ESBD_357340_1713985535877_Scope of Work for FIRE PROTECTION MAINTENANCE AND REPAIRS.pdf

RIDER 101

SCOPE OF WORK

FOR

FIRE PROTECTION MAINTENANCE AND REPAIRS

I. General

1. This scope of work describes maintenance and repair services required for The University of Texas MD Anderson’s (“MD Anderson”) fire protection systems.

2. To aid in budgeting and determining the regulatory cost of owning and operating a fire alarm system, MD Anderson operates on a fiscal year calendar beginning September 1 and ending August 31st., MD Anderson Environmental Health and Safety (“EH&S”) will create the schedule and forward to the Contractor by July 31st of each year. Adherence to this schedule is mandatory as the logistics to change any dates may cause MD Anderson to become non-compliant with testing and inspection regulatory frequencies.

3. MD Anderson, at its option, may add or delete devices or buildings over the life of this agreement. Pricing submitted by the Contractor on Rider 102 – Price Schedule will be used as the basis for determining new pricing for buildings based on similar size systems or cost per device type when adding or deleting total building device counts on existing system.

4. The Contractor may charge for actual mileage from the appropriate Contractor office location to perform any work that may be performed at MD Anderson’s Smithville, TX or Bastrop, TX facilities.

5. Holidays officially recognized by MD Anderson supersede Contractor’s holidays.

6. Normal business hours for MD Anderson are Monday through Friday, 7:00 a.m. – 5:00 p.m.

CST, excluding holidays officially recognized by MD Anderson. Work hours for testing and inspection services may be outside of MD Anderson normal business hours to minimize business interruptions. As testing and inspections services are scheduled, pricing shall reflect regular time rates and not premium time or over time.

7. MD Anderson’s Department of Environmental Health and Safety Sustainability and

Emergency Management (“EH&S” or “EHSSEM”) has responsibility for the oversight of this agreement.

8. MD Anderson may implement a computerized life safety management software package utilizing handheld pocket PC devices or other mobile devices during the life of this agreement.

MD Anderson’s EH&S may provide such pocket PC devices or mobile devices to the Contractor at no cost and Contractor’s personnel would be required to use the devices to conduct and document inspections.

II. Responsibilities

1. All Repairs shall be performed under the direct on-site supervision of Contractor’s State of

Texas licensed fire protection technician.

2. All Contractor personnel shall be qualified, trained and possess the experience necessary to operate all fire protection systems per the manufacturer’s instructions including bypassing points, viewing historical logs and looking up points in the system.

3. All Contractor personnel shall have the ability to correctly and professionally repair and maintain MD Anderson’s fire protection system and related components.

4. Qualifications of Contractor’s personnel shall be in accordance with the requirements of the Texas Department of Insurance as administered by the State Fire Marshal’s office.

5. Contractor shall perform their duties in a safe and competent manner at all times, operate equipment according to manufacturer’s directions, keep cords and tools secure, keep all mechanical, electrical and control room doors closed and locked and report any unsafe conditions to MD Anderson’s EH&S representative.

6. Upon arrival at the MD Anderson hospital campus, Contractor shall notify the designated

EH&S representative. At other locations, Contractor shall call the EH&S representative as coordinated through EH&S. If the EH&S representative is not available, Contractor shall notify the EH&S supervisor at 713-792-2888. Contractor shall abide by MD Anderson’s contractor check-in/out requirements.

7. EH&S may have a representative accompany the contract technician during to work site.

Before proceeding with any repair or maintenance the EH&S representative shall notify all persons and facilities receiving alarms, supervisory or trouble signals and advise Monitoring Services and University of Texas Police Department (UTPD) of fire alarm system status at all times to reduce interruptions to normal operations and to prevent unnecessary personnel responses. Contractor shall not proceed with testing without direction from the EH&S representative. The EH&S representative shall coordinate system repairs and preventive maintenance interruption of critical building services or equipment.

8. Contractor must invoice maintenance using actual hours worked. Contractor may not invoice using “minimum hour” rate.

9. Any maintenance work performed by the Contractor must be invoiced at the “Standard

Hourly Rate”. Work performed outside of the MD Anderson’s normal business hours may be invoiced at the “Overtime Hourly Rate” for emergency repairs only. Scheduled non-emergency work scheduled outside of MD Anderson’s normal business hours to minimize business interruptions must be invoiced at the “Standard Hourly Rate”

The Contractor shall have a minimum of 10 years of experience in the maintenance and repairing of the respective fire protection mechanical and electrical systems and shall submit/furnish three references with the bid qualifications package. The Contractor shall have the ability to perform revisions, troubleshooting, and defect corrections.

The Contractor shall be available at all times; having a sufficient number of technicians to service and repair fire protection systems within 45 miles of the Texas Medical Center and MD Anderson Bastrop and Smithville campuses at all times to support, maintain, repair, test, and/or program MD Anderson’s fire protection systems. The services and personnel to be provided under this contractor must be made available to MD Anderson at any time during the year including off-hours and holidays.

The fire protection contractor must always have two personnel with current TB testing for them to be permitted on the MD Anderson campus.

All work shall be performed by State of Texas approved licensed or certified Service Technicians or other approved fire sprinkler system and fire pump personnel. Any fire sprinkler and fire pump Contractor shall provide proof/documentation that they are state licensed or otherwise qualified and experienced to maintain and service any of MD Anderson’s fire pump system, fire sprinkler system and related components. Examples of personnel considered by MD Anderson to be “qualified” shall be permitted to include, but shall not be limited to, individuals with the following qualifications:

1) Factory trained and certified.

2) Certified by a state or local authority.

3) Trained and qualified personnel employed by an organization listed by a national testing laboratory for the servicing of fire sprinkler/fire pump systems.

III. Preventive Maintenance/Repair Services:

1. Preventive Maintenance/Repair Services Rate

Rider 102 – Labor Rates shall provide hourly rates and all labor charges for the maintenance, service, and repair services during normal business hours (7:00 AM- 5:00 PM CST) Monday thru Friday, excluding the Contractor’s holidays and after hours (5:01 PM – 6:59 AM CST), weekends and MD Anderson holidays

2. After Hours Service

The Contractor shall respond to all fire protection system failure or malfunction on a 24- hour a day and 7-day a week (24/7) basis as follows:

The Contractor shall provide MD Anderson with two different emergency telephone numbers (primary/secondary). This is not to be an answering machine, voice mail or pager number. The emergency numbers must result in live conversation and must be available 24/7.

When called by MD Anderson, the Contractor technical or general service representative shall respond by telephone within 1 hour and be on site within 2 hours or a time mutually agreed upon at the time of the emergency call.

3. Parts

The Contractor shall always stock and have on hand, in the event of failure, any replacement parts and/or special critical parts to restore any system to 100% working order in 12 hours. MD Anderson will only be charged for parts used for repairs or replacements when used or installed and/or programmed as a part of the system.

Due to fire protection systems being critical to life safety, this scope of work shall include the Contractor to provide 24/7 parts ordering and on-site installation for next day emergency delivery of any special/unusual parts needed to restore the fire alarm system to full 100% operating condition. Any special parts involving circuit boards and/or associated programs will be routinely updated with current information at no additional charge to MD Anderson.

4. Repair and Maintenance Activities

The Environmental Health and Safety representative shall be informed before any fire protection equipment is shut down for maintenance. All repairs shall be performed in a professional manner and in full compliance with applicable National Fire Protection Association (“NFPA”) codes.

Parts used for all repairs shall be listed for the respective fire protection system use and compatible for use intended. All applicable fire protection equipment shall be tested per NFPA requirements for proper operation. Upon completion of repairs the test results shall be documented and noted on the service ticket.

Before proceeding with any activities that may result in an alarm or trouble signal operation, the Contractor shall notify all MDA Fire And Life Safety Supervisor and Technicians, including Environmental Health and Safety (EH&S), all building occupants and all facilities receiving the trouble/alarm signal prior to such activities in order to minimize interruptions of business operations.

Upon completion of all service work performed, the Service Technician shall provide to the Project Manager or EH&S Fire Safety personnel a completed service ticket that provides the following information:

a) Purchase order number

b) Number of hours for each Service Technician

c) Any parts used during the service call.

d) Contractors work order number

e) Name and address of building serviced.

f) Operational test results of equipment serviced.

The service ticket shall be completed and signed before the Contractor leaves the worksite.

IV. Invoicing Procedures and Payment

4. Contractor shall refer to Rider 116 – Invoice Payment Requirements regarding invoice requirements and MD Anderson’s tax exempt status.

5. Contractor shall submit all invoices to MD Anderson’s Accounts Payable department as per the above referenced Rider and as described below:

a) All invoices must clearly reference the assigned Purchase Order. All invoices received that do not reference a Purchase Order will be returned to the Contractor.

b) All invoices must clearly reference property worksite or a reasonably acceptable worksite abbreviation for the work completed.

c) All invoices must clearly indicate charges for each property site. Charges will be reviewed by Project Coordinator and approved prior to payment by MD Anderson.

d) All invoices must clearly indicate the type of work performed and completed by the Contractor.