J.3 Call Order 2 SOW - FE Replacement.pdf

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HOB Fire Extinguisher Maintenance & Disposal

Call Order 2

Statement of Work (SOW)

Architect of the Capitol (AOC)

House Office Buildings

4/15/2024

Statement of Work – HOB Fire Extinguisher Maintenance & Disposal i

CONTENTS

1.0 PROJECT TITLE

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 APPLICABLE POLICIES AND STANDARDS

5.0 TASKS

5.1 Task 1: Inventory, Collect, Replace, Recycle and Dispose

6.0 DELIVERABLES

7.0 QUALITY CONTROL

8.0 QUALIFICATIONS

9.0 PICK UP INSTRUCTIONS

10.0 PLACE OF PERFORMANCE

11.0 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

12.0 CONTRACT TYPE

13.0 PERIOD OF PERFORMANCE

14.0 OTHER DIRECT COSTS (ODC)

15.0 TRAVEL

16.0 KEY PERSONNEL

17.0 SECURITY

18.0 PERSONAL SERVICES

19.0 SAFETY

20.0 ENERGY EFFICIENCY

21.0 APPLICABLE DOCUMENTS

22.0 SUSTAINABILITY

23.0 POINTS OF CONTACT

APPENDIX A - ACRONYMS

1.0 PROJECT TITLE

HOB Fire Extinguisher Maintenance and Disposal

2.0 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. 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. This contract will cover the House Office Buildings and includes the Cannon, Longworth, Rayburn, Ford and O’Neill House Office Buildings.

3.0 SCOPE OF WORK

Vendor shall conduct onsite annual inspections, testing, maintenance, replacement and disposal of expired and/or empty portable fire extinguishers as required by NFPA 10 standards. The contractor shall coordinate a pick up date with the jurisdiction point of contacts. Each task and/or service will be as needed by the House jurisdiction and not all work is guaranteed. Additionally all services provided by the contractor must comply with the current NFPA 10 guidelines for fire extinguisher maintenance.

The HOB has various sizes and types of fire extinguishers and the contractor shall be prepared to address class ABC, class K, and CO2 units ranging from two and a half (2.5), to fifteen (15) pound portable fire extinguishers. Table 1 is a list of assumptions of extinguishers throughout the House Office Building facilities. The vendor will be responsible for developing and maintaining a record of annual service requirements and due dates for portable fire extinguishers located throughout the HOB jurisdiction. The contractor shall be responsible for identifying the different types of extinguishers by type, size, and maintain a record of the required annual maintenance and testing or disposals as mandated by NFPA. The number of fire extinguishers in the HOB may change due to ongoing construction. Contractor may be required to visit hallways, shops, kitchens, and public spaces within the buildings to check for the presence of additional or removed fire extinguishers, and to notify the COR if the number of extinguishers discovered differs from the number provided in the contract. If site walks are requested then HOB may provide contractor with floorplans or documentation of locations.

Contractor shall recharge exhausted extinguishers and conduct miscellaneous repairs as required.

Contractor shall use manufacturer’s recommended recharge agent, lubricants, and replacement parts or materials specially listed for use in the fire extinguisher. Maintenance, servicing, inspections, and recharging shall be performed by trained persons having available the appropriate servicing manuals and the proper tools. Contractor would also be responsible for removal of expired extinguishers, or those not suitable for reuse.

Maintenance, recharging and hydrostatic testing requires a certified fire extinguisher technician.

Hydrostatic testing shall be conducted at the contractor’s or offsite hydrostatic testing facility.

TABLE 1: Estimated Number of Fire Extinguishers at the HOB (2021)

JURISDICTION ESTIMATED

TOTAL

TYPICAL TYPE SIZE RANGE

House Office Buildings 1500 = 1 lot ABC 2.5-15 lb

4.0 APPLICABLE POLICIES AND STANDARDS

All inspections, testing, and services shall be done in accordance with all local, state, and federal regulations, including but not limited to National Fire Protection Association (NFPA) 10 Standards for Portable Fire Extinguishers that is in effect and as revised.

The contractor shall not deviate without express approval granted by the Contracting Officer (CO).

This document complements the following AOC policies:

• AOC Design Standards ORDER M-28-8

• AOC Fire Protection Policy ORDER 11-4

• Environmental Manual 12-4, Chapter 2: Recycling and Environmentally Preferable Purchasing (June 2015)

• PM 28-2 Energy Reduction and Sustainability Program (March 2016)

• Resource Conservation Policy Statement (September 2009)

5.0 TASKS

The following is a list of tasks by Contracted Line Item Number (CLIN) to be performed by the contractor. All services provided by the contractor must comply with the current NFPA 10 guidelines for fire extinguisher maintenance.

5.1 Task 1: Inventory, Collect, Replace, Recycle and Dispose

Perform for the Rayburn House Office Building:

The contractor shall liaison with the HOB Fire Protection Representative and the HOB Building Engineers shop to inventory the existing fire extinguishers in the HOB.

The contractor shall collect and transport fire extinguishers where necessary for replacement, maintenance, recharging, and testing in accordance with NFPA 10. Fire extinguishers removed from service for maintenance, recharging, or testing shall be replaced by a fire extinguisher suitable for the type of hazard being protected and shall be of at least equal rating. All activities should be coordinated with the jurisdictional fire protection representative.

The contractor shall collect and transport fire extinguishers where necessary for recycling and disposal in accordance with NFPA 10. Condemned fire extinguishers shall be recycled or disposed. Halon, aqueous film-forming foam (AFFF) and film-forming fluoroprotein foam (FFFP) extinguishers shall be recycled or disposed upon expiration. Non-rechargeable fire extinguishers shall be recycled or disposed upon expiration. All recycled or disposed fire extinguishers shall be replaced by a fire extinguisher suitable for the type of hazard being protected and shall be comparable or equal to that of the removal.

https://edocs.aoc.gov/2010/aocpol/AOC%20Policies/28-8%20AOC%20Design%20Standards%20-%20December%202018.pdf https://edocs.aoc.gov/2010/aocpol/_layouts/15/DocIdRedir.aspx?ID=S5QP5D3VMUFS-249-550 https://edocs.aoc.gov/2010/aocpol/_layouts/15/DocIdRedir.aspx?ID=S5QP5D3VMUFS-249-562 https://edocs.aoc.gov/2010/aocpol/_layouts/15/DocIdRedir.aspx?ID=S5QP5D3VMUFS-249-562 https://edocs.aoc.gov/2010/aocpol/_layouts/15/DocIdRedir.aspx?ID=S5QP5D3VMUFS-249-1207

Empty extinguishers shall be recycled and delivered to AOC’s scrap metal recycler on behalf of the agency. Any units taken to AOC’s scrap metal vendor, the contractor shall depressurize, remove valves, and empty the fire extinguishers offsite prior to delivery to AOC’s scrap metal recycling vendor.

All recycled scrap fire extinguishers shall be taken to AOC’s scrap metal contractor:

John Smith and Sons 2001 Kenilworth Ave Capitol Heights, MD 20743 Monday – Friday: 7:00 am – 4:15pm

Base Task – Rayburn HOB

6.0 DELIVERABLES

6.1 Monthly Reporting and Invoice Data

The Contractor shall provide service reports to HOB Fire Protection Representative or designee.

Reporting shall include location, model number, serial number and type of extinguisher. The Contractor shall maintain a Service and Inspection log on all equipment serviced for the duration of the contract and shall provide such logs monthly or upon request from and to the HOB Fire Protection Representative or designee to whom the equipment belongs. All inspection forms shall meet the minimum NFPA requirements that are current at the time of test, inspection or maintenance.

A. All testing documentation and records of all testing and service tickets will be provided within 10 working days and be provided in both electronic and hardcopy formats. Hardcopies will be maintained on same site as where the Inspection Test and Maintenance (ITM) services occurred at a location designated by the HOB Fire Protection Representative or designee.

B. All associated employee certifications, testing or deficiency repair records will be provided in both hardcopy and electronic format per the deliverables section of this document.

C. Upon completion of inspection, maintenance, recharging, replacement or disposal/recycling of fire extinguishers, the servicing company shall provide a written record of service which identifies each fire extinguisher by serial number, the total number of fire extinguishers serviced, and specific location, and a summary of the service(s) provided, and any deficiencies identified and corrected.

D. Invoices shall not be certified for payment until the record of service is provided.

E. Data regarding any recycled fire extinguishers shall be provided to the HOB Fire Protection

Representative or designee.

6.2 Replacement Schedule

A. Contractor shall provide a work schedule or implementation plan for Tasks 1-4 within 30 calendar days of completion of inventory, and will be reviewed and approved by the HOB Fire Protection Representative or designee. The work schedule shall include frequency of site visits and necessary loading dock access. No onsite storage will be provided.

6.3 Asset Management in WebTMA

A. Contractor shall provide asset data into the “HOB_Fire Extinguisher Equipment Import Template” (see Appendix A). At a minimum the contractor shall provide the following in an excel format:

a. WebTMA Tag # or Barcode #

b. Location ID

c. Room Number

d. Equipment Type

e. Equipment subtype

f. Equipment Description

g. Manufacturer

h. Make

i. Model

j. Serial #

k. Date purchased

l. Date replaced

i. Age of unit installed

m. Installation date

n. Warranty expiration date

Other categories can be filled in with pertaining information if applicable. All asset data shall be provided along with annual inspection. The HOB_Fire Extinguisher Equipment Import Template shall be submitted to the HOB Fire Protection Representative or designee in excel format.

7.0 QUALITY CONTROL

1) Testing plans and schedules shall be submitted or updated at least 30 calendar days prior to testing to the COR and HOB Fire Protection Representative or designee.

2) The contractor shall ensure that fire extinguisher replacement is suitable for the type of hazard being protected and shall be comparable or equal to the removal.

3) Contractor shall meet with HOB Fire Protection Representative or designee as needed.

4) Regular electronic communication will be strongly encouraged to ensure our expectations are aligned and any concerns about the work effort and are addressed in a timely manner.

8.0 QUALIFICATIONS

The AOC requires that all personnel will have, maintain and submit proper certification of all individuals working on any extinguisher or system. The AOC may request information from the Contractor during the course of the Contract. The AOC may request at any time during the contract, proof of certifications that all personnel including subcontractors are properly certified and/or trained.

In accordance with NFPA 10, Chapter 7, a trained and certified person who has undergone the instructions necessary to reliably perform maintenance and has the manufacturer’s service manual shall service portable fire extinguishers. Maintenance, servicing, and recharging shall be performed by persons having available the appropriate servicing manual(s), the proper types of tools, recharge materials, lubricants, and manufacturer’s recommended replacement parts or parts specifically listed for use in the fire extinguisher. (Note: Certification of service personnel is required as of year of the contract award)

9.0 PICK UP INSTRUCTIONS

The contractor shall coordinate with HOB Fire Protection Representative or designee on extinguishers that need to be replaced or disposed.

10.0 PLACE OF PERFORMANCE

A. All maintenance and testing activities with the exception of the fire extinguisher functions that take place on Capitol Hill will occur during hours when time is agreeable between contractor and Jurisdictional Representative as time vary. That means that ITM service may occur when building is most occupied between the 7am-6pm Monday through Friday unless special arrangements are made through the AOC COR or HOB Fire Protection Representative or designee, extinguisher maintenance can take place during normal business hours.

B. 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. 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 by the contracting officer.

11.0 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

Not applicable

12.0 CONTRACT TYPE

Firm Fixed Price

13.0 PERIOD OF PERFORMANCE

One Year Period of Performance TABLE 1:

Expected Start Date Expected End Date Base Year Date of award August 2023 Option Year 1 August 2023 August 2024 Option Year 2 August 2024 August 2025 Option Year 3 August 2025 August 2026

Option Year 4 August 2026 August 2027

14.0 OTHER DIRECT COSTS (ODC)

Not applicable

15.0 TRAVEL

Travel is not authorized under this requirement. No costs for transportation, lodging, meals or incidental expenses incurred by the contractor are authorized nor shall be reimbursed under this requirement.

16.0 KEY PERSONNEL

The personnel performing the services as listed shall maintain and submit active certifications appropriate to the services they are providing. Team Members will maintain their certifications and badge requirements throughout the term of the contract. NOTE: Key personnel may not be removed from the contract without express approval of the CO.

17.0 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 members of the team working on site will be required to submit to wearing 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. Persons entering Court are subject to Supreme Court Clearance Procedures.

Please be advised, 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.

If applicable more information regarding badging will be coordinated with Jurisdictional fire protection representative.

All vehicles are required to report to the U.S. Capitol Police's Off-Site Delivery Center (OSDC) located at 4700 Shepherd Parkway, SW, Washington, D.C., for inspections before proceeding to the U.S. Capitol Complex. OSDC hours of operation are Monday – Friday 4:30am-3:00pm excluding Federal holidays.

Driver & vehicle information will be needed prior dumpster deliveries/removals to OSDC at OSDCAdmin@uscp.gov and ConstructionSecuritySection@uscp.gov.

Following inspection, delivery vehicles will proceed to the U.S. Capitol Grounds via the designated access point as directed by the Off-Site Delivery Center and will receive a secondary K9 screening at an assigned location based on delivery point.

No deliveries will be accepted at any location/loading dock unless the vehicles have been processed at the Off-Site Delivery Center. The hours of the Off-Site Delivery Center are Monday – Friday, 4:30 a.m. – 7:00 p.m.

18.0 PERSONAL SERVICES

Personal services is not authorized under this requirement.

19.0 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.

20.0 ENERGY EFFICIENCY

Not applicable mailto:OSDCAdmin@uscp.gov mailto:ConstructionSecuritySection@uscp.gov

21.0 APPLICABLE DOCUMENTS

See AOC Fire Protection Policy 11-4 (May 8, 2015) for adopted code standards. This document should be verified at each option year to ensure most recent version is referenced.

22.0 SUSTAINABILITY

This contract supports the goals, strategies and requirements outlined in AOC documents: Environmental Manual 12-4, Chapter 2: Recycling and Environmentally Preferable Purchasing (June 2015); PM 28-2 Energy Reduction and Sustainability Program (March 2016); Resource Conservation Policy Statement (September 2009).

Contractor shall follow EPA Clean Air Act for Ozone Depletion regulations to reclaim Halon in 40 CFR part 82 subpart F.

All recycled scrap fire extinguishers shall be taken to the designated AOC’s scrap metal contractor:

John Smith and Sons 2001 Kenilworth Ave Capitol Heights, MD 20743 Monday – Friday: 7:00 am – 4:15pm

23.0 POINTS OF CONTACT

Contracting Officer Nina Bryant Contracting Officer Representative

Scott Newman Scott.Newman@aoc.gov

APPENDIX A - ACRONYMS

CO Contracting Officer

COTS Commercial Off-The-Shelf COR Contracting Officer’s Representative DSOB Dirksen Senate Office Building FHOB Ford House Office Building

FOUO For Official Use Only GFE Government Furnished Equipment mailto:Scott.Newman@aoc.gov

HSOB Hart Senate Office Building LHOB Longworth House Office Building LOE Level of Effort

NIST National Institute of Standards and Technology ODC Other Direct Costs O&M Operations and Maintenance

POC Point of Contact POP Period of Performance PM Project Manager or Preventive Maintenance

PWS Performance Work Statement QASP Quality Assurance Surveillance Plan RHOB Rayburn House Office Building RSOB Russell Senate Office Building

SLA Service Level Agreement SME Subject Matter Expert SOP Standard Operating Procedure