PWS_Fire and Security Monitoring_2025_16_01.docx

PERFORMANCE WORK STATEMENT (PWS)

1. INTRODUCTION:

To support its mission the Department of Veterans Affairs, Quantico Information Technology Center (QITC) has specialized fire alarm, suppression systems and a security system for critical areas of the building and needs a contract to inspect and test those systems to ensure proper operation. This contract will establish a guaranteed method of servicing, inspecting and testing the systems to ensure they are in a continuously ready mode.

2. APPLICABLE DOCUMENTS:

In performance of the task associated with the Performance Work Statement, the contractor shall comply with the following:

· FIPS Pub 201, “Personal Identity Verification of Federal Employees and Contractors,” March 2006

· 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

· 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

· Department of Veterans Affairs (VA) Directive 0710, “Personnel Suitability and Security Program,” May 18, 2007

· NFPA 25: Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems, Latest Edition

· NFPA 72: National Fire Alarm and Signaling Code, Latest Edition

· NFPA 75: Standard for the Fire Protection of Information Technology Equipment

· NFPA 2001: Standard on Clean Agent Fire Extinguishing Systems

3. SCOPE OF WORK:

The contractor shall provide all labor, materials, tools, equipment, travel, parts and supervision for full maintenance, repairs and emergency service on the fire alarm, suppression systems and security system located at The Department of Veterans Affairs, Quantico Information Technology Center (QITC), Buildings 5101 and 5107 Russell Road, Quantico, VA. The Contractor must test, inspect, and monitor the Fire, Suppression System and the Security Systems (Security Monitoring Panel (ADT Panel) for 5101 and 5107, Access Keypads (this is for arming and disarming the door sensors), Door Sensors, Motion Sensors, and Locking Mechanisms). All labor, materials, tools, equipment and travel shall be in accordance with the specifications, terms, and conditions of this Performance Work Statement (PWS). This PWS includes emergency services twenty-four (24) hours a day, seven (7) days a week and providing annual and semi-annual testing and maintenance. All equipment and supplies used to perform testing, maintenance and repairs shall also be included. The following table includes include device counts for the systems to be maintained in accordance with this contract. All components shall be covered under the Performance Work Statement (PWS). The tables below are to be used as a guide but may not be 100% accurate. Devices such as security system, smoke detectors, heat detectors and other small components connected to the system shall be included in the contract even if the device count is not 100% accurate for those devices. Accuracy is within 1-2 devices of actual count.

4. PERFORMANCE DETAILS:

Performance Period:

The period of performance shall be a base of Twelve (12) months from the date of award or designated start date by the contracting officer, with four (4) option years following the base period year.

HOURS OF OPERATION:

Normal business hours at QITC are 7 a.m. through 4:30 p.m., EST., Monday through Friday excluding Federal Holidays. Any work at the government site shall not take place on Federal Holidays or weekends unless directed by the Contracting Officer (CO).

There are eleven (11) Federal Holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

If any of the above falls on a Saturday, the Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

PLACE OF PERFORMANCE:

Task under this PWS shall be performed at the QITC, Buildings 5101 and 5107 Russell Road, Quantico, Virginia.

5. TRAVEL:

Travel is not anticipated, and daily commuting for the performance of work will be at the expense of the contractor.

6. SPECIFIC TASKS AND DELIVERABLES:

The Contractor shall perform the following:

6.1 Monitor, Test, Inspections, and conduct Preventative Maintenance, on the Fire and Security System Annually and Semi-Annually Testing.

6.2 Contractor shall provide all inspections, preventative maintenance and safety tests conform to all applicable codes in section 2. All maintenance on included equipment in this PWS shall be performed in accordance with manufacture guidelines or industry standards and codes as applicable in section 2 or whichever is more stringent. Inspections shall include:

· Annual Alarm Panel and Alarm System Security Monitoring Panel (ADT Panel), Access Keypads, Door Sensors, Motion Sensors, Locking Mechanisms, and Alarm System Inspection and Testing.

Contractor shall schedule a yearly testing and inspection of the entire fire alarm system and security alarm system for each system. The inspection shall be in compliance with all applicable NFPA codes (Latest Version) and be scheduled at least two (2) weeks in advance.

· During all inspections and testing visits, any specific device cleaning, lubrication, adjustment, repair or part replacement, which is performed, shall be indicated on the service report.

· The testing and inspection of the fire alarm and security systems shall occur outside normal business hours in order to minimize impact to building occupants.

· Testing and inspection shall include 100% of devices connected to the system as well as visual and audio devices.

· All Security and Fire Systems; Security Monitoring Panel (ADT Panel), Access Keypads, Door Sensors, Motion Sensors, Locking Mechanisms, smoke detectors/sensors shall be tested using only approved methods, materials and instruments. No unapproved “canned smoke” or “cigarette smoke” which could damage the detectors is allowed.

6.3 Semi-Annual Security and Fire System and Equipment Inspection and Testing

· Contractor shall schedule semi-annual testing and inspection of the entire smoke detector system, including pre-action systems and FM-200 Systems. The inspection shall be in compliance with all applicable NFPA Codes (Latest Version) and be scheduled at least two (2) weeks in advance.

· During all inspections and testing visits, any specific device cleaning, lubrication, adjustment, repair or part replacement, which is performed, shall be indicated on the service report.

· Smoke Detector testing shall include flushing of all lines, activation of all flow alarms, necessary adjustments and restoring the system to fully operational condition.

· Manual inspection of the seals within the pre-action system shall be performed in one of the semi-annual inspections. This shall include enough disassembly of the pre-action system to inspect critical internal components.

· FM-200 Systems shall have an annual trip test schedule on one of the semi-annual visits. The testing shall not release gas but only tests that the release heads on the tanks properly engage during an alarm condition. Contractor is fully liable and responsible if an accidental discharge occurs due to improper testing.

6.4 Monthly Preventative Maintenance on the system shall include:

· Labor for regular and routine repairs to system components on smoke detectors which includes only the covered electronic smoke detector devices consisting of tampers and flows, and system components on fire alarm system that fails due to normal wear and tear.

· Preventative Maintenance shall be conducted on the Security System to include Security Monitoring Panel (ADT), Access Keypads, Door Sensors, Motion Sensors, and Locking Mechanisms.

· Repairs and system trouble shooting (excluding bad wiring) shall be completed during normal business hours at no extra cost to the VA.

6.5 Testing and Inspections for FM-200 Tanks and Security Systems:

· Cylinders in continuous service without discharge require a complete external visual inspection every five years in accordance with Compressed Gas Association Pamphlet C-6, Section 3 except that the cylinders need not be emptied or stamped while under pressure. Record the date of inspection on record tag attached to each cylinder. If the visual inspection shows damage or corrosion, the cylinder shall be emptied, retested and re-stamped in accordance with DOT CFR Title 49, Section 173.34. Testing and Inspections shall be conducted on the Security Monitoring Panel (ADT Panel), Access Keypads, Door Sensors, Motion Sensors, and Locking Mechanisms.

Deliverables:

· Annual Fire Alarm and Security System Inspection and Testing Procedures shall include specific tasks to be completed on each visit and the status of the tasks. Procedures are due on the last Friday of the first month of contract award.

· Semi-Annual Strobe Light System Inspection and Testing Procedures shall include specific tasks to be completed on each visit and the status of the tasks. Procedures are on the last Friday of the first month of the contract award.

· Inspection, Testing and Repair Service Reports:

· Reports shall contain a description of tasks that were accomplished and described any other work that was completed while performing the monthly maintenance and inspection visit.

· Reports shall contain any necessary repairs that were completed or need to be scheduled.

· Inspection and testing reports are due at most three (3) business days after date of inspection, testing or repair.

· Service repairs require a signed work ticket to be immediately delivered to the COR upon completion of the service.

6.6 Emergency Services

· Contractor shall provide emergency services in response to requests by telephone or otherwise, from (1) CO, (2) COR.

· Emergency callbacks shall be provided on-site within two (2) hours after receipt of telephone notification – twenty-four (24) hours per day, seven (7) days per week (VA and contractor’s Holiday included).

· Emergency callbacks will be provided by the contractor at no additional cost to the VA in the following situations:

· When the system(s) malfunction compromises the safety of the entire building due to the problem.

· Alarm condition on any system(s) occur and cannot be diagnosed by on-site staff and there is no known condition that would cause the alarm.

· When the immediate safety of equipment/building or person(s) in and about the building is potentially jeopardized by fire alarm panel malfunction(s).

· Emergency service/repair shall proceed continuously to completion without delay until the fire alarm system is functioning in a safe and efficient operating condition.

Deliverables:

· Emergency callback response within contract limits

· Emergency service and repair of Fire Alarm Equipment and Security Alarm Equipment.

· Emergency Service Reports:

· Reports shall contain a description of tasks that were accomplished and describe any other work that was completed.

· Reports shall contain any necessary repairs that were completed or need to be scheduled

· Emergency service repairs require a signed work ticket to be immediately delivered to the COR upon completion of service

6.7 Records:

· Contractor shall upon departing submit a work performance ticket to the COR

· Upon arrival for scheduled or emergency service the contractor will report to Security in the front lobby. Upon departing the contractor will submit a work performance ticket to Security.

· The contractor shall maintain a complete, orderly and chronological file, including drawings, complete parts lists and copies of all reports.

· Contractor’s files shall reflect the schedule of all maintenance and service procedures to be performed.

Deliverables:

· Completed work ticket and maintenance documentation

· Work tickets shall contain a description of tasks that are planned to be completed on each visit while performing the monthly maintenance and inspection visit.

· Work tickets shall contain any necessary repairs that were completed or need to be scheduled.

· Complete record of preventative maintenance procedures

· Contractor shall maintain a complete permanent record of all work tickets and emergency services. This shall be deliverable at any point to the COR with at least one (1) weeks’ notice from the COR.

6.8 Contracted Hourly Labor Rates:

· Contractor shall provide a per hour labor rate for repairs/services and/or minor modifications for the term of the contract as determined by COR that are caused by vandalism or misuse and not included in the standard maintenance contract shall be invoiced separately.

· Straight time hourly rate: Monday through Friday 7 am to 4 pm

· Overtime hourly rate: Saturday/Sunday or 4pm to 7am Monday through Friday

Deliverables:

· Work tickets shall contain any necessary repairs that were completed

6.9 Repair Parts:

· Contractor shall provide parts for the Fire Alarm System (all devices); Security System (Security Monitoring Panel (ADT Panel), Access Keypads, Door Sensors, Motion Sensors, Locking Mechanisms);

· For repairs that are scheduled ahead of time the contractor shall provide a quotation of part costs to the COR and CO for approval prior to arrival on site or purchase. Once the COR and CO has approved then the quotation parts and service can be scheduled and billed at completion.

· For repairs that are performed on an emergency basis the contractor shall provide an invoice showing the cost of the parts for approval by the COR and CO. Once COR and CO approved the invoice can be sent in for payment. A decision by the VA will occur within two (2) business days.

Deliverables:

· Fire Alarm and Security System Equipment replacement parts and associated quotes for costs.

6.10 Quality Assurance Surveillance Plan (QASP):

· Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the contractors exceeds, meets or does not meet these standards. The Government may utilize the table below or another method to compare contractor performance to the Acceptable Levels of Performance (ALPs).

· Methods of Surveillance: On-Site Surveillance: Each assessment period, the COR shall review and document findings from an on-site surveillance and document the contractor’s results accordingly. This assessment shall be placed in the COR’s QA file.

Documenting performance:

· Acceptable performance: The Government shall document acceptable performance accordingly. Any report may become a part of the supporting documentation for any contractual actions.

· Unacceptable performance: When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place in the COR file.

· When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor’s program manager.

· The contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor’s corrective action plan to determine acceptability.

· Frequency of Measurement: During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed, and at a minimum shall be performed twice within the Period of Performance.

· Performance Metrics: The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.

Contractor provides qualified personnel to provide services.

Once per year

Contractor provides qualified personnel to provide services.

Twice per year

Contractor completes service according to schedule and procedures.

Contractor provides detailed report to COR for service.

100% of the time

100% of Parts, Materials and Supplies

Contractor provides qualified personnel to provide emergency service.

Contractor assesses problem and communicates to COR or Facility Engineer.

Contractor completes repair Contractor provides detailed report to COR regarding the emergency service.

100% of Emergency Call Back Incidents

100%

Records Contractor provides fully comprehensive work tickets containing description of tasks accomplished at each visit.

Contractor provides records of all maintenance performed on site within required time period.

100% of the time

6.11 FACILITY/RESOURCE PROVISIONS:

· The contractor shall request other Government documentation deem pertinent to the work accomplishment directly from the Government officials with whom the contractor has contact. The contractor shall consider the COR as the final source for needed Government documentation when the contractor fails to secure the documents by other means. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

6.12 GOVERNMENT FURNISHED PROPERTY:

· Government furnished property is not required.

· Access to the site at pre-arranged and agreed upon time frames shall be provided. Site access shall be at Government’s discretion but shall not prevent the contractor from completing work.

6.13 PHYSICAL SECURITY & SAFETY REQUIREMENTS:

· The contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

· The contractor and their personnel shall wear visible identification at all times while they are on the premises.

· VA does not provide parking spaces at the work site; the contractor must obtain parking at the work site if needed. It is the responsibility of the contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

· Smoking is prohibited inside/outside any building other than the designated smoking areas at HITC. There is a smoking shelter at the front of the building where smoking is allowed.

· Possession of weapons is prohibited.

· The contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a contract or a vendor in accordance with the requirements document. The contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

· The contractor shall provide all protective clothing and equipment necessary. All workers shall wear and/or use protective clothing and gear when required. This includes items such as hard hats, goggles/glasses, protective shoes, gloves, masks or breathing apparatus, etc.

· All contractors and subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations.

· Contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site under this contract.

· All ladders, scaffolding, tools, equipment, personal protective equipment, etc., shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations.

· The contractor shall purchase and issue all chemicals in their original containers. Materials that require precautionary warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies or this Contract.

6.14 FIRE ALARM AND SECURITY SYSTEM CONTRACTOR QUALIFICATIONS:

· Contractor’s staff should include emergency response staff with numbers available 24/7 and fully qualified Field Service Technicians (FST) that have backup personnel available should the primary responders be unavailable or otherwise committed to another customer.

· The contractor shall provide written work experience and assurance of the competency of their personnel and a list of credentials of approved FST(s) for each make and model the contractor services at the QITC at the time of contract solicitation. At any time during the contract period the CO or COR may ask for updated or additional resumes of employees and the contractor shall provide documentation with ten (10) calendar days.

· The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any equipment.

· The CO and/or COR specifically reserves the right to reject any of the contractor’s personnel and refuse them permission to work on the equipment at any point in the contract.

6.15 FIRE ALARM AND SECURITY SYSTEM TECHNICIAN QUALIFICATIONS

· Field Service Technicians (FSTs) shall be “Fully qualified” after meeting the following requirements:

· General Fire Alarm, Security System and/or Smoke Detector knowledge (depending on the specialty): FST(s) shall be technicians experienced in the inspection, testing, installation, operations, service and repair (remedial and emergency) of fire alarm, security systems, alarm systems, detection systems, security monitoring panel (ADT Panel), access keypads, door sensors, motion sensors, locking mechanisms including alarm systems, detection systems. These engineers shall have detailed knowledge of security system, smoke detectors, heat detectors, alarm panels, piping, valves and related components, functionality and interoperability of fire alarm systems.

· Training: The FST(s) must have completed a formalized training program for the specific fire alarm, security system equipment identified in the Section 3.0 – Scope of Work. Formalized training program on any similar smoke detector system will be sufficient for pre-action systems and FM-200 Gaseous Suppression Systems.

· Field Experience: The FST(s) must have at least two (2) years of experience (or as long as new equipment has been on the market) with fire alarm, detection, smoke systems and gaseous suppression systems, security monitoring panel (ADT Panel), access keypads, door sensors, motion sensors and locking mechanisms.

6.16 SCHEDULE FOR DELIVERABLES:

· Method and Distribution of Deliverables: The contractor shall provide a paper and/or electronic copy of inspection and repair records. Contractor will also provide a paper and/or electronic invoices. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, and Adobe Postscript Data Format (PDF).

· Deliverable Schedule:

· NOTE: Days used in the table below refer to business days unless otherwise state. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government workday after the weekend or holiday.

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