2-_Fire_Safety_Survey_SOW.pdf

General Services Administration Public Buildings Service - Northwest/Arctic Region 10

Design and Construction Division (10PQC) Regional Office, Auburn WA

STATEMENT OF WORK: Fire and Safety Surveys for Various Locations throughout Region 10

1. SCOPE OF WORK

a. Contractor shall provide all the resources needed to conduct fire safety surveys for the attached list of leased and federal buildings per the requirements of this scope of work. Upon award of the purchase order, the successful contractor shall contact the individual points of contact (POC) listed on the list of buildings to obtain the points of contact for each building to arrange for a date and time to conduct the fire safety surveys for each building listed.

b. Fire safety surveys are to determine if the building or the space in a leased building will meet the current requirements of NFPA 101 for exiting and in the case of a GSA owned federal building, meet the requirements of GSA PBS P100, IBC, NFPA 72, NFPA 13, NPFA 20, NFPA 25, etc.

c. The contractor shall provide a written report for each building on the list which will include a cover sheet; narrative of the building; fill out a Fire Safety Survey Worksheet; fill out a NFPA 101A Worksheet 8.6.1 of the NFPA 101A 2010 edition and provide a one page (8 1/2” X 11” sheet) sketch of the building with all exits, stairwells, elevators and shafts identified as applicable.

Provide all findings and recommendations within the body of the report as shown on the attached sheet for ease of entering into the IRIS Safety program by GSA. The RAC information for each item identified for correction will provided by the GSA Regional Fire Protection Engineer.

2. QUALIFICATIONS

a. All contracted fire safety surveys are to be performed by qualified Fire Protection Engineers, as described herein. These professionals shall be registered professional engineers for fire protection or held the grade of Member for the Society of Fire Protection Engineers for 10 years or have a minimum of 10 years of experience as a federal employee classified in the 804 fire prevention engineer series. The engineer must also have at least 1 year experience in conducting fire protection surveys of buildings, to include testing of fire protection systems and equipment.

Experience in firefighting or supervision of firefighting operations must not be substituted for any of the above qualifications. Experience in testing fire alarm, sprinkler, smoke control, fire pumps, elevator recall, fire dampers, fire doors, gaseous fire extinguishing systems, and dry chemical systems is required.

b. The Contractor shall provide personnel names and qualification on the individuals who are performing the services required under this contract. If an individual changes during the term of this contract, the Contractor shall provide the required documentation located in 2a. (above) to the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) for authorization prior to the individual providing services. No replacements/substitutions shall be made without prior written approval of the CO and COR. No increase in contract prices will be allowed when personnel substitution are authorized.

3. SERVICES REQUIRED

Statement of Work – Fire and Safety Surveys

Fire safety survey services shall, as a minimum, consist of the following elements:

a. The COR will inform the Contractor when survey services are required. When the need arises, the location, conditions, extent and maximum duration of the required inspection will be mutually agreed upon.

b. The Contractor shall contact the GSA Field Office Manager in charge of the facility being inspected to verify the inspection parameters and time frames. The GSA Field Office Manager will be identified on the delivery order.

c. Upon arrival at the facility to be inspected, the Contractor shall identify him/herself to the contact provided from the Field Office Manager and invite his/her participation in the inspection.

d. The Contractor shall walk through the facility to include areas conducting all necessary tests and record all deficient fire safety conditions noted.

e. At the conclusion of the walk through, the Contractor shall hold a closing conference with the

GSA Field Office, during which time all determined and suspected deficiencies found during the inspection will be discussed. Recommended abatement actions will be described. If the location of the Field Office Manager prohibits him from a one-on-one meeting, the Contractor shall call the Field Office Manager to conduct the exit interview by phone.

f. The Fire Safety Survey report shall be delivered to the COR within (10) workdays after completing the survey. The Fire Safety Survey report delivered to the COR shall be the final report and not a draft. Reports submitted with the word draft on them shall be returned and the Contractor shall be considered late for his submittal.

4. FIRE SAFETY SURVEY REPORT REQUIREMENTS

All fire safety surveys must be fully documented. The document shall, at minimum, include the following:

a. A narrative of the building profile listing all of the features of the building that affect the determining whether the building is acceptable for occupancy by the government or if there are any corrections that need to be done.

b. The narrative shall include response to the following:

i. A list of findings and recommendations for correcting the findings; include a GSA Fire safety worksheet shown below.

ii. A risk assessment based on the NFPA 101 form from NFPA 101A.

iii. A sketch to show the location of each stair, exit, location of the building in relation to the nearest buildings and the property line, include the location of fire hydrants if any are present, etc.

iv. The fire safety systems within the building.

v. A description of the stairwells - whether they are enclosed with fire rated construction, how far are they separated from each other (percentage of the longest diagonal), if they exit directly to the outside or if they exit into the corridor system or into a lobby before going to the outside.

vi. Whether sprinkler protection is provided throughout, partially and where or not at all.

vii. Whether there is a fire alarm system and if so, is it a voice system?

viii. Whether a visual notification is provided with the fire alarm system and if so, does the notification appear to be adequate for the space the government occupies (for leased building) or does the notification appear to be adequate throughout the building? (for a government building)

ix. Do the elevators have an automatic fireman’s recall with primary and secondary floors?

x. Does the building owner for a lease have copies of the testing results for the fire safety systems at the sight available for inspection to confirm they are current? (Federal buildings are required to have copies of the test results on sight)

c. Reports that do not meet the format as descried in this scope of work shall returned to the contractor to change the report to meet the format requirements and 10% reduction for the survey shall be assessed against each report that is returned to be corrected. The reduction shall be assessed for each report and for each time a report is returned, i.e. if a report is returned 2 times it will assessed a total of 20% of the award purchase for the report.

d. A copy of the Fire safety Worksheet, NFPA 101A Worksheet 8.6.1 and the GSA Form will be provided for the contractor to copy and use for all reports. A copy of a previous Safety and Environmental Survey Report or Fire safety Survey Report will be made available upon request to use as an example of what is expected for the written report. The report provided upon request will not necessarily be for the building that is being surveyed. The environmental portion will not be required as part of this survey and report if a Safety and Environmental Survey Report is provided.

e. Maintenance of Fire Protection Equipment: Report the general condition of the equipment and whether maintenance records and frequency conform to appropriate National Fire Protection Association (NFPA) Codes and GSA Handbook, Buildings Maintenance Management (PBS P 5850.1B). In addition, evaluate the preventive maintenance program based on the test results.

Ensure that operations and maintenance manuals are present and accessible.

f. For Federal Buildings owned and operated by GSA only:

i. When contacting the POC for the GSA owned federal buildings, arrangements shall be made to test fire safety systems within the building during the survey. This will require the GSA Building Manager to arrange for maintenance staff be available for the test. The systems that will be tested are the fire alarm system and the ancillary systems that are affected by the fire alarm system, i.e. the door releases for secured doors that are required to unlock for exiting; elevator recall; smoke management or control upon activation of a fire alarm initiating device; etc. The test of the fire safety systems shall occur on the same day as the survey, i.e. the survey can be done in the daytime and the test that evening. The test does not need to be a complete test of every device in the system; it is just a test to be able to state the system is working at the time of the survey. At the time of the survey, do not test the heat detector(s) that activate the shunt trip for the elevator(s). The testing of the heat detectors with the elevator shunt trip should be accomplished by the maintenance contractor as part of the annual test that is done by the maintenance contractor.

ii. If arrangements cannot be made to conduct any testing with the GSA Building Manager for the building to be surveyed, the contractor shall review the maintenance records to show the fire safety systems have been tested; however, the time that would have been used to conduct the test shall be deducted from the purchase order for the contractor.

iii. Since this is a GSA owned federal building, the survey will concentrate on the lifesafety of the occupants and visiting public as primary and the protection of the building and the ability of an agency to maintain their operations after a fire has occurred.

g. For Leased Buildings:

i. A contact person from the GSA Service Center will be provided in order to obtain the name and phone number of the lessor to arrange for a survey and a name and phone number of the agency contact so they will not be surprised when the contractor arrives at the building to conduct the survey.

ii. Contractor shall request assistance from the lessor to gain access to space as needed to provide the information for the Fire Safety Survey worksheet. The space is a lease, so the primary concern is the ability of the agency personnel and the public visiting the agency can egress from the space and the building. If there is a need based on the special requirements of the agency occupying the space to maintain the continuity of their operations the contractor will view that also, (examples are Immigration and Customs Enforcement, FBI, DEA, etc.).

h. Risk Assessment: If a building does not meet the exact requirements of PBS P100, but it is the Fire Protection Engineer's professional opinion that the building provides an adequate measure of life safety and property protection, a risk assessment shall be submitted as an addendum to the related findings and recommendations. The risk assessment shall be a separate analysis typed on separate page(s), and attached to the survey report. Risk assessments shall also be submitted when equivalent or alternate methods of protection are recommended.

i. Findings and recommendations - All substandard fire safety conditions found during the survey must be reported by location. The location must be described in sufficient detail to avoid any possible confusion. Appropriate abatement actions including optional solutions must be recommended, along with their estimated costs. The findings must be ranked in order of priority, the most serious being listed first. Each substandard fire safety condition must have a risk assessment code assigned to it using the format listed in PBS P 5900.2C. The "Survey Report" shall contain detailed explanation of all findings and recommendations. Findings and recommendations shall be summarized on GSA Form 3559.

j. Prepare "Fire Safety Survey Report" Worksheet for each survey (see Attached).

k. Prepare a sketch of the property for each survey on a single sheet of 8 1/2" x 11" paper. The sketch shall be prepared in accordance with the guidelines of the NFPA Inspection Manual, 3rd or 4th edition.

l. Report names of persons contacted upon arrival, those who accompanied the contractor during walk through, and those who participated in the closing conference.

m. Fire safety miscellaneous services must be fully documented. Reports shall be submitted which state what the miscellaneous services consisted of and copies of documents that were prepared.

n. The findings and recommendations for each fire safety survey report shall be summarized and recorded on the GSA Form 3559 (Attachments 6-7). The form shall be completed as follows:

BLOCK 1. Leave blank.

BLOCK 2. Leave blank.

BLOCK 3. Enter building name, Street address, City, State and Zip Code.

BLOCK 4. Enter 8 digit alphanumeric symbol that is provided in the survey order.

BLOCK 5. Enter 4 digit alphanumeric symbol indicating the area and field office that is provided in the survey order.

BLOCK 6. Enter the date the survey was conducted. Use month, day and year (mm/dd/yy).

Place an "X" in the appropriate box. The survey is classified as scheduled if a schedule was provided for the contractor.

BLOCK 7. Enter person's name and title.

BLOCK 8. Leave blank.

BLOCK 9. Leave blank.

BLOCK 10. Enter the appropriate letter among the choices in Block 14. Then enter the exact code or standard name, the year of the code of standard edition, and the exact chapter, section and paragraph.

BLOCK 11. Place an “X” in the appropriate box.

BLOCK 12. See instructions under Block 16.

BLOCK 13. Enter a 3-digit number. Begin with 001 and number each separate finding consecutively. Begin each new survey’s findings with 001.

BLOCK 14. Enter the appropriate letter among the choices in Block 10. Then enter the exact code or standard name, the year of the code or standard edition, and the exact chapter, section and paragraph.

BLOCK 15. Briefly and clearly name the item requiring correction. Title this "Finding".

Separately, describe each action needed to correct the deficiency. Title this "Recommendation". If possible, limit the "Finding" to 160 characters and spaces, and limit the "Recommendation" to 160 characters and spaces.

BLOCK 16. Enter the 4-digit alphanumeric code to category and subcategory, e.g., C741 for elevator, manual recall.

The categories are listed in Block 12. The subcategories are as follows:

A - SPRINKLER SUBCATEGORIES B - FIRE ALARM SUBCATEGORIES

711 High-Rise - Government & Lease 721 New System 712 Below Grade 722 Extension 713 High Hazard 723 Upgrade 714 Storage Area 724 Replacement 715 Standpipe System 725 Alarm Transmission 716 Fire Pump 726 Miscellaneous 717 Water Supply 718 Miscellaneous

C - ELEVATOR SUBCATEGORIES D - EXIT SUBCATEGORIES

741 Manual 761 Inadequate exit (separation) 742 Automatic 762 Common Path of Travel 743 Emergency Communications 763 Dead End 744 Upgrade (multiple) 764 Enclose Stairs 745 Miscellaneous 765 Exit access or passageway

781 Exit Signs 782 Emergency Lighting 783 Miscellaneous

E - STRUCTURAL SUBCATEGORIES F - ENVIRONMENTAL SUBCATEGORIES

731 Walls 811 Chemical 732 Floor Slab 812 Biological 733 Shafts 813 Radiological 771 Fire wall 814 Miscellaneous 772 Smoke Partition 821 Removal of Asbestos Materials 773 Fire Doors 822 Enclosure of Asbestos Materials 774 Upgrade Existing 823 Encapsulation of Asbestos Materials 775 Miscellaneous 824 Combination of the Above 825 Inactive Status (Class = N)

G - OSHA SUBCATEGORIES H - OTHER

900 General/Miscellaneous 751 New Installation 901 Walk Work Surfaces 752 Upgrade 902 Powered Platforms 791 Fire Extinguisher 903 Occupational Health & Env. 792 Special Extinguishing System 904 Hazardous Materials 793 Electrical 905 Personal Protective Equip. 794 Wiring Methods 906 General Environ. Controls 851 Maintenance, Routine 907 Medical and First Aid 852 Maintenance, Emergency 908 Compressed Gas & Air Equip. 853 Housekeeping 909 Materials Handling & Storage 910 Machinery & Machine Guarding 911 Hand & Portable Power Tools 912 Welding, Cutting & Brazing 913 Special Industries

BLOCK 17. Leave Blank.

BLOCK 18. Leave Blank.

BLOCK 19. Leave Blank.

BLOCK 20. Enter a "ball park" estimate on the experience of the Fire Protection Engineer performing survey.

(End of Statement of Work – Fire and Safety Surveys)