Final SOW - NYH Fire Alarm Maintinance Upgrade Inspection Testing - Dec 2025.docx

STATEMENT OF WORK

I. TITLE: Fire Alarm Service and Upgrade

II. PURPOSE

Obtain maintenance and repair services, safety inspections and testing for Fire Alarm system at the Brooklyn VA Medical Center (“BK VAMC”), New York VA Medical Center (‘NY VAMC”), and the upgrade, maintenance, repair services, safety inspections and testing of St. Albans Community Living Center (“SA CLC”). The panels are as follows: The panels for BK VAMC and NY VAMC are Notifier 2020 and SA CLC is Edwards EST-3 (that needs an upgrade).

III. PLACE OF PERFORMANCE

A. VA New York Healthcare System Brooklyn Campus 800 Poly Place Brooklyn, NY 11209

B. VA New York Healthcare System Manhattan Campus 423 E. 23rd Street New York, NY 10010

C. VA New York Healthcare System St. Albans Community Living Center 179-00 Linden Boulevard Jamaica (Queens), NY 11425

IV. PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Year of 12 months and Four (4) 12-month option years. The Period of Performance reads as follows:

V. QUALIFICATIONS

A. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract.

B. Technicians modifying the fire alarm control panel of systems must be factory trained and currently certified for the operating system, including software version, of the particular fire alarm system (EST3), and must provide documentation of this certification per NFPA 72.

C. Training and certifications shall include: NICET Level 1-IV, NFPA 72, OSHA 10/30 -hour certification, ESA/NTS, CFAT and CFAD D. Contractor MUST be able to program Notifier 2020 and Edwards EST-3 fire alarm systems.

VI. SCOPE OF WORK

A. General

1. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform maintenance, repair, inspection, programming updates, testing, component replacement and certification of the complete fire alarm system within the buildings and up to and including the point where the signal leaves the building from the ERS box and emergency services notification transmitter equipment.

2. The contractor shall keep the Fire Protection System’s equipment operating as originally specified by the equipment manufacturer.

3. Contractor must bypass building 65 at the St. Albans CLC from the fire alarm program with the option to add the building alarm system for future use.

4. Contractor shall comply with all applicable Federal Codes and Veterans Health Administration (VHA) standards and directives. Codes to include but not limited to:

a. National Fire Protection Association (NFPA) 70, 72, 90, 101

b. International Building Code (IBC)

c. International Fire Code (IFC)

d. UL 268, 864

e. ADA standards - Accessibility requirements for visual and audible alarms.

5. The Contractor shall have all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram Fire Alarm systems throughout the term of the Contract.

6. Contractor shall immediately notify the COR or COR designee (usually Engineering Office) of any equipment or environmental conditions which impair or jeopardize safe and continuous functioning of the equipment.

7. An adequate supply of new spare parts shall be maintained by the Contractor to ensure prompt preventive maintenance and repair services.

8. Contractor shall assist with the performance of EACH facility’s annual test.

9. The certified technician shall ensure full system functionality each time they depart the facility after performing system test, inspection, maintenance and or repair.

10. The contractor shall provide 24/7 continuous central monitoring of the fire alarm system for Brooklyn, St. Albans, and Manhattan locations.

11. Disposal of equipment and construction debris is the responsibility of the Contractor.

B. Equipment

1. Supervisory signals

2. Duct detectors

3. Heat detectors

4. Smoke detectors

5. Pull Stations (Boxes)

6. Electromechanical relays

7. Notification appliances, audio and visual (Strobe, Speaker, Strobe/Speaker)

8. Smoke detection shutdown devices for HVAC

9. Elevators shaft heat/smoke detectors

10. Elevators fire recall relays

C. Existing Conditions

1. No later than 10 days after contract award, the Contractor and the Government shall conduct a thorough inspection of fire alarm system and develop a list of existing deficiencies and required corrective actions. The Government will work with the Contractor on developing a cost proposal and plan for making identified corrections/repairs and the Government will pay for the corrective action work under a separate Purchase Order.

2. If a deficiency is not identified in the inspection and 10 days have passed since award of the Contract, the deficiency shall be covered under this Contract.

3. Once the deficiencies identified have been corrected, any future service, maintenance or replacement required for these same items will be covered under this contract.

D. Upgrade The Contractor shall provide the upgrade of SA CLC panel to replace the outdated Edwards EST-3 with the current Edwards EST version.

E. Maintenance

1. The contractor’s certified inspector shall provide a report of deficiencies found to the Government accompanied by recommendations to correct the deficiencies.

2. Contractor shall replace all batteries for each fire alarm panel at start of the contract and as needed thereafter.

3. Contractor shall ensure that the fire alarm computer is operational and has battery backup.

F. Inspection and Testing

1. The Contractor shall identify the date of the last Annual Test and maintain the frequency as per Joint Commission VHA requirements.

2. Contractor shall Inventory entire facility’s fire alarm system and assure accurate device quantity, device name, device location, automated notification, programing, system updates and diagrams, as needed.

3. Contractor shall test all fire alarm interfaces annually, including HVAC shutdown, elevator recall (Phase I & II), smoke purge, door release, generator/fire pump signals, and sprinkler supervisory points.

4. Contractor shall test voice evacuation/audio systems annually, including intelligibility verification where applicable per NFPA 72 §14.4.10.

5. The Contractor shall perform annual smoke detector sensitivity testing with printed pass/fail results per NFPA 72 §14.4.2.

6. Contractor shall install and test all fire alarm associated printers (see inventory list) to ensure that they are operational.

7. The Contractor shall provide full device-level annual test results including unique device ID, type, exact location, pass/fail status, corrective action taken, date/time, and technician name/signature for each campus.

8. All tests or inspections removing fire alarm system or any of its components from normal operation shall be scheduled in advance with the CO/COR/Facility’s Safety Office and Facility’s Engineering Office.

G. Maintenance, Inspection, and Testing Reports:

1. Contractor shall provide documentation required under EC.02.03.05 and Life Safety standards, including sensitivity reports, NAC/battery load test sheets, deficiency logs, and completion evidence.

2. Contractor shall provide an annual deficiency summary with corrective-action status and dates.

3. The Contractor shall maintain a Service Logbook in the fire alarm room. The log shall list the date and time of all trouble calls. Each trouble call shall be fully described including the nature of the call, necessary corrections performed, or parts replaced.

4. The Contractor shall record log entries of tests conducted, technicians performing the tests, and test results tests including any deficiencies found. This is in addition to recording this information in the required database. The Contractor shall provide a copy of each logbook (one hard copy and one electronic) annually to the COR, the Facility’s Safety Office and the Facility’s Engineering Office for record, and provide for review within 48 hours at the request of the COR.

5. The Contractor shall submit an annual inspection report upon completion of entire fire alarm system inspection and test. The report shall include the following at minimum:

a. Cover sheet

b. Property information

c. Monitoring entity information

d. Type of transmission

e. Alarm control unit information

f. Each building Alarm initiating devices test results summary broken by device type

g. Each building Alarm notification appliances test results summary broken by device type

h. Each building Detailed test results per device type

i. Each facility’s building to be on separate report tab

j. Certification sheet to include Inspector name, date, time and signature

6. Contractor shall maintain all inspection/testing documentation for a minimum of three (3) years and provide copies to Engineering and Safety upon request.

H. Schematic Diagram

1. The contractor shall create and maintain a complete set of current and legible schematic diagrams for each facility Fire Alarm System.

2. Diagrams shall be modified to reflect any changes made by the Contractor after receiving written approval by the CO/COR to make the changes. Modifications made shall be dated and recorded in the diagram.

3. The diagrams will remain property of the Government.

I. Repairs

1. If work is required outside of the Scope of this Contract, the Contractor shall submit a detailed cost estimate for required repairs to the CO/COR within 2 business days of finding the issue. Contractor shall not proceed with such work, without the written consent of the CO, usually in the form of a contract modification.

2. If it becomes evident during a warranty period that a component(s) is not functioning properly in accordance with manufacturer’s or Contract requirements, or if in the opinion of the COR, excessive maintenance and attention must be employed to keep the component(s) operational, then the component(s) shall be removed and a new component(s) meeting all requirements shall be installed.

3. Parts not available from the manufacturer due to obsolescence remain the Contractor’s responsibility to replace them with another source.

4. Contractor shall not make any repairs, alterations or additions to the equipment that incur additional expenses without prior written approval from the CO/COR.

J. Emergency Response

1. Contractor shall provide callback response and emergency service and at least one of the emergency telephone numbers with alternate telephone number must be manned twenty-four (24) hours per day, 365 days per year.

2. 24-hour emergency response service to replace any nonfunctioning parts is also required. Contractor response time shall be according to the priority codes below. However, if work requires additional funds (repair parts/labor), funding and modification must be secured prior to commencing work.

a. Priority Code 1. Emergency Response Required. The Contractor shall be on-site within 4 hours to conduct evaluation and determine course of action. If additional funds (contract modification) are not required, contractor shall initiate work within 2 hours following the on-site response time. Once initiated, work shall continue until the problem is repaired/ resolved.

b. Priority Code 2. Urgent Response Required. The Contractor shall be on-site within 8 hours to conduct evaluation and determine course of action. If additional funds (contract modification) are not required, contractor shall initiate work within 2 hours following the on-site response time. Once initiated, work shall continue until the problem is repaired/ resolved.

c. Priority Code 3. Routine Response Required. The Contractor shall be on-site within 3 days to conduct evaluation and determine course of action. If additional funds (contract modification) are not required, contractor shall initiate work within 2 hours following the on-site response time. Once initiated, work shall continue until the problem is repaired/ resolved.

VII. SCHEDULE

A. The Contractor shall coordinate with the Contracting Officer Representative (COR), Facility’s safety Office and Facility’s Engineering office when inspecting, testing, and or performing repair on the Fire Alarm system.

B. Service should be performed during facility’s normal operating hours, between 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. If circumstances arise that some work to be performed outside normal business hours, the contractor shall communicate the proposed schedule with COR, Facility’s safety Office and Facility’s Engineering office.

VIII. ADMINISTRATION

A. The Contractor shall provide a Contract Manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

B. The selection, assignment, and management of Contractor’s employees is the responsibility of the Contractor. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the New York Harbor facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

C. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and VA issued ID badge.

IX. QUALITY CONTROL REQUIREMENTS

Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed.

X. SECURITY

A. Keys

1. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

2. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

3. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

B. Background Checks

1. Contractor and Subcontractor personnel working on New York Harbor Healthcare System’s facilities must consent to Background Checks or shall be denied access to the NYHHCS VA facilities.

2. Information required to conduct a Background Check includes full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

3. The contractor, if/when notified of an unfavorable background check determination by the Government, shall immediately withdraw the employee from consideration for working under the contract.

4. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

C. ID Badge

1. Department of Veterans Affairs regulations requires Contractor employees to have VA issued Identification Badge and display it while at VA facilities. ID badges shall be issued by VA security office under its rules for issuance.

2. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

XI. SAFETY

A. Contractor shall adhere to OSHA, EPA, NFPA, VA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

B. During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VA Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VA smoking policy.

C. Patient, employee, visitor, and Contractor personnel safety shall always be maintained. The Contractor is responsible for the safety and health of his/her employees.

D. The Contractor shall obtain a Hot Work Permit from the Government (VA Safety Staff) or the COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit.

E. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government’s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards.

F. Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance.

G. Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident.

XII. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

A. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

B. The contracting officer, Contracting Officers Representative (COR), Facility’s Safety Office personnel, Facility’s Engineering Office personnel and other Government personnel, as appropriate, may meet periodically with the contractor to review the status of work and performance and to develop a plan of action, when needed. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

XIII. UNAUTHORIZED WORK

Unless otherwise directed by the CO/COR the Contractor shall not perform any work outside of the Scope of this Contract without authorization from the CO/COR and the issuance of a separate Purchase Order. Failure to receive prior approval for out-of-scope work will most likely result in the denial of compensation.

Attachment A – Manhattan -Equipment Inventory List

included Y/N

Fire Alarm System Campus

Electrical

MAINTENANCE AND INSPECTION SHALL CONSIST OF THE FOLLOWING:

INSPECTION OF SMOKE DETECTORS (INCLUDING DUCT DETECTORS)

INSPECTION OF ELECTROMECHANICAL DOOR HOLDING DEVICES

INSPECTION OF HEAT DETECTORS

INSPECTION OF MANUAL PULL STATIONS

INSPECTION OF AUDIBLE AND VISUAL DEVICES

TEST ALL CONTROL PANEL FUNCTIONS AND THEIR OUTLYING DEVICES (ANNUNCIATORS, PRINTER, CRT, AVL AND BATTERY BACKUP, ETC.)

ALL DEVICES SHALL BE CALIBRATED AT LEAST ANNUALLY AS REQUIRED FOR PROPER OPERATION.

ELEVATOR RECALL SUPERVISORY CHECKS SHALL TEST ALL BLDG ELEVATOR RECALLS AND ALL BLDG AUDIO/VISUALS DEVICES.

CONTRACTOR SHALL PROVIDE ALL LABOR, PARTS, AND EQUIPMENT FOR EMERGENCY REPAIR SERVICE.

Attachment A – Manhattan - Equipment Inventory List

included Y/N

Attachment B – Brooklyn Equipment Inventory List

PM Frequency

Minimum Required Preventative Maintenance

Fire Alarm system Bldg 1

Repairs As Needed

The Contractor shall be responsible for repair of identified problematic component by VA staff, and programming updates of the fire alarm system. The Contractors are required to perform the repairs in accordance with local, state, and national, codes.

INSPECTION OF SMOKE DETECTORS (INCLUDING DUCT DETECTORS)

INSPECTION OF ELECTROMECHANICAL DOOR HOLDING DEVICES

INSPECTION OF HEAT DETECTORS

INSPECTION OF MANUAL PULL STATIONS

INSPECTION OF AUDIBLE AND VISUAL DEVICES

TEST ALL CONTROL PANEL FUNCTIONS AND THEIR OUTLYING DEVICES (ANNUNCIATORS, PRINTER, CRT, AVL AND BATTERY BACKUP, ETC.)

ALL DEVICES SHALL BE CALIBRATED AT LEAST ANNUALLY AS REQUIRED FOR PROPER OPERATION.

ELEVATOR RECALL SUPERVISORY CHECKS SHALL TEST ALL BLDG ELEVATOR RECALLS AND ALL BLDG AUDIO/VISUALS DEVICES.

Fire Alarm system Bldg 15

Repairs As Needed

Attachment C – St. Albans Equipment Inventory List

included Y/N

PM Frequency PM Description

Fire Alarm system

As Needed

This contractor is responsible for upgrading this system. The Contractor shall be responsible for repair of identified problematic component by VA staff, and programming updates of the fire alarm system. The Contractors are required to perform the repairs in accordance with local, state, and national, codes.

INSPECTION OF SMOKE DETECTORS (INCLUDING DUCT DETECTORS)

INSPECTION OF ELECTROMECHANICAL DOOR HOLDING DEVICES

INSPECTION OF HEAT DETECTORS

INSPECTION OF MANUAL PULL STATIONS

INSPECTION OF AUDIBLE AND VISUAL DEVICES

TEST ALL CONTROL PANEL FUNCTIONS AND THEIR OUTLYING DEVICES (ANNUNCIATORS, PRINTER, CRT, AVL AND BATTERY BACKUP, ETC.)

ALL DEVICES SHALL BE CALIBRATED AT LEAST ANNUALLY AS REQUIRED FOR PROPER OPERATION.

ELEVATOR RECALL SUPERVISORY CHECKS SHALL TEST ALL BLDG ELEVATOR RECALLS AND ALL BLDG AUDIO/VISUALS DEVICES.