Attachment B Statement of Work.pdf

Attachment B 36C24825Q0595

STATEMENT OF WORK (SOW)

Annual Testing of the Fire Alarm System W/Minor Repairs for Gainesville VAMC

A. GENERAL INFORMATION

1. Title of Project: Fire Alarm System Testing W/Minor Repairs

2. Scope of Work: The offeror shall furnish all labor, transportation, tools, and equipment necessary to provide a testing and inspection contract in accordance with the latest National Fire Protection Association (NFPA), Joint Commission, and VA requirements for the estimated performance schedule is below:

Base - Period of Performance (POP) Begin: 05-01-2025 - POP End: 04-30-2026.

Option Year 1 - Period of Performance (POP) Begin: 05-01-2026 - POP End: 04-30-2027.

Option Year 2 - Period of Performance (POP) Begin: 05-01-2027 - POP End: 04-30-2028.

Option Year 3 - Period of Performance (POP) Begin: 05-01-2028 - POP End: 04-30-2029.

Option Year 4 - Period of Performance (POP) Begin: 05-01-2029 - POP End: 04-30-2030.

3. Background: The Malcolm Randall VAMC, Gainesville, Florida requires Annual Fire Alarm Testing as required by NFPA 72. Testing should be performed in accordance with NFPA 72. Testing documentation and records will be provided to the designated VA Facility Point of Contact (POC) or Contracting Officer Representative (COR) in both digital and hard copy.

4. Type of Contract: Firm-Fixed Price

5. Place of Performance:

Malcom Randall VA Medical Center 1601 SW Archer Rd.

Gainesville, FL 32608

• Site Visit: See Attachment A, Page 11

B. CONTRACT AWARD MEETING:

The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) has conducted a kickoff meeting or has advised the contractor that a kick-off meeting is waived.

C. PERFORMANCE REQUIREMENTS:

1. Annual inspection of batteries for all fire alarm panels within the facility. Initial replacement of batteries for all fire alarm panels within the facility. All batteries for fire alarm panels shall have the batteries inspected prior to performing the annual testing. Replace batteries as required using the funds allocated for annual maintenance. All batteries were replaced in February 2024. Optional years shall include battery inspection and replacement as necessary. Some testing may require work to be performed after normal business hours or on weekends.

2. Testing of entire fire alarm system including Main Building, CLC, Bed Tower, (3) Parking Garages, (11) Trailers, (7) Out buildings, and the Fisher House.

The test shall include the following sites:

Node 1 VAMC Bed Tower Node 4 VAMC CLC BLDG 12 Node 8 VAMC Liberty Parking Garage Node 10 VAMC T-3 Building Node 11 VAMC Building 11 and 14 Node 12 VAMC T-6 Main Panel Node 13 VAMC Building 1 Main FACP

Node 15 VAMC Building 40 Node 18 VAMC Fisher House Node 19 VAMC Freedom and Independence Garage Node 30 VAMC Malcolm Randall Medical The device list for the facility shall be downloaded from the workstation located in the control room of the Boiler Plant. All devices shall be tested. The contractor shall test and inspect the following equipment according to NFPA 72 2022 edition:

• Fire Alarm Control Panels, with 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

3. Provide labor and materials to provide minor repairs to the Fire Alarm System, including replacement of batteries as required, not to exceed the $5000.00 allocation. Optional years shall also include a $5000.00 allocation intended for minor repairs and corrections. Minor repairs would include items such as horn/strobes, smoke detectors, heat detectors, batteries, pull stations, etc. Panels and large items shall have a proposal issued to the (POC) or (COR).

4. Battery Replacement: All backup batteries for all Notifier by Honeywell Fire Alarm panels will be replaced prior to initiating testing of the system. Batteries that do not pass load testing or that are damaged or otherwise not functional will be replaced. All the batteries within the system were replaced in February 2024. 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 as recommended by Notifier by Honeywell for the Fire Alarm system. Installation date shall be placed on the new battery at time of install utilizing vinyl labels. All labeling shall be one (1) half in white with black lettering. Contractor shall be responsible for disposal of old batteries removed from the system. Optional years of contract will include replacement of batteries on as needed or required basis. Batteries will be checked and replaced as needed or required during the optional year(s) of inspection and testing. Contractor shall be responsible for disposal of old batteries removed from the system.

5. Complete System Inspection/Testing: Contractor will be responsible for initiating inspection/testing per NFPA 72. The appointed VA representative (POC) or (COR) will provide a daily impairment form to place the system in the test mode. Contractor will provide 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, and Intensive Care Units shall be scheduled with the (POC) or (COR). The Contractor should be prepared to perform testing after hours for portions of the facility. Out buildings, garages, trailers, and Fisher House may be tested during normal work hours. The remainder of the facility shall be tested after hours or on weekends as to minimize interference of normal operations.

a. Contractor will immediately notify the (POC) or (COR) and facility Safety representative of any Fire Alarm equipment failures such that ILSM (Interim Life Safety Measure) can be implemented.

b. Contractor will 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.

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

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

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

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

g. Audible/ Visual Notification Appliances: All units to be tested through the system. All audible units will be activated to verify audibility and coverage. Visual units will be put into alarm to verify proper operation and coverage.

h. Smoke Door Closure: All smoke doors for specific zones should be inspected to ensure proper closure. All smoke doors will be re-opened prior to testing.

i. Fire Alarm Control Unit: Test will be conducted to verify communication between interface panels, central supervising unit, and peripheral devices used to provide control or annunciation functions. Each signaling 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.

j. Contractor will 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 will be reported to the (POC) or (COR) and Safety representative. The Contractor will correct the reporting deficiency prior to proceeding with testing.

6. Minor Repairs/Deficiency Corrections: The contractor shall allocate up to, but not to exceed, $5,000 for minor corrections to be performed during the Inspection and Testing phase. This shall apply for the initial and optional years of the contract.

a. During the Inspection and Testing phases the contractor will pause and make minor corrections to the system.

b. Minor corrections can be defined as quick programming adjustments, minor equipment replacement, or minor wiring correction/replacement.

c. Includes labor for minor adjustments such as programming corrections for device locations, replacing devices, or correcting minor wiring deficiencies. Shall also Include providing devices such as smoke detectors, heat detectors, modules, resistors etc. up to but not exceeding $5,000.00.

d. Following correction of a recorded deficiency the contractor will re-test to ensure the corrective action has remedied the issue.

e. All minor repairs and corrections will be approved by the CO or COR prior to the contractor advancing with minor corrective action. The contractor will remain responsible for ensuring these corrections do not exceed $5,000.00 and for recording the cost associated with each corrective action. The contractor will prepare and provide a report to the COR for all corrective actions including the cost associated with each.

f. Major equipment failure and/or requirements will be documented and reported to the COR and Safety Manager. 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 PO for such repairs to the contractor or elect to search for another vendor for these issues/repairs.

7. Certifications and Qualifications of Contractors:

a. All Fire Alarm Technicians shall be certified by the National Institute for Certification in Engineering Technologies (NICET).

b. Contractor shall utilize Aries Firelab Software to document and record findings from the Inspection and Testing phase of this contract. The generated report shall be provided in both digital and hard copy. The digital copy shall be emailed in pdf format to the (POC) or (COR).

Two (2) hardcopies shall be provided and enclosed in hardback three ring binders.

c. Contractor shall have an adequate number of capable and qualified employees to enable the Contractor to properly and safely perform all work required under the terms of this contract.

The contractor will be required to locate all devices related to the fire alarm system. VA staff will provide escorts but will not be responsible for locating the devices or aiding in testing.

d. Fire Alarm Systems Technicians performing contract work shall meet the service personnel qualification requirements in NFPA 72. Additionally, the Technician must have experience in the past five years in fire alarm system testing, repair, maintenance, installation, and related activities of buildings and equipment comparable to the buildings and equipment covered by this contract. As part of the response to the solicitation the contractor will provide proof of past performance for all employees who will complete the work.

e. Addressable Systems: Technicians modifying the fire alarm control panel of systems shall be factory trained and currently certified for the operating system, including software version, of the fire alarm system, and shall provide documentation of this certification to the Ordering Official and Authority Having Jurisdiction.

f. Licenses & Permits: Contractor and subcontractor personnel engaged in the activities specified by this contract shall be also required to possess certificates of training, licenses, and permits as required by the state, county, parish, city, and other local jurisdictions when the alarm system is installed in a facility covered by such state, county, parish, city, and other local jurisdictions.

g. Documentation: The Contractor shall provide to the Ordering Official and Authority Having Jurisdiction documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) days prior to that person beginning work under the terms of this contract. The Contractor shall insure that all certificates of training, licenses, permits, and bonds are current and valid. All offers must include documentation and proof of the above certifications and qualifications for each employee.

D. VA FACILITY POINT OF CONTACT or CONTRACTING OFFICER’S REPRESENTATIVE:

The Point of Contact (POC) OR Contract Officer Representative (COR) will be provided at contract award.

E. DOCUMENTATION/REPORTS/INVOICES

Documentation will include a test report showing each device with a pass/fail including an explanation and reason for the failure. Additionally, a deficiency report shall be provided for all devices with an action needed to remedy or repair the issue. All documentation shall be prepared and documented through Aries Fire lab Software.

F. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS

Contractor employees shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited on the VAMC campus. 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.

G. RESPONSIBILITY OF THE CONTRACTOR

Contractor must obtain authorization from the Contracting Officer or the POC/COR Designee for any services required outside the scope of work, provided herein.

H. RESPONSIBILITY OF THE CONTRACTOR REGARDING SENSITIVE INFORMATION

Sensitive information will not be stored by the contractor. All sensitive information including the final report and findings will be provided to the VA Contractor Officer (CO) or Contracting Officer Representative.

All sensitive information will be safeguarded and will only be shared with the CO and (POC or (COR).

Both electronic and hardcopy will be provided following the completion of the inspection/testing.

G. HOURS OF SERVICE

Normal VA Medical Center work hours are from 8:00 A.M. to 4:30 P.M., EST, Monday through Friday, excluding Federal Government designated holidays.

H. CONTRACTOR TESTING AND INSPECTION

The Contractor is responsible for performing all inspections and tests necessary to substantiate the services furnished under the contract and conform to contract requirements. 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. Both electronic and hardcopy will be provided following the completion of the inspection/testing. The Contractor shall coordinate with the (POC) or (COR) and provide a schedule for testing at least 30 days prior to testing to allow sufficient time to notify staff etc. in preparation for the testing.

STATEMENT OF WORK (SOW)