ESBD_430140_1750709974539_SOL_EXH_F.4_SOW.pdf

EXHIBIT F.4 STATEMENT OF WORK

LIFE SAFETY SYSTEMS SERVICES

STATEMENT OF WORK:

The Department of Public Safety (DPS) is seeking a contractor to maintain and repair the Life Safety Systems at the Headquarters Complex and Tactical Training Center (Florence, TX), as well as perform the required inspections and reporting. This work will take place in the buildings at the following locations:

5805 North Lamar Blvd., Austin, TX 78752, and 820 CR240, Florence, TX, 76527-4601. DPS reserves the right to add or remove locations.

PROJECT LOCATIONS:

Headquarters Complex 5805 N Lamar Blvd., Austin, TX 78752 Tactical Training Center (Florence) 820 CR420, Florence, TX 76527-4601

CONTRACT MONITOR:

William Meiske 5805 N. Lamar Blvd.

Austin, TX 78752 512-424-7357 William.meiske@dps.texas.gov

The systems include the following:

HEADQUARTERS COMPLEX – 5805 NORTH LAMAR BLVD., AUSTIN, TX 78752

1. Bldg. A – Fire sprinkler system, fire hoses, standpipe, fire alarm systems, fire hydrant, fire department connections, kitchen hood suppression system, Data Center fire suppression system, and fire sprinkler backflow

2. Bldg. B – Fire sprinkler system, fire hoses, fire department connections, fire alarm system, fire hydrant, and backflow preventer.

3. Bldg. C and CA – Fire sprinkler system, fire hoses, fire department connections, fire alarm system, kitchen hood suppression system, fire hydrant, and backflow preventer.

4. Bldg. D – Fire alarm system.

5. Bldg. E – Fire sprinkler system, fire hoses, fire department connections, stand pipe, fire alarm system, fire hydrant, backflow preventer, and gas suppression system

6. Bldg. G and GA – Fire sprinkler system, fire department connections, fire hoses, stand pipe, fire alarm system(s), and gas suppression system

7. Bldg. H – Fire alarm system

8. Bldg. I – Fire sprinkler system, fire hoses, fire department connections, fire alarm system, fire hydrant, and backflow preventer

9. Bldg. L – Fire sprinkler system and fire alarm system

10. Bldg. Q – Fire alarm system

11. Bldg. U – Fire sprinkler system, fire department connections, fire alarm system, two fire hydrants, fire pump, and backflow preventer

12. Satellite building – Fire alarm system and gas suppression system

TACTICAL TRAINING CENTER- 820 CR240, FLORENCE TX 76527-4601

1. Building A: (Administration Building) Fire alarm, sprinkler system, fire pump, and backflow.

2. Building B: (Fleet Operations Building): Fire alarm mailto:William.meiske@dps.texas.gov

The equipment information in this Statement of Work is for informational purposes only. The drawings provided are for the sole purpose of estimating the location and quantity of devices. All system types, locations, sizes, options, devices, etc., must be field verified by the Contractor. If any of the information provided in this Invitation for Bid (IFB) appears to be in conflict with the existing equipment, the Contractor should post a question concerning this during the open question and answer period before submitting a bid.

1. MANDATORY PRE-WORK SITE-VISIT MEETING

Upon contract award, a mandatory pre-work meeting will be held at the DPS Office Location on the first day work will commence. The Contractor will be expected to work from that day forward with a continuous effort to accomplish the service in a timely manner.

2. DPS CONTRACT MONITOR

DPS will designate a "Contract Monitor" for the Contract who will serve as the point of contact between DPS and the Contractor. For the purposes of this Statement of Work, “Contract Monitor” is intended to mean the Contract Monitor or his/her designated representative. The instructions of the DPS Contract Monitor are to be strictly and promptly followed by the Contractor at all times.

a. The Contractor agrees to conduct all of its services by and through appropriate communications with DPS’s Contract Monitor. The Contractor understands and agrees that any work, installation, or service performed without the prior written direction of the DPS Contract Monitor is work outside the scope of work under the Contract and must be performed exclusively at the Contractor’s risk and expense.

b. The Contractor must provide the DPS Contract Monitor with free access to the materials and the work at all times for measurement and inspection. Any failure by DPS to discover or reject unacceptable work or work not performed in accordance with the Contract must not be deemed by the Contractor as acceptance by DPS or a waiver of DPS' right to full performance under the Contract.

3. INSPECTIONS

a. The Contractor must have examined all properties at which the work will take place and must be familiar with the conditions under which the work will be accomplished. The Contractor must inspect existing conditions prior to commencing work, including elements subject to damage or movement during the performance of services under the Contract.

b. The Contractor must perform all required annual, semi-annual, quarterly and monthly visual and functionality inspections as prescribed by the State Fire Marshal of Texas in accordance with the Life Safety Code / National Fire Protection Agency (NFPA 1) Fire Code; or whatever current code that the authority having jurisdiction has adopted. The Contractor must also formulate proposals and engage in making repairs and alterations as needed, including but not limited to the following:

i. Fire Sprinkler inspection: main drain, antifreeze solution, valves, valve components, standpipe, supervisory devices, water flows, hoses, piping, Fire Department Connections, and sprinkler heads

ii. Fire Alarm inspection: panel, monitoring, devices, actuating devices, batteries, and placement

iii. Kitchen Hood inspection: fusible link replacement, hydrostatic testing, and bottle inspection

iv. Gas Suppression inspection: hoses, devices, tanks, and panels

v. Fire hydrant inspection: annual flow test, report, and maintenance

vi. Fire Pump inspection: full flow, annual maintenance, and training of weekly/monthly testing procedures to DPS personnel

vii. Backflow inspection: full forward flow test and required reporting

c. The Contractor must provide all labor, materials, warranties, and any needed rental equipment to perform the inspections of the Life Safety Systems of the buildings as required by the State Fire Marshal and Life Safety Code for one year after contract has been awarded.

d. Report any observed equipment deficiencies to the DPS Contract Monitor the same day observed.

e. After inspections have been completed, a written report documenting the recommended and required repairs of the existing systems must be provided to DPS within five business days.

Report must include a detailed breakdown of the repair with a budgetary estimate for the labor and parts.

f. No repair will be made by the Contractor until after written approval has been received from the DPS Contract Monitor. Once approval has been issued, repairs must take place within five business days unless the DPS Contract Monitor notifies the Contractor of a scheduling conflict.

g. The Contractor must submit a detailed schedule of work. The schedule must include the estimated timeline to be approved by the Contract Monitor.

4. SCHEDULES

The inspections of the buildings by the Contractor must commence within thirty (30) business days following Contract award. The Contractor must have required personnel on hand to finish the inspections once started. After DPS issues notice to proceed, the Contractor must supply the DPS Contract Monitor with a schedule prior to start of work. The schedule must contain a calendar which is populated with all scheduled inspections listed, along with the following information:

a. All inspections will take place within 2 days either side of the date of the scheduled inspection.

b. Total estimated time to complete each required inspection and/or repair in each building

c. Final completion/acceptance walk through the DPS Contract Monitor, upon coordinating with the

Contractor and the set forth timelines, will notify the Contractor of the final schedule date and time for each service to be performed. Schedules may be revised by DPS Contract Monitor to accommodate Department’s operational needs.

5. FIRE SPRINKLER MAINTENANCE SERVICES

The Contractor must provide fire sprinkler system maintenance services for each fire sprinkler system at each State facility listed in Exhibit A - DPS Building and Equipment List, attached hereto and incorporated herein. The systems listed in Exhibit A -DPS Building and Equipment List are representative of the known systems in each facility and may or may not be all inclusive. The Contractor must be responsible for the maintenance and repairs of all sprinkler systems in each facility, whether listed or not.

6. SERVICE CALLS / REPAIRS

a. From time to time, DPS may request the Contractor to complete maintenance and repair services based on deficiencies documented during inspections and testing under the Contract, or to effect repairs due to system failures. The Contractor must respond on-site to the location identified by the Contract Monitor, within forty-eight (48) hours unless it is an emergency.

b. The Contractor must review, assess, and provide DPS with a complete and precise proposal to the Contract Monitor for approval. Upon approval, the Contract Monitor will assign a purchase order release # (PO). Contractor will coordinate with Contract Monitor to perform all work under the PO release # within the agreed-upon timeframe. If the Contractor cannot perform the work within the timeframe stated, the Contractor must coordinate with Contract Monitor to establish an agreed upon completion date.

c. The Contractor must check in upon arrival onsite, and must check out upon departure from onsite, with the DPS Contract Monitor to ensure that the Contract Monitor logs the beginning and end times that the Contractor is onsite to address the Service Call. The Contract Monitor will maintain a log of these beginning and end times in order to check them against the Contractor’s Service Ticket, which is a document that the Contractor must provide to DPS that details the original reason for the Service Call / Repair, what services were performed, and the beginning and ending times for the services performed under the PO release #. The Contractor must provide the following information on the Service Ticket:

i. Project Location (i.e., HQ, Capital Police Bldg., or Tactical Training Center)

ii. Building name or designation;

iii. Floor number;

iv. DPS work order number;

v. Name(s) of Contractor personnel performing the work;

vi. Trade category(ies) of person(s) performing the work;

vii. Beginning and ending times for work; Number of hours worked;

viii. Itemized list of parts/material used/replaced; and,

ix. Narrative description of what the technician(s) found that was causing the problem(s) and what was done to correct it.

7. SERVICE RESPONSE TIME

The Contractor must provide the following response times for repairs and discrepancies noticed and/or observed outside of the inspection process throughout the year of the Contract:

a. Emergency response: The Contractor must have personnel onsite within four hours of DPS personnel notifying the Contractor that an emergency situation has occurred within a DPS building.

b. Standard response must happen within forty eight (48) hours of DPS personnel notifying the Contractor that a non-emergency repair or issue has occurred within a DPS building.

8. HOURS OF SERVICE

The Contractor must perform the services between the normal business hours of 7:00 a.m. and 5:00 p.m., Central Time, Monday through Friday, with the following exceptions:

a. If any part of the Life Safety System will require activation or the potential to activate, then work will need to proceed outside normal business hours, at a predesignated time.

b. The testing of Building D may proceed outside normal business hours, at a predesignated time.

c. The kitchen hood suppression systems in Buildings A and C may proceed outside normal business hours, at a predesignated time.

The Contractor must check in with the Contract Monitor each and every time they enter a DPS facility.

9. CONTRACTOR PERSONNEL

a. Required Qualifications

i. At all times during the term of the Contract, the Contractor must have available, under direct employment and supervision, the necessary qualified personnel, organization, and facility to properly fulfill all the terms and conditions of the Contract.

ii. Contractor principals and employees must have a minimum of five years of experience performing tests/maintenance on Life Safety systems, as provided in Exhibit

b. That experience must be within the past five years, and must consist of managing a contract with a similar scope and size as described for this Contract.

i. All employees performing inspections must have the required license as described by the State Fire Marshal and Life Safety Code.

ii. All employees must already be properly trained and certified to inspect the system they will be inspecting and/or repairing.

iii. Any worker in possession of a certification, degree, license, or credential that lends credibility to the workman’s ability to demonstrate his or her technical competence must provide copies of such documentation.

c. Removal of Contractor Personnel

i. DPS may request that the Contractor replace unsatisfactory personnel, which request must not be unreasonably denied.

10. SECURITY AND IDENTIFICATION

The Contractor must abide by all procedures and rules as conveyed by the DPS Contract Monitor regarding security requirements of the property where work is to be performed. Contractor employees must wear either uniforms or appropriate clothing identifying them as employees of the Contractor at all times when working in DPS facilities. Shorts and/or muscle shirts must not be worn at any time. Contractor personnel must have a DPS supplied identification badge visible at all times when working in DPS facilities.

11. CONTRACTOR ACCESS TO DPS PROPERTY

a. The DPS Contract Monitor will designate access routes, entrance gates or doors, parking and storage areas, and other necessary Contractor access, along with any imposed time limitations. The Contractor must conduct operations in strict observation of the access routes and other areas established. Under no circumstances must any of the Contractor’s employees, vehicles, or equipment enter or move upon any area not authorized by the DPS Contract Monitor for access by the Contractor.

b. The Contractor is required to check in and out with the Contract Monitor each and every time they enter a DPS property.

c. The Contractor’s on site supervisor must be available on site at all times work is being performed. Specific details of all work will be discussed to ensure smooth project implementation and coordination of existing building services affected by the work.

d. All DPS facilities where work is to be performed are nonsmoking buildings. The Contractor’s employees are prohibited from smoking in all areas except for in areas that are designated for smoking.

12. EXISTING UTILITIES AND STRUCTURES

The Contractor must adequately protect the work, DPS’s property, adjacent property, and the public.

In the event of inadvertent damage to facilities as a result of the Contractor’s operations, the Contractor must take immediate steps to notify DPS’s Contract Monitor and subsequently make repairs or restore all services to the satisfactory approval of DPS’s Contract Monitor.

Further, the Contractor must 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 will be at the expense of the Contractor, and the Contractor must be fully responsible for any and all claims resulting from the damage. DPS’s Contract Monitor may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts due to the Contractor.

13. SAFETY AND LOGISTICS

a. The Contractor must maintain pedestrian and vehicle safety zones around work while in progress. Safe zone areas must be clearly marked with barricade fencing to ensure separation of work zones from unauthorized access during and after regular business hours.

Fire extinguishing equipment must be available while any hot work is in progress.

b. DPS facilities will remain in operation and open to the public during regular business hours.

The Contractor must provide special need safety barricades, cones, marking tape, or overhead protection, as necessary, to ensure the safety of the public pedestrian or vehicular traffic in and out of the facility areas. If a particular area repair affects normal DPS public operations, the Contractor must work weekends or after regular business hours to facilitate those repairs (with no increased premium paid for after-hours or weekend work).

c. Delivered materials must be maintained and stored in an area as directed by the DPS representative and in accordance with the manufacturer’s requirements to maintain shelf life.

Material Safety Data Sheets (MSDSs) for all materials used as part of this project must be submitted to the DPS representative if requested.

d. Even if it is not anticipated, the Contractor may be required to shut down operations during the project for an unforeseen State of Texas emergency. In this event, the Contractor must finish any open work, secure the site staging area, and evacuate its personnel as safely but as quickly as possible from the property. Notification to return to work will be issued as soon as possible from authorized DPS personnel.

e. The Contractor’s vehicles used for transport of personnel or materials must be locked with the emergency brake set and the ignition key removed when left unattended. Parking must be located only in approved areas determined by the local DPS building manager. The DPS will not be responsible for damage by others to Contractor or personal vehicles left on the project site.

Any vehicle or equipment without an ignition key starter must be rendered inoperable if left overnight. Also, any vehicle or large equipment with a common industrial type of ignition source must be rendered inoperable if left overnight.

14. JOB MATERIAL AND EQUIPMENT

a. DPS personnel will not be responsible for any shipments or storage of materials. It is solely the Contractor’s responsibility to warehouse, receive, and stage the materials and equipment.

b. Tools used for the installation must not be left unattended and are the responsibility of the Contractor to prevent unauthorized use or theft. The Contractor and all subcontractors must use due diligence to ensure that tools, materials, and equipment are secure while working on this project. While DPS must investigate any theft or vandalism, it will not be responsible for replacement of any tools, materials or equipment left un-secure while on DPS property. Items such as ladders must be removed and secured prohibiting unauthorized access to the facility.

15. WASTE REMOVAL

The Contractor must keep the premises clean on a continual basis, and no trash or debris will be permitted to accumulate in work areas. The Contractor must be responsible for the disposal of all materials and debris associated with this project. That disposal must be in accordance to local state and federal applicable standards and will be considered as part of this project.

16. CONTRACTOR INSTRUCTION

The Contractor must provide operation demonstration to identified staff for future maintenance needs along with other information on warranty, maintenance manuals or other related details.

17. CONTRACTOR RESPONSIBILITIES

a. The Contractor must be responsible for damage to DPS’s grounds, shrubs, buildings, and/or parked vehicles, by its works, its negligence in work, its personnel, or its equipment, by the Contractor’s staff or subcontractors. The Contractor must be responsible and liable for the safety, injury, and health of its working personnel while its personnel are performing work for DPS.

b. All work performed under the Contract must be in accordance with applicable terms and conditions of the Contract and comply with the State Fire Marshal and Life Safety Code. The Contractor must guarantee all work included in the Contract against any defects in workmanship and must bring any and all deficiencies into code compliance, at no cost to DPS, for any such defect that may become apparent within a period of one year after completion of work. The warranty period must commence upon the date of acceptance by DPS.

c. The Contractor must obtain, at the Contractor’s expense, all necessary and required licenses and permits necessary for the performance of the Contract. The Contractor represents and warrants that the services provided under the Contract comply with all applicable federal health and safety standards, including but not limited to the Occupational Safety and Health Administration (OSHA) and all Texas health and safety standards.

d. All material furnished under the Contract is guaranteed by the Contractor to be in compliance with the Contract, fit and sufficient for the purpose intended, new, and free from defects. Used, shopworn, demonstrator, prototype, reconditioned, or discontinued products or materials are not acceptable. The warranty period for Contractor-provided materials must be for a period of one year after completion of the installation or within five years of the manufacturer’s warranty, whichever is longer. The warranty period must commence upon date of acceptance by DPS.

18. ASSESSMENT OF CONTRACTOR PERFORMANCE

The Contractor’s performance must be assessed by, but not be limited to, its fulfillment of the requirements for the inspection and repair of the Life Safety systems of DPS buildings. All work must meet or exceed the standards set forth by the State Fire Marshal or Life Safety Codes. The following standards must be met in order for services performed under the Contract by the Contractor to be deemed “acceptable.”

a. All work must be signed off by the Contractor or person performing the work in a daily progress report. All work will be verified and signed off by the DPS Contract Monitor or designee for DPS as the work has been visually inspected and completed to a standard outlined by the State Fire Marshal or Life Safety Code.

b. If deficiencies in workmanship are found, and the work is found to not be compliant with the State Fire Marshal or Life Safety Code, the following will apply:

i. The first occurrence will result in a written warning of the violation and placed in the contract file.

ii. Upon the second occurrence, a Corrective Action Plan will be discussed and initiated with the Contractor.

Rev. 06/03/2024

Attachment A- Fire Alarm

Attachment A Continued- Sprinklers

Attachment A Continued- Fire Hydrants

Attachment A Continued- Suppression

Attachment A: Continue- Instructions

A. Bid must include the following pricing breakdown:

i. List out a flat fee pricing for each inspection, broken out by building and by type of inspection. See Exhibit A.

ii. List out hourly labor cost for Service call/repairs - Standard business hours, after-hours rates, weekend and holiday rates for each type of technician:

a) Suppression Technician:

$/hr. Standard Business Hours $/hr. After Hours $/hr. Weekend /Holiday Hours

b) Sprinkler Technician:

$/hr. Standard Business Hours $/hr. After Hours $/hr. Weekend /Holiday Hours

c) Fire Alarm technician NICET II Certified on Conventional systems:

$/hr. Standard Business Hours $/hr. After Hours $/hr. Weekend /Holiday Hours

d) Fire Alarm technician NICET II Certified on Addressable systems:

$/hr. Standard Business Hours $/hr. After Hours $/hr. Weekend /Holiday Hours

B. List out a Material markup percentage over cost (Must provide invoices when requested).

i. $1.00-$100.00 x % Markup

ii. $100.01-$500.00 x % Markup

iii. $500.01-$1000.00 x % Markup

iv. $1000.01-$5000.00 x % Markup

v. $5000.01-$10,000.00 x % Markup

vi. $10,000.01-$25,000.00 x % Markup

vii. $25,000.01 and greater x _______ % Markup

C. ”Travel time” charges are not permitted.

D. ”Truck Charge” is not permitted.