Attachment I-Draft SOW.docx

DRAFT

DRAFT

Statement of Work Transportation Security Administration (TSA) Canine Training Center (CTC) Preventive Maintenance Services for ABC-Type Fire Extinguishers, AEDs, & First Aid Kits

1. Introduction The Transportation Security Administration (TSA) Canine Training Center (CTC) requires preventive maintenance, inspection, repair, replacement, and mounting services for ABC-type fire extinguishers, automated external defibrillators (AEDs), and first aid kits. The contractor shall provide all licensed personnel, certified fire extinguisher technicians, management, materials, mounting hardware, storage, and equipment necessary to perform these services in strict accordance with the procedures and requirements described herein.

2. Background The TSA CTC conducts training classes that require a safe and compliant environment. The contractor shall perform all work in accordance with this SOW, applicable federal, state, and local regulations, and the following standards:

· National Fire Protection Association (NFPA) 10: Standard for Portable Fire Extinguishers

· Occupational Safety and Health Administration (OSHA)

· Food and Drug Administration (FDA)

· ANSI/ISEA Z308.1 (First Aid Kits)

· Texas Department of Insurance (TDI) licensing requirements for fire extinguisher technicians

· Department of Transportation (DOT) certification for hydrostatic testing

3. Facility Locations Preventive maintenance services shall be performed at the following TSA CTC facilities at Lackland Air Force Base, San Antonio, TX 78236:

4. Equipment Quantities and Assignment

· ABC-Type Fire Extinguishers: 60 units

· 12 in CETA trucks (2 per truck)

· 6 in bunker area

· 42 in other buildings/Conex units

· AEDs: 16 units

· First Aid Kits: 16 units

5. Time Frames for Mounting, Repair, and Replacement

· Initial Inspection, Repair, and Replacement:

Within thirty (30) days of contract award, the contractor shall inspect all ABC-type fire extinguishers, AEDs, and first aid kits at every designated facility, CETA truck, and bunker area. Any equipment found to be outdated, expired, damaged, inoperable, or otherwise unserviceable shall be repaired or replaced with new, fully compliant equipment. All equipment must be properly mounted and operational at the end of this 30-day period. The contractor shall document all repairs and replacements, including serial number (and VIN for CETA trucks), date of action, and reason for repair or replacement, in the initial monthly report to the COR.

· Ongoing Replacement:

Any ABC-type fire extinguisher, AED, or first aid kit identified as outdated, expired, damaged, inoperable, or otherwise unserviceable during routine inspections or maintenance shall be repaired or replaced and properly mounted within five (5) business days of identification, unless otherwise approved by the Contracting Officer’s Representative (COR).

· Emergency Replacement:

If a fire extinguisher, AED, or first aid kit is removed for off-site servicing or replacement, a compliant loaner unit shall be provided and properly mounted within twenty-four (24) hours to ensure continuity of safety measures.

· Documentation:

The contractor shall document, in writing, the date and time of all mounting, repair, and replacement actions in the monthly report and provide immediate notification to the COR for any emergency replacements.

6. Procedures and Requirements

6.1 ABC-Type Fire Extinguisher Services

Technician Licensing:

All fire extinguisher work shall be performed by technicians licensed by the Texas Department of Insurance (TDI) - State Fire Marshal's Office. Hydrostatic testing must be performed by DOT-certified personnel.

Monthly Inspection Procedure:

For each ABC-type fire extinguisher, the contractor shall:

1. Remove the extinguisher from its bracket or cabinet.

2. Inspect the pressure gauge to ensure the needle is in the green zone.

3. Check that the safety pin and tamper seal are intact.

4. Inspect the body for dents, corrosion, or leakage.

5. Clean the exterior with a damp cloth and mild detergent.

6. Ensure operating instructions are legible and face outward.

7. Remount the extinguisher securely at the designated location and height (top not more than 5 feet above the floor).

8. Annotate the inspection tag with date and technician initials.

9. Update the inventory log with inspection details.

CETA Trucks:

· Each CETA truck must always have two (2) functional ABC-type fire extinguishers.

· Service extinguishers on-site at the vehicle’s location.

· If removal is needed, immediately install a compliant loaner extinguisher in its place.

· Never leave a CETA truck without two functional extinguishers.

Bunker Area:

· Service all bunker area extinguishers on-site following the above monthly inspection procedures.

Annual Maintenance Procedure:

1. Disassemble extinguisher and inspect all internal components.

2. Clean and lubricate moving parts with manufacturer-approved products.

3. Replace worn or damaged components with OEM or government-approved parts.

4. Verify weight and pressure.

5. Reassemble and remount extinguisher.

6. Annotate annual maintenance on inspection tag and inventory log.

6-Year Maintenance:

1. Remove extinguisher contents.

2. Inspect interior for corrosion or damage.

3. Refill and repressurize extinguisher.

4. Reassemble, remount, and annotate in log.

Hydrostatic Testing:

1. Remove extinguisher from service.

2. Perform pressure testing per NFPA 10 and DOT requirements.

3. Affix updated label to compliant units.

4. Document test results, including pressure data, updated labels, and compliance status.

5. Submit hydrostatic testing documentation to the COR within three (3) business days of completion.

Recharging and Replacement:

· Recharge or replace any extinguisher that is used, deficient, or not fully operational.

· All replaced or newly installed extinguishers must be properly mounted.

· Extraordinary repairs/replacements require COR approval.

Disposal:

· Remove hazardous materials from condemned/expired extinguishers.

· Recycle or dispose of cylinders per environmental regulations.

Documentation:

· Document serial number, VIN (for CETA trucks), and location for each extinguisher serviced.

· Provide service records for CETA truck and bunker area extinguishers to the COR within three (3) business days of service.

6.2 AED Services

Monthly Inspection Procedure:

For each AED, the contractor shall:

1. Open AED cabinet and verify device is present.

2. Check battery status and expiration date.

3. Inspect pads for expiration and damage.

4. Power on AED to confirm functionality.

5. Clean AED exterior with a disinfectant wipe.

6. Restock pads/batteries as needed.

7. Annotate inspection tag and update inventory log.

6-Month Service:

· Test battery levels and replace batteries as needed.

· Inspect and replace AED pads as required.

· Verify AED software is updated, and device is fully operational.

· Document all findings and corrective actions in a detailed service report.

Replacement:

· Replace AEDs as needed, ensuring proper installation and accessibility.

Reporting:

· Document all actions, including serial numbers, maintenance performed, and corrective actions.

6.3 First Aid Kit Services

Replacement and Mounting Procedure:

1. Remove outdated first aid kit and install new kit at designated location.

2. Mount kit securely at an accessible height and location per OSHA/ANSI standards.

Monthly Inventory and Replenishment:

1. Open kit and remove all contents.

2. Check expiration dates on all items.

3. Replace expired or missing items with OEM or government-approved supplies.

4. Organize contents per ANSI/ISEA Z308.1 layout.

5. Annotate inspection tag and update inventory log.

Reporting:

· Provide a detailed monthly report of all items replaced or replenished, including kit contents and mounting status.

Continuity Measures:

· If a kit or other safety equipment is removed for service, provide a temporary alternative to maintain continuity.

7. Deliverables Monthly Report Format and Content:

· Date and time of all inspections, maintenance, repairs, and replacements

· Inventory log and reconciliation, including mounting status for ABC-type fire extinguishers

· VIN and serial number documentation for CETA truck ABC-type extinguishers

· Description of tasks performed, including mounting and remounting activities

· Issues encountered and corrective actions taken

· Photographs of equipment after service, specifically showing proper mounting of ABC-type fire extinguishers

· Documentation of hydrostatic testing results, including pressure test data, updated labels, and compliance status

· Documentation of compliance with safety and environmental standards

· Recommendations for improvements or additional actions

7.1 Deliverables Table:

8. Contractor Access

8.1 Access Requirements:

· Provide a valid photo ID for each staff member performing services.

· If the same individuals regularly perform services, those individuals will be issued a DBIDS ID Card for ongoing access.

· If personnel will rotate, notify the COR at least 20 days before each scheduled service visit for temporary base pass processing.

· Submit initial access information to the COR at least 30 days before the first scheduled visit.

· The COR will submit access information to JBSA-Lackland for base pass/DBIDS processing.

8.2 Contract Manager Access:

· The contract manager will be issued a day pass as required and must be escorted by a program office member when entering the training labs.

9. Security Requirements

· Contractor employees must meet all JBSA base requirements, including criminal history, background, and fingerprint check.

· DBIDS ID Card is required for facility access; badges may not be shared or transferred.

· Contractor is responsible for all security-related fees.

· At least 10 days prior to any staff change (addition or replacement), notify the COR and/or Technical Monitor in writing. Include the name(s) of personnel being replaced, the reason for the change, and the name(s) and qualifications of proposed replacements. Replacement personnel must be approved before starting work.

10. Business Requirements

· The contractor is responsible for all costs associated with this SOW, including security clearance, badging, parking fees, mounting hardware, and all materials required for service.

11. Place of Performance

· Services shall be performed at the TSA Canine Training Center and all training labs, Conex units, CETA trucks, and bunker area at Lackland Air Force Base, San Antonio, TX 78236.

12. Period of Performance

· The period of performance for this contract shall be one base year and four option years.

13. Service Scheduling, Inclement Weather, and Completion Timeframes

13.1 Service Scheduling and Inclement Weather

· The contractor shall coordinate all service visits with the COR to ensure minimal disruption to TSA CTC operations.

· In the event of inclement weather or other unforeseen circumstances that make it unsafe or impractical to perform scheduled maintenance (e.g., severe storms, flooding, base closures), the contractor shall immediately notify the COR.

· The contractor and COR will mutually agree on a new service date as soon as conditions permit. The contractor shall reschedule and complete the affected services within five (5) business days after the original scheduled date, unless otherwise approved by the COR.

· All rescheduling and completion dates must be documented in the monthly report.

13.2 Allotted Time for Service Completion

· For routine monthly, annual, and periodic maintenance, the contractor shall complete all required inspections, maintenance, repairs, and replacements for all ABC-type fire extinguishers, AEDs, and first aid kits at all designated locations within five (5) consecutive business days from the start of each scheduled service period, unless otherwise approved by the COR.

· If the contractor anticipates that service cannot be completed within this timeframe due to the volume of equipment or other valid reasons, the contractor must notify the COR in advance and request approval for an adjusted schedule.

· Failure to complete services within the required timeframe without COR approval may result in rejection of deliverables and/or other remedies as specified in the contract.

14. Emergency Response and Continuity

· Provide temporary replacement equipment for any safety items removed for service to ensure continuity.

· Emergency replacements must be provided and properly mounted within 24 hours of notification by the COR.

· Maintain a supply of backup units to meet this requirement.

15. Inventory Management

· Maintain an up-to-date inventory log for all ABC-type fire extinguishers, AEDs, and first aid kits at each facility.

· Inventory log must include:

· Facility/building number or Conex location

· Equipment type (ABC-type fire extinguisher, AED, first aid kit)

· Serial number (if applicable)

· VIN for CETA truck extinguishers

· Physical location within the facility

· Date of last inspection, maintenance, and mounting status

· Perform inventory reconciliation monthly and include in the monthly report.

· Notify the COR immediately of any discrepancies, missing, or relocated equipment.

· Maintain the inventory log and provide an updated copy to the COR at the end of each month or as requested.

16. Safety and Environmental Compliance

· Perform all services in accordance with OSHA, NFPA, FDA, and all applicable federal, state, and local safety and environmental regulations.

· Ensure proper handling, storage, and disposal of hazardous materials and expired equipment.

· Use environmentally friendly, non-toxic products and implement waste reduction strategies where feasible.

· Provide documentation of compliance upon request.

17. Contractor Training and Qualifications

· All fire extinguisher services must be performed by technicians licensed by the Texas Department of Insurance (TDI) - State Fire Marshal's Office. Type B license is required for portable extinguisher service; Type A or Type K is required for fixed systems. Licensing requires passing a technical exam, fingerprinting, and registration with a licensed firm.

· Hydrostatic testing must be performed by technicians certified by the Department of Transportation (DOT).

· AED services must be performed by personnel certified in CPR/AED by the American Heart Association (AHA) or American Red Cross.

· First aid kit servicing must be performed by personnel trained in OSHA First Aid standards (29 CFR 1910.151) and knowledgeable in ANSI/ISEA Z308.1 standards for Class A or B kits.

· Maintain and provide documentation of all licenses, certifications, and training upon request.

18. Performance Metrics and Acceptance Criteria

· All deliverables must be submitted on time, complete, accurate, and compliant with applicable standards.

· Monthly reports must be submitted by the third business day of each month.

· Deficiencies identified by the Government must be corrected within five (5) days unless otherwise agreed.

· Emergency replacements must be provided within 24 hours of notification.

· All equipment must always be maintained in operational and compliant condition.

· All ABC-type fire extinguishers must be properly mounted in accordance with NFPA 10 and local fire codes at all times.

· Any mounting deficiencies identified during inspections must be corrected during the same service visit.

· The Government reserves the right to inspect mounting and placement of ABC-type fire extinguishers as part of deliverable acceptance.

· The Government reserves the right to review, accept, or reject deliverables. Non-conforming deliverables will be rejected and must be corrected within ten (10) business days.

· At no time shall a CETA truck be left without two functional ABC-type fire extinguishers.

19. Post-Award Conference

· A post-award conference shall be scheduled within ten (10) business days of contract award to address contract requirements, deliverables, security/access procedures, safety and environmental compliance, and expectations.

20. Option Periods

· The Government may exercise option periods by providing written notice to the contractor at least thirty (30) days prior to the expiration of the current period of performance. The contractor shall continue to provide services with the same standards and requirements as outlined in this SOW.

21. Government Furnished Property (GFP) No government-furnished property will be provided under this contract. The contractor is responsible for furnishing all materials, equipment, and supplies necessary to perform the required services, including mounting hardware for ABC-type fire extinguishers and first aid kits.

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