P09-Fire Alarm Contract Statement of Work 2025.docx

Statement of Work

1) Summary:

a) Inspection, testing, preventive maintenance, (ITPM) and demand maintenance of all facility fire detection systems to include all main panels, sub-panels, components, devices, power supplies, interconnective wiring, batteries, indicators and ancillary items.

b) Testing of initiating and notification devices and all other fire alarm components must adhere to all the applicable items listed within NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition Table 14.3.1 Visual Inspection and Table 14.4.3.2 Testing.

c) Annual cleaning (internal and external) of all smoke detectors, including but not limited to, duct detectors, under floor detectors and ceiling mounted detectors.

d) Unless otherwise indicated in this document, all work will conform to the requirements set forth in NFPA-72, National Fire Alarm and Signaling Code, 2025 Edition, NFPA 101, Life Safety Code, 2023 Edition, NFPA 70, National Electrical Code, 2023 Edition, Occupational Safety and Health Administration (OSHA) Standards, Laws and Regulations, 29 CFR-1910, the requirements and recommendations of the original equipment manufacturer (OEM), industry standards and appropriate Federal regulations.

e) Work shall be performed at the Fresno Campus of the VA Central California Healthcare System (VACCHCS), 2615 E. Clinton Ave, Fresno, CA, 93703.

f) Bid submittals shall reflect an initial contract (base year) with four, one-year, renewal options.

g) Additional bid submittal requirements can be found on Page 10, Item 10) Bid Submittals

2) Bidders are strongly encouraged to perform a site walk before bid submission.

3) Definitions:

a) Annual: Once in a 12-month period with a minimum of 335 calendar days and a maximum of 395 calendar days between test events. (Facility established parameter).

b) Business Hours: The VA Medical Center is a fully functional medical care facility providing inpatient, long term, outpatient and emergency services twenty-four hours per a day, seven days per a week. The business hours for the facility are Monday through Friday, 8:00 AM to 4:30 PM. The facility observes all Federal Holidays.

c) Contracting Officer: (CO) The contractual authority for this contract. The CO has the authority to enter into, administer or terminate contracts and make related determinations and findings.

d) Contracting Officers Representative: (COR) A representative of the CO who provides technical feedback and monitors the day to day implementation of the contract.

e) Contractor: For purposes of this document, the term Contractor shall designate the vendor, entity or individual who is submitting a bid proposal for this service contract or has been awarded this service contract.

f) Degraded: A fire detection system will be considered degraded if more than ten (10) percent of the systems initiation and/or notification devices are non-operational.

g) Demand Maintenance: Isolation and repair of fire detection system(s) malfunctions to include (with few exceptions) correction of negative ITPM findings.

h) Federal Holidays: New Year’s Day, Dr. Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

i) Fire Detection System: For purposes of this document, a fire detection system includes all components associated with a complete fire alarm / fire detection system. This includes, but is not limited to, all detectors, annunciators, control panels, control boards, power supplies, batteries, wiring and ancillary components.

j) Inspection, Test and Preventive Maintenance: (ITPM) A cyclic process performed on operational equipment to assure operational reliability.

k) Original Equipment Manufacturer: (OEM) Unless otherwise indicated or agreed upon, the OEM for fire detection system components included in this service contract will be Johnson Controls International / Simplex.

l) Mark-Up: The amount added by the Contractor to the cost of a commodity to cover expenses and profit.

m) Preventive Maintenance: (PM) As applied to this SOW, is defined as regularly scheduled inspections, tests, adjustments, cleaning and battery testing / replacement. Annual cleaning of the facility smoke detectors will also be classified as preventive maintenance.

n) Response Time: The time afforded the Contractor to be physically on station after initial notification of failure or impairment of a device included in this contract. Contractor shall arrive at the work site with appropriate tools, equipment, knowledge and materials ready to perform work.

o) Semiannual: Twice in a 12-month period with a minimum of 150 calendar days and a maximum of 210 calendar day between test events. (Facility established parameter.)

p) System modifications: Adding, removing or relocating fire alarm components, to include devices, wiring, panels and ancillary items.

4) Qualifications:

a) Bidders shall have a minimum of three years’ experience performing work on fire detection systems installed in a multi-story and multi-building, medical care environment. Evidence shall be submitted with bid proposal.

b) Bidder shall submit evidence of prior experience performing preventive maintenance, inspection and testing of fire detection systems similar in design, application and vintage as the fire detection systems included in this contract. Evidence shall be submitted with bid proposal.

c) Bidders shall meet all applicable fire protection system certification/licensure requirements of the State of California. Evidence shall be submitted with bid proposal.

d) Persons performing work on fire detection systems included in this contract shall be qualified to perform such work in accordance with NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition. Evidence of qualifications shall be provided to the Contracting Officer prior to contract award.

5) General Requirements:

1 a) Standards, Codes and Regulations: All work and related documentation performed or generated under this contract shall be in compliance with, and shall provide a final product that conforms to, the following.

1 i) NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition.

1 ii) NFPA 101, Life Safety Code, 2024 Edition.

1 iii) NFPA 70, National Electrical Code, 2023 Edition.

1 iv) Occupational Safety and Health Administration (OSHA) Standards, Laws and Regulations, 29 CFR-1910.

1 v) Department of Veterans Affairs specifications, regulations and design guides.

1 vi) OEM requirements and recommendations.

1 vii) Industry standards.

1 viii)

1 In the event of a conflict between codes, standards, or the requirements of this document, the most stringent will apply.

b) Work Execution:

1 i) Work will be performed in a safe manner in compliance with OSHA, NFPA and VA safety requirements.

1 ii) Contractor shall notify VACCHS staff before commencing any work associated with this service contract. Notification may be “in person”, email or via telephone.

1 iii) Contractor shall notify VACCHS staff when work has been completed. In the event the Contractor has been dispatched to perform multiple service requests, the contractor shall notify VA CCHS staff when each repair has been completed. Notification of work completion shall be “in-person”.

1 iv) Contractor shall confirm all materials, tools, labor, direction and knowledge required to complete a repair are on site (materials, tools, labor) or readily available (direction, technical knowledge) before starting work that may impair a fire detection system.

1 v) Work that may impair or limit the operation of a fire detection system shall be completed in a judicious manner. Once repairs have been initiated, the Contractor shall take no action that may delay completion.

1 vi) Work shall be free of missing components, defects or similar detriments to proper operation of the fire detection system(s).

1 vii) Contractor shall be prepared to perform a complete operational test (including annunciation devices) of the fire detection system under repair and related fire detection system(s) immediately after repairs have been completed. A complete operational test will also be performed at the end of each workday while repairs are in progress.

1 viii) Contractor shall assure that areas in which Contractor is performing work are kept clean and free of hazardous conditions. Contractor will clean up work areas as required throughout the workday, at the end of each workday and upon completion of work. Contractor may dispose of debris, defective parts and similar items in the appropriate government waste container.

1 ix) Work shall be performed in a manner that does not cause interference with facility operations. In those cases, where some interference is unavoidable, the Contractor shall take every effort to minimize the impact to the facility.

1 x) Fire alarm system(s) parts, components, devices, etc. shall be listed by a nationally recognized listing agency such as, but not limited to, Underwriters Laboratories. Contractor shall attempt to use parts sanctioned by the OEM whenever possible. Use of parts, components, devices, etc. not approved by the manufacturer is strongly discouraged and shall require written approval from the COR before installation.

1 xi) In the event the OEM has changed the design or configuration of a part, component, device or similar item, resulting in improved performance or should the OEM stop supporting a component, device or similar item, Contractor will utilize the improved or recommended OEM replacement.

c) Relocation/Replacement: The government may replace, relocate or delete fire alarm system components as needed to support mission requirements. The components associated with such modifications will remain a part of this contract. without an increase in the contract price, provided the modifications do not increase the number, complexity or maintenance costs associated with the new/relocated components.

d) As-Built Drawings: “As-built” drawings are available to the Contractor for information only. The Government makes no representation as to the completeness or accuracy of these drawings.

e) Coordination / Cooperation: Contractor shall coordinate work and cooperate with government and non-government entities. Disputes between the Contractor and other entities shall be reported to the COR.

6) Fire Detection System Documentation:

a) The Contractor shall submit clear, concise documentation for all testing, inspection, preventive maintenance and demand maintenance activity within five (5) business days of completion of any fire detection system testing, inspection or maintenance work. Documentation shall comply with the requirements indicated in NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition and NFPA 101, Life Safety Code, 2023 Edition. Documentation shall be clear and legible to allow for photo coping or scanning or may be in electronic format (PDF, Word, Excel).

b) All annual and semi-annual documentation will be presented and issued in The Joint Commission-Elements of Performance (EP) format as per the standards of VACCHCS. If at any time the report formatting preference changes per the standards of VACCHCS, such changes will be coordinated through the Contracting Officer and communicated to the contractor who will abide by the requested changes.

c) Contractor shall maintain a copy of all documents associated with any work (demand maintenance, preventive maintenance, inspection, testing, etc.) on any item included in this contract. Copies shall be legible, available in electronic format (PDF, Word, Excel) and stored in a manner that allows for quick retrieval. Contractor shall provide any requested documents within four business hours of request. Contractor shall maintain such documents for the duration of the service contract (base plus option years). At the close of each contract year the contractor will compile all documents generated during the contract period and submit such documents to the government.

d) Contractor shall assure all documents convey accurate information. Should inaccuracies be found, the Contractor shall have fifteen (15) business days to correct any errors and resubmit impacted documents. This includes, but is not limited to, data posted to the Building Reports or similar compliance reporting website.

e) Intentional submission of forged / fraudulent documents will not be tolerated and may result in termination of contract.

1 a) Service Call Initiation: i) Request for Demand Maintenance: Demand Maintenance will be initiated by the government via telephone utilizing a Contractor provided and maintained telephone number. The telephone number shall be answered, either by a person or an automated answering system within two minutes of ring tone initiation, twenty-four hours per a day, seven days per a week, including weekends and holidays. If the governments initial call is answered by an automated system or an answering service, the Contractor shall initiate a return call within fifteen (15) minutes of the governments initial service request. For purposes of this contract, demand maintenance is considered initiated when: (1) The service request telephone number is answered.

1 (2) The service request telephone number is not answered within a period of two minutes (twenty rings) or the telephone line ring cycle times out (whichever occurs first).

1 b) Telephone Number Changes: The demand maintenance telephone number shall be changed no more than once per a contract year. Contractor may not change the service request telephone number without written authorization from the Contracting Officer.

1 c) Demand Maintenance Priorities: Priorities will be determined by the government based on the following criteria. The Contractor will be expected to respond to requests for demand maintenance at the priority level determined by the government.

7) Demand Maintenance Procedures: The Contractor shall perform demand maintenance (service calls) when requested by the government. Upon completion of work, contractor will be compensated on a time and materials basis.

1 i) Emergency: Emergency demand maintenance requests are failures that create an immediate danger to patients, staff, visitors, property or facility operations. Immediate danger shall be as determined by the government. Additional examples of demand maintenance activity that could warrant an Emergency designation are:

1 (1) Failure or degradation of a fire detection system in Buildings 1, OPC, 2, 3, 22, 22A, 24, 25, 27, 28, 31, 32, 34, LTC2 and Generator Set Building.

1 (2) Loss of communication with the central monitoring facility.

1 (3) Failure or impairment that results in more than two erroneous dispatches of the Fire Department in a twenty-four-hour period.

1 ii) Urgent: Demand maintenance requests prioritized as urgent are failures that negatively impact the operation of a fire detection system without placing individuals, property or facility operations in immediate danger. Demand maintenance requests that warrant urgent priority designation follow: (1) Trouble and/or supervisory alarms that result in erroneous dispatch of the Fire Department more than once in a twenty-four-hour period.

1 (2) Ten or more trouble and/or supervisory alarms of the same type and from the same source within a period of one hour.

1 (3) Four or more trouble and/or supervisory alarms of unknown origin within a twenty-four-hour period.

1 (4) Failure or degradation of a fire detection system in Buildings 1, OPC, 2, 3, 22, 22A, 24, 25, 27, 28, 31, 32, 34, LTC2 and Generator Set Building.

1 (5) Fire detection systems or components that require, but did not receive, ITPM or correction of ITPM findings that have not been addressed by the Contractor within 35 calendar days of initial discovery.

1 (6) Findings or failures that could negatively impact facility accreditation from the Joint Commission / Long-Term Care Institute or compliance with regulatory agencies.

1 iii) Routine: Service requests that do not qualify as emergent or urgent will be classified as routine.

1 d) Response Time Requirements: i) Emergency: Contractor shall have a technician on site within six (6) contiguous hours of the initial request for demand maintenance. Technician shall be properly trained and equipped to begin immediate fault isolation or repair(s) upon arrival.

1 ii) Urgent: Contractor shall have a technician on site within twenty-four (24) contiguous hours of the initial request for demand maintenance. Technician shall be properly trained and equipped to begin immediate fault isolation or repair(s) upon arrival.

1 iii) Routine: Contractor shall have a technician on site within seven (7) business days of the initial request for demand maintenance. Technician shall be properly trained and equipped to begin immediate fault isolation or repair(s) upon arrival.

1 e) Reimbursement for Demand Maintenance Services: (Reference Page 10, Paragraph 10) Bid Submittals for additional information.)

1 i) Funding: The government shall set aside funding to compensate the Contractor for demand maintenance activities. Demand maintenance activity funds will be augmented by the government when required.

1 ii) Labor: Reimbursement of Contractors labor costs will be based on the values submitted with Contractors bid proposal.

1 iii) Materials: Contractors “mark-up” on materials utilized for the completion of demand maintenance activities shall be limited to the amount submitted with Contractors bid proposal. (Reference: IV-Bid Items, b-Demand Maintenance, iii).

1 iv) Miscellaneous: Miscellaneous charges shall be in accordance with the amounts submitted in the Contractors bid proposal. (Reference: IV-Bid Items, b-Demand Maintenance, iii).

1 v) Payment for Demand Maintenance: Contractor shall be reimbursed for demand maintenance by submitting an electronic invoice to the VA Invoice Payment Processing System (VA IPPS).

1 (1) Invoice submittals shall include the following documentation:

1 (a) A service report, signed by a facility representative, clearly indicating the arrival time of maintenance personnel, the departure time of maintenance personnel, the name and affiliation of maintenance personnel and the corrective action taken. If multiple repairs are performed during a single maintenance visit, each repair shall have a dedicated service report.

1 (b) An itemized list of costs related to labor expenses incurred by the Contractor. In the event work is performed by a subcontractor contractor shall submit a copy of subcontractors invoice for such labor expenses.

1 (c) An itemized list of costs related to parts/materials utilized by the Contractor to complete the demand maintenance request.

1 (d) An itemized list of costs associated with other expenses incurred by the Contractor while performing demand maintenance.

1 (e) Items (b), (c) and (d) (above) maybe submitted as separate documents or grouped on one document as long as each itemized list is clearly distinguishable.

(2) Failure to provide all requested information may delay/prevent approval of Contractors submitted invoice(s).

(3) To streamline the approval process, the Contractor should submit invoices and related documents to the COR for review before submission to VA IPPS.

8) Inspection Testing and Preventive Maintenance (ITPM): The Contractor shall perform ITPM on all fire alarm system devices, components, assemblies and sub-assemblies included in this Contract. Performance of ITPM will be in accordance with NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition, NFPA 101, Life Safety Code, 2023 Edition and this Statement of Work.

a) Additional Requirements:

i) Testing of smoke detectors shall be performed using OEM approved simulated smoke (canned smoke).

ii) Water flow switches shall be tested by flowing water through the device. Manipulation of the flow sensing device to simulate water flow shall not be performed. The amount of time elapsed between the flow of water and activation of the alarm system shall be monitored and annotated on the final inspection report.

iii) All fire alarm panels, battery boxes, and electrical enclosures greater than 6” x 6” shall be vacuumed and/or “wiped down” as part of the ITPM work schedule. Contractor shall assure such items are clean and free from dust and debris both inside and outside.

iv) Replacement of batteries that have expired per NFPA guidelines or manufactures recommendations shall be considered an ITPM item and shall be included in the costs associated with the fixed-firm price for ITPM services.

v) Testing of initiating and notification devices and all other fire alarm components must adhere to all the applicable items listed within NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition Table 14.3.1 Visual Inspection and Table 14.4.3.2 Testing.

vi) All testing and inspecting practices are subject to periodic audits and random sampling.

b) Scheduling:

i) Contractor shall schedule the performance of ITPM no less than sixty (60) calendar days before the requested event date(s). The COR will have thirty (30) calendar days to approve or reject the requested date. Once approved by the COR, Contractor shall take all reasonable actions to assure the test event remains as scheduled.

c) Documentation: Contractor may use appropriate NFPA forms or Contractor designed documents provided such documents comply with the requirements set forth in NFPA 72, National Fire Alarm and Signaling Code, 2025 Edition and this document.

d) Corrective Action: Contractor shall provide a quote representing the cost(s) associated with correcting negative ITPM discoveries within seven (7) calendar days of identification. Upon government approval for the corrective work, Contractor will have twenty (20) calendar days to complete the corrective action(s).

9) Smoke Detector Cleaning:

a) Contractor shall perform an external and internal cleaning of all smoke detectors, including but not limited to smoke detectors located in ducting (duct detectors), under floors and other concealed places. Cleaning activity will be performed in accordance with device manufacture requirements and recommendations.

b) Each smoke detector will be cleaned once per a contract year. The cleaning of all facility smoke detectors shall be completed 275 calendar days from the Contract notice to proceed (NTP). Contractor has the option to replace existing smoke detectors with equivalent new smoke detectors in lieu of cleaning.

c) Upon completion of smoke detector cleaning / replacement a ½ inch, non-permanent, round label will be affixed, in a conspicuous location, to the smoke detector. Label colors shall be as follows: i) Base Year: Red

ii) Option Year 1: Green

iii) Option Year 2: Blue

iv) Option Year 3: Yellow

v) Option Year 4: Black

d) The government reserves the right to inspect cleaned smoke detectors at any time during the contract year.

10) Bid Submittals

1 a) Bid submittals shall include the following:

1 i) Inspection, Testing and Preventive Maintenance (ITPM): A fixed-firm price shall be submitted for this element of the service contract. (Refer to Section IX- Inspection Testing and Preventive Maintenance (ITPM) for additional information.)

1 ii) Demand Maintenance: The following schedules are required to support time and materials compensation for demand maintenance activities: (1) A schedule of labor rates for demand maintenance work. The schedule will reflect the Contractor’s labor rates associated with work performed during normal business hours, non-business hours, holidays and weekends.

1 (2) A schedule representing the “mark-up” the Contractor intends to add to the cost of goods and services associated with demand maintenance requests.

1 (3) A schedule reflecting miscellaneous fees that may be charged by the Contractor in the performance of demand maintenance. Examples of such charges are per diem, travel time, fuel/vehicle fees, disposable fees, etc.

iii) Qualifications:

(1) Evidence supporting three years of Contractor experience performing work on fire detection systems installed in a multi-story and multi-building, medical care environment.

(2) Evidence supporting Contractor’s prior experience performing preventive maintenance, inspection and testing of fire detection systems similar in design, application and vintage as the fire detection systems included in this contract.

(3) Evidence supporting Contractor’s fire protection system certification/licensure requirements for the State of California.

b) Failure to include all requested submittal information may prevent bidder from consideration for contract award.