PWS (Fire Door Service).pdf

PERFORMANCE WORK STATEMENT

Annual Inspection, Testing, Repair and Maintenance of Rolling Fire Doors and Shutters at the US Army Garrison – West Point, West Point, New York

1. GENERAL

The Contractor shall provide all necessary labor, equipment, materials, and supervision required to perform the Annual Inspection, certification, Testing, Report Preparation, Repair and Maintenance of

Rolling Fire Doors and Shutters located at the United States Military Academy (USMA), West

Point, NY 10996. Regulations that govern the performance of this work are the National Fire

Protection Association 80 (NFPA 80) Standard for Fire Doors and other Protective Opening

Protectives (latest edition), and NFPA 101 Life Safety Code (latest edition). Additional doors/shutters may be added or subtracted during the life of the contract.

1.1 INSTRUCTIONS

The Contractor shall adhere to the instructions given by the COR either verbally or in writing.

The instructions will include a date by which the Contractor must respond. Contractor responses shall be made to the COR, who will then coordinate, accompany, and observe contracting personnel during work activities. All work shall conform to referenced state and federal regulations.

1.2 UNSCHEDULED SERVICES

The Contractor shall also provide unscheduled services on an “on call” basis. The call will originate from the COR. See Section 1.7.2 for details.

1.3 OPERATING HOURS

Contractor shall perform all scheduled services during normal duty hours (8:00 a.m. - 4:00 p.m.), Monday thru Friday, excluding Federal Holidays.

1.4 PERSONNEL

The Contractor shall provide a work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government.

1.5 CONDUCT OF PERSONNEL

The KO may require the Contractor to remove from the job site, any employee working under this contract for reasons of misconduct, security, or if found to be or suspected to be under the influence of alcohol, drugs, or another incapacitating agent. Contractor employees shall be subject to dismissal from the premises. Contractor employee dismissal shall not relieve the Contractor of the requirements to provide sufficient personnel to perform work under this contract, nor shall it allows the Contractor to submit work late.

1.6 IDENTIFICATION

The Contractor shall provide an identification badge for each employee performing services under this contract. The identification badges shall contain the Contractor’s name, employee’s name, contract number and project description. Each Contractor employee shall conspicuously display on their person the identification badge while performing work under this contract.

1.7 GENERAL REQUIREMENTS AND PROCEDURES:

The Contractor shall perform both Scheduled (Type I) and Unscheduled (Type II) services.

1.7.1 Scheduled (Type I): Include tasks listed in Section 5. Contractor shall update the schedule submitted during their bid/proposal (See Section 9 Submittals) for the inspection, testing and report preparation portion of the work and submit it to the COR within 5 days of Award. This

Scheduled (Type 1) portion of the work shall be completed no later than 60 days after Award.

Upon completion of the inspection and testing, Contractor shall then submit to the COR for review and approval the completed reports showing the results of the inspections as well as the costs and schedule to perform any repairs that are required. The completed reports shall include a

Schedule of Values for the repair portion of the work. The Schedule of Values shall show the labor hours, labor rates and repair parts costs individually for each fire door or shutter that needs repair. This Schedule of Values for the repair portion of the work will be the basis for invoicing during this phase. All repairs must be completed no later than 120 days after Award.

1.7.1.1 THE ANNUAL INSPECTIONS, TESTING, MAINTENANCE and REPORTING: will be BILLED to the

FIRST CLIN- SCHEDULED SERIVICES, All the repair work required will be billed to the second CLIN Repair

Hours and third CLIN Repair Parts if needed. These will need COR approval either verbally or in writing.

Changing batteries is part of preventative maintenance and will fall under the Scheduled Services CLIN.

The new batteries cost will be billed to CLIN Repair Parts.

1.7.2 Unscheduled Services (Type II): Unscheduled services include tasks listed in Section 6.

The Contractor shall perform unscheduled additional maintenance/repair/inspection/testing/reporting as authorized by the COR. Contractor shall provide the hourly labor rate for these unscheduled services with their bid/proposal. Separate rates shall be provided for these services during regular working hours as well as for after regular working hours including weekends and holidays. The Government will pay the Contractor for actual labor quantities provided as well as for required repair parts.

1.7.2.1 Work Initiation: Work is initiated at the direction of the COR. Both the COR and the

West Point Fire Department, have the authority to issue a verbal urgent or emergency request, which will be followed up with written direction from the COR. The

Contractor shall provide the COR a status update upon completion.

1.7.2.2 Response Times: During regular working hours, routine requests shall be physically responded to within forty-eight (48)-hours, urgent requests within two (2) hours. Outside regular working hours, service response shall be routine - forty-eight (48) hours; urgent - four (4) hours.

2. AREA INFORMATION

USMA is a college campus with a full range of academic, social, and athletic activities. West

Point is also a military installation and a national tourist attraction. West Point is a community for over one thousand five hundred (1,500) military personnel. This community has many recreational areas such as Lake Frederick located near Central Valley, and Round Pond. USMA is located just fifty (50) miles north of New York City, along the west bank of the Hudson River.

3. PERIOD OF PERFORMANCE

Contract will be a Base Year with 4 option years.

4. DEFINITIONS

4.1 Contracting Officer (KO): A person duly appointed with the authority to enter and administer the contract on behalf of the Government.

4.2 Contracting Officer Representative (COR): An individual, designated in writing by the

KO, to act as an authorized representative of the KO to perform specific contract administrative functions within the scope and limitations as defined by the KO.

4.3. Contractor: The individual and/or business performing the work described in this SOW.

The Contractor is responsible for the proper completion of project activities in accordance with these contract specifications even where a subcontractor has been retained to perform the actual maintenance task.

5. INSPECTION, CERTIFICATION, TESTING, REPORT PREPARATION AND REPAIR (TYPE I

Services)

Contractor shall provide all labor, materials, parts and supervision to provide annual inspections, certifications, testing, report preparation and repair of specified doors and shutters in buildings 500, 601, 606, 628, 667, 693, 700, 714, 727, 753N, 758, 845, 950, and 1946; all located at the United States

Military Academy, West Point N.Y. 10996.

The buildings have rolling fire doors, fire shutters and fire curtains requiring annual inspections, certification, testing, reporting and maintenance. The contractor shall inspect, test, report and perform the appropriate maintenance on these doors and shutters to ensure their proper operation during a fire. All work shall be fully documented and all the doors/shutters/curtains certified.

DOORS AND QUANTITIES: see attached Table 1

Contractor shall perform all work in accordance with the National Fire Protection Association

80, (NFPA 80) Standard for Fire Doors and other Protective Opening Protective’s, latest edition, and NFPA 101 Life Safety Code, latest edition.

Fire door and shutter assemblies shall be inspected and tested not less than annually and a written record of the inspection shall be signed and provided to the Contracting Officer Representative

(COR).

Inspection shall include an operational test for automatic closing doors and windows to verify that the assembly will close under fire conditions. The assembly shall be reset after a successful test.

Resetting of the release mechanism shall be done in accordance with the manufacturer’s instructions. Hardware shall be examined, and inoperative hardware, parts, or other defective items shall be replaced without delay.

Contractor shall provide certifications that the fire door, shutter or curtain is compliant with all applicable regulations and codes.

Tin-clad and kalamein doors (if any) shall be inspected for dry rot of the wood core.

Chains or cables employed shall be inspected for excessive wear, stretching, and binding.

Emergency on call service shall be performed on an as needed basis as when called for.

5.1 INSPECTION OF HORIZONTALLY SLIDING, VERTICALLY SLIDING AND

ROLLING DOORS AND SHUTTERS:

• Fire door assemblies shall be visually inspected from both sides to assess the overall condition of door assembly.

• Inspections shall comply with the requirements of NFPA 80 including but not limited to:

• Labels are clearly visible and legible

• No open holes or breaks exist in surfaces of either the door or frame

• Slats, end locks, bottom bar, guide assembly, curtain entry, hood, and flame baffle are correctly installed and intact for rolling steel fire doors

• Glazing, vision light frames, and glazing beads are intact and securely fastened in place, if so

Equipped.

• Curtain, barrel, and guides are aligned, level, plumb, and true for rolling steel doors

• Expansion clearance is maintained in accordance with the manufacturer’s listing

• Drop release arms and weights are not blocked or wedged

• Mounting and assembly bolts are intact and secured

• Attachments to jambs are with bolts, expansion anchors, or as otherwise required.

• Smoke detectors, if equipped, are installed and operational.

• No parts are missing or broken.

• Fusible links, if equipped, are in the correct location; chain/cable, s-hooks, eyes, and other parts are in good condition (i.e., no kinked or pinched cable, no twisted or inflexible chain), and links are not painted or coated with dust or grease.

• Auxiliary hardware items that interfere or prohibit operation are not installed on the door or frame.

• No field modifications to the door assembly have been performed that void the label

• Doors have an average closing speed of not less than 6 in./sec (152 mm/sec) or more than 24 in./sec (610 mm/sec)

• Any deficiencies noted during the inspection process shall identified, priced and submitted to

COR for awareness and approval.

5.2 FUNCTIONAL TESTING:

Functional testing of fire doors and window assemblies shall be performed by Qualified Persons with knowledge and understanding of the operating components of the type of door being subject to testing. A Qualified Person is a person who, by possession of a recognized degree, certificate, professional standing or skill, and who, by knowledge, training, and experience has demonstrated the ability to deal with the subject matter, the work, or the project.

Before testing, a visual inspection shall be performed to identify any damaged or missing parts that can create a hazard during testing or affect operation or re-setting.

Since all doors are linked to the building fire alarm system, a representative from the West Point

Fire Department will be notified 5 days prior to performing inspection, testing and maintenance.

Before testing, a visual inspection shall be performed to identify any damaged or missing parts that can create a hazard during testing or affect operation or resetting.

Acceptance testing shall include the closing of the door by means of activation.

A record of these inspections and testing shall be made in accordance with Chapter 5.2.2 of

NFPA 80 (see Section 5.3 below) Rolling steel fire doors shall be drop-tested twice. The first test shall be to check for proper operation and full closure. The second test shall be done to verify that the automatic closing device has been reset correctly. Fusible links, release devices, and any other moveable parts shall not be painted or coated with other materials that could interfere with the operation of the assembly.

5.3 INSPECTION AND TESTING RECORD KEEPING/REPORT PREPARATION:

Fire door assemblies shall be inspected and tested not less than annually IAW NFPA 80 Standard for Fire Doors and Other Protective Opening Protective’s, latest edition. Inspections shall include an operational test for automatic closing doors to verify that the assembly will close under fire conditions. A written Report of the inspection shall be signed and submitted to the

COR. COR will coordinate with the West Point Fire Prevention Division for access to fire alarm controls as needed to perform functional testing.

A record of all inspections and testing shall be provided that includes, but is not limited to, the following information (in addition to any other requirements of NFPA 80):

• Date of inspection

• Name of facility

• Address of facility

• Name of person(s) performing inspections and testing

• Company name and address of inspecting company

• Signature of inspector of record

• Individual record of each inspected and tested fire door and shutter assembly

• Opening identifier and location of each inspected and tested fire door and shutter assembly

• Type and description of each inspected and tested fire door and shutter assembly

• Verification of visual inspection and functional operation

• Listing of deficiencies in accordance with 5.2.3, Section 5.3, and Section 5.4 of NFPA 80

5.4 REPAIR

As part of the Inspection Report, Contractor shall prepare a detailed cost estimate for performing any repairs required to meet the functionality requirements of the codes and submit it to the COR. Upon review and approval by the COR, Contractor shall perform the required repairs and then revise the applicable Inspection Reports showing which repairs were performed and that the fire doors and shutters are now in compliance with the code requirements.

6. INDEFINITE QUANTITY SERVICE TASKS (Type II services)

6.1 Troubleshoot and repair fire doors and shutters: These tasks will be initiated by direction from the COR as necessary. Replaced defective parts will be returned to COR.

6.2 Perform Inspections, Tests and Reports on additional fire doors and shutters: This task will be initiated by direction from the COR.

6.3 Emergency on call service: shall be performed on an as needed basis as when called for.

7. QUALITY CONTROL

The Contractor shall submit a Quality Control Plan outlining their methods to assure the quality of their services.

8. DATA REPORTING

The contractor shall report all data to United States Army Garrison, ATTN: IMML-PWE (the

COR), 667A Ruger Road, Third Floor Mailroom, West Point, New York 10996-1592, within three (3) days of generating results. Digital files may be e-mailed. All forms shall be completed as PDFs with signature. All hand notations for the field shall be transferred electronically onto

PDF documents. All field notes will be scanned and supplied to the COR for storage.

9. SUBMITTALS

The Contractor shall submit the following with their Bid/Proposal:

9.1 Company qualifications to perform this work (Project Descriptions, Certifications, Licenses, etc.)

9.2 Qualifications, Certifications and Resumes of the personnel who will be performing the work

9.3 Examples of the Inspection and Testing Checklists and Reports proposed to be used for this work

9.4 Proposed schedule for completing the Scheduled (Type 1) portion of the work.

TABLE 1 Building Names and Numbers

Building Number Building Name Number of Rolling Fire Doors

Number of Accordion Doors

Number of Fire Shutters

Number of Elevator Curtains

Location

500 Youth Center 3 Rooms 101, 105 and 115 601 Thayer Hall 5 2 Vertical Doors at Bookstore and 3

Vertical Doors across the hall at Gift Shop 667 DPW 9 2 Horizontal Rolling Door on second floor at Paper Clips (fusible links are painted);

2 Vertical Rolling Doors on first floor at IMES; 2 Vertical Rolling Doors on first floor in Carpenter Shop; and 2 Horizontal

Rolling Doors on the second floor at the old paint shop (one single door and one double door - fusible links are painted and both have rope instead of cable) 1 Horizontal @ DFMWR Warehouse/Loading Dock

693 Arts & Crafts 1 In Kitchen 700 Randal/Kimsey 2 2 Vertical Doors in 3rd Floor Atrium

Area

714 Holleder 1 1 Vertical Door on 2nd Floor at Class of 56 Walkway

727 Arvin Gym 3 2 Vertical Rolling Doors in Hayes Gym (1 on first floor north; 1 on second floor north; and 1 on first floor south):

Shutters (1 in DPE Equipment Room and 1 in DIA Equipment Room)

745D MacArthur 4 Basement/5th/4th/3rd 753N Science Center 5 8 Vertical Curtains attached to Elevator 755 Davis Barracks 1 Vertical Door for Electric Vault 758 Library 22 3 1 2nd Floor has 1 Vert Door, 1 Horizontal

Accordion Door, and 1 Vert Shutter at Circulation Desk; 3rd and 5th Floors each have 7 Vert Doors and 1 Horizontal Accordion Door; and 4th Floor has 7 Vert Doors

845 Laundry Plant 6 6 Horizontal Rolling Doors on first floor (Some have rope instead of steel cable)

950 USMAPS 2 Horizontal Accordion Doors (1 on first floor of Athletic Bldg. and 1 on second floor of Athletic Bldg.)

1946 TMP Admin 1

628 BOSS 1 1 Vert Shutter on First Floor in Kitchen Area

1534 Barth Hall 2 2 Vertical Shutters in Boodlers Café

51 9 9 5 74