SOW-firealarm-JeffCity.pdf

DESCRIPTION/SPECIFICATION/WORK STATEMENT

Scope of Work

The Contractor shall provide all management, supervision, labor, supplies, materials, repair and replacement parts, equipment, and tools required to perform the specified fire alarm system inspection, testing, maintenance and repair services effectively and efficiently at the U.S. Courthouse, 80 Lafayette Street, Jefferson City MO as described herein. When available, the Government will furnish as‐ built fire alarm system drawings, building equipment inventory records; and Operation & Maintenance Manuals to the Contractor.

This is a performance based contract which includes incentives and disincentives.

Some incentives for contractors that perform up to the required standards of the contract could include timely monthly payments, favorable performance ratings, and options would be exercised.

Some disincentives for contractors that are not performing up to the required standards of the contract could include unfavorable performance ratings and options not exercised. Also GSA may have the work performed by other means and charged back to the contractor.

Services Required by the Contractor

1. Hours of Operation. The contractor shall coordinate with the GSA Property Manager to determine when testing, maintenance and repair can be performed. Inspection, testing, maintenance and repair can be performed during normal business hours when it does not interfere with building operations. When testing, maintenance or repair will interfere with building operations or with court proceedings, it shall be performed after normal business hours.

2. Contractor Conduct. All persons furnished by the Contractor (including subcontractors) are the sole responsibility of the Contractor. The Contractor shall be responsible for their compliance with all laws, rules, and regulations.

3. Contractor's Fire Alarm Representative. The Contractor shall provide the General Services

Administration with a point of contact responsible for resolving problems with the fire alarm system the Government encounters that have not been resolved on site. The individual assigned should be someone within the contractor's organization that has the authority to resolve technical and contractual issues.

4. Special Work Requirements. Sign‐in procedures, Security clearance requirements, Employee

Identification, and Building Passes are described elsewhere in this contract.

5. Substitution of Personnel. The Contractor shall utilize the personnel named (or equivalent) in its offer to perform the services required under this contract. The COR must approve named personnel prior to the performance of services. In the event that any of the personnel named in the offer are unable to perform, the contractor shall promptly submit to the COR and Contracting Officer, in writing, a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute or new employee, and any other information needed to approve the proposed substitution. No substitutions shall be made without prior written approval of the COR or Contracting Officer. This requirement also applies to individuals employed by any subcontractor utilized by the contractor. No increase in contract prices will be allowed when personnel substitution is authorized.

6. Housekeeping. The Contractor shall leave areas where he performs work neat, clean and orderly.

7. Safety Data Sheets. The Contractor shall provide current Safety Data Sheets (SDS's) for all hazardous materials brought into the building. This information will be provided to the Building Manager.

Quality Control Program

1. The contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within thirty (30) work days prior to the starting date of the contract, the Contractor shall submit a copy of his program to the Contracting Officer. The program shall include, but not be limited to the following:

a. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection, and training requirements to maintain all certifications under this contract.

b. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

c. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

d. A file of all inspections conducted by the Contractor and the corrective action taken.

This documentation shall be made available to the Government during the term of the contract.

Inspection, Testing, and Maintenance

1. The Contractor shall be responsible for establishing an effective system for accomplishing scheduled and unscheduled maintenance. However, at a minimum, service contract personnel shall visit the building for maintenance and inspections at least once per month.

2. The Contractor shall perform fire alarm system inspection, testing and maintenance as contained in NFPA 72, 2016 edition, including all appendix chapters and the equipment manufacturer's recommendations. Anywhere NFPA 72 states, "should", it shall be taken to mean "shall". A copy of NFPA 72, 2016 edition, shall be kept on site and available for use by the Government. The Contractor shall submit proposed maintenance guides to the Contracting Officer’s Representative (COR) for approval when any piece of equipment to be maintained is not covered by the above codes and manufacturer’s instructions.

3. Scheduling. Within (30) days after Contract Notice to Proceed , and five (5) working days prior to start of work, the Contractor shall submit a proposed work schedule for each fire alarm system to the COR for approval . All preventive maintenance scheduled for each month must be completed during that month. Requests by the Contractor for deviations from approved schedule must be submitted with appropriate justification to the COR for approval.

4. Line Item Services. When the Contractor's proposal has prices listed for individual Line Items, the Government may order those services using the Line Item description. All services shall be performed in accordance with applicable codes.

5. Non‐Standard Services. Non‐standard services are those not listed in the Contractor's proposal, and will be set forth in individual work orders. Replacement or repair of components not covered as part of basic services will be set forth in individual work orders. Such services shall be negotiated with the contractor, and services shall be performed only after the scope of the work, the qualifications of the Contractor's organization to accomplish the services and the cost of the services have been agreed upon.

6. Testing Witnessed by GSA. The GSA reserves the right to witness any and all systems testing by the Contractor on an annual basis. The Contractor shall schedule testing to comply with requests to witness testing made by GSA and its representatives.

7. Fire Alarm Inventory Changes. The Contractor will inform the Government of any changes to the inventory; see Fire Alarm System Locations and Quantities.

Performance Requirements

1. Fire Alarm System Operability. The Contractor shall ensure that the fire alarm system is maintained operable at all times except while being tested or repaired. It is essential that the contractor carefully schedule with the Building Manager all non‐emergency shutdowns of the fire alarm system and that back‐up protection be provided by the contractor (e.g., trained personnel stationed at the fire alarm system control panel} any time that the fire alarm system is out of service. In addition, regardless of the duration of the shutdown, the affected portion of the system shall be tested to insure that the protection has been restored.

2. Maintenance and Repair Inspections by GSA. The Government reserves the right to make any test or inspection it deems necessary to make sure that all performance requirements are being maintained.

3. Maintenance, Inspection and Testing Records. Within 7 days after completing the inspection and testing, the Contractor will furnish a written record to the COR that includes the following:

a. Contractor's Inspection and Testing Form that includes all the information required by the 2016 edition of NFPA 72.

b. Date of manufacture of fire alarm system(s) and whether parts are readily available.

c. The record shall include any problems noted with the system, including inoperable or unsupervised devices or equipment, or devices that cannot be calibrated, tested , or serviced in accordance with the manufacture s recommendations . Repairs not covered by this contract shall include individual costs to correct/repair them. Each cost shall be broken down into both a parts cost and a labor cost.

d. The record shall be provided electronically (by email) if required by the COR to the buildings manager.

e. A schedule of repair/replacement dates

4. Notification. Before proceeding with any testing, the Contractor shall coordinate the notification of all persons and facilities that receive alarm, supervisory or trouble signals (e.g. building manager, central station, Federal Protective Service, Fire Department). The Contractor will coordinate with the building manager to ensure that all building occupants are notified. At the conclusion of testing, the Contractor shall notify those previously notified that the testing has been concluded.

5. After Hours. The Contractor may be required to perform work, inspections, and tests outside the normal working hours of the building occupants. Any scheduled work that is disruptive to the tenants (testing audible devices, elevator capture, fan shutdown, etc.) shall be performed after the building occupant's normal working hours. The Contractor shall coordinate with the building manager or COR to coordinate after‐hours access to the building.

6. Damage to Fire Alarm System. Any damage to the fire alarm or associated equipment (e.g. fans, elevators, generators, pumps) caused by normal testing shall be repaired by the Contractor at no additional cost to the Government. At its discretion, the Government may have representatives present to witness any or all such tests. All costs associated with this damage shall be borne by the Contractor.

7. System Programming.

a. Contractor shall provide all diagnostic software for complete fault isolation and correction of software malfunctions. This includes but is not limited to memory diagnostics, memory alteration, and software verification.

b. Contractor shall be required to maintain and/or alter assembly language problems pertaining to all equipment covered by this contract.

c. Contractor shall be capable and responsible for troubleshooting Data File Programs that are connected as part of the Buildings Fire Alarm System regardless of brand name at the request of the Contracting Officer's designated representative with no additional cost to the Government.

d. Contractor shall make NO modifications to the system which would degrade or void the

Underwriters Laboratories listing.

8. Safety Hazards. The Contractor shall immediately notify the COR and Buildings Manager of any recognized safety hazard that might severely affect building occupants.

9. Reporting of Deficiencies. Devices that cannot be calibrated, tested, or serviced in accordance with the manufacturer's recommendations shall be reported as a deficiency.

Qualifications of Personnel

1. Number of Employees. The Contractor shall have available at all times a sufficient number of capable and qualified employees to enable the contractor to properly, adequately, and safely perform all work required under the terms of this contract.

2. Fire Alarm Systems Engineering Technicians. Fire Alarm Systems technicians performing contract work shall meet NFPA 72's qualifications and also hold at least a NICET Level 2 (Associate Engineering Technician) in Fire Protection Engineering Technology, Fire Alarm Systems. 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. Technicians must hold a certification from the major equipment manufacturer indicating that he is an authorized representative of the manufacturer. Include name and address in the certification.

3. For the term of the contract, the contractor shall employ individuals who are factory‐trained and are currently certified to work on the Gamewell‐FCI E3 system. Technicians modifying the fire alarm systems programming shall be factory trained and currently certified for the operating system, including software version, of the particular fire alarm system, and shall provide documentation of this certification per NFPA 72.

4. Documentation. The Contractor shall provide to the COR 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.

Repairs and Unscheduled Work

1. Definition of Repairs. Repairs are defined as unscheduled work to repair or modify a fire alarm system, or to correct recurring system and/or equipment malfunction (s).

2. Repair Parts. Contractors who perform repairs under this contract shall be capable of providing replacement parts within 24 hours for the central processing unit (CPU), controller, monitoring and signaling cards, display boards, and other critical parts that may be necessary to restore the equipment and systems to operation.

3. The service contractor shall make NO modifications to the system which would degrade or void the Underwriters Laboratory Listing.

4. The Contractor will be required to furnish at no additional cost to the Government, all batteries, lamps, and fuses.

5. Testing After Repairs. All repairs shall be tested according to requirements of 2016 edition of NFPA 72. A representative of the Government may witness testing. Notify the COR of the schedule for testing with sufficient notice to allow testing to be witnessed. Contractor must provide written certification that repairs are complete. The document shall also include the names and titles of the witnesses to the test.

6. Repair of Critical Components. The Contractor shall repair, as part of basic services , deficiencies involving critical system components; including, but not limited to, the main fire alarm panels and associated components, and batteries, listed as 'Critical System Components’ in the attached inventory, FIRE ALARM SYSTEM LOCATIONS AND QUANTITIES. Repairs to critical system components shall be performed immediately, regardless of cost. If critical components cannot be repaired to full functionality within 48 hours of notification, the Contracting Officer shall have the option to replace the non‐functioning components at Contractor's expense.

7. Incidental Repairs. As a part of the services provided under this contract, the contractor shall perform all incidental repairs at no additional cost to the Government, necessary to prevent a breakdown or failure of a piece of equipment. Incidental repairs are defined as unscheduled work required to prevent a breakdown of a piece of equipment or a system to put it back in service after a breakdown or failure where the cost for labor, materials, and parts is expected to be $500 or less. This dollar threshold applies to each individual repair job that may be required.

The Contractor shall immediately perform incidental repairs when they are required in order to ensure continuity of operations or to return equipment to service as soon as possible. The Contracting Officer's Representative shall be advised that the repairs are being accomplished.

Work should not be delayed in order to notify the Contracting Officer's Representative, except where guarantees or warranties are involved in which case the Contracting Officer's Representative shall be notified prior to repairs being made.

8. Minor Repairs. For repairs not required to be performed as part of basic services, the Contractor shall follow this section.

a. The Contractor may be directed, solely at the discretion of the Contracting Officer or his designated representative, to perform minor repairs of the Fire Alarm Systems under this contract. Minor repairs are defined as unscheduled work required to prevent a breakdown of a piece of equipment or a system or to put it back in service after a breakdown or failure where the expected cost is between $500 and $24,999.99 for labor, materials, and parts. This dollar threshold applies to each individual repair job that may be required.

b. Any minor repair work shall be immediately reported to the Contracting Officer's Representative (COR), but work shall not be performed unless directed to do so by the Contracting Officer or his designated representative. The Contractor shall furnish the COR with an estimate of labor hours, parts and materials to be utilized. When authorized to perform any minor repair job, the Contractor shall ensure that each mechanic(s) signs in and out on a log established by the COR for contract administration purposes.

c. All orders for minor repairs must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies and Services. The GSA Form 300 will describe the service to be provided and will establish the maximum number of hours, and materials costs for which the Contractor will be compensated. The ceiling specified in the GSA Form 300 may not be exceeded without written approval of the Contracting Officer or his designated representative. The Contractor will be compensated for minor repairs as follows:

i. Labor Costs ‐ The Contractor will be reimbursed for labor hours expended at the Federal facility, as evidenced by the sign in/sign out sheet, at the hourly rate for repair services.

ii. Material Cost ‐ The Contractor will be reimbursed for material at cost. A material handling charge may be included in the charge for material at cost provided it is clearly excluded from the labor rate cost.

9. Government‐Furnished Parts. The Government reserves the right to furnish any or all parts and/or materials required for a particular repair to the Contractor as Government furnished property. If the Contractor furnishes the parts and/or materials the price to be paid shall be on the basis of established catalog or list prices, in effect when material is furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor's sale price to his most favored customers for the same items in like quantity, or the current market price, whichever is lower.

10. All equipment repairs or replacements made under this contract, for any reason whatsoever, shall be identical to the original equipment or parts thereof. The Contracting Officer or representative may, when in the best interest of the Government, authorize in writing, the replacement of parts or equipment which is equal to or better than the original.

11. When all listed deficiencies have been corrected, the Contractor will sign and date the inspection report and return it to the Contracting Officer. At its discretion, the Government may then re‐inspect the work.

12. Determination of Type of Repair.

a. When a system deficiency of any kind is identified, the Contractor shall provide, in writing, before leaving the building:

i. Suspected cause(s) of the malfunction (s), and actions to prevent reoccurrence.

ii. A list of components used to make the repair.

iii. Hours required to make the repair.

b. Disputes. The Contracting Officer will, whenever necessary, decide whether a repair is within the scope of this contract. The Contractor may dispute the Contracting Officer's decision and file a claim, under the "Disputes Clause" of this contract. Pending resolution, the Contractor will perform the work.

13. The Contractor shall coordinate all warranty repairs with the Government representative.

Maintenance Service Calls

1. The Contractor shall be responsible for providing and maintaining at his own expense a cellular phone which the technician on duty must maintain in his possession at all times during normal operating hours: 6:00 am. ‐ 6:00 pm. Cell telephone numbers must be furnished and updated to the Kansas City South Field Office.

2. Maintenance Service Calls include any service call that relates to the full maintenance of the system as part of the basic services, and are non‐reimbursable work. Service Calls are defined as Critical or Non‐Critical and require the response times as stated in this Exhibit.

3. Critical and Non‐Critical Service Calls. Initial response to repair calls will be based on the nature of the repair, whether, in the opinion of the COR, it is Critical or Non‐Critical in nature. Critical Service Calls are those service calls affecting the continued occupancy of a building, or certain operations in a building which are critical in nature.

4. Critical Service Call Response. Due to the emergency nature of Critical Service calls, the COR will normally make the requests for service calls verbally. Response to critical service calls include:

a. After being notified of a repair request, the Contractor shall have a qualified technician on‐site within 4 hours, and complete the repair within 16 hours.

b. If the on‐site technical representative cannot identify the problem within 4 hours after arrival, they shall escalate the problem to the Contracting Officer's Representative

(COR).

c. If the fire alarm system cannot be repaired within 16 hours, the technical specialist shall notify the COR with a schedule for completing the work. The schedule may be approved verbally.

5. Non‐Critical Service Calls. Requirements for Non‐critical Service calls include:

a. After being notified of the need for service, the Contractor shall have a qualified technician on‐site within 24 hours, and complete the repair within 48 hours.

b. If the on‐site technical representative cannot identify the problem within 24 hours, they shall escalate the problem to the Contracting Officer's Representative (COR).

c. If the fire alarm system cannot be repaired within 48 hours, the technical specialist shall request a time extension from the COR. The request may be approved verbally.

d. All non‐temporary equipment repairs or replacements made under this contract, for any reason whatsoever, shall be made with new components identical to the original equipment or parts thereof. The Contracting Officer or representative may, when in the best interest of the Government, authorize in writing the replacement of parts or equipment which are equal to or better than the original.

Operational Training

1. The Contractor is responsible for providing training of facility personnel on the operation of the fire alarm system and equipment. Should new equipment be installed or the software updated the Contractor is responsible for providing training to designated personnel on the new equipment.

2. The Contractor shall ensure that his own employees and/or subcontractors attend the appropriate training for their functions. Training materials and equipment information (manuals, etc.) on the systems shall be retained by the Contractor and a copy given to the Kansas City South Field Office. The Contractor's copies are to be turned over to the COR prior to completion of the contract.

Miscellaneous

1. Interruption of Service. The Contractor shall not be liable for interruption of service due to strikes, riots, floods, fire, acts of God, or any cause beyond the control of the Contractor and will not be required to supply service to the Government while interruption of service due to any such cause to the Government while interruption of service due to any such cause continues.

The Contractor shall, however, give notices to such conditions to the Contracting Officer or his designated Representative. The notice may be in any form, but must be verified in writing and transmitted by registered mail.

2. False Fire Alarm Charges. In the event a city Government instituted any fees, fines or charges for receipt of false fire alarms due to equipment malfunctions, the Contractor shall bear those costs.

3. Quality of Work. All repairs or alterations to the system made by the Contractor as part of their normal maintenance shall conform to the best practices of the trade and shall comply (insofar as they apply) with the rules and regulations of the Standard Rules of the American Institute of Electrical Engineers, the National Electrical Code, and National Electrical Manufacturers Association, and the National Electrical Safety Code.

4. Responsibility for Repair. The Contractor shall not be required to make renewals or repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his representatives and employees, or by reason of any other cause beyond the control of the Contractor, except ordinary wear and tear.

5. Existing Work. Existing work shall be protected as required for performing the work. Any damage inflicted on existing work, which is not authorized by the Government shall be repaired or replaced at the expense of the Contractor and such repair or replacement shall in all aspects match similar existing work to the satisfaction of the Contracting Officer.

6. Physical Protection. The contractor shall use physical means to restrict access or direct flow of pedestrians or vehicles around work areas. Barricades, ropes, signs, lights, etc., are to be used in accordance with accepted safety practices.

7. Waterflow Testing. Coordination shall be required with other trades to schedule water flow tests.

8. Items to be Supplied by the Government. The following items shall be furnished by the Government: NONE