P09_SOW Fire Alarm Service.docx

Statement of Work (SOW) Emergency Service and maintenance of VHSO Fire Alarm System Veterans’ Health Care System of the Ozarks (VHSO) Fayetteville, Arkansas

Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW, drawings, required for the service of the fire alarm systems, wet-based fire alarm systems, dry based fire alarm systems (wet/dry sprinkler systems), hydrants, fire pumps, dry chemical systems (hood systems), and other related equipment (scheduled or unscheduled), to include but not limited to, repairs, emergency service, trouble shooting, ground fault repair, annual inspection(s), semi-annual(s), quarterly inspection(s). Contractors must verify existing and new dimensions, locations, and quantities to complete this project located on the VHSO Main Campus 1100 N. College Avenue, Fayetteville, AR 72703 and outbuildings.

I. GENERAL:

A. Any provision or partial provision of the Contract, including but not limited to, drawings and specifications that is not consistent with this SOW will be null and void only to the extent of the inconsistency. All other provisions or partial provisions of the Contract, including but not limited to, drawings and specifications, must remain in full force and effect.

B. The contractor shall contact COR within two (2) business days of the award to establish a tentative schedule and lead times for material.

C. Information Technology (IT) security requirements Certification and Accreditation (authorization) (C&A) of the Contractor system: The C & A requirements do not apply, and a Security Accreditation Package is not required.

D. Safety must be the contractor’s highest priority.

E. Contractor’s work must be conducted in a manner and at times which would present the least amount of disruption to the VHSO Facility.

II. QUALIFICATIONS OF CONTRACTOR:

A. Contractor must be qualified service technicians and/or installers for work performed at VHSO.

B. Contractors must possess qualifying licenses to purchase, install, service, maintain, repair, or perform any other related work on any/all parts of a functional (or non-functional) fire alarm system.

III. SCOPE OF WORK:

A. Contractor must furnish all management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW, drawings, required for the service of the fire alarm systems, wet-based fire alarm systems, dry based fire alarm systems (wet/dry sprinkler systems), hydrants, fire pumps, dry chemical systems (hood systems), and other related equipment (scheduled or unscheduled), to include but not limited to, repairs, emergency service, trouble shooting, ground fault repair, annual inspection(s), semi-annual(s), quarterly inspection(s).

B. No system will be left out of service at the end of a workday or over a weekend with No system will be left out of service at the end of a workday or over a weekend without written permission from the COR or COR representative.

C. All tests and inspections must be performed in accordance with the most recent edition of the National Fire Prevention Association (NFPA) 25, NFPA 72, NFPA 13, NFPA 20, NFPA 291, NFPA 96 and Joint Commission Inspection Requirements.

D. The contractor must furnish a fully completed inspection form for each separate system, within 3 business days of the Completion of Inspection. Reports must be uniform throughout the year, and year by year. Either the official testing report from NFPA 72 or Building Reports generated report.

E. Unscheduled/Emergency Service/Repairs/Replacements: Contractor must furnish qualified service technician(s) on-site (24/7/365) no later than 2-hours after notification. Contractor must have the service issue(s) corrected or a contingency plan in place within four (4) hours of arrival at the job site. Any temporary repairs must be approved by the COR or COR designated representative.

F. In the event of an emergency service or repair, if the COR or CO determine that the quote/proposal is fair and reasonable, Contractor may be allowed to perform the work.

G. Contractor may furnish parts as outlined in SoW, contractor shall source these parts, if requested by VHSO or the CO or COR, from a true fire alarm supplier and provide receipts/invoices from supplier upon COR or CO’s request. Payment for these parts or items may be charged to VHSO upon review and determination of a fair and reasonable price.

H. The contractor must furnish a means of two-way communication between each other.

I. Buildings covered under this agreement, but not limited to, Building 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 18, 21, 26, 27, 30,31, 32, 33 34, 37, 44, 49, and primary care.

J. Contractor must furnish a minimum of one (1) service technician that is certified from Notifier Onyx Series factory training. The certificate must be furnished to the COR upon request.

K. Contractor must furnish monitoring for two separate cell dialers at VHSO.

L. Fire alarm systems:

1. Annua(s) test(s) and Inspection(s):

a) All fire alarm system control panels, initiating devices, indicating devices, power supplies, annunciators, batteries and digital voice controls.

b) Cleaning and vacuuming all smoke detectors.

c) Testing functions include, but not limited to, roof top unit and air handler unit shutdown, three (3) roll down overhead doors and elevator recall.

d) Inspection and testing of all electro-mechanical releasing devices.

2. Semi-annual(s) test(s) and inspection(s)

a) Inspect and test all batteries related to fire alarm systems. Replace batteries (furnished solely by Contractor) in accordance with NFPA 72, when batteries reach 5 years old or when test below 65 percent.

b) Visual inspection of all control panels, power supplies, and manual fire alarm boxes

3. Quarterly(s) test(s) and inspection(s)

a) Send alarm signal(s) to the local fire department, ensure signal(s) is received within 90 seconds.

M. Water-based systems:

1. Replace seals and packing in equipment including, but not limited to; valves and pumps as needed

2. Annual(s) test(s) and inspections(s)

a) Inspect devices including but not limited to; hangers/braces/supports, hydraulic design information sign(signage), gauges, sprinkler pipes, pipes, pipe fittings, sprinkler(s), sprinkler head(s), spare sprinkler(s), backflow prevention assemblies, control valves, electric fire pump, diesel fire pump, and jockey pumps.

b) test devices including but not limited to; antifreeze solution control valves, electric fire pump, diesel fire pump, jockey pump, and dry system(s), dry system trip test(s).

c) Dry pipe system low points are to be drained upon completion of trip test(s).

d) Operate each control valve through its full range and return to its normal position.

3. Quarterly(s) testing

a) Inspect and test devices including but not limited to; gauges, supervisory signal devices, waterflow alarm devices, and fire department connections, and standpipes/risers.

N. Kitchen hood fire suppression systems: semi-annual(s) test(s), inspection(s), and maintenance of all elements of the hood suppression system including but not limited to; power shut offs, gas shut offs, and a physical initiation of the system without expelling the extinguishing material. Work is to include replacement of chemical extinguishing material and links when required.

O. Backflows

1. Test(s) and inspection(s) of nineteen (19) backflows that are connected to the fire alarm wet systems. Repair any backflows that fail.

2. Test(s) and inspection(s) the forty-five (45) domestic backflows throughout the facility. Repair any backflow(s) that fail.

P. Hydrants, standpipes, and fire pumps:

1. Annual(s) fire hydrant flow test:

a) The Hydrant test must be furnished in accordance with NFPA 25 and NFPA 291.

b) Hydrant flow test(s) reports must be prepared on graph forms or flow report data forms. The graphs must depict the volume, gallons per minute (GPM), of water flow at 20 PSI residual pressure.

c) Contractor must furnish all tools required including, but not limited to, a water diverter funnel which is necessary for fire hydrant testing.

2. Annual(s) standpipe flow test:

a) Contractor must furnish the annual(s) standpipe(s) flow test in accordance with NFPA 25.

b) Contractor must furnish all tools required including, but not limited to, a water diverter funnel and fall protection for standpipe(s) and standpipe(s) located on the roof.

3. Annual(s) fire pump(s) full flow test: one (1) diesel pump, one (1) electric and two (2) jockey pumps.

a) Contractor must test each fire pump(s) annually to determine and record flow rate, pump pressure(s) pump motor AMP(s), voltage(s) and speed at peak load.

b) The flow must be maintained for a minimum of one (1) hour.\ Q. Weekly fire pump test(s) (no Flow): to be completed on both diesel and electric fire pumps

1. Perform weekly tests on fire pumps one day of the week approved in writing by the COR

2. Confirm all signals report to the fire alarm control panel including, but not limited to, pump running, pump off, and control valve closure(s).

3. Document all tests using forms approved in writing by the COR.

R. Contractor must furnish a schedule of all Building(s) to be tested. The COR or COR designated representative must give prior approval for the shut-down of fire alarm(s) of each building.

S. Contractor must furnish a record log, hard copy must be stored in the fire alarm panel room in Building 1, that must include, but not be limited to, repairs, and abnormal finding. Log must be maintained on the day of any service being provided.

T. Documentation: All components and devices must be logged for:

1. Exact Location of each device tested, including system address.

2. Ensure point description that is programmed into the fire alarm system is accurate. If the location is not accurate in the programming of panels, documentation must be made.

U. Replacement of parts

1. All fire alarm replacement part(s) will be furnished by VHSO, with the exception of batteries and gauges; however, contractor must always include labor to install the part(s)

2. Contractor may be requested to provide parts for VHSO as outlined in Page 2 Section D to ensure proper ordering of correct part(s) and to ensure an expedient ordering and delivery process.

3. Sprinkler head(s) replacement is excluded from this contract.

4. Contractor must furnish and replace all gauges when the gauge reaches 5 years of last replacement, in accordance with NFPA 25.

5. The replacement of a complete fire pump, or fire pump motor is excluded from this contract.

IV. Scheduled Equipment

a) Device list along with quantity is furnished in the SOW; however, contractor must verify quantities.

b) If device count is greater plus (+) or minus (-) five (5) percent (%) of quantities listed below, then the contract may be adjusted via a modification.

Device List

V. Drawing:

A. Contractor must verify dimensions, locations, measurements, and quantities. Contractor must notify COR of verification and differing site conditions.

VI. Contractor Access and Activities A. Contractor must comply with the VHSO security management program.

B. Contractor must not enter the work site without VHSO issued identity badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor superintendent must escort contractor employees to Engineering (Building 7-A) to obtain badge(s). The Contractor must maintain a log of Employee names, badge ID numbers, start date(s), departure date(s), ID lost date(s), and ID return date(s). An updated badge log must be given to the COR weekly or as directed but COR. Contractors superintendent must return all badges of day of departure of employee from contract to COR. Contractors superintendent must return all remaining badges at contract closeout to COR. Lost badges must be reported immediately to the COR and documented on badge log. Contractor is responsible for a $100.00 fee for each loss of unreturned badge to VHSO.

C. Property Access Regular Business Hours: PM must be scheduled during normal business hours, 0730-1600 hours, Monday through Friday (excluding the following federal holidays New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, veterans, Thanksgiving Day, and Christmas day).

D. Cor must be informed in the following situations.

1. To schedule any work

2. After arriving on site, but before any work started.

3. To provide an approximate timeframe for the work.

4. As soon as is known the work will take longer than expected

5. At completion of work prior to leaving the facility.

6. To report any incomplete aspects of the work or issues that could not be corrected during the visit.,

7. To furnish a written plan for corrective action for any work that cannot be completed with 24 (twenty-four) hours. The plan must be furnished too and approved by the COR.

E. Safety: Safety must be the contractor’s highest priority. The contractor must be in accordance with Federal, State, Local OSHA regulations, latest edition of NEC, latest edition of NPA 70E, and 01 35 26 Safety requirements specification. The Contractor shall furnish and have in place personal protective eq1uipment (PPE) including, but not limited to, safety signage, cones, and barricades, to protect the safety of VHSO patient and employees, visitors, volunteers, tenants and others. Contractor must not be permitted work without proper PPE and can be directed to leave e job site. Contractor shall furnish the required safety items and wear required PPE. Work must be conducted in a manner and at times which would present the least amount of disruption to the VA healthcare facility.

F. Contractor must not leave or unattended out-of-service any utility, fire protection, or security system without written permission of the COR. If a utility, fire protection, or security system is not functioning at the end of a work period without written permission of the COR, then the contractor must restore the system(s) to working order prior to leaving the jobsite or shall furnish an around-the-clock watch until the system is functioning properly. If the contractor fails to do so, the contractor must reimburse the Government for any costs incurred by the VHSO to furnish around-the-clock watch and/or repair the system(s).

G. Vehicles and construction equipment: Contractor’s keys to unattended vehicles and equipment must be removed and vehicles locked and secure.

H. Unloading and parking: No materials or equipment are permitted through the front entry. Use loading dock entrance – only for loading and unloading. Do not leave vehicle(s) unattended. Contractor parking on VHSO property is limited to availability of designated parking.

I. Elevators: Contractor must use COR designated elevators and must protect elevator cabs, and controls during periods of use. Contractor must not exceed elevator weight limits. Designated elevator(s) and usage times are not to interfere with VHSO activities.

J. Noise: Contractor must coordinate and schedule noise making activities with the COR. For any noise-making work activities, the contractor shall furnish a written request to the COR for COR approval a minimum of seven (7) business days prior to noise making activities. The COR will schedule and provide written authorization to proceed three (3) business days in advance of the proposed activity.

K. Disposal: The contractor must submit a written request(s) for disposal of any government owned materials, equipment, or property in advance to the COR for COR written approval. Contractor must remove and properly dispose construction debris, materials, equipment, and substances from VHSO property daily into the contractor supplied containers. Construction debris created from the contract must not be disposed of at the job site, in VHSO dumpsters, or on VHSO property. Disposal of construction debris, materials, equipment, and substances from the contract must be in accordance with applicable federal, state, local, and environmental laws, rules or regulations, The contractor must ensure and shall furnish appropriate documentation to the CO that all hazardous waste handlers, haulers, and disposal facilities are properly licensed. The contractor shall furnish shipping manifest and documentation of proper disposal of any construction debris, materials, equipment, and substances from the contract work prior to final payment. Contractor must return the work site to the condition in which it was found at the contractor’s expense.

L. Warranty: Contractor must guarantee workmanship for a period of one (1) year after COR written acceptance of work. Contractor shall furnish a minimum of one (1) year parts and labor warranty on materials, equipment, parts, and components, furnished and any manufacturer’s warranty greater than one (1) year.

M. Photography: Contractor shall not photograph any patients, personnel, visitors, and other on VHSO property. Contractor must be escorted by VHSO personnel to take jobsite related photos and b e coordinated by and with COR.

N. Other requirements

1. Anything remaining in place that is damaged or defaced by the contractor must be restored by the contractor to the existing condition, at no additional expense to the government.

2. The contractor shall furnish adequate protection to VHSO property and personnel prior to work activities. Contracted moved items must be put back by the contractor to original locations and conditions as work is completed, at no additional expense to the government.

3. No unauthorized work to be initiated without the prior written approval of the CO.

4. The work required for the project must be in accordance with the best practices and in accordance with the intent of the SOW, drawings, and specifications.

5. VHSO utilities and work areas may not be immediately available, and the contractor must be flexible in the inspections and schedule at no additional cost to VHSO

6. All OEM recommended safety aspects of the equipment being serviced shall be adhered to.

7. If emergency services, repairs, maintenance, parts, equipment, inspections, or testing, costs or schedules, is determined to be unfair and unreasonable, the COR may not allow contractors to perform the work.

VII. Exclusions

1. 5 year inspections, such as the fire riser internal pipe inspection, are not covered by this contract.

VIII. RECORDS MANAGEMENT OBLIGATIONS

IX. A. Applicability X. This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

XI. B. Definitions XII. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

XIII. The term Federal record:

XIV. includes VHSO records.

XV. does not include personal materials.

XVI. applies to records created, received, or maintained by Contractors pursuant to their VHSO contract.

XVII. may include deliverables and documentation associated with deliverables.

XVIII. C. Requirements XIX. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

XX. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

XXI. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

XXII. VHSO and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHSO or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VHSO. The agency must report promptly to NARA in accordance with 36 CFR 1230.

XXIII. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

XXIV. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

XXV. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHSO policy.

XXVI. The Contractor shall not create or maintain any records containing any non-public VHSO information that are not specifically tied to or authorized by the contract.

XXVII. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

XXVIII. VHSO owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHSO shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

XXIX. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHSO-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

XXX. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] XXXI. D. Flowdown of requirements to subcontractors XXXII. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

XXXIII. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.