repairs or parts that is not cover withing the contract scope will be presented and inform to Government representative for review and approval. A Contracting Officer (CO) will review the case and authorized the execution of work.

d. The Contractor shall provide all labor, materials, equipment, repair parts (as required), and supervision in the performance of preventive maintenance and repair services for the equipment listed in this PSW at the VA Caribbean Healthcare System (VACHS), 10 Casia St. San Juan, Puerto Rico. The Contractor shall provide a minimum of one qualified technician per fire alarm system to be on site Monday to Friday during normal working hours working exclusively in the preventive maintenance of fire alarm systems. This requirement is in addition to all scheduled inspection and testing required to meet NFPA standards. Inspection and testing are to be completed as defined by NFPA-72 Chapter 14, Table

14.4.3.2. Inspection and testing are to be completed within established frequencies and periodicity windows of execution, established by the Facility. Fire alarm devices to be maintained, monitored, inspected, and tested can be found on the following designated areas:

a. Building #1: Main Building

b. Building #2: Laundry

c. Building #10: Community Living Center

d. Building #13: Fire Cistern Pump House

e. Building #26: SICU

f. Building #27: Electrical Synchronization Building

g. Building #29: Electrical Distribution Building

h. Building #18: District Council

i. Building #16: Boiler Plant

j. Building #24: Chiller Plant

k. Building #22: Cabinet Making Shop & Switchgear

l. Building #60: South Parking Garage (Phase IV)

m. Building #61: South Parking Garage-2 (Phase V)

n. Building #40: Administration Building

o. Building #20: North Parking Garage (Old Parking Garage)

p. Building #19: Outpatient Building Addition with Parking

b. Contractor shall ensure that the Facility’s Fire Alarm System covered under this contract is in fully operational status and without trouble, supervisory, monitor, ground fault, and alarm signals. The Contractor shall initiate each work day by reporting to Operation Control Center, obtaining the master keys from Operation Control Center, performing an initial assessment to the system panels conditions, provide an initial overview/brief to the Safety Office of initial assessment made, schedule and conduct periodic maintenance, improvement to fire alarm conditions, progress reports, repairs as required, and end the day with a written daily report to the Safety Office with an in-depth picture of system conditions and recommendations. Service contractor shall return master keys and log-out from Operation Control Center at the end of the workday.

c. Facility wide projects, shutdowns, repairs, and testing could potentially impact Fire Alarm Systems. With proper coordination through the Safety Office, the Contractor shall work proactively to prevent the Fire Alarm System becoming compromised and shall be available for when any related coordination is needed.

2. GENERAL REQUIREMENTS:

2.1 Period of Performance.

Performance period shall be a year base period from award date, with four (4) option years contingent in meeting satisfactorily the requirements set forth in this PSW.

2.2 Non-Personal Services

• The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks.

• The Government will not assign tasks to, or prepare work schedules for, individual contractor employees. The Contractor shall be responsible for managing its employees and guarding against any actions that are of the nature of personal services or give the perception of personal services as defined in FAR-Part 37, Service Contracting, dated 31 May 2011.

• The Contractor shall notify the Contracting Officer (CO) if any Government requested actions constitute or are perceived to constitute personal services.

2.3 Location and Hours of Work

2.3.1. The work to be performed under this contract will be performed at the VA Caribbean Healthcare System (VACHS), One Veterans Plaza, San Juan, and Puerto Rico.

2.3.2 Normal hours of operation:

• The facilities will typically be in operation 24/7. The contractor shall perform work during normal hours as approved by the CO.

• The contractor will generally perform job functions, during normal duty hours between 8:00 a.m.

and 4:30 p.m.

• The contractor may work, with prior approval of the CO or COR at no additional cost to the government, during the hours outside normal duty hours.

2.3.3 After hours:

After hours shall be designated as the hours between 4:30 p.m. and 8:00 a.m. Monday through Friday.

2.3.4 Emergency hours:

Emergency hours shall be designated as the hours between 4:30 p.m. Friday evening and 8:00 a.m.

Monday morning. Emergency hours shall also include the holidays as noted below in paragraph 2.3.5

2.3.5 Recognized holidays:

Recognized holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on Sunday, it is observed on Monday. Service is not required on these days unless programmed inspection, testing, maintenance, repairs, shutdowns, or any relevant activity involving fire alarm devices are coordinated.

3. SPECIFIC REQUIREMENTS:

3.1. Specific Tasks:

1. Contractor shall provide a schedule of specific dates for the monthly, quarterly, semi-annual, and annual inspections and testing of entire Fire Alarm System in accordance with the Facility’s current periodicity timeframes. As a minimum, the Contractor shall perform the following tasks:

a. Inventory: The Contractor is responsible for obtaining a list of all monitored and testable items directly from Fire Alarm Control Panels (FACPs) at the beginning of the contract and option years. This includes the following minimum equipment:

• Fire Alarm Control Panels, w Battery

• Fire Alarm Voice Evacuation Panels, Supervisory

• Auxiliary Field Module Devices

• Control Field Modules, Indicating

• Initiating Field Devices

• Notification Field Devices

• Manual Alarm Stations

• Smoke Detectors

• Heat Detectors

• Duct Smoke Detectors for Air Handlers and Dampers

• Power Supplies

• Strobes

• Speakers

• Voice Evacuation

• Batteries & Fire Alarm System components.

• DACT

• Smoke doors / Smoke ventilation systems

Within 60 days of base year contract award, the contractor is responsible for validating monitored and testable items, runways, and as-builts available. A master as-built correlating with the validated testable and monitored devices shall be created to support accurate inventory and further inspection, testing, maintenance, repairs, and monitoring services for the complete year. Within 60 days of each option year, baseline as-built with inventory listing shall be validated, and any changes shall be captured to ensure accurate as-builts and inventory records are maintained.

b. Battery Replacement: All backup batteries for all Fire Alarm Control Panels shall be replaced within 60 days of contract award. All devices related to the fire alarm system containing backup batteries will be addressed and replaced. Batteries shall be new and of proper size/type per manufacturer’s recommendation. Installation date shall be placed on the new battery at time of install utilizing vinyl labels. All labelling shall be ½” white with black lettering. Option years of contract will include replacement of batteries on as needed or required basis at no additional cost to the government. Batteries will be checked and replaced as needed and as determined during the option year(s) of inspection and testing.

c. Inspection and Testing: The Contractor is responsible for performing all inspections and tests necessary to substantiate the services furnished under the contract and conform to contract requirements.

Inspection and testing refer to programmed inspection and testing to comply with TJC and NFPA testing periodicities and associated preventive maintenance covered in Section 3.1 Specific Tasks. The VA always has the right to test all services ordered under the contract and places throughout the term of the contract. Government testing and inspection will not unduly delay any Contractor work being performed nor will it create a defect in services covered by this contract. Inspection shall be performed in accordance with NFPA-72, Chapter 14, Table 14.3.1 and manufacturer’s recommended procedures. Testing shall be performed in accordance with NFPA-72 Chapter 14, Table 14.4.3.2, manufacturer’s recommended procedures, and following standards required by The Joint Commission on Accreditation of Healthcare Organizations (TJC).

The Contractor must provide all tools, supplies, equipment, and a minimum of two qualified personnel to perform inspection and testing per contract. The Contractor is expected to work independently, with adequate certified personnel to accomplish all testing in an efficient manner. These personnel shall be different from the individual working at the station, unless is coordinated with Government official. All inspection and testing shall be conducted in a manner that would present the least amount of disruption to the healthcare facility. The Contractor shall provide a verbal announcement via the Fire Alarm Control at the beginning and conclusion of testing each day or session of testing. Testing of patient care areas to include the Operating Rooms, Cath Lab, Intensive Care Units, and critical buildings shall be scheduled to minimize disruption of services. Testing staff shall follow VA dress procedures for entering clean areas (operating room suites, Sterile Processing, etc.) prior to entering clean areas. The Contractor shall be prepared to perform testing after hours for portions of the facility where testing cannot be performed during normal work hours at no additional cost to the government. In those cases where the Contractor is required to verify that alarms operate and transmit alarms to VA main fire panel, the contractor may need to have a person at the building’s fire alarm panel to confirm the signal.

Testing documentation and records shall be provided to the COR in both digital and hard copy within ten

(10) days of testing completion of the inspection/testing.

Testing documentation report shall include the following minimum requirements established in NFPA-72 and TJC 02 03 05 EP28 standards:

(1) Component being tested/inspected.

(2) Name of activity.

(3) Date(s) of the test/inspection performed.

(4) Certification report citing testing was performed in compliance with applicable NFPA standard, Chapter, and Section.

(5) TJC Element of Performance reference for the activity.

(6) Itemized test/inspection of each piece of equipment with corresponding label, address, and nomenclature.

(7) Technician name.

(8) The results of the test/inspection.

(9) Deficiencies found.

(10) Corrective actions taken.

(11) Contact information, including affiliation, of the person who performed the activity (full name, company, phone number, and email address)

The Contractor shall immediately notify the COR of any Fire Alarm equipment failures such that ILSM (Interim Life Safety Measure) can be implemented.

The Contractor shall pause testing and attempt to correct any minor deficiency identified prior to proceeding including replacement of modules, resistors, smoke alarm modules, heat detectors, etc. as to ensure the system remains functional and operable.

The Contractor shall request daily reports from the current Fire Alarm monitoring company to ensure the system is accurately providing notification. The report will be compared to the listing of devices tested to ensure accuracy. Discrepancies shall be reported to the COR. The Contractor shall correct the reporting deficiency prior to proceeding with testing.

The contractor shall provide daily status updates during the testing of devices that do not pass testing/inspection. Upon completion of inspection, the contractor shall provide a list of deficiencies noted during testing on the final day of testing/inspection.

No system will be left out of service at the end of a workday or over a weekend without written permission from the COR. All switches must be verified as reset prior to the end of each workday.

Manual Pull Stations: All pull stations shall be functionally tested through the system for alarm and proper supervision per system design.

Smoke Detectors: All detectors to be tested for functionality through the system for alarm and supervision per system design.

Heat Detectors: All detectors to be tested for functionality through the system for alarm and supervision per system design.

HVAC Duct Detectors: All detectors to be tested for functionality through the system for alarm and supervision per system design. Field coordination with Facility’s mechanical contractor is paramount to ensure mechanical controls and signaling devices are working per its intended design.

HVAC Damper Signals & Air Handling Unit Shutdown: All damper signals to be tested for functionality through the system for alarm and supervision per system design. Field coordination with Facility’s mechanical contractor is paramount to ensure mechanical controls and signaling devices are working per its intended design.

Waterflows and Tamper Signals: All signals to be tested for functionality through the system for alarm and supervision per system design. Field coordination with Facility’s Fire Protection Contractor is paramount to ensure mechanical controls and signaling devices are working per its intended design.

Elevator shunt: All signals to be tested for functionality through the system for alarm and supervision per system design. Field coordination with Facility’s Elevator Contractor is paramount to ensure mechanical controls and signalling devices are working per its intended design.

Audible/ Visual Notification Appliances: All units to be tested through the system. All audible units will be activated to verify audibility and coverage. Specific zones notification appliances shall be inspected to ensure proper annunciation. Visual units will be put into alarm to verify proper operation, synchronization, and coverage.

Smoke Door Closure / Electromagnetic door closers: All smoke doors for specific zones shall be inspected to ensure proper closure. All smoke doors will be re-opened prior to testing.

Smoke pressurization systems: All signals to be tested for functionality through the system for alarm and supervision per system design. Field coordination with Facility’s Mechanical Contractor is paramount to ensure mechanical controls and signalling devices are working per its intended design.

Fire Alarm Control Unit: Test shall be conducted to verify communication between interface panels, central supervising unit, and peripheral devices used to provide control or annunciation functions. Each signalling line circuit, including those on which addressable devices operate, will be tested for reporting capability by operating initiating devices connected. Test will be conducted to verify all status modes.

Contractor will verify that each test signal is properly received and processed by central control unit and peripheral devices providing control and annunciation functions.

d. Minor Repairs/Deficiency Corrections. The contractor shall allocate up to, but not to exceed, $10,000 for minor corrections for the base year and additional option years.

During the inspection and testing phases and/or daily preventive maintenance, the Contractor shall pause and make minor corrections to the system. Minor corrections can be defined as quick programming adjustments, minor equipment replacement, or minor wiring correction/replacement. Minor repairs shall also Include providing/replacing devices such as smoke detectors, heat detectors, modules, resistors, cabling, tubing, etc. Equipment/devices to be replaced shall represent current fair and reasonable market values. Following correction of a recorded deficiency, the Contractor shall re-test equipment to ensure the corrective action has remedied the issue(s). All minor repairs and corrections will be approved by the COR prior to the Contractor advancing with minor corrective action. The contractor shall remain responsible for ensuring these corrections do not exceed $10,000 and for recording the cost associated with each corrective action. The contractor shall prepare and provide a report to the COR for all corrective actions including the cost associated with each. Cost of repairs shall only include part(s), device(s), and/or equipment(s). No labor associated with the minor repairs shall be included. Provisions of the contract already includes certified labor presently and actively performing preventive maintenance Monday to Friday. Major equipment failure and/or requirements will be documented and reported to the COR and Safety Office. The contractor may provide recommendations for repair or replacement and may also provide a quote for the major repair. The CO and COR will discuss to determine a corrective action.

The VA may issue a separate Purchase Order or Supplemental Agreement for such repairs to the contractor or elect to search for another vendor for these issues/repairs detrimental to Life Safety.

e. Preventive Maintenance Spares. Within 60 days of base year contract award and additional option years, the Contractor shall validate spare devices/parts/equipment available on site and provide a list of recommended replacement parts / devices / equipment at fair and reasonable market values to be procured and not exceeding $5,000 in total. The scope of preventive spares is to minimize Life Safety Detection Equipment downtime and support inspection, testing, and preventive maintenance.

Equipment/parts/devices procured are to be readily available on site, stored in a designated area established by the Safety Office.

f. Preventive Maintenance: In addition to scheduled inspection and testing requirements, the Contractor shall provide a minimum of one qualified fire alarm technicians for each alarm system to be exclusively working on the preventive maintenance of the fire alarm system Monday to Friday, during normal working hours defined as 8:00 AM to 4:30 PM, and as needed for 52 weeks per year. As a minimum, the Contractor shall comply with the following:

i. Contractor shall submit a preliminary schedule of work for the coming work year.

ii. Contractor shall schedule with the Safety Office, at least one week prior to arrival, to perform routine work.

iii. Contractor is to proactively work in the preventive maintenance of the current fire alarm system.

Contractor shall ensure that the Facility’s Fire Alarm System covered under this contract is in fully operational status and without trouble, supervisory, monitor, ground fault, and alarm signals. The Contractor shall initiate each work day by reporting to Operation Control Center, obtaining the master keys from Operation Control Center, performing an initial assessment to the system panels conditions, provide an initial overview/brief to the Safety Office of initial assessment made, schedule and conduct periodic maintenance, make progress and improvement to fire alarm conditions, provide progress reports, and repairs as required, and end the day with a written daily report to the Safety Office with an in-depth picture of system conditions and recommendations. Service contractor shall return master keys and log-out from Operation Control Center at the end of the workday.

1. A qualified workweek is defined as the service contractor providing qualified fire alarm technicians, Monday to Friday, from 8:00 AM to 4:30 PM, and as needed for 52 weeks per year to support preventive maintenance and scheduled shutdowns, repairs, and testing that could potentially impact Fire Alarm Systems.

2. During afterhours and weekend work, the contractor shall contact Operation Control Center for access to necessary areas.

3. Contractor shall notify Operation Control Center, the Safety Office, and the central alarm station, prior to commencing repairs and testing, and provide these entities with the location of the repairs and testing.

4. Proper personal protection equipment (PPE) shall be worn in all confined spaces and in areas containing Asbestos. Main Building #1 is the only building with ACM. ACM can be found above the ceiling on the corrugated metal deck fire proofing. Appropriate PPE per defined work practice in accordance with the National Institute of Building Sciences (NIBS) shall be followed. Due to vibrations, age, and active construction around the facility, activity shall be defined as a minimum as Level B.

Contractor is responsible to establish the appropriate work practice classification, level of protection, and enforcing the adequate PPE for services to be conducted above the ceiling in Main Building #1 and in the compound.

5. VA identification cards shall be always worn while at the VA premises.

6. Contractor will adhere to all OSHA safety regulations and follow proper Lock-out Tag-out procedures.

7. Contractor shall provide a daily service report and debrief the Safety Office on all preventive maintenance conducted to maintain the fire alarm system fully operational. As a minimum, the daily service report shall include:

a. A report of service, repairs, and maintenance shall be submitted to Safety/Operation Control Center upon completion of each day.

b. Contractor shall correct all deficiencies immediately. If immediate actions cannot be performed, contractor must contact the Safety Office immediately and set forth an approved, by the Safety Office, plan of action and timeline for correction. The contractor shall work with the Safety Office to create and review a plan of action for all found deficiencies that have not been corrected prior to their departure.

c. Once corrective measure has been implemented and malfunction has been correct, immediate testing shall be performed to ensure correction works as designed and to keep the system within code compliance.

d. If corrective action cannot be implemented to a deficiency, the Contractor shall advise the Safety Office of the severity of the matter that is deemed critical to life safety and if a fire watch shall be established in accordance with NFPA requirements.

iv. Current fire alarm system devices, programming, inventory, and components are under the Safety Office in collaboration with FMS Operation Control Center purview. The Contracting Officer and the Safety Office are the governing representative of this contract. Any instructions, modifications, or reports will be channelled through the Safety Office and/or the Contracting Officer only. Other government sections may request services to the Contractor. The Contractor may participate in any solicitation.

Solicitation of services outside of the Safety Office does not imply that the Safety Office authorized alterations, modifications, disabling/enabling, repairs, or deletion of current fire alarm system devices/components. It is the responsibility of the Contractor to report solicitation of services outside of the Safety Office involving current fire alarm system alterations, modification, deletion, or renovations under this contract. The contractor shall immediately report any alterations, modification, deletion, or renovations of the current fire alarm system found on the field.

g. Fire Alarm User Operator Training: Within 60 days of base year contract award and additional option years, the Contractor shall provide a minimum of three (3) sessions of fire alarm user operator training to FMS/Safety designated emergency first responders and Operation Control Center employees.

Training sessions are to be conducted between 0800 – 1600, 1600 – 0000, and 0000 – 0800. This training is to be focused on basic fire alarm end user operator functions such as the overall function and impact of the requirements for fire detection and alarm systems, the meaning and actions to be taken upon the FACP registering a trouble, supervisory, ground, alarm, and monitoring signals, the process to enable/disable system components to support emergencies or scheduled shutdowns, the implications and ramifications of putting the system into service, and the roles of the fire alarm service technician per contract requirements, fire alarm emergency calls, and operation control center.

h. Monitoring Station: Individual, firm, company, partnership, or corporation shall contract, own, or manage a 24-hour remote Central Station Service Alarm System, active, and staffed by factory trained and certified operators 24 hours a day, every single day of the year to receive and report the Facility fire alarm signals complying with NFPA-72 Chapter 26. The contractor shall be responsible for validating/installing primary and alternate communication ports/Digital Alarm Communication Transmitters (DACTs), arranging services, coordinating reporting conditions with the customer, and reporting format.

i. The main scope of the central station is to perform alarm signal verification as specified in NFPA-72, Chapter 26.2.1, 26.2.2, 26.2.3, 26.2.4, and as detailed below:

1. Receive the alarm signal.

2. Confirm alarm signal within 90 seconds of initiation. Alarm signal(s) shall be identified by verifiable zones identification or addressable device with identification.

3. The central station will first attempt to notify designated personnel at the protected premises within 90 seconds of initiation. The designated personnel at the protected premises are Operation Control Center. This is Facility’s Management Service Engineering Control of the Facility that is staffed 24/7.

4. Operation Control Center is to receive the call from the monitoring central station within 90 seconds of initiation, validate alarm condition, and report status (i.e., false alarm, actual event, etc.)

5. In the absence of alarm validation within 90 seconds and when such notification cannot be made, the central station is to notify law enforcement or the fire department, or both.

6. Monitoring, inspection, testing, maintenance, and reporting shall be performed IAW NFPA-72, Chapter 14, Table 14.4.2.2 Test Methods and Chapter 26.

7. Central station fire alarm systems shall be programmed to report restoral signals to the supervising station of all alarm, supervisory, and trouble signals upon restoration of the activation. Any signal received by the supervising station that has not restored to normal condition within 24 hours of initial receipt shall be redisplayed to an operator as a non-restored signal and shall be reported to the subscriber (Contractor). Refer to 3.1c. Inspection and Testing.

8. Provisions to mitigate active troubles and supervisory signals are covered in the preventive maintenance of this contract. All active signals (alarm, trouble, test, service, and supervisory) shall be reported and act upon established timeframes and descriptions specified in NFPA-72 Chapter 26.3.8 Disposition of Signals at no additional cost to the government.

a. Alarm Signals – Upon receipt of an alarm signal that is not prearranged, the central station shall Refer to 3.1.g.i (1 – 8), advise Service Contractor to dispatch a technician to the protected premises to arrive within 2 hours after receipt of a signal if equipment needs to be manually reset, and advise Operation Control Center of the request made to the service contractor. Central station shall provide a written notice through the Service Contractor with the nature of the signal, time of occurrence, and restoration of service/equipment.

b. Supervisory Signal – Upon receipt of a supervisory signal that is not prearranged, the central station shall communicate immediately with Operation Control Center to initiate investigation. If signal is not restored within 1 hours, advise Service Contractor to dispatch a technician to the protected premises to arrive within 1 hour to investigate. Service contractor is to notify the Safety Office if impairment can be corrected within 8 hours of initial signal receipt. Service contractor is to notify the Safety Office if impairment will exceed 8 hours to initiate an Interim Life Safety Measure with recommended actions.

Central station shall provide a written notice through the Service Contractor with the nature of the signal, time of occurrence, and restoration of service/equipment.

c. Trouble Signals – Upon receipt of trouble signals or other signals pertaining solely to matters of equipment maintenance of the alarm systems, the central station shall communicate immediately with Operation Control Center to initiate investigation. If signal is not restored within 3 hours, advise Service Contractor to dispatch a technician to the protected premises to arrive within 1 hour to investigate.

Service contractor is to notify the Safety Office if impairment can be corrected within 8 hours of initial signal receipt. Service contractor is to notify the Safety Office if impairment will exceed 8 hours to initiate an Interim Life Safety Measure with recommended actions. Central station shall provide a written notice through the Service Contractor with the nature of the signal, time of occurrence, and restoration of service/equipment.

d. Test Signals – All test signals received shall be recorded to indicate date, time, and type. Any test signal not received by the central station shall be investigated immediately, and action shall be taken to reestablish system integrity. The central station shall communicate immediately with Operation Control Center and shall advise service contractor to dispatch a technician to the protected premises to arrive within 2 hours to investigate.

e. Panel In Service – Service contractor shall provide authorized personnel from Operation Control Center and designated fire alarm technicians from the company a unique personal identification code to authorize the placing of an alarm system into test status. Designated representatives of the service contractor and key personnel from Operation Control Center shall first provide the central station with his or her personal identification code. List of personnel from Operation Control Center will be provided after contract award.

3.2 Qualifications:

Contractor shall furnish information about qualifications, ability to perform the work, and references regarding related experience in the inspection, testing, and maintenance of fire alarm systems.

3.3 Contactor shall be able to provide Original Equipment Manufacturer (OEM) trained and qualified fire alarm service technicians, capable of performing programming, testing, and troubleshooting on Edwards System Technology and Honeywell Notifier fire alarm panels, devices, components, and equipment, can be on-site to fulfill contract requirements established in Section 3.1, and respond to emergency service calls.

3.4 Only fully qualified servicing technicians shall be authorized by the contractor to perform services.

All work shall be performed by fully qualified competent service technicians. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved technician for each make and model the contractor services at the VACHS. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any fire alarm equipment at VACHS. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VACHS fire alarm equipment and components.

3.5 Subcontractor(s) will not be used under this contract to perform inspection, testing, repairs, troubleshoot, and preventive maintenance. A fully competent contractor shall be able to demonstrate capabilities and competencies to fulfill contract requirements. Contractor may subcontract the Supervising Central Station Alarm Systems and shall be responsible for complying with contract and reporting requirements herein and per NFPA-72 Chapter 26.

3.6 Acceptance of Work. The Contractor is responsible for performing all inspections, testing, repairs, troubleshoot, preventive maintenance, and monitoring services necessary to substantiate the services furnished under the contract, conform to contract requirements, and comply with specific requirements and qualification established in Section 3.1 and Section 3.2. The VACHS Safety Office always has the right to test all services ordered under the contract and places throughout the term of the contract.

Government testing and inspection will not unduly delay any Contractor work being performed nor will it create a defect in services covered by this contract. Both electronic and hardcopy will be provided following the completion of inspection/testing and daily reports. The Contractor shall coordinate inspection, testing, impairment of system, and repairs with the COR and Operation Control Center prior to commencing any work. The Contractor shall obtain written authorization from the Contracting Officer or the COR Designee for any services required outside the Performance Work Statement (PSW), provided herein. Contractor performance will be evaluated based on the performance success or deficiencies;

success or failure in meeting contract requirements; and the Contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action. If the contractor fails to perform a specific element of the work at a satisfactory level, this provides justification for not exercising available option years. The Government reserves the right to exercise optional year(s) of service not to exceed four (4) optional years.

4. BASIC SERVICES:

1. The VACHS fire detection system is comprised of multiple fire alarm systems integrated.

2. The most current VACHS fire detection system is comprised of the following:

a. Main Building/Laundry/Generator/Synchronization/Boiler: EST1 Edwards System / Honeywell Notifier

b. CLC: Honeywell Notifier

c. South Bed Tower: EST3 Edwards System

d. OPA & Underground Parking: Honeywell Notifier

e. Administration Building: Honeywell Notifier

f. Old Parking Garage: Honeywell Notifier

g. New Parking Garage: Honeywell Notifier

h. New Parking Garage (Under Construction) Honeywell Notifier

3. The Facility is undergoing major renovations and active construction projects. Provisions established in Section 3 must be met satisfactorily to ensure Life Safety Detection Systems are maintained in fully operating conditions.

4. Inspection, testing, preventive maintenance, repairs, and monitoring services shall be performed on the baselined fire detection system as specified in Section 3.

5. The Government may incorporate fire alarm system components, devices, equipment, and repairs needed to establish initial baseline of the contract via supplemental agreement. Refer to Section 3.1.1.a

6. Ongoing and scheduled projects may have the intent to add/delete/modify/update fire alarm equipment component and devices within the space under construction. Field adjustments in coordination with the Safety Office may need to be incorporated at no additional cost to the Government to ensure existing Facility’s fire detection system remains fully operational. Damages because of construction demolition/space modification to existing system may be evaluated to restore system back to operational status via supplemental agreement. Refer to section 3.1.1.f. Preventive Maintenance.

4.1 Maintenance and Inspection Schedule

ITEM ACTION FREQUENCY TJC STANDARD NFPA-72

STANDARD

(LATEST

EDITION)

FIRE DETECTION SYSTEMS ELEMENTS OF PERFORMANCE FOR EC.02.03.05

ALL ELEMENTS SHALL CONFORM TO THE LATEST EDITION OF NFPA-72

Supervisory signal:

* Tamper Switches

Test Semiannually EC-02.03.05

EP-1

NFPA 72 (2022)

Table 14.4.3.2 (17)(10)(a)

Supervisory signal:

* Other supervisory initiating devices

Test Annually EC-02.03.05

EP-1

NFPA 72 (2022)

Table 14.4.3.2 (17)(10)(d)

Alarm signal:

* Water Flow Devices

Test Semiannually EC-02.03.05

EP-2

NFPA 72 (2022)

Table 14.4.3.2 (17)(11)

* Duct Detectors,

* Heat Detectors,

* Smoke Detectors,

* Manual Pull Boxes,

* CO Detectors,

* Suppression alarm switch,

* HVAC Test switch shutdown,

* Damper Signal

* Sensitivity, Test Annually EC-02.03.05

EP-3

NFPA 72 (2022)

Table 14.4.3.2 (17)

* All Occupant Notification Appliances (Visual and Audio),

* Door Releasing Devices

Test Annually EC-02.03.05

EP-4

NFPA 72 (2022)

Table 14.4.3.2 (22)

* Alarm "Off Premises" Emergency Services Notification Transmission Equipment

Test Annually EC-02.03.05

EP-5

NFPA 72 (2022)

Table 14.4.3.2 (4)

* Fire Pump supervisory signal devices for “pump running”, “pump power loss”, “pump auto”, “pump manual”

Test Annually EC-02.03.05

EP-11

NFPA 25 (2023)

8.3.3, 8.3.3.14

NFPA 72 (2022)

23.8.5.9

*Supervising station alarm systems – receiving equipment

Test Monthly - NFPA 72 (2022) Table 14.4.3.2 (27)(28)

*Mass notification systems Test Annually - NFPA 72 (2022) Table 14.4.3.2 (30)

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

Doc 10 days after test completion

EC-02.03.05

EP-28

Additional guidance on documenting activities, see NFPA 25 (2023): 4.3; 4.5;

NFPA 72 (2022):

14.6 & 7.8.2 (Figure 7.8.2)

*Preventive Maintenance Daily Refer to Section 3

5. DELIVERABLES

Refer to Specific Requirements in Section 3 and Basic Services in Section 4 for detailed deliverable breakdown to fulfill contract requirements:

0001. 100% Completion of inventory baseline within 60 days of award and option years.

0002. 100% Battery replacement of FACP within 60 days of award. Option years battery replacement as needed.

0003. 100% Inspection and testing of all listed devices and components IAW NFPA-72 Chapter 14 within periodicity established by VA.

0004. 100% Inspection and testing reports within 10 days of completion meeting reporting requirements per TJC 02 03 05 EP 28.

0005. 100% Minor repairs completed per contractual requirements.

0006. 100% Preventive maintenance spares fulfilled within 60 days of contract award and option years.

0007. 100% Preventive maintenance fulfilled with a minimum of two qualified fire alarm technicians Monday to Friday, 8:00 AM to 4:30 PM, and as needed for 52 weeks per year.

0008. 100% Fire alarm user operator training (3 sessions/minimum).

0009. 100% Monitoring station as defined by NFPA-72 Chapter 26 and complying with reporting protocols.

6. CONTRACT ADMINISTRATION AND MANAGEMENT

6.1 Quality Control: Contractor shall develop and maintain a quality program to ensure work is performed as described in this performance work statement and in accordance with all local, state, and federal rules.

6.2 Quality Assurance: The Government will maintain a Quality Assurance Program to ensure work is performed as described in this performance work statement and in accordance with all local, state, and federal rules. The Safety Office will manage the Government’s QA program. QA program will be measured in terms of deliverables and contract requirements established in this PWS.

6.3 Type of Contract: The government will award an itemized a fixed-price service contract.

6.4 VACHS Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any VACHS award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

6.5 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

6.6 Key Personnel: The follow personnel are considered key personnel by the government: Safety Engineer, Safety Manager, Industrial Hygienist, and Safety Specialist.

6.7 The Contractor: The Contractor shall be licensed. Refer to Section 3.2 for additional information. The Contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

6.8 Technical Competence and Ability: Refer to Section 3.2. The Contractor shall provide proof of technical competence and experience in the area of expertise required by this performance work statement. The contractor shall be prepared to submit documents providing proof of successful competence such as training certificate or accreditations from recognized industry leaders. Contractors shall also be prepared to provide proof of successful PWS experience through references of former clients in equal or similar fields. The contractor shall accomplish the assigned work by employing and using qualified personnel with appropriate combinations of education, training, and experience.

6.9 Contract Management

• The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

• The contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

6.10 Contract Administration

• The contractor shall establish processes and assign appropriate resources to effectively administer the requirement.

• The contractor shall respond to Government requests for contractual actions in a timely fashion.

• The contractor shall have a single point of contact between the Government and contractor personnel assigned to support contracts and/or task orders.

• The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

• The contractor shall be responsible for fulfilling contract requirements established in this PWS.

6.11 Personnel Administration

The contractor shall provide the following management and support as required:

• The contractor shall provide for employees during designated Government non-workdays or other periods where Government offices are closed due to weather or security conditions.

• The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PSW requirements.

• The contractor shall make necessary travel arrangements for employees.

• The contractor shall provide administrative support to employees in a timely fashion (e.g., time keeping, leave processing, pay, emergency needs).

6.12 Dimensions and Quantity: All dimensions and quantities provided in the performance work statement are based on current devices reported to have been programmed in each Fire Alarm Control Panel / Building. They are provided as a courtesy for contractors to estimate the magnitude of work and materials necessary to complete contract requirements. Due to changes and reporting information, they are not intended to be final measurements. The Contractor is responsible for verifying all quantities per

Section 3.1.1.a in the field to set the inspection, testing, and preventive maintenance baseline for the contractual year.

6.13 Test Equipment: Prior to commencement of work on this contract, the contractor shall provide the VACHS with a copy of the current calibration certification of all test equipment which is to be used by the contractor on VACHS's equipment. This certification shall also be provided on a periodic basis when requested by the VACHS. Test equipment calibration shall be traceable to a national standard.

6.14 Identification, Parking, Smoking, and VA Regulations: The Contractor and qualified employees shall always wear visible identification while on the premises of the VACHS. If available within premises, it is the responsibility of the contractor to park in the appropriate designated parking areas. Due to campus limitations, the VACHS will not pre-arrange a parking space for the contractor. The VACHS will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

Smoking is prohibited inside the VACHS premises. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

9. DEFINITIONS AND ACRONYMS:

9.1. DEFINITIONS

9.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

9.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

9.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

9.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

9.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

9.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PSW.

When key personnel…