ESBD_375915_1725670359905_HHS0015244_Exhibit_G SOW.pdf

Fire Protection Systems SASH Campus

FIRE ALARM SYSTEMS MONITORING, MAINTENANCE, TESTING,

INSPECTION,

SMOKE DETECTOR TESTING AND CALIBRATION

Locations: San Antonio State Hospital (SASH)

6711 S. New Braunfels Suite 100 San Antonio, Texas 78223

San Antonio State Supported Living Center (SASSLC) 6711 S. New Braunfels Suite 500 San Antonio, Texas 78223

Services Requested: Fire Alarm Monitoring, Fire Alarm Inspection, Testing, Maintenance and Repair, Smoke Detector Testing and Calibration

Device Count Locations/Schedule Attachments A & B below; Exhibits H1, H2

Contract Administrator: LeRoy Fuentes, Maintenance Supervisor

SOW

This solicitation is for services to provide monitoring services of all fire alarm systems. Monitoring shall be conducted twenty-four hours a day (24), seven (7) days a week, three-hundred sixty-five (365) days per year. Monitoring service shall be manned by a live operator during these times. Includes inspection, testing, maintenance, and repair of fire alarm, fire sprinkler, and fixed fire extinguishing systems including, but not limited to:

detection and extinguishing system components, extinguishing agents, suppression system components, stand pipes, hoses, and pumps, to include flow switches, tamper switches, shutoff valves, check valves, Motor gong, Smoke Control, Voice Communication, Per-Action, Elevator Recall, Emergency Radio, pressure gauges, pressures switches connected to fire alarm system and any other devices which may be associated with the fire sprinkler system operation, on equipment listed on Exhibit A – Device Count.

The contractor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to:

• Code of Federal Regulations, 40 CFR – Protection of Environment, Chapter

1: Subchapters D, I and N.

• NFPA 101, Life Safety Code

• NFPA 13 Standard for the Installation of Sprinkler Systems

• NFPA 99 Standard for Health Care Facilities

• NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-based

Fire Protection Systems

• NFPA 72 Standard Fire Alarm and Signaling Code

• Texas Administrative Code Title 28, Part 1, Subchapters F and G

• Texas Insurance Code, Chapter 6002, Fire Detection and Alarm Device

Installation

• Texas Insurance Code, Chapter 6003, Fire Protection Sprinkler System Service and Installation

• Section C – San Antonio State Hospital Safety Risk Management Policy on Outside

Contractors

• Copy of Insurance and Bonding documentation

• Copy of Texas State Contractor’s License

• San Antonio State Hospital Terms and Conditions outside Contractors

• Contractor Orientation “Safety Orientation Contract”

Qualifications Contractor must:

• Have a minimum of five (5) years’ experience providing fire alarm and suppression system inspection, testing, maintenance and repair.

• Contractor shall provide training documentation for servicing Fire Sprinkler

Systems.

• Operate the business under the following registrations as required by State Fire

Marshal Office for the types of alarms and suppression systems noted on Attachment A – Device Count: Alarm Branch Office Certificate of Registration, Alarm Certificate of Registration (ACR), Extinguisher Certificate of Registration (ECR), Extinguisher Branch Office Certificate of Registration, Sprinkler Certificate of Registration (SCR), and Sprinkler Certificate of Registration-Underground (SCR-U).

• Contractors shall maintain State of Texas Fire Sprinkle SCR, RME License with the State of Texas Department of Insurance.

• Contractor shall provide documentation of license and commercial experience for Fire Alarm Technician, Residential Fire Alarm Superintendent and Fire Alarm Planning Superintendent when requested by the Facilities.

• Dispatch only technicians that hold the applicable licenses and/or certifications, to perform the services requested.

Vendor requirements

• Provide all labor, materials, tools, transportation, equipment, materials and supplies necessary to meet requirements of the specified services throughout the term of the contract.

• Contractor shall be responsible for supervision, clean up and disposal, and must have applicable permits, licenses and insurance coverage.

• Provide a primary point of contact.

• Provide a phone number monitored 24-hours a day, seven days per week, to include all Saturdays, Sundays and holidays.

• Contractor shall respond to emergency calls within fifteen (15) minutes after receiving or answering services receives notification and shall be onsite within two (2) hours of receiving the emergency call.

• In the event the Contractor does not meet this requirement, the facility will, at its discretion, will engage the services of another contractor to make the necessary repairs. The cost of such work shall be deducted from any payments due the Contractor.

• Provide personnel to perform various duties as directed by the designated San Antonio State Hospital representative.

• Use only licensed technicians or technician trainees under the direct on-site supervision of a licensed technician with the proper license issued by the SFMO for the type of fire alarm, fire sprinkler, or fixed fire extinguishing system being inspected, tested, maintained, or repaired to perform services.

• Contractor shall provide miscellaneous services (such as rental equipment, labor) necessary to complete required facility work and shall provide a cost estimate, which shall be approved by the authorized representative prior to work being performed.

• Contractor shall at the conclusion of an inspection submit a report for the Facility containing test location information to include Facility Campus name, Building Number, Make Model number of Fire Alarm System Inspected, the findings of each inspection pass/fail, deficiencies noted, and current status of Fire Alarm system to indicate functional and safe or non-functional requiring immediate attention.

• Contractor shall submit a quote for work needed and/or recommended. The work will be performed only after approval from an authorized Central Plant Maintenance representative and shall be billed according to the contract terms.

• Contractor shall have any and all personnel acting as an employee or contractor representative report to the Plant Maintenance office upon arrival and departure of State property.

• Contractor shall sign in at the Plant Maintenance Office Vendor Logbook provided documenting their arrival time prior to conducting any work/business.

• Contractor shall sign out at the Plant Maintenance Office Vendor Logbook provided documenting their departure signifying they have completed conducting their work/business for the day at the facility.

• Contractor shall provide a 24-hour contact number and name in case of any urgent issue that may arise. Awarded contractor or a representative of awarded contractor’s company must be always available.

Fire Alarm Panel Monitoring

Purpose:

The San Antonio State Hospital is seeking a service provider to provide fire alarm monitoring on the fire panels and system components. The awarded contractor is to provide monitoring on the fire Alarm System and components, seven (7) days a week, twenty 24 hours a day, including holidays and man by a live operator. All manufactures recommendations and any State or local codes will be met.

Scope:

All signals that are required to be monitored shall terminate at the Central Station listed by a nationally recognized agency UL for protective signaling service. The equipment shall comply with NFPA 72.

Central Station operators must meet qualifications of NFPA 72

All utilization equipment shall be listed for those services and installed and utilized accordingly.

Programming cost for monitoring shall be included in the bid.

All transmitting alarms to Central Station shall be by two redundant phone line.

Provide a detail on how the FACP is connected to the Communications.

Monitoring Contractor must maintain continuous communication with the City of San Antonio Fire Department

The contractor (Central Station) must maintain records of all communications test, alarms, supervisory and trouble signals. Signals involving alarms and interruptions of services shall indicate the nature of the signal, call back number, time of occurrence and time of restoration of service. Copies of records shall be provided upon request. The contractor (Central Station), Must notify SASH and the State Fire marshal when Service has been interrupted or discontinued for moor that 24 Hours.

The notice must include the nature of the disruption other than maintenance of the fire alarm System and the time of occurrence. A second report must be provided when service is restored.

Qualifications:

Operator must be licensed and certified by the manufactory, State of Texas or Authority having Jurisdiction

The contractor must maintain and approved constantly location in San Antonio/Bexar County.

The contractor mut provide proof of registration by the State of Texas Fire Marshall

A registered firm must employ at least one technician license at the central station.

Contractor must provide al State and Local licenses and certifications for Fire Alarm Monitoring Technician.

The awarded contractor may not sub-contract the monitoring services

Contractor must provide Certificate of Central Station Issued by the State of Texas.

If Monitoring Contractor is to discontinue service before contract is up, the service provider must notify SASH, 7 days prior to terminating the contract.

Applicable Codes.

NFPA 72 National – Fire Alarm & Signaling Systems-2021

NFPA 99- Health Care Facilities Code-2021

NFPA 101- Life Safety-2021

NFPA 70- National Electric Code -2021

Chapter 6002-Texas Insurance Code

28 TAC & 34.600- The Fire Alarm Rules by The State of Texas

Section C; San Antonio State Hospital Safety Risk Management Policy

Fire Alarm Systems San Antonio State Hospital (SASH):

Quarterly, semi-annual, and annual inspections

Inspections shall include equipment test, adjustments, and lubrication as required.

Annual Inspections shall:

• Include equipment at all locations per Attachment B – Fire Alarm and

• _Smoke Detector Locations Schedule

• Be completed during the designated month.

• Contractor shall submit a proposed schedule to the designated San Antonio State

Hospital representative for approval prior to beginning service.

• Contractor shall complete all inspection within the first 15 calendar days of the month inspection services are due. If contractor cannot for any valid reason meet this deadline, they must inform a representative of Central Plant Maintenance prior to the start of any due inspections. Not having enough personnel or having other commitments etc., will not qualify as a valid reason. A departmental employee shall be made available as an escort to all inspection personnel in order to provide access. A departmental employee shall only be available for escorting during normal scheduled facility work hours, no afterhours escort will be provided.

Semi – Annual Inspections shall:

• Include equipment at all locations per Attachment A – Fire Alarm Smoke Detector

Locations Schedule

• Be completed during the designated month.

• Contractor shall submit a proposed schedule to the designated San Antonio State

Hospital representative for approval prior to beginning service.

• Contractor shall complete all inspection within the first 15 calendar days of the month inspection services are due. If contractor cannot for any valid reason meet this deadline, they must inform a representative of Central Plant Maintenance prior to the start of any due inspections. Not having enough personnel or having other commitments etc., will not qualify as a valid reason. A departmental employee shall be made available as an escort to all inspection personnel in order to provide access. A departmental employee shall only be available for escorting during normal scheduled facility work hours, no afterhours escort will be provided.

Quarterly Inspections shall be:

• Scheduled so that each system on Attachment A – Fire Alarm and Smoke

Detector Locations Schedule

• Be completed during the designated months.

• Contractor shall submit a proposed schedule to the designated San Antonio State

Hospital representative for approval prior to beginning service.

• Contractor shall complete all inspection within the first 15 calendar days of the month inspection services are due. If contractor cannot for any valid reason meet this deadline, they must inform a representative of Central Plant Maintenance prior to the start of any due inspections. Not having enough personnel or having other commitments etc., will not qualify as a valid reason. A departmental employee shall be made available as an escort to all inspection personnel in order to provide

Fire Alarm San Antonio State Supported Living Center (SASSLC):

Inspections shall include equipment test, adjustments, and lubrication as required.

Annual Inspections shall:

• Include equipment at all locations per Attachment A – Fire Alarm Smoke Detector

Locations Schedule

• Be completed during the designated month.

• Contractor shall submit a proposed schedule to the designated San Antonio State

Hospital representative for approval prior to beginning service.

• Contractor shall complete all inspection within the first 15 calendar days of the month inspection services are due. If contractor cannot for any valid reason meet this deadline, they must inform a representative of Central Plant Maintenance prior to the start of any due inspections. Not having enough personnel or having other commitments etc., will not qualify as a valid reason. A departmental employee shall be made available as an escort to all inspection personnel in order to provide

• Include equipment at all locations per Attachment A – Fire Alarm

Smoke Detector Locations Schedule

• Be completed during the designated month.

• Contractor shall submit a proposed schedule to the designated San Antonio State

Hospital representative for approval prior to beginning service.

• Contractor shall complete all inspection within the first 15 calendar days of the month inspection services are due. If contractor cannot for any valid reason meet this deadline, they must inform a representative of Central Plant Maintenance prior to the start of any due inspections. Not having enough personnel or having other commitments etc., will not qualify as a valid reason. A departmental employee shall be made available as an escort to all inspection personnel in order to provide

• Scheduled so that each system on Attachment A – Fire Alarm and

Smoke Detector Locations Schedule

• Be completed during designated months.

• Contractor shall submit a proposed schedule to the designated San Antonio State

Hospital representative for approval prior to beginning service.

• Contractor shall complete all inspection within the first 15 calendar days of the month inspection services are due. If contractor cannot for any valid reason meet this deadline, they must inform a representative of Central Plant Maintenance prior to the start of any due inspections. Not having enough personnel or having other commitments etc., will not qualify as a valid reason. A departmental employee shall be made available as an escort to all inspection personnel in order to provide

Confirm quarterly, semi-annual, and annual inspections with the designated San Antonio State Hospital representative via phone and email 72 hours (about 3 days) prior to beginning work.

Smoke Detector Testing and Calibration Smoke detector testing and calibration testing shall be conducted as required to be current with previous inspection. All reports to include smoke detector calibration testing shall be delivered in hard copy form to the Central Plant Maintenance Office. All self-calibrating panels (Smart Panels) are not excluded from the delivery of hard copy reports.

Attach stickers at system(s) location upon completion of inspection indicating the date and result of inspection, condition of equipment, and the technician(s) full name(s), as required by the SFMO.

Conduct sensitivity test on smoke and heat detectors as required per NFPA No.

72, Chapter 8, Section 8-3.4.2 (a), (b), (c), (d), and (e) in alternate years (biennially) in conjunction with the annual inspection.

Ensure all connections and valves for these systems are labeled as to their purpose during each inspection. Contractor shall label any valve not properly marked and indicate its position.

(a.) Individual building fire alarm systems will be inspected in accordance with the applicable codes that were in effect at the time of system installation including but not limited to the National Fire Protection Association (NFPA) Codes and Standards for the applicable component being tested, specifically NFPA 70, 72, 90A and 101.

Inspections shall be conducted in accordance with the requirements of Chapter 14, Inspection, Testing and Maintenance, of the 2010 edition of NFPA 72, National Fire Alarm and Signaling Code. Inspections will include verification of transmission of all alarm, trouble and supervisory signals to San Antonio State Hospital/SASSLC monitoring stations or fire alarm systems that transmit full point reporting and/or graphics to the facility’s monitoring stations, Contractor shall verify transmission of each individual point to San Antonio State Hospital/SASSLC monitoring stations and verify that the alphanumeric point description transmitted to San Antonio State Hospital/SASSLC monitoring stations and the graphic representation at San Antonio State Hospital/SASSLC monitoring station is in agreement with the alphanumeric point description registered at the fire alarm control panel in the applicable building.

(b.) Contractor shall check in and out with the Plant Maintenance Office to ensure that the Plant Maintenance Office logs the commencement and completion times for the Service Ticket, or summary list, to document the date of inspection.

Contractors shall provide the following information on the Service Ticket:

i. building name.

ii. San Antonio State Hospital/SASSLC work order number.

iii. name of Contractor personnel performing the work.

iv. trade category of person performing the work; and,

v. number of hours worked.

(c.) When conducting tests, Contractor shall provide, at a minimum, a two

(2) person team, one (1) of which must hold a valid fire alarm license from the Texas Department of Insurance State Fire Marshal’s Office. If necessary, Contractor shall provide additional personnel to complete testing. Contractor shall also provide all necessary equipment to conduct testing including a reliable means of two-way communication such as two-way radios.

(d.) While conducting a test, Contractor may disable certain panel functions to facilitate testing but shall not leave any portion or function of the fire alarm system disabled upon completion of testing without providing written notification to the Contract Administrator.

(e.) Upon completion of an inspection and associated testing, Contractor shall provide one (1) signed, electronic copy of the inspection report within five (5) business days after testing is completed. All inspection reports shall be type written or computer generated and completed on the NFPA 72 - FIRE ALARM AND EMERGENCY COMMUNICATION SYSTEM INSPECTION AND TESTING FORM as indicated in Chapter 14 of the 2010 Edition of NFPA 72, the National Fire Alarm and Signaling Code. Similar forms may be acceptable for use but must be submitted and received prior approval by the Contract Administrator. In addition, the Contractor shall provide a detailed list of each initiating device tested, indicating the device type, location, alphanumeric label (if applicable) and indication if the device passed or failed the test. Electronic copies of the reports may be submitted via CD copy, email, etc. In addition, an inspection and testing report must be accompanied by a Service Ticket (scan and submit electronically). When deficiencies and/or code violations are discovered by Contractor during the course of an inspection or test, they shall be documented and clearly identified per line item as a part of the inspection and/or test report after consultation with the Contract Administrator. Each deficiency shall be identified as a “red tag” or “yellow tag” deficiency as indicated in Title 28, Texas Administrative Code, Part 1, Chapter 34, Subchapter F, Rule 34.622, Inspection/Test Labels (Summer 2011 or latest edition). All the information listed above shall be submitted to the Contract Administrator.

(f.) A quote shall be attached to the inspection and/or test report providing pricing for the correction of deficiencies indicated in the inspection and/or test report. The quote shall be broken down for the correction of each individual deficiency and shall include both labor and material line items. If any deficiencies are determined to be “red tag” items, the Contractor shall notify the Contract Administrator in writing within twenty-four (24) hours of discovery of the deficiency. Notification shall detail the deficiency and include a quote, broken down by labor and material, to correct and clear the “red tag” deficiency.

Thereafter, San Antonio State Hospital shall determine whether to issue a Delivery Release pursuant to Section 1.05 of this Contract, to provide the necessary maintenance and repair.

(g.) Any items that may be recommended by a manufacturer or contractor but that are not a code violation or deficiency that are recommended by Contractor shall be listed separately on the inspection and/or test report and identified as recommendations only.

(h.) Complete and accurate invoices are due to be received by San Antonio State Hospital no later than the fifth business day of the month following the month in which the services being invoiced were completed.

CONTRACT ADMINISTRATOR

(a.) San Antonio State Hospital shall designate a Contract Administrator for this Contract who will serve as the point of contact between San Antonio State Hospital and Contractor. The instructions of the Contract Administrator and/or the Contract Administrator’s designated representative are to be strictly and promptly always followed by Contractor. San Antonio State Hospital Contract

Administrator is to have free access to Contractor’s supplies, equipment, and work product always for inspection and audit. Contractor is to afford the Contract Administrator all necessary assistance during those inspections and/or audits. The Contract Administrator will decide any and all questions that may arise as to the quality and acceptability of work performed, and as to the manner of performance and rate of progress of the work. The Contract Administrator will determine the amount of work performed and materials furnished which are to be paid under this Contract. Failure of the Contract Administrator during the progress of the Contract, to: (i.) discover or reject unacceptable work; (ii.) discover work not in accordance with the Contract; or (iii.) failure to exercise any remedies in connection therewith, shall not be deemed an acceptance thereof, nor a waiver, of San Antonio State Hospital right to full performance of the contract.

(b.) Contractor agrees to conduct all its services under this Contract by and through appropriate communications with the Contract Administrator. No work, installation or other services shall be undertaken by Contractor except with the prior written direction of the Contract Administrator. Contractor understands and agrees that work, installation, or any other service performed without the prior written direction of San Antonio State Hospital Contract Administrator is work outside the scope of this Contract and shall be performed exclusively at Contractor's risk and own expense. Contractor agrees to employ competent personnel meeting the requirements outlined in the terms and conditions of this Contract, who shall be satisfactory to San Antonio State Hospital. Personnel assigned to perform services under this Contract may not be reassigned without the prior written notification to, and approval from, San Antonio State Hospital.

SCHEDULES

Services are to be performed between the hours of 8:00am-5:00pm and Monday through Friday. Any minor adjustment calls back services will be performed during regular hours. Contractor shall not interfere with normal flow of business.

Outside Regular Hours – Any services performed outside of regular work hours will need to be approved by the contract manager and will be paid at hourly rate stated in Appendix C – Pricing Schedule

HOLIDAYS: The holidays observed by the state are listed on the following website. https://hr.sao.texas.gov/Documents/Holidays/Holidays2021.pdf HHSC does not specifically require the Contractor to work on these holidays but does require the Contractor to fulfill the requirements of the contract. If this requires the Contractor to work on holidays observed by the state or the Contractor, then Contractor shall fulfill obligations at NO additional expense to the HHS agency.

The schedules for all inspections and testing shall be approved by the Contract Administrator. All schedules must be submitted and approved thirty (30) days prior to an inspection and any associated testing and may only be altered at the https://hr.sao.texas.gov/Documents/Holidays/Holidays2021.pdf discretion of the Contract Administrator. All testing shall be conducted M-F 8am- 5pm.

SERVICE CALLS

Contractor shall provide, during normal working hours, a thirty (30) minute phone response and a service technician to provide a two (2) hour response for non-emergency call-out services.

San Antonio State Hospital may request Contractor to complete maintenance and repair services (Service Call) based on deficiencies documented during inspections and testing under this Contract or to effect repairs due to system failures. Such requests for services shall be documented through a separate document. Service calls shall be subject to the terms and conditions set forth in this Contract.

Work shall be invoiced at the hourly rate and material cost submitted on the Pricing Sheet. Any work completed by Contractor without approval by the San Antonio State Hospital will not be paid for by San Antonio State Hospital.

Vendor shall receive a facility work order number prior to start of work, documenting the facility work order number, the facility affected, building number asset tag number of the equipment and shall provide a written status of the equipment initial inspection, faults or deficiencies discovered through troubleshooting conducted.

Status of all equipment, upon the completion of the call-out service, shall be documented on a contractor Service Work Order. Invoicing shall provide the same information listed on the service work order for appropriate documentation and billing for services.

(b.) Contractor understands and agrees that no guaranteed minimum number of Service Calls or amount of work will arise from this Contract.

(c.) Contractor shall respond to the Contract Administrator on-site within twenty-four (24) hours. Contractor shall perform all work within the timeframe agreed upon.

(d.) Contractor shall check in and out with the Contract Administrator to ensure that the Contract Administrator logs the commencement and completion times for the Service Ticket for the services performed. Contractors shall provide the following information on the Service Ticket:

vi. building name;

vii. floor number;

viii. San Antonio State Hospital/SASSLC work order number;

ix. name of Contractor personnel performing the work;

x. trade category of person performing the work;

xi. number of hours worked;

xii. itemized list of parts/material used/replaced; and,

xiii. narrative description of what the technician found that was causing the problem and what was done to correct it.

CALLBACK.

A Callback is defined as a failure due to a technician’s inability, negligence or lack of knowledge to correct a problem.

Failure by the Contractor to successfully complete a Service Call will result in a Callback. The Contract Administrator will contact the Contractor and notify them of the Callback situation. The Contractor will respond to the Callback no later than the next business day with a technician possessing the technical expertise, knowledge and any required material to correct the problem. The Contractor shall check in and out with the Contract Administrator to ensure that the Contract Administrator logs the commencement and completion times for the Callback Service Ticket for the services performed to correct the problem described in the original Delivery Release. Contractor shall provide the following information on the Service Ticket:

xiv. building name;

xv. floor number;

xvi. San Antonio State Hospital/SASSLC work order number;

xvii. name of Contractor personnel performing the work;

xviii. trade category of person performing the work;

xix. number of hours worked;

xx. itemized list of parts/material used/replaced; and, narrative description of what the technician found that was

WARRANTY REQUIREMENTS

PERFORMANCE WARRANTY: Work performed under the purchase order shall meet all applicable standards and codes. The contractor shall guarantee all work against any defects in workmanship; and shall satisfactorily correct, at no cost to the San Antonio State Hospital, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by the San Antonio State Hospital.

MATERIAL WARRANTY: Materials provided shall be in current production, as offered to commercial trade, and shall be of quality material. Used, shopworn, demonstrator, prototype, reconditioned or discontinued materials are not acceptable. Materials shall be warranted against material defects and defects in workmanship for a period of not less than 12 months and shall cover 100 percent parts and labor.

The warranty period shall commence upon date of acceptance by the San Antonio State Hospital. If the manufacturer’s standard warranty period exceeds 12 months, then the standard warranty period shall be in effect. The vendor shall be ultimately responsible for the warranty. The contractor shall provide the designated San Antonio State Hospital representative with all manufacturers’ warranty documents upon completion of service prior to leaving the job site.

CONTRACTOR ACCESS

Access routes, entrance gates or doors, parking and storage areas, and other necessary Contactor access, along with any imposed time limitations shall be designated by the San Antonio State Hospital/SASSLC. Contractor shall conduct operations in strict observation of the access routes and other areas established. Under no circumstances shall any of Contractor's personnel, vehicles, or equipment enter or move upon any area not authorized by San Antonio State Hospital Contract Administrator for access by Contractor.

EXISTING UTILITIES AND STRUCTURES

Contractor shall adequately protect the work, property, adjacent property and the public. In the event of damage to facilities as a result of Contractor’s operations, Contractor shall take immediate steps to notify San Antonio State Hospital Contract Administrator and subsequently repair or restore all services to the satisfactory approval of San Antonio State Hospital Contract Administrator.

Further, Contractor shall engage any additional outside services which may be necessary to facilitate repairs until services are restored. All costs involved in making repairs and restoring disrupted services shall be at the expense of Contractor, and Contractor shall be fully responsible for any and all claims resulting from the damage. San Antonio State Hospital Contract Administrator may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts due to Contractor. Upon the approval of San Antonio State Hospital Contract Administrator, Contractor shall have the right to utilize air, water, gas, steam, electricity, and similar items of expense from existing outlets on San Antonio State Hospital/SASSLC property.

WASTE REMOVAL

Contractor shall keep the premises clean on a continual basis, and no trash or debris will be permitted to accumulate in work areas. Contractor shall be responsible for removal and disposal of all debris and waste materials associated with this Contract.

EXAMINATION OF PREMISES

Contractor shall be held to have examined all properties at which the work will take place and to be familiar with the conditions under which the work will be accomplished. Contractor shall inspect existing conditions prior to commencing work, including elements subject to damage or movement during any project.

CONTAINERS

No fuels, chemicals or other type of hazardous material shall be stored on any San Antonio State Hospital/SASSLC property. All fuels and other chemicals shall be stored in an Occupational Safety and Health Administration (OSHA) approved container.

WORKING HOURS

Contractor shall conduct all testing M-F 8am-5pm San Antonio State Hospital/SASSLC. Other contract work may also be performed at hours other than normal business hours, at the direction of the Contract Administrator, in order to meet required schedules.

UNSATISFACTORY PERFORMANCE

San Antonio State Hospital/SASSLC may consider the following levels of performance by Contractor as unsatisfactory. An unsatisfactory performance determination is not limited to the following:

a. more than one (1) Callback to correct the same problem within thirty

(30) calendar days;

(b.) more than one (1) instance within one (1) calendar year of Contractor personnel assigned to an authorized Service Call, test or inspection not having the skill or knowledge to perform the required service or test or inspection; or

(c.) failure to timely complete and document required inspections;

(d.) failure to provide the tools necessary to complete the inspection, test or required service; and, (e.) failure by Contractor, upon completion of testing, inspection or service, to place the fire alarm panel back in normal service, to place valves back in their normal position, place fire pumps in service or to leave systems in other than their normal state.

Bid Factors Quarterly inspections – total price per quarter Annual Inspections – total price per year Licensed technician standard labor rate per hour Licensed technician emergency/after-hours labor rate per hour Parts and materials as needed, cost plus ____% markup

FIRE EXTINGUISHER/KITCHEN HOOD SYSTEM

INSPECTION, TESTING, MAINTENANCE, REPAIRS

Locations San Antonio State Hospital (SASH)

San Antonio, Texas 78223

San Antonio State Supported Living Center

(SASSLC)

6711 S. New Braunfels Suite 500

Facility Sections State Hospital State Supported Living Center

Services Requested Fire extinguisher, kitchen hood inspection, testing, maintenance, and repair

Device Count Attachment B (see below) Contract Administrator Bobby Bustillos, Maintenance Supervisor

This solicitation is for services to provide inspection, testing, maintenance, and repair of fire extinguishers and kitchen hood system at location(s) as specified in Attachment B – Device Count.

The contractor shall provide the specified service requirements in accordance with all federal, state, and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to:

• 1.8.1 NFPA 10, Standard for Portable Fire Extinguishers, latest edition

• 1.8.2 ANSI/UL 711 –Rating and Fire Testing of Fire Extinguishers

• 1.8.3 UL 299 –Dry Chemical Fire Extinguishers

• UL 154 –Carbon-Dioxide Fire Extinguishers

• Section C – San Antonio State Hospital Safety Risk Management Policy on

Outside Contractors

• Copy of Insurance and Bonding documentation

• Copy of Texas State Contractor’s License

• San Antonio State Hospital Terms and Conditions outside Contractors

Contractor Orientation “Safety Orientation Contract”

Contractor shall maintain Fire Extinguishers, Ventilation Kitchen Hood Systems, and equipment to the original manufacturer’s performance specifications. At the request of the facility authorized representative, Contractor will perform any maintenance, repair, replacement, testing or inspection services on any identified Fire Extinguisher and Kitchen Hood System.

In the event of conflict between this Scope of Work, the Manufacture’s Literature or any applicable codes, the more stringent terms or revisions shall apply unless otherwise notified in writing by the State.

The facility reserves the right to hire other or establish additional contracts, for major modifications to Ventilation Hood Systems as deemed necessary by the State. The Contractor will be informed in writing of the State’s intention to establish additional contracts that may interfere with scheduled preventative maintenance.

The Contractor shall avoid all interference with the work under other contracts. If necessary, the Contractor shall adjust or changes in scheduled operations to permit other contractors to accomplish their work. The Contractor will be held harmless under the terms of this Contract for the actions of other contractors and will be given the chance to inspect and approve the major modifications before resuming the preventative maintenance activities under this Contract.

The contractor shall be completely familiar with and shall comply with all City, State, and Federal OSHA regulations and requirements as applicable for the services performed under this scope of work.

Qualifications Contractor must:

• Have a minimum of ten (10) years’ experience providing fire extinguisher, kitchen hood system inspection, testing, maintenance and repair.

• Contractor shall provide training documentation for servicing Fire Sprinkler Systems.

• Operate the business under the following registrations as required by State Fire Marshal Office for the types of alarms and suppression systems noted on Attachment A – Device Count: Alarm Branch Office Certificate of Registration, Alarm Certificate of Registration (ACR), Extinguisher Certificate of Registration (ECR), Extinguisher Branch Office Certificate of Registration, Sprinkler Certificate of Registration (SCR), and Sprinkler Certificate of Registration-Underground (SCR-U).

• Contractors shall maintain State of Texas Fire Sprinkle SCR, RME License with the State of Texas Department of Insurance.

• Contractor shall provide documentation of license and commercial experience for Fire Alarm Technician, Residential Fire Alarm Superintendent and Fire Alarm Planning Superintendent when requested by the Facilities.

• Dispatch only technicians that hold the applicable licenses and/or certifications, to perform the services requested.

supplies necessary to meet requirements of the specified services throughout the term of the contract.

• Contractor shall be responsible for supervision, clean up and disposal, and must have applicable permits, licenses, and insurance coverage.

• Provide a primary point of contact.

• Provide a phone number monitored 24-hours a day, seven days per week to include Saturdays, Sundays, and holidays.

• Contractor shall respond to emergency calls within fifteen (15) minutes after receiving or answering services receives notification and shall be onsite within two (2) hours of receiving the non-emergency call.

• Contractor shall respond to non-emergency calls within fifteen (15) minutes after receiving or answering services receives notification and shall be onsite within one (1) hour of receiving the emergency call.

o In the event the Contractor does not meet these requirements, the facility will, at its discretion, engage the services of another contractor to make the necessary repairs. The cost of such work shall be deducted from any payments due the Contractor.

• Provide personnel to perform various duties as directed by the designated the San Antonio State Hospital/SASSLC representative.

• Use only licensed technicians or technician trainees under the direct on-site supervision of a licensed technician with the proper license issued by the SFMO for the type of fire alarm, fire sprinkler, or fixed fire extinguishing system being inspected, tested, maintained, or repaired to perform services.

• Upon request by the Contract Administrator, the Contractor shall furnish certification papers and documentation of the assigned personnel’s qualifications. The Contractor may replace personnel assigned under this contract only with equally classified and qualified personnel.

• Contractor shall provide miscellaneous services (such as rental equipment, labor) necessary to complete required facility work and shall provide a cost estimate, which shall be approved by the authorized representative prior to work being performed.

• Contractor shall at the conclusion of an inspection submit a report for the Facility containing test location information to include Facility Campus name, Building Number, Make Model number of Fire Sprinkler System Inspected, the findings of each inspection pass/fail, deficiencies noted, and status of Fire Alarm system to indicate functional and safe or non-functional requiring immediate attention.

• Contractor shall submit a quote for work needed and/or recommended. The work will be performed only after approval from an authorized Central Plant Maintenance representative and shall be billed according to the contract terms.

• Contractor shall have all personnel acting as an employee or contractor representative report to the Plant Maintenance office upon arrival and departure of State property

• Contractor’s personnel shall wear applicable personal protective equipment, including but not limited to, safety steel-toed boots always

• Contractor shall not require Contractor’s employees to work in surroundings that are unsanitary, hazardous, or dangerous to their health, safety, or contrary to any provision of the Occupational Health and Safety Act (OSHA)

• Contractor shall sign in at the Plant Maintenance Office Vendor Logbook provided documenting their arrival time prior to conducting any work/business

• Contractor shall sign out at the Plant Maintenance Office Vendor Logbook provided documenting their departure signifying they have completed conducting their work/business for the day at the facility

• Contractor shall provide a 24-hour contact number and name in case of any urgent issue that may arise. Awarded contractor or a representative of awarded contractor’s company must be always available to include Saturdays, Sundays, and holidays.

Contractor shall provide a routine preventive maintenance schedule to the Plant Maintenance Department Representative or his designee for all Fire Extinguishers and Hood Systems maintained under this contract.

Contractor shall provide quarterly reports that shall include a summary of Service Logbook information, status of Kitchen Hood Systems, equipment, and parts utilization by Kitchen Hood Systems. The report shall include the results of inspections and test conducted general status of the Kitchen Hood and equipment, list of Kitchen Hood equipment breakdowns, repair times, schedule of upcoming inspections and tests, and schedule of major equipment shutdowns required for maintenance. Both a hard copy and electronic copy of all reports shall be provided to the Contract Administrator or designee.

Contractor shall check in and out with the Contract Administrator to ensure that the Contract Administrator logs the commencement and completion times for the Service Ticket, or summary list, to document the date of inspection. Contractors shall provide the following information on the Service Ticket:

(i) building name.

(ii) San Antonio State Hospital/SASSLC work order number.

(iii) name of Contractor personnel performing the work.

(iv) trade category of person performing the work; and,

(v) number of hours worked.

While conducting a test, Contractor may disable certain panel functions to facilitate testing but shall not leave any portion or function of the fire alarm system disabled upon completion of testing without providing written notification to the Contract Administrator.

Attach stickers at system(s) location upon completion of inspection indicating the date and result of inspection, condition of equipment, and the technician(s) full name(s), as required by the SFMO.

A quote shall be attached to the inspection and/or test report providing pricing for the correction of deficiencies indicated in the inspection and/or test report. The quote shall be broken down for the correction of each individual deficiency and shall include both labor and material line items. If any deficiencies are determined to be “red tag” items, the Contractor shall notify the Contract Administrator in writing within twenty-four (24) hours of discovery of the deficiency. Notification shall detail the deficiency and include a quote, broken down by labor and material, to correct and clear the “red tag” deficiency. Thereafter, San Antonio State Hospital/SASSLC shall determine whether to issue a Delivery Release pursuant to Section 1.05 of this Contract, to provide the necessary maintenance and repair.

Any items that may be recommended by a manufacturer or contractor but that are not a code violation or deficiency that are recommended by Contractor shall be listed separately on the inspection and/or test report and identified as recommendations only.

Complete and accurate invoices are due to be received by San Antonio State Hospital/SASSLC no later than the fifth business day of the month following the

Contractor shall have an electronic record keeping system by which individual records are kept for each Facility building showing specific maintenance procedure completed. The system will also log all service calls placed by the State and track the time and date of each occurrence, the response time, and nature of the problem both reported and ultimately discovered and the steps taken to correct the problem. Contractor shall archive, throughout the life of the contract, in its possession all maintenance records. At any time at the State’s request, Contractor shall provide the State with on-line electronic media or hard copy of any or all the records at the Contractors expense.

Contractor may retain a copy for is records.

Contract who will serve as the point of contact between San Antonio State Hospital/SASSLC and Contractor. The instructions of the Contract Administrator and/or the Contract Administrator’s designated representative are to be strictly and promptly always followed by Contractor. San Antonio State Hospital Contract Administrator is to have free access to Contractor’s supplies, equipment, and work product always for inspection and audit. Contractor is to afford the Contract Administrator all necessary assistance during those inspections and/or audits. The Contract Administrator will decide all questions that may arise as to the quality and acceptability of work performed, and as to the manner of performance and rate of progress of the work. The Contract Administrator will determine the amount of work performed and materials furnished which are to be paid under this Contract. Failure of the Contract Administrator during the progress of the Contract, to: (i.) discover or reject unacceptable work; (ii.) discover work not in accordance with the Contract; or (iii.) failure to exercise any remedies in connection therewith, shall not be deemed an acceptance thereof, nor a waiver, of San Antonio State Hospital/SASSLC right to full performance of the contract.

(b.) Contractor agrees to conduct all its services under this Contract by and installation or other services shall be undertaken by Contractor except with the prior written direction of the Contract Administrator. Contractor understands and agrees that work, installation, or any other service performed without the prior written direction of San Antonio State Hospital Contract Administrator is work outside the scope of this Contract and shall be performed exclusively at Contractor's risk and own expense. Contractor agrees to employ competent personnel meeting the requirements outlined in the terms and conditions of this Contract, who shall be satisfactory to San Antonio State Hospital/SASSLC.

Personnel assigned to perform services under this Contract may not be reassigned without the prior written notification to, and approval from, San Antonio State Hospital/SASSLC.

through Friday. Any minor adjustment calls back services will be performed during in Exhibit C – Pricing Sheet.

HOLIDAYS: The holidays observed by the state are listed on the following website:

Holidays2025.pdf (texas.gov) HHSC does not specifically require the Contractor to work on these holidays but does require the Contractor to fulfill the requirements of the contract. If this requires the Contractor to work on holidays observed by the state or the Contractor, then Contractor shall fulfill obligations at NO additional expense to the HHS agency.

The schedules for all inspections and testing shall be approved by the Contract Administrator. All schedules must be submitted and approved thirty (30) days prior to an inspection and any associated testing and may only be altered at the discretion of the Contract Administrator. All testing shall be conducted Monday – Friday between 8:00 a.m. – 5:00 p.m.

Contractor shall submit Quarterly Maintenance Reports to the Contract Administrator within (1) week following the end of the quarter and an Annual Summary Report within 30 days of the end of each annual inspection. The Contractor’s signature on all reports certifies that all information is truthful and accurate. Falsification of any records is grounds for termination of this agreement.

Within one (1) week following the end of the quarter, the Contractor shall schedule a meeting with the State’s Contract Manager to provide a quarterly review of a dashboard report (format provided by the Contractor and approved by the State), summarizing meaningful operational data such as:

Quarterly Trend Chart(s) tracking data to demonstrate service contract performance.

Examp…