Fire_Systems_Testing_Scope_of_Work_2024.pdf

Scope of Services

B-1 Rev (2/17)

Fire Alarm & Systems Annual Testing

1. Scope of Work

Contractor shall provide all labor, materials, supervision, tools, equipment, and vehicles necessary for conducting an all-inclusive life safety fire system testing service (the Work) for all of the portable fire extinguishers, fire suppression systems, fire alarm notification systems, sprinkler and standpipes systems, fire pumps, and all end devices associated to these life safety systems at the St Petersburg Police Department (SPPD) Headquarters (HQ) building, Parking Garage (PG), Bike Barn (BB), Central Energy Plan (CEP), Training Center (TC), K-9 Compound, Downtown Deployment Trailers (DDT), and Building F&G.

2. Term of Agreement

The initial term of agreement will be for five (5) years with one two-year renewal period by mutual agreement of the parties.

3. Minimum Qualifications

At a minimum, Contractor must meet the following qualifications:

a. Have been in the business of providing maintenance and service Fire and life safety systems as described herein for a minimum of 5 years.

b. Must possess All appropriate licenses, certifications and skills to work on fire and life safety systems including servicing fie extinguishers

c. Provide evidence of financial stability and viability to fulfill the commitments of this

Agreement.

d. Must possess the ability to review programming and service VESDA-E VEU

Systems

e. Must possess the ability to review programming and service Notifier Fire alarm panes and system end devices

f. Have the ability to obtain the minimum insurance requirements set forth in this

Agreement.

g. Own or have immediate access to the equipment required to provide services.

h. Be able to provide services without the use of subcontractors.

4. Contractor Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

a. Contractor shall provide a single point of contact (Account Manager) to administer the Agreement

b. Contractor shall maintain Minimum Qualifications as stated in bid for the term of

Agreement

c. Perform 11 monthly Preventive Maintenance (PM) run testing services for the building fire pump fire system located in the SPPD HQ building

d. Perform 1 Annual Preventive Maintenance (PM) services and flow test for the building fire pump fire system located in the SPPD HQ building

e. Perform 1 Annual Preventive Maintenance (PM) services and flow test all Fire sprinkler systems located in the HQ, CEP, PG and TC buildings

Invitation for Bid / Request for Proposal / Quotation Scope of Work for Services

B-2 Rev (2/17)

f. Perform 1 Annual Preventive Maintenance (PM) services and test all fire alarm panels, VESDA-E VEU, system end devices and suppression systems in the HQ, PG, BB, CEP, TC and Building F&G

g. Perform 1 Annual service for all fire extinguishers in all buildings including all labor and materials to complete the 5-year refill/services certifications

h. Equipment to be services shall include all fire extinguishers, fire alarm systems and end devices to include audible/visual notification devices, initiation devices, fire doors, nitrogen generator system, clean agent systems, standpipe and sprinkler systems, and fire pumps.

i. Perform all Preventive Maintenance services and testing for all fire and life safety systems, components and end devices in accordance with the Original Equipment Manufacturer (OEM) guidelines.

(1) TASKS to be completed:

(a) Monthly fire pump inspection & testing (HQ Only)

(b) Annual fire pump inspection & testing (HQ Only)

(c) Annual sprinkler and standpipe inspection & testing

(d) Annual VESDA-E VEU system inspection & testing

(e) Annual fire door release inspection & testing

(f) Annual nitrogen generator system inspection & testing (HQ Only)

(g) Annual clean agent systems inspection & testing (HQ Only)

(h) Annual fire extinguisher inspection & testing

(i) Annual fire alarm system and end devices

(j) Annual elevator certification and testing

(k) Five-year testing, recharging and certification of all fire extinguishers

(l) Perform system diagnostics, adjustments, review programing as needed

(m) Perform final cleaning of affected work area(s) remove debris from site

j. SPPD will coordinate with contractor, schedules for PM frequencies, access to building interior and exterior. Contractor will sign in and out each time on site to complete any/all services.

k.

(1) Schedules:

(a) PM’s will be issued to the contractor on the first Monday of each month the PM falls on in accordance with PM frequencies.

(b) The contractor will communicate with Facilities Manager and/or his/her designee to schedule dates, times and specific durations as required to complete each PM task as assigned

(c) Owner will accommodate to the best of their abilities clear access to complete the work

(d) Owner will test audible alarms during off hours (5:00pm to 8:00pm)

(2) Documentation:

(a) The contractor will provide a detailed report on company letterhead (service report) to the owner outlining their findings while completing the work, materials used, accurate labor hours per technician as well list recommendations as needed.

(b) Contractor will be required to input the SPPD PM Work Order on their service report

(3) Corrective repairs:

(a) All repairs not deemed inclusive or in-part to the agreed upon service

B-3 Rev (2/17) contract will be presented in detail to the owner prior to commencing work. The proposed costs will include labor hour costs, materials costs, equipment rentals and all warranties for the repairs.

l. Access to SPPD buildings:

(1) Each employee for each contractor required to complete the work will be required to successfully pass the following security checks prior to being approved on site.

(a) CJIS Training

(b) Back ground check

(2) Operation and Maintenance manuals for all equipment outlined in the contract will be made available to the contractor upon request

5. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

a. City shall provide a single point of contact (Facility Maintenance Manager) to administer the Agreement.

b. City will communicate with the alarm monitoring company as required to conduct inspections and testing efforts.

c. City shall assist with planning, strategy and objectives prior to performance of the

Work.

d. City shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

e. City shall provide within reasonable, access to SPPD buildings providing contractor successfully passes SPPD contractor security background investigations

6. Account Management

Contractor shall provide an Account Manager, who will be readily available during normal business hours to administer the Agreement. Contractor is responsible for notifying the City with any changes in account manager or contact information. Account Manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

7. Summary of Total Service Charges and Fees

Contractor shall furnish the Procurement and Supply Management Department, when requested, a detailed summary of purchases, charges and fees in electronic spreadsheet format. The summary shall include an itemized description of products and services delivered and dollar amount and quantity of each. Failure to provide this information within seven (7) business days following the request may result in Contractor being found in default.

8. Personnel

Contractor shall assign all key personnel identified in its proposal and this Agreement to complete all their responsibilities in connection with performance of its obligations.

Contractor shall obtain written approval of the City prior to reassigning any key personnel.

Replacement of key personnel, upon written approval by the City, shall be with personnel

B-4 Rev (2/17) of equal or greater ability and qualifications. Contractor’s replacement of key personnel shall not be grounds for an increase in the total Agreement price or extension of the time for completion of the services required. The unauthorized change of key personnel by Contractor shall be considered by the City as a material breach of the Agreement and grounds for termination.

9. Project or Servicing Schedule (“Delivery”)

Upon contract award, the contractor and account manager shall meet with the SPPD representative(s) to review in detail, all deliverables as it pertains to this service contract.

10. Maintenance Schedule

Contractor shall provide services during regular business hours, 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding city holidays. All audible device testing to occur during the off hours of 5:00pm through 8:00pm. Contractor shall schedule dates and times for providing services with the SPPD Facility Manager. Contractor shall perform monthly services within thirty (30) calendar days of the last service, quarterly services within ninety

(90) calendar days of the last service, and annual services within three hundred sixty-four

(364) calendar days of the last service. Services will be provided at locations described in Service Location List (See Appendix “A”), per the Servicing Schedule described herein.

11. Quality Assurance

SPPD Facilities Manager and/or his/her designee will conduct inspections at various times during the service to ensure contractor is providing appropriate levels of service in accordance with the contract.

12. Training and Support

In the event where new products, materials, electronics, and/or programming is implemented as a result of the work, the contractor will provide appropriate training, documentation, materials, and all other items to support the installation.

13. Non-Performance

a. If Contactor is found in non-performance per the Agreement requirements and responsibilities, and/or fails to satisfactorily remedy or cure non-performance, the Contract Administrator will file a vendor complaint report with the Procurement Department. The Procurement Department will notify the Contractor in writing.

Contractor shall reply in writing within ten (10) business days with detailed corrective action to remedy the non-performance, including Completion Deadline date and time. Follow-up or call-back work to correct such non-performance shall be solely at Contractor’s expense.

b. Contract Administrator shall conduct inspection immediately after Completion Deadline and advise the Procurement Department in writing regarding satisfactory resolution or of any remaining deficiencies.

c. If Contractor fails to remedy or cure deficiencies identified in a vendor complaint report by the Completion Deadline, the City may deduct the costs from payment of Contractor invoices to obtain service elsewhere.

B-5 Rev (2/17)

d. In the event the Contractor consistently fails to perform per the Agreement requirements, the City may terminate agreement with cause and Contractor may be removed from the bidder’s list for up to a three (3) year period.

14. Safety

a. Contractor shall be responsible for ensuring that Contractor’s staff follow all established safety regulations pertaining to the work to be performed per OSHA and/or City standards.

b. Contractor’s employees will keep doors closed and locked while servicing facilities after hours or when instructed by Facility Manager or Representative.

c. Contractor is t supply all Personal Protective Equipment (PPE).

d. Contractor to furnish SPPD Facility Manager with all applicable SDS sheets prior to bringing chemicals/products on site SPPD Facility Manager reserves the right to deny acceptance to materials deemed hazardous.

e. All hazardous materials shall be removed from site in compliance with all local, state, federal and national rules, codes and regulations.

15. Training

Contractor shall provide all job skills training and safety training required for its employees.

Safety training shall instruct employees on the correct and safe use of the safety equipment required and of general safety procedures for the job and materials handling requirements.

16. Cooperation between Contractors

The City reserves the right to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors.

Contractors working on the same project shall cooperate with each other as directed.

Each contractor involved shall assume all liability, financial or otherwise, in connection with its contract. Contractor shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays or loss experienced by Contractor because of the presence and operations of other contractors working within the limits of the same project.

17. Service Rendering Facility

a. City reserves the right to inspect the business location and any other business location the Contractor may operate prior to award of a contract and, upon reasonable notice to inspect the business location at any time during the term of this contract.

b. Contractor shall provide access to all testing, storage, operations, and other areas, as requested by the City's representatives.

c. City reserves the right to conduct an on-site inspection of any subcontractor facilities prior to award and during the term of Agreement.

d. Contractor and its subcontractors shall notify the city, in writing, within 30 days of any relocation of it servicing facility.

B-6 Rev (2/17)

18. Limitation of Project Value

No single project, purchase or release against this Agreement shall exceed $9,999.

19. Addition and Deletion of Service Locations

a. City reserves the right to add or delete service locations at any time during the term of the Agreement. Contractor shall visit new sites and provide a quote for service(s) within five business days of request by the City. Upon written approval from the City, Contractor shall begin servicing new locations within 10 business days of the date of the written notice. Written notice shall be made via electronic Purchase Order from the Procurement and Supply Management Department.

b. Contractor shall provide services at all requesting City locations, including but not limited to city facilities which are managed by third party firms. Upon request by the management firm, Contractor shall provide services, billed to the third party management firm, at the same prices extended to the city under this Agreement.

20. Price Escalation/De-escalation

Pricing (“base prices”) shall remain firm for the first 12 months of the agreement term.

After the first 12 months,} Contractor may request adjustments to the base pricing of the agreement. Requests for price adjustments shall in writing to the Procurement and Supply Management Director at least 30 days in advance. The request shall include written explanation and detailed supporting documentation as justification for the price change.

Price adjustments shall not be effective prior to written approval by the City. Approval of price adjustments will establish a new base price from which subsequent adjustments will be calculated.

21. Suspension of Service

The City may temporarily suspend services at specific sites throughout the term of the Agreement at its sole discretion. Sites may suspend service upon five (5) day advance written notification to the Contractor. Contractor shall deduct charges for the suspended site from its invoices, pro-rated per the current monthly cost, until service is resumed by written notification from the City. Contractor shall resume service within 72 hours of written notification.

22. Emergency Services

a. Contractor shall provide the city with evening, weekend, and holiday service, as necessary, to cope with any emergency situation which threatens public health and safety, as determined by the City. Contractor shall furnish a 24-hour contact telephone number in the event of such an emergency.

b. Contractor shall provide first-priority services to the city in the event of a hurricane, flood or other natural disaster, as defined by the city.

23. Conditions for Acceptance

Upon completion of all the work and services required by the contract pursuant to the City’s satisfaction and at the City’s sole discretion, the City will issue a written notice of the Work, in accordance with the Terms set forth in the Agreement.

B-7 Rev (2/17)

24. Ownership of Deliverables

All deliverables, materials, drafts and any fixture, set-up or tool created specifically for the production of the work (“Work”) developed by the Contractor pursuant to this agreement shall become the sole and exclusive property of the City of St. Petersburg upon acceptance and payment. Contractor shall transfer and assign to the City all rights, title and interest in and to the Work.

25. Transition Requirements Prior to the expiration of the Agreement, Contractor shall work with the City to ensure there is no interruption or reduction of service should the Contractor be required to end its services to the City. If a new contractor is awarded after expiration of this Agreement or if the Agreement is terminated early for any reason, Contractor shall coordinate and cooperate with the newly selected contractor, as well as with the City, to minimize any disruptions in the services provided.

[General Conditions for Services will include orders, invoices, payment, background checks, vendor performance etc.]

B-8 Rev (2/17)

APENDEX “A”

Service Location Addresses:

St Petersburg Police Department Headquarters Buildings (HQ) 1301 1st Avenue North St Petersburg, Florida, 33705

St Petersburg Police Department Parking Garage (PG) 1301 1st Avenue North St Petersburg, Florida, 33705

St Petersburg Police Department Central Energy Plant (CEP) 1301 1st Avenue North St Petersburg, Florida, 33705

St Petersburg Police Department P&E Bike Barn (BB) 1301 1st Avenue North St Petersburg, Florida, 33705

St Petersburg Police Department Downtown Deployment Trailer (DDT) St Petersburg, Florida, 33705

St Petersburg Police Department Training Center (TC) 1845 13th Avenue North St Petersburg, Florida, 33705

St Petersburg Police Department Building F&G (F&G) St Petersburg, Florida