P09- Final SOW.docx

B.2 Statement of Work (SOW)

Fire Alarm and Fire Suppression Systems Monitoring, Inspection, Testing, and Maintenance Services for the VA Salt Lake City Health Care System 500 Foothill Drive, Salt Lake City, UT 84148

GENERAL SPECIFICATIONS:

General: This is a non-personal services contract to provide Fire Alarm and Fire Suppression Systems Monitoring, Inspection, Testing, Maintenance, and Repair (MITMR). The Government shall not exercise any supervision or control over the service providers providing the services described herein.

Description of Services/Introduction: The Contractor shall provide all personnel, transportation, materials, equipment, supplies, facilities, supervision, other essential items, and non-personal services necessary to perform fire alarm and fire suppression monitoring, inspection, testing, preventive maintenance (PM), and unscheduled maintenance repair services as defined in this Statement of Work (SOW). The Contractor must assume total liability for all contract employees. The Contractor shall perform to the standards of the contract.

Period of Performance: Base Period of Performance plus 4 option years.

1. Background The VA Salt Lake City Health Care System (VASLCHCS) is comprised of 3 patient care buildings and 27 support buildings that require fire alarm and fire suppression system monitoring, maintenance, and support. Geographically the facility is located in Salt Lake City, Utah. The fire alarm system in use across the facility is Siemens, Cerberus Modular Alarm System, and requires the contractor to be an authorized service representative of Siemens.

2. Project Scope:

2.1. VASLCHCS requires the Contractor to perform fire alarm and fire suppression system monitoring, inspection, testing, maintenance (MITMR) preventative, corrective repair maintenance of all devices across the buildings. The Contractor shall provide database management of all MITMR as defined in the most current editions of the Joint Commission (TJC) standards, National Fire Protection Association (NFPA) codes (25, 72, 80, 101), and VHA directives. Equally, the ability to produce comprehensive printed and electronic reports of all data is required of the same contractor for all systems.

2.2. VASLCHCS requires the Contractor when performing onsite scheduled inspection, testing, and maintenance to identify the facilities’ outdated/antiquated fire panels and devices to modernize the systems. Multiple fire panels, as well as several addressable devices are obsolete and require to be updated. When the upgrades are identified, the contractor shall provide a quote to the Contracting Officer’s Representative (COR) for all parts, wiring, programming, engineering, and final inspection, testing, and maintenance required for fire alarm system functionality and modernization. The known Fire Alarm upgrades include, but not limited to the following:

2.2.1. Main Desigo Server with ability to run new software versions as applicable.

2.2.1.1. Fire System Server to include all required programming, software and licensing.

2.2.2. Fire Panel Device Loop Cards

2.2.3. Manual Pull Stations

2.2.4. Smoke Detectors with Bases

2.2.5. Thermal Detectors

2.2.6. Input Modules

2.2.7. Control (Relay) Modules

2.3. The Contractor shall meet quarterly with COR or designee to review the documented MITMRs, review funding, staffing, repairs, and inspection timelines to ensure compliance with the current standards. These meetings shall be documented.

3. Specifications:

3.1. Fire Alarm System

3.1.1. Unique Identifier

3.1.1.1. All devices of the fire alarm system shall have a Unique Identifier (UID) number.

3.1.1.1.1. Vendor shall provide a UID for every device in the fire alarm system.

3.1.1.1.2. All inventories and inspection reports shall be

organized by the UID.

3.1.1.1.3. UID numbers shall never change over the lifetime of the device (cradle to grave data maintenance).

3.1.1.1.4. UID numbers must never be re-used or re-issued to

New devices from a previously retired device.

3.1.2. Monitoring Inspection Testing Maintenance and Repair

3.1.2.1. Monitoring

3.1.2.1.1. Contractor shall provide monitoring and notification to first responders of campus Fire Alarm System(s) activation 24 hours/day, 7 days per week for the following location:

Salt Lake City, UT 84148 Upon notification of any system emergency notification, the Contractor’s representative must make every attempt to contact the VA Salt Lake City authorized representatives before dispatching first responders. However, if the Contractor’s representative is unable to receive a response within two (2) minutes, then they must coordinate for First Responders.

[The SLC campus is composed of several buildings encompassing multiple fire alarm components. Buildings 1, 3, 14 (multi-storied Hospital buildings); 2, 45, 7, 26, 30, (Research buildings); 4, 6, 8, 9, 18, 38, 47, 49 (support buildings); 5 (kitchen); 16 (multi-story office building); 27, 39, 40, 41, 42, 44 (engineering buildings); 32 (Fisher House); 13 (childcare); building 1 pump house; 48 (parking garage); and 34 (propane storage) contain fire alarm components and are included in this contract.]

3.1.3. Inspection and Testing Schedule

3.1.3.1. Contractor shall meet the following schedule:

(Link:https://digitalassets.jointcommission.org/api/public/content/5471a35511cd4bf59bda781eb58c7837?v=1134ee4d)

3.1.3.1.1. EC 02.03.05 EP 1 = Testing for pressure supervisory indicating devices (including both high- and low-air pressure switches), water level supervisory indicating devices, water temperature supervisory indicating devices, room temperature supervisory indicating devices, and other suppression system supervisory initiating devices (Quarterly).

3.1.3.1.1.1. Testing for valve supervisory switches (Semiannual)

3.1.3.1.1.2. Testing for other supervisory initiating devices (Annually)

3.1.3.1.2. EC 02.03.05 EP 2 = Water flow devices (Semiannual)

3.1.3.1.3. EC 02.03.05 EP 3 = Duct, heat, smoke detectors, and manual fire alarm Boxes (Annually)

3.1.3.1.4. EC 02.03.05 EP 4 = Notification devices (audible & visual), and door releasing devices (Annually)

3.1.3.1.5. EC 02.03.05 EP 5 = Emergency services notification transmission Equipment (Annually)

3.1.3.1.6. EC 02.03.05 EP 9 = Sprinkler systems main drain tests (at lead-in To buildings) (Annually)) or (Quarterly where sole water source is through backflow preventer)

3.1.3.1.7. EC 02.03.05 EP 10 = Fire department connections inspected ((Fire Hose connections N/A) (Quarterly))

3.1.3.1.8. EC 02.03.05 EP 11 = Fire pump(s) tested – under flow Fire pump supervisory signals for pump running and pump power loss tested (Annually)

3.1.3.1.9. EC 02.03.05 EP 12 = Automatic Standpipe flow test every 5 years (5-years)

3.1.3.1.10. EC 02.03.05 EP 13 = Kitchen suppression semi-annual testing (Semiannual)

3.1.3.1.11. EC 02.03.05 EP 18 = Smoke and fire dampers tested to verify full Closure (1 year after install, at least every 6 years thereafter)

3.1.3.1.12. EC 02.03.05 EP 19 = Smoke detection shutdown devices for HVAC Tested (Annually)

3.1.3.1.13. EC 02.03.05 EP 20 = All horizontal and vertical roller and slider doors (Annually).

3.1.3.1.14. EC 02.03.05 EP 28 = Documentation of maintenance testing and inspection activities for EPs 1-19: activity name; date; inventory of devices, equipment, or other items; frequency; contact info for person performing activity; NFPA standard; activity results. (Responsibility of documentation for 25 not required by this SOW).

3.1.4. Inspection Testing Maintenance and Repair (Fire Alarm System)

3.1.4.1. Contractor shall provide 100% Inspection Testing Monitoring (ITM) and repair service for all fire alarm devices.

Types of devices are listed below:

3.1.4.1.1. Duct Detectors

3.1.4.1.2. Smoke Detectors

3.1.4.1.3. Water Flow Devices

3.1.4.1.4. Heat Detectors

3.1.4.1.5. Fire Alarm Pull Stations

3.1.4.1.6. Audible Devices (Speakers)

3.1.4.1.7. Visual Devices (Strobes)

3.1.4.1.8. Tamper Switches

3.1.4.1.9. Electromagnetic Releasing Devices

3.1.4.1.10. CO Detectors

3.1.4.1.11. Horn Strobe Devices

3.1.4.1.12. Combination Speaker/Strobe Devices

3.1.4.1.13. Fire Alarm Control Panels

3.1.4.1.14. Power Supply Devices

3.1.4.1.15. Batteries

3.1.4.1.16. Fan Shutdown Devices

3.1.4.1.17. Communicator Devices

3.1.4.1.18. Initiating Devices

3.1.4.1.19. Annunciating Devices (Main Panels)

3.1.4.1.20. Supervisory Devices

3.1.4.2. The Contractor shall provide all necessary test equipment and labor to perform required inspection, testing, maintenance, and repairs.

3.1.4.3. All software upgrades shall be performed by authorized contractor/subcontractor utilizing the Password of The Day (POD) provided by the VASLCHCS.

3.1.4.4. The fire alarm panel’s sensitivity self-diagnostic report shall be reviewed during the inspection. The Contractor must notify the COR if there are any deficiencies, and provide a quote to the COR for approval prior to performing repair services or ordering maintenance repair parts.

3.1.4.5. The Contractor shall test to ensure that access control doors with fire alarm interface release upon operation of the fire alarms.

3.1.4.6. All fire dampers shall be physically tested to ensure proper electrical and mechanical operation of motor, linkage, and dampers.

3.1.4.7. All water flows, and tampers shall be tested to ensure proper functionality as related to the fire alarms system.

3.1.4.8. During all onsite work, the Contractor shall provide a daily in-brief prior to any work completed and out-brief prior to departure to the COR (or Authorized VA representative).

3.2. Fire Suppression Systems

3.2.1. Unique Identifier

3.2.1.1. All devices of the fire alarm system shall have a Unique Identifier(UID) number.

3.2.1.1.1. Vendor shall provide a UID for every device in the fire suppression system.

3.2.1.1.2. All inventories and inspection reports shall be organized by the UID.

3.2.1.1.3. UID numbers shall never change over the lifetime of the device (cradle to grave data maintenance).

3.2.1.1.4. UID numbers must never be re-used or re-issued to new devices from a previously retired device.

3.2.2. Inspection, Testing, Maintenance (ITM) and Repair of the Fire Suppression System

3.2.2.1. Contractor shall provide 100% ITM and repair service for the following fire suppression devices. Approximate current types of devices are listed below. Devices change periodically as devices are placed in and out of service:

3.2.2.1.1. Sprinkler Heads

3.2.2.1.2. Dry Systems

3.2.2.1.3. Wet Systems

3.2.2.1.4. Pre-Action Systems

3.2.2.1.5. Fire Hydrants

3.2.2.1.6. Fire Pumps

3.2.2.1.7. Valve Tamper Devices

3.2.2.1.8. Standpipes

3.2.2.1.9. Risers/Drains

3.2.2.1.10. Water Flow Devices

3.2.2.1.11. Fire Department Connections

3.2.2.1.12. Kitchen Hoods

3.2.2.2. The Contractor shall provide all necessary test equipment and labor to perform required inspection, testing, maintenance, and repairs.

3.2.2.3. All water flows, and tampers shall be tested to ensure proper functionality as related to the fire suppression system.

3.2.2.4. During all onsite work, the Contractor shall provide a daily in-brief prior to any work completed and out-brief prior to departure to the COR (or representative).

3.2.3. Unscheduled Maintenance Deficiency and/or Emergency Repairs Services and

3.2.3.1. For any required repairs or replacement parts identified during PMs, Inspections, or maintenance service call troubleshooting, the Contractor must provide a quote to include their supplier’s quote for unscheduled & emergency maintenance repair parts & services to the COR for review and price reasonableness. Only the COR shall be authorized to approve the unscheduled & emergency maintenance quote for the contractor to start work. Only after the COR determines price reasonableness and confirms sufficient availability of funds from the annual unscheduled maintenance allowances, found in the Price/Cost Schedule can work begin. However, if there are not enough funds remaining on the annual allowance for maintenance parts and services during the period of performance, then only the Contracting Officer (CO) is authorized to approve additional funds through a contract modification

3.2.3.2. Any labor costs incurred as part of unscheduled maintenance repair services during the normal business hours for the contractor’s onsite labor at the VASLCHCS are defined as work performed within the hours of 7:00am - 4:00pm Monday thru Friday (except Federal holidays

3.2.3.3. If deficiency repairs are determined to be required outside normal business hours for the contractor’s onsite labor at the VASLCHCS are defined as work performed within the hours of 4:01pm - 6:59am Monday thru Friday, any hours on weekends, and any hours on Federal holidays.

3.2.3.4. Define Deficiency Repairs as: Any troubleshooting, repair, or mitigation work on the Fire Alarm or Fire Suppression systems requested by the VA of system deficiencies discovered during routine monitoring, inspection, and testing.

3.2.3.5. After hours/Emergency calls (all other times to include emergencies) require 2-hour response times during the after-hours period.

3.2.3.6. For non-emergency unscheduled maintenance troubleshooting/repairs, the Contractor shall provide an onsite technician within 72 hours (3-days).

3.2.3.7. A hard copy and e-copy (e-mailed) of all findings and repairs shall be produced and delivered to the COR (or VA designated representative) by the end of the following business day after the repairs are completed.

3.3. Documentation

3.3.1. All documentation shall be kept current and up-to date. Documented results are due to the COR within five (5) business days after each ITM cycle. No hand-written reports shall be accepted.

3.3.2. Contractor shall provide results of all work in the following format:

3.3.2.1. Name of the activity

3.3.2.2. Date of the activity

3.3.2.3. Required frequency of the activity

3.3.2.4. Name and contact information, including affiliation, of individual who performed the activity

3.3.2.5. Result of the activity

3.3.3. Contractor shall provide 1 hard copy and 1 electronic copy on a quarterly basis for all inspection, testing, maintenance, and repair activities for each individual device covered under this contract.

3.3.4. Hard copy reports shall be placed into a three-ring binder as follows:

3.3.4.1. The binder shall have tabs for all Joint Commission-required documentation requirements only:

3.3.4.1.1. Sample mandatory documentation requirements for Joint

Contractor to ensure documentation contains the most current requirements per Joint Commission.

3.3.4.1.2. If an EC/EP Component contains documentation requirement for more than one (1) device, sub tabs shall be created so that each separately grouped device under a single EC/EP identifier has its own unique section. Example: EC.02.03.05, EP9.

3.3.4.1.3. Each tab shall have a cover sheet specifically identifying the specific Joint Commission standard and elements of performance and NFPA requirements verbatim out of the most current standard or edition.

3.3.4.1.4. Each tab shall have a second cover sheet defining time/testing interval requirements for the specific tabbed item per NFPA and Joint Commission standards individually.

3.3.5. The contractor must attach their detailed itemized list of all services performed with their electronic Invoice submitted through Tungsten. The details for the itemized invoice list shall include, but not limited to the following details listed below:

3.3.5.1. Date of service

3.3.5.2. A clear description of services performed

3.3.5.3. List the Price/Cost Schedule’s Line-Item Number with amounts charged for each line item

3.3.5.4. Parts and Equipment repair or replaced (if applicable)

3.3.5.5. Subcontractor service notes and contact information (if applicable)

3.3.6. Deficiency Notices

3.3.6.1. The Contractor shall initiate a Deficiency Notice (DN) using electronic correspondence to the VA COR identifying device (description/UID), location, date, and discovered condition of any failed device. The same DN shall remain open/un-resolved until conclusion of repairs. The comments on a DN shall identify all repair activities, UID’s of any equipment removed and new UID’s of any new equipment added to the system. Ultimately the DN shall contain the test results after each repair is completed and shall be documented in the Joint Commission Binder.

3.3.6.2. As-Built Drawings

3.3.6.2.1. Final as-built drawings shall be approved by a licensed Fire Protection Engineer to ensure accuracy at the contractor’s expense. Complete updated drawings shall be provided to the VASLCHCS in accessible CAD files. This CAD data shall be the property of the VASLCHCS.

3.4. Government Requirements

3.4.1. All Contractor employees dispatched to or working at any of the VA sites identified herein shall obtain and wear a VA issued badge while performing services. VA badges are to be obtained through coordination with the COR.

Contractor shall obtain work and safety permits from the COR.

3.4.2. Information Security

3.4.2.1. The Contractor shall not have access to the VA information system or access to government computers to access online resources while in the performance of services of the contract.

3.4.2.2. The Contractor shall not have access to Patient Health Information (PHI) while in the performance of services of the contract. In the event any confidential data is encountered, the Contractor shall act accordingly with the conditions set forth in the Privacy Act.

3.4.3. Personnel Badging & Mandatory Training

3.4.3.1. Personal Identity Verification (PIV) Badging

3.4.3.2. Requirement. Prior to performing any on-site work, all Contractor and subcontractor personnel who require recurring physical access to VA facilities shall obtain and display a valid VA-issued Personal Identity Verification (PIV) card.

3.4.3.3. COR Coordination. The Contractor shall coordinate with the Contracting Officer’s Representative (COR) to initiate PIV sponsorship and enrollment, schedule appointments, and complete required identity proofing and fingerprinting. The Contractor shall ensure compliance with credential lifecycle requirements, including issuance, activation, maintenance, suspension or revocation, and return upon separation.

3.4.3.4. Timeline. The Contractor shall ensure each technician obtains a PIV card prior to any on-site work and shall plan personnel onboarding accordingly to avoid schedule impacts.

3.4.3.5. Badge Display, Loss/Theft, and Return. Contractor personnel shall visibly display the PIV badge while on VA property, report lost or stolen PIV badges immediately per VA policy, and return badges upon personnel separation or contract completion.

3.4.4. VA Talent Management System (TMS) – Privacy & HIPAA Training

3.4.4.1. Mandatory Training Prior to Access. Contractor personnel who may access, use, or incidentally encounter VA Sensitive Information or Protected Health Information (PHI) during performance shall complete VA-approved Privacy and HIPAA training via the VA Talent Management System (TMS) before any on-site work and annually thereafter.

3.4.4.2. Course Assignment. The contractor shall coordinate with the COR for access to TMS to allow their technicians to complete the mandatory Privacy and HIPAA Training in TMS.

3.4.4.3. Proof of Completion. The Contractor shall furnish training completion certificates (electronic/PDF) to the COR for each technician prior to the start of work and upon annual renewal. Personnel who lack current training shall not perform on-site services until training is completed.

3.4.4.4. Records, Compliance, and Enforcement

3.4.4.5. Roster & Status Tracking. The Contractor shall maintain and submit to the COR upon request a personnel roster showing: legal name, role, employer (prime/sub), PIV status (issue/expiration), and TMS training titles with completion dates. Updated rosters are due monthly and upon any staffing change.

3.4.4.6. Non-Compliance. Personnel who fail to meet PIV or TMS training requirements shall not perform on-site work. Schedule impacts resulting from Contractor non-compliance shall be at no additional cost to the Government.

3.5. Special Contract Requirements

3.5.1. Per VHA Directive 1085, SMOKE-FREE POLICY FOR PATIENTS, VISITORS, CONTRACTORS, VOLUNTEERS, AND VENDORS AT VA HEALTH CARE FACILITIES. Salt Lake City VA campus remains a smoke/vape free campus. All contract employees and subcontract employees are expected to abide by this VHA Directive.

3.5.2. Any incidents shall first be reported by telephone to the COR. Contractor notification must be followed up in writing to the VHASLC Chief of Safety and the COR (or Alternate COR), not later than five (5) days after the initial telephone report.

3.5.3. No work shall be completed under this contract unless specifically allowed for in the scope of work. All direction to work under this contract shall be in writing. No work shall occur based on verbal agreements. Any work completed outside the terms of the contract shall be at the contractor’s expense and risk.

4. SAFETY REQUIREMENTS

4.1. The Contractor shall take such safety precautions as the Contracting Officer, or his designee may determine to be reasonably necessary to protect the lives and health of patients, VA employees, the public, the environment, and the lives and health of the contractor’s personnel from any hazards associated with the performance of this contract.

4.2. The Contractor shall ensure that the furnishing of personal protective equipment (PPE) is provided to their staff or that any subcontractors are furnished with approved personal protective equipment (PPE) per NIOSH, ANZI standards. To include, the contractor shall comply with all OSHA, NFPA and VHA safety standard to guarantee the safety of their staff required to complete all tasks within this contract safely.

4.3. The Contract Officer or COR shall notify the contractor of any noncompliance with the foregoing provision and action to be taken. The Contractor shall after receipt of such notice immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or representative at the site of the work, shall be deemed sufficient for the purpose of aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

(END OF SOW)