J.2 Call Order 1 SOW - Fire Alarm and Sprinkler Inspection Testing and Maintenance.pdf

Statement of Work – Fire Alarm and Sprinkler System Inspection, Testing, and Maintenance

Fire Alarm and Sprinkler System

Inspection, Testing, and Maintenance

Call Order 1

Statement of Work (SOW)

Architect of the Capitol (AOC)

House Office Buildings

4/15/2024

Statement of Work –Fire Alarm and Sprinkler System Inspection, Testing, and Maintenance i

CONTENTS

C.1 PROJECT TITLE

C.2 BACKGROUND

C.3 APPLICABLE POLICIES AND STANDARDS

C.4 SCOPE OF WORK

C.4.1 Annual Inspection and Test Requirements C.4.2 Semi-Annual Inspection and Test Requirements (6 - months)

C.5 DELIVERABLES AND DELIVERY SCHEDULE

C.5.1 Kick-Off Meeting C.5.2 Transition-In Plan C.5.3 Project Management Plan C.5.4 Weekly Status Report C.5.5 Government Furnished Equipment / Property (GFE/GFP) Inventory Report C.5.6 Transition-Out Plan C.5.7 Instructions for Delivery of Deliverables

C.6 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / QUALITY CONTROL PLAN (QCP)...8

C.7 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

C.8 CONTRACT TYPE

C.9 PERIOD OF PERFORMANCE

C.10 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

C.11 TELEWORK

C.12 OTHER DIRECT COSTS (ODC)

C.13 TRAVEL

C.14 KEY PERSONNEL

C.15 PERSONAL SERVICES

C.16 INVOICING

C.17 SECURITY

C.18 SAFETY

C.19 ENERGY EFFICIENCY / COMPLIANCE

C.20 SUSTAINABILITY

C.21 POINTS OF CONTACT

C.22 ACRONYMS

C.1 PROJECT TITLE

Fire Alarm and Sprinkler System Inspection, Testing, and Maintenance

C.2 BACKGROUND

Established as a permanent office in 1876, the Architect is provided permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The Architect is responsible for the maintenance, operation, development and preservation of 17.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S. Capitol, House and Senate office buildings, the U.S. Capitol Visitor Center, the Library of Congress, the Supreme Court of the United States, the U.S. Botanic Garden, the Capitol Power Plant, and other facilities. The Architect also provides professional expertise with regard to the preservation of architectural and artistic elements entrusted to his care and provides recommendations concerning design, construction and maintenance of the facilities and grounds.

C.3 APPLICABLE POLICIES AND STANDARDS

The contractor shall comply with the most recent edition of the AOC Design standards, as well as all codes referenced in the aformentioned document. This includes, but is not limited to, NFPA 10, NFPA 13, NFPA 25, and NFPA 72.

The contractor shall not deviate from any of the above documents without express written approval from the contracting officer.

C.4 SCOPE OF WORK

The contractor shall furnish all equipment, labor and services for annual and semi-annual inspection and testing of applicable fire protection systems and equipment in the various AOC Facilities.

All testing/inspections shall be performed in accordance with applicable National Fire Protection Association (NFPA) standards; federal, state, and/or local regulations; and applicable manufacturer’s recommendations. If a conflict exists between any standard, regulation, or recommendation, the Contracting Officer’s Representative (COR) will resolve the conflict.

The contractor shall provide notification to the COR two (2) weeks prior to requesting to perform Inspection, Testing and Maintenance (ITM)work efforts. Provide a proposed work plan to the Jurisdiction Fire Protection Engineer for each task when requesting all ITM work efforts.

C.4.1 Annual Inspection and Test Requirements

C.4.1.1 Main Fire Alarm Control Panel

a) Verify proper receipt of all alarm, supervisory, and trouble signals

b) Verify proper ratings of all fuses. Confirm fuse condition. Verify fuse supervision.

c) Verify illumination of all lamps/LEDs.

d) Verify proper operation of main power supply by disconnecting batteries and performing a test under maximum alarm mode.

e) On transponders (transmitters) Verify receipt of alarm and trouble conditions in normal, open circuit, and short circuit condition.

f) On multiplex systems, verify communication between sending and receiving units under normal and fault conditions including standby power, open and shorted circuits.

g) Conduct battery discharge test. Verify electrolyte level with battery charger disconnected, load test batteries under full alarm load for 30 minutes.

h) Conduct battery charger test in accordance with the manufacturer’s instructions.

i) Verify illumination of panel trouble signals and other trouble indications upon introduction of panel trouble conditions including open, shorted or ground faulted circuits.

j) Verify receipt of all alarm, supervisory, and trouble conditions by the House Office Building Notifier Onyx Workstation system. Verify zone identifier icon, location, and descriptor correctly identify the condition present on the building fire alarm system.

C.4.1.2 Remote Annunciator Panel

a) Verify proper operation under normal and fault conditions.

C.4.1.3 Initiating Devices

a) Conduct functional test of all duct smoke detectors.

b) Conduct functional test of all electromechanical releasing devices.

c) Conduct functional test of all heat detectors. Use heat source for rate of rise detectors only. Electrically test fixed temperature type detectors.

d) Conduct functional test of all manual pull stations.

e) Conduct functional test of all air sampling type smoke detectors in accordance with the manufacturer’s recommendations.

f) Conduct functional test of all smoke detectors by either simulated smoke or other approved manufacturers test method.

g) Conduct functional test of all projected beam type smoke detectors by obscuring the beam path in accordance with manufacturer’s recommendations.

h) Conduct sensitivity testing of all smoke detectors in accordance with the manufacturer’s recommendations to be completed on a bi-annual basis with half of all detectors tested each contract year.

C.4.1.4 Notification Devices

a) Verify clarity of all audible signal devices and verify sound pressure levels are in accordance with the applicable codes and standards.

b) Verify operation of all visible signal devices in accordance with manufacturer’s recommendations. Verify no room changes have occurred.

C.4.1.5 Sprinkler Systems

a) Visually inspect sprinkler heads and verify that they are free of corrosion, paint, obstructions, damage, etc.

b) Visually inspect all accessible hangers, pipes, and fittings and verify that they are undamaged, secure, and free of corrosion.

c) Trip test dry pipe sprinkler valves with control valve fully open.

C.4.1.6 Standpipe Systems

a) Operate each hose connection valve.

b) Visually inspect each hose cabinet/hose station and verify that they are free from damage, obstructions, broken glass, missing hardware, latches, and that they are visible.

C.4.1.7 Fire Pumps

a) Conduct full flow capacity test.

C.4.1.8 Halon/Alternative Agent Systems

a) Examine all system hoses for damage.

b) Conduct actuating test of the system without discharging the agent.

C.4.1.9 Dry and Wet Chemical Systems

a) Replace eutectic metal fusible links.

C.4.1.10 VESDA Systems

a) Replace filter.

C.4.2 Semi-Annual Inspection and Test Requirements (6 - months)

C.4.2.1 Main Fire Alarm Control Panel

a) Visually inspect batteries. Check for corrosion or leakage. Verify tight corrosion free connections.

b) Conduct battery load voltage test. With battery disconnected, measure terminal voltage while supplying maximum load.

c) Conduct battery open circuit test. With battery charger disconnected, measure battery voltage.

d) Verify illumination of panel trouble signals (lamps/LEDS, etc.) upon activation of lamp test function.

C.4.2.2 Emergency Voice/Alarm Communication Equipment

a) Conduct visual inspection. Verify operation and proper operation of backup equipment.

b) Test amplifiers/tone generators and verify receipt of proper visual and audible signals.

c) Test call in signal silence. Remove phone from hook and verify receipt of signal at control panel.

d) Test off hook indicator. Activate each phone set and verify proper operation.

e) Test firefighter phone sets. Operate system with a minimum of any 5 phone sets simultaneously and verify acceptable voice quality and clarity.

f) Test phone performance. Verify acceptable voice quality and clarity.

C.4.2.3 Remote Control Annunciator

a) Conduct visual inspection. Verify that the remote is connected and operating under normal condition.

C.4.2.4 Initiating Devices

a) Visually inspect duct smoke detectors, electro mechanical releasing devices, heat detectors, manual pull stations, air sampling smoke detectors, smoke detectors, and projected beam smoke detectors. Verify that no changes have been made that may affect the operation of the device. Verify that device is not obstructed, damaged, or otherwise impaired.

C.4.2.5 Halon/Alternative Agent Systems

a) Visually inspect agent containers for damage

b) Visually inspect pressure of agent containers for proper pressure.

c) Weigh agent containers. Compare to nameplate weight. Record on tag attached to container.

d) Visually inspect smoke detectors.

e) Test smoke detectors.

f) Visually inspect manual pull stations.

g) Test manual pull stations.

h) Test manual abort stations.

i) Remove control heads from containers and operate control heads.

C.4.2.6 Dry/Wet Chemical Systems

a) Conduct actuating test of all components of the system without discharging the chemical agent.

b) Inspect system coverage area. Verify that hazards have not changed.

c) Visually inspect agent containers. Verify containers are full, undamaged and in non pressurized type that the agent is not caking.

d) Visually inspect expellant gas cartridges. Weigh carbon dioxide cartridges. Record pressure for nitrogen cartridges.

e) Visually inspect piping, nozzles, and releasing devices. Verify that the piping, nozzles, etc. are unobstructed and intact.

f) Visually inspect eutectic metal fusible links.

Visually inspect and clean frangible bulb fusible links.

C.5 DELIVERABLES AND DELIVERY SCHEDULE

Inspection reports and applicable forms used to document the testing/inspection shall be approved by the COR prior to start of work. Reports/forms not approved by the COR will be considered unacceptable. Reports/forms shall be furnished daily to the COR at the conclusion of that days testing/inspection activity documenting the tests/inspections that were performed and any deficiencies found. The COR reserves the right to reject any report/form submitted and request resubmission. The contractor shall also document test/inspection completion progress by updating a test matrix developed by the Architect of the Capitol. The COR reserves the right to require the use of additional forms developed by the Architect of the Capitol be used to document testing/inspection activity. All reports shall be provided in electronic portable document format (.pdf) as well as native files compatible with Microsoft Word, Microsoft Excel, or Microsoft Access.

The findings for each device shall be recorded and documented in a report that will be turned over to the COR and be held as an official document for future reference. Individual reports shall be submitted not more than two (2) weeks following each ITM effort. Weekly reports of noted deficiencies shall be provided to the COR. In addition, a final report binder, including an electronic PDF of all ITM work, shall be provided with all ITM tasks clearly depicted at the completion of the contract. Four (4) copies of the complete bound report shall be provided (including CDs).

C.5.1 Kick-Off Meeting

The contractor shall present a kick-off meeting within seven (7) days after contract award. The presentation shall include an overview of the project team, scope of work, deliverables, transition activities, communication approach, initial risks, and next steps.

C.5.2 Transition-In Plan

The contractor shall be responsible for the transition of all technical activities identified in this requirement. The contractor shall submit a final Transition-in Plan within 14 days after contract award reflecting all necessary activities to facilitate the transition of services to the contractor and expected completion dates of those activities. All activities must be completed within 30 days after the kickoff meeting. The following technical activities must be included as part of the Transition-in Plan:

• Inventory and orderly transfer of all Government Furnished Equipment and Property (GFE/GFP), software and licenses;

• Transfer of current project activities;

• Workplace logistics and staffing plan;

• Coordination of knowledge transfer sessions with the incumbent contractor; and

• Anticipated Entry of Duty (EOD) dates for all contractor staff.

The Transition-in Plan shall be approved by the COR and describe the contractor’s process for transitioning from the incumbent with no disruption in operational services.

C.5.3 Project Management Plan

The contractor shall submit a Project Management Plan 30 days after award that outlines the project execution and project control approach, roles, responsibilities, cost, schedule, and scope. The plan shall be used to facilitate key decision points, milestones, and communication among key stakeholders.

C.5.4 Weekly Status Report

The contractor shall prepare a weekly status report. The intended audience includes Government and contractor project managers.

Weekly status reports are due by 12:00 PM Eastern Time on Fridays. The weekly status report shall include:

• Accomplishments - Description of work accomplished;

• Planned Activities - Work planned for the following week;

• Milestone Schedule - Work planned out to six months;

• Quality Assurance - Compliance to Quality Assurance tasks;

• Scope Change - Deviations from planned tasks; and

• Open Issues - Outstanding issues and risks to including remediation plan.

C.5.5 Government Furnished Equipment / Property (GFE/GFP) Inventory Report

Upon request by the COR, the contractor shall provide an inventory report of all GFE/GFP within two (2) days. The report shall include asset tag information, serial number, assigned resource, primary office location, the date issued, and a description of the asset, or as specified by the COR.

C.5.6 Transition-Out Plan

The contractor shall be responsible for the transition-out of all technical activities identified in this requirement during the final, awarded period of performance. The contractor shall submit the Transition-Out Plan three (3) months prior to the completion of the period of performance.

The contractor’s Transition-Out Plan shall be approved by the COR. The contractor shall complete the transition by the end of the period of performance. The following technical activities shall be included as part of the Transition-Out Plan:

Inventory and orderly transfer of all GFE/GFP, software, and licenses; and

Submit all contract deliverables to date, including designs, documents, briefings, reports, spreadsheets, and source code.

The contractor shall fully support the transition of all contract requirements to the successor to ensure no disruption in operational services.

Table 1 - Deliverables and Delivery Schedule

Deliverable/Description Type Delivery Method(s) Delivery Date/Frequency

Kick-Off Meeting Briefing MS PowerPoint 7 days after contract award

Transition-In Plan Document MS Word 14 days after contract award

Project Management Plan Document MS Word 30 days after contract award

Weekly Status Report Report MS Word Each Friday by 12:00

PM ET

Government Furnished Equipment / Property (GFE/GFP) Inventory Report

Report MS Excel 2 days after initial request

Transition-Out Plan Document MS Word 3 months prior to end of contract Period of Performance (PoP)

C.5.7 Instructions for Delivery of Deliverables

The contractor shall provide all deliverables via electronic methods, unless directed by the COR to provide hard copies, for review, approval, and appropriate action. Electronic copies shall be delivered via email attachment to the CO and COR as appropriate. The electronic copies shall be compatible with Microsoft Office 2010 or other applications as appropriate and mutually agreed to by the parties. Once created, deliverables and work products are considered the property of the Federal Government.

The deliverables shall be considered final upon receiving Government approval. The Government shall provide written notification of acceptance or rejection of all deliverables within two days of receipt. All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection. Deliverables must be approved by the CO and COR to be considered “accepted.”

Deliverables shall be deemed acceptable if the document adequately covers all required topics, meets general quality measures, and is professionally prepared in terms of accuracy, clarity, format, and timeliness. Quality measures, as set forth below, shall be applied to each work product received from the contractor.

• Accuracy: Documents shall be accurate in presentation, content, and style;

• Clarity: Documents shall be clear and concise;

• Format: Documents shall be transmitted via mutually agreed upon media; and

• Timeliness: Documents shall be submitted on or before scheduled due date.

C.6 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / QUALITY CONTROL PLAN (QCP)

The contractor shall develop a comprehensive program of inspections and monitoring actions, to include a Quality Control Plan (QCP), which is the driving force behind service quality. The QCP, in conjunction with the QASP, is intended to verify that the contractor’s quality control program is working and provides the measures needed to lead the contractor to project success. Once the quality control program is approved by the Government, careful application of the process and standards presented in the QASP will ensure a robust quality assurance program. The contractor shall report surveillance metrics weekly and/or monthly in accordance with the guidance outlined in the PWS. In addition, an updated QCP shall be submitted at the beginning of each optional period of performance.

C.7 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

The government will provide the contractor with the necessary basic equipment to support the requirement, such as ladders and hand tools to perform work at a government facility. Any equipment or property furnished by the government to the contractor to perform work under this requirement shall be returned to the government at the end of the period of performance.

All training materials, policies, and procedures generated as a result of this requirement become the property of the AOC.

C.8 CONTRACT TYPE

The contract type for this requirement is anticipated to be a Firm-Fixed Price (FFP). This is a firm-fixed-price contract that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. The contractor is full responsibility for all costs and resulting profit or loss.

C.9 PERIOD OF PERFORMANCE

One year base period and four 1-year options, also this contract includes FAR 52.217-8, which allows the government to extend the contract for up to six months at the same rates.

C.10 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

Work under this requirement shall be performed at a government facility unless otherwise stated or approved. All equipment and office supplies will be provided at the government facility. Daily work hours shall be approved by the COR; however, core working hours for the contractor shall be 10:00 PM to 6:30 AM Sunday through Thursday, with a thirty minute lunch break. All fire pump tests will be conducted on a Saturday, between 6:00AM and 2:00PM. Any contractor under this contract shall be required to perform work during these hours unless otherwise authorized. Overtime or compensation time shall not be performed unless specifically authorized in writing by the contracting officer.

C.11 TELEWORK

Telework is not applicable to this SOW.

C.12 OTHER DIRECT COSTS (ODC)

All prices for services shall be fully burdoned and so other direct costs shall not be reimbursed by the government. If the contractor encounters any issues with services for which costs were not accounted for upone contract award, the contrator shall not proceed with work until meeting with the COR and Contracting Officer to discuss the issue with possible other direct costs being needed.

C.13 TRAVEL

Travel is not authorized under this requirement. The contractor will not be reimbursed for travel and per diem within a 50 mile radius of the worksite where a contractor has an office.

No costs for transportation, lodging, meals or incidental expenses incurred by the contractor are authorized nor shall the contractor be reimbursed for travel under this requirement.

C.14 KEY PERSONNEL

This requirement does not require key personnel.

C.15 PERSONAL SERVICES

This is not a personal services contract.

C.16 INVOICING

The contractor shall follow the invoicing instructions outlined in clause AOC52.232-1 when submitting invoices. The AOC will approve or reject an invoice within 30 days.

C.17 SECURITY

All contractor employees shall submit an E-Verify form and a United States Capitol Police background check form (CP-491) prior to the performance of work. Contractor employees shall also complete a contractor badging request form. All contractors working on site shall be required to wear an identification badge at all times. On site work may be interrupted because of Congressional events or U. S. Capitol Police requirements. All work to be performed is subject to government interruptions.

The AOC does not follow certain exceptions as described in the E-Verify federal contractor rule.

Contractors are required to use E-Verify to verify that all employees working on AOC contracts are authorized to work in the United States.

C.18 SAFETY

The contractor shall comply with all AOC safety policies and shall require all employees to wear appropriate clothing apparel for the assigned tasks. No sandals or any style of open toe shoes shall be allowed for any position that requires lifting of 5lbs or greater as this would pose a risk of injury.

C.19 ENERGY EFFICIENCY / COMPLIANCE

There are no specific energy efficiency requirements under this requirement. The contractor shall minimize energy use while on a government site.

C.20 SUSTAINABILITY

There are no specific sustainability considerations or concerns under this requirement.

C.21 POINTS OF CONTACT

Contracting Officer

TBD at time of award

Contracting Specialist

TBD at time of award

Contracting Officer Representative

TBD at time of award

Contractor Representative

TBD at time of award

C.22 ACRONYMS

C&A Certification and Accreditation

CO Contracting Officer

CONOPS Concept of Operations

COTS Commercial Off-The-Shelf

COR Contracting Officer’s Representative

EOD Entry on Duty

FISMA Federal Information Security Management Act

FOIA Freedom of Information Act

FOUO For Official Use Only

GFE Government Furnished Equipment

ITM Inspection, Testing, and Maintenance

LOE Level of Effort

NIST National Institute of Standards and Technology

OCIO Office of the Chief Information Officer

ODC Other Direct Costs

O&M Operations and Maintenance

POC Point of Contact

POP Period of Performance

PM Project Manager

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

SLA Service Level Agreement

SME Subject Matter Expert

SOP Standard Operating Procedure