PWS Fire Protection System Testing.docx

PERFORMANCE WORK STATEMENT

Fire Protection System/Equipment Testing

1. REQUIREMENT:

This requirement for a recurring service for the testing of Fire Protection Equipment, on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

This procurement is for a Base Year with the possibility of Four (4) One (1) Year Options.

Work shall be performed during the hours of 8:00 a.m. through 4:30 p.m. from Monday through Friday. Excluding weekends and all federally observed holidays. At this time no overtime is authorized.

Any work performed after working hours shall be approved and scheduled by the Contracting Officer Representative (COR/ACOR) as required.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center* 6439 Garners Ferry Road Columbia, SC 29209

*No Outpatient Clinics

*No University of South Carolina School of Medicine Property or Buildings

5. PERFORMANCE REQUIREMENTS:

a. A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

b. Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

c. The Contractor shall provide a recurring life safety testing service, for the Dorn VA Fire Protection equipment. The Contractor shall furnish all labor, travel, equipment, supplies, and materials required to perform maintenance and repair service of the testing of the Fire Protection equipment, to include sprinkler system and suppression system.

d. The Contractor shall complete a recurring service of the annual, semi-annual, and quarterly testing of the Fire Protection Equipment, in all VHA owned buildings and on the campus grounds as applicable, located at 6439 Garners Ferry Road, Columbia, SC 29209.

e. APPLICABLE PUBLICATIONS: The publications listed below form a part of this specification to the extent referenced. The publications are referred to by the basic designation only. The most current edition of these standards shall be applicable:

i. National Fire Protection Association (NFPA):

a. NFPA 13 Installation of Sprinkler Systems

b. NFPA 14 Installation of Standpipe and Hose Systems

c. NFPA 17A Wet Chemical Extinguishing System

d. NFPA 20 Installation of Centrifugal Fire Pumps

e. NFPA 25 Water Based Fire Protection Systems

f. NFPA 70 National Electric Code

g. NFPA 72 National Fire Alarm Code

h. NFPA 80 Fire Doors and Other Opening Protectives (Fire Dampers)

i. NFPA 90A Installation of Air Conditioning and Ventilation Systems

j. NFPA 96 Ventilation Control and Fire Protection of Commercial Cooking Operations

k. NFPA 101 Life Safety Code

l. NFPA 105 Smoke Doors and Other Opening Protectives (Smoke Dampers)

m. NFPA 291 Fire Hydrant Flow Testing and Marking

n. NFPA 2001 Clean Agent Fire Extinguishing Systems

2. Factory Mutual Approved Guide (FM)

3. Underwriters’ Laboratories, Inc. (UL)

4. Fire Protection Equipment Directory

5. The Joint Commission (TJC) Environment of Care Manual

f. CONTRACTOR SPECIAL REQUIREMENTS:

i. The Contractor, at the contractor’s expense, shall obtain licenses for performing fire alarm inspections, testing, maintenance, and repairs from the State of South Carolina.

ii. A South Carolina licensed technician shall be employed by an installer having a State of South Carolina Fire Alarm System and/or Fire Sprinkler Systems licenses., a copy of which shall be given to the VA. This technician shall be present and in responsible charge during all inspections, testing, and authorized maintenance. This technician shall be fully familiar with the types of systems at the VAMC.

iii. Documentation: Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the Contracting Officer prior to the award of the contract. The contractor shall provide to the Contracting Officer and Contractor Officer Representative documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) days prior to that person beginning work under the terms of this contract. The contractor shall ensure that all certificates of training, licenses, permits and bonds are current and valid. All offers shall include documentation and proof of the above certifications and qualifications for each employee.

iv. The fire alarm service technicians shall have a thorough knowledge of and experience with the type of Notifier by Honeywell Fire Alarm System in use at the VA Medical Center, Engineering Division. Technicians shall have attended one or more of the Notifier fire alarm equipment manufacturer maintenance/service training classes and the training certificates shall be provided to the VA. The Contractor shall furnish the names of technicians who shall perform work on these systems, the years of experience and locations where they maintained and repaired these systems.

v. Technicians that will act as the on-site supervisors shall have current Notifier Training Certificates for the Notifier Onyx series NFS-3030, the NFS-640, the ONYX Works Workstation and the Notifier-Net Network. The contractor shall provide the VA the name(s) of the proposed-on site supervisors along with a copy of the certificates with the contract proposal for review by the VA. The Training Certificates shall remain current during the service contract period.

g. PROPRIETARY SOFTWARE:

i. The Fire Alarm System computer workstation is in the Engineering Control Center (ECC) in Building 100 and is the ONYX works workstation by Notifier. Besides ONYX works the workstation is also using “Verifier Tools” software as an integral part of the Notifier fire alarm system. These systems are proprietary to Notifier and the contractor shall be able to work on this system to: make changes in the software after devices are added, deleted or relocated; make changes to the graphics as needed to accommodate device or system changes; import new AutoCAD floor plans into the graphics system; and other tasks as necessary for a fully functioning and up to date system.

ii. The contractor shall have the passwords from Notifier to make software changes to this system. Maintenance of this workstation is fully included in this contract. The contractor shall provide a copy of written proof from Notifier that the contractor has the passwords required.

iii. Updates to the software from Notifier shall be part of this contract and shall be installed by the contractor as they become available.

iv. The contractor shall, at least once a year, make a backup copy of the software for the engineering division fire alarm system and place on a disk and give to the VA COR for safekeeping.

h. The Fire Suppression System technician shall have a thorough knowledge of and experience with the type of FM 200 Clean Agent Fire Extinguishing System and/or Ansul Dry Chemical Extinguishing System in use at the VA Medical Center, Engineering Division. Technicians shall have attended one or more of the FM 200 and/or Ansul equipment manufacturers maintenance/service training classes and the training certificates shall be provided to the VA. The contractor shall furnish the names of the technicians who shall perform work on these systems, the years of experience and locations where they maintained and repaired these systems.

i. Number of Employees. The contractor shall always have available enough capable and licensed employees to enable the contractor to properly, adequately and safely perform all work required under the terms of the contract.

j. Technician shall have experience in the past five years in Fire Alarm System testing, repair, maintenance, installation and related activities of building and equipment comparable to the buildings and equipment by this contract.

k. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The contractor shall be responsible for obtaining any necessary licensure and permits, for complying with any applicable Federal, State and Local laws, codes, and regulations in connection with the work performed and the protection of workers and property.

l. SITE CONDITIONS: Asbestos insulation and lead exists in various locations including confined spaces in the buildings located on the VAMC campus. Routine inspection, testing and maintenance work shall be conducted so as not to disturb asbestos and lead. However, if asbestos or lead is suspected and cannot be avoided, notify the Safety Office to determine the course of action. Contractor shall have their own procedures per OSHA standards for these hazards to complete the inspection and testing.

m. MASTER DEVICE/EQUIPMENT INVENTORY:

n. The contractor shall develop a master inventory of the fire protection devices the master inventory document shall be submitted to the COR within 30 calendar days of contract award. All items shall be recorded and accounted for to maintain a record of each item and its location within the facility as required and/or mandated for inspections and record submittals. The VA shall review for 2 weeks and return to the contractor who shall be required to make any corrections noted. During Inventory the fire alarm devices shall be identified if the device on a recall list and if so, COR shall be notified for replacement of recalled device.

o. Any changes, updates, and/or removal of any system/equipment items shall be annotated on the inventory during each incident. A revised report shall replace the current report each time.

p. Existing Fire Alarm System device location drawings and Sprinkler/Standpipe System zone location drawings shall be maintained and updated by the contractor. One of two onsite working copies shall be checked out from the VA engineering office at each site visit. The drawings shall be red lined with noted changes and new updated drawings returned to the VA annually within 30 days of the annual visit.

q. Current listing of all items and its location shall always be maintained, and revised copies shall be emailed to the designated COR/ACOR for updating with each binder as required.

r. The following is an APPROXIMATE listing of the number of devices in the hospital which shall require service. This listing is not claimed to be 100% accurate and is given only as an estimated to the bidder. Each bidder shall be responsible for scheduling a site visit to determine exact locations and quantities of the devices to be maintained.

1. There are approximately 2642 Various Devices on the Medical Center Complex.

2. There are approximately 6 Dry Pipe Fire Sprinkler Systems

3. There are approximately 5280 Fire Sprinklers

4. There are approximately 2 FM200 Clean Agent Fire Extinguishing Systems

5. There are approximately 420 Fire Dampers

6. There are approximately 6 Ansul Dry Chemical Extinguishing Systems

7. There are approximately 1 Anti-Freeze Fire Sprinkler Systems

8. There are approximately 20 Hydrants Located on the Medical Center Complex

9. There are approximately 40 Backflow Prevention Devices on Water Lines

10. There are approximately 3 Backflow Prevention Devices on City Lines

11. Reference ‘Attachment A’ below

s. Check-In Requirements: Contractor and all Contractor’s Service Personnel shall check in and out with Engineering Control Center (ECC), Building 100 prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

t. Repairs: Critical and Non-critical Repairs. The labor portion of system repairs, annual software updates, and system programming updates of the fire alarm system and repairs to the sprinkler system water flow and valve tamper switches are included in this contract. The material portion of system repairs (including battery replacement) shall be invoiced per GSA schedule pricing or the lowest available price. Initial response to repair calls shall be based on the nature of the repair, and whether, in the opinion of the VA, it is critical or non-critical in nature. Critical repairs are those repairs affecting the continued occupancy of a building, or the safety of occupants in a healthcare building, or certain operations that are critical in nature.

1. Critical repair response: Due to the emergency nature of critical repairs, the VA representative shall make the requests for repairs verbally. Requirements for critical repairs include:

a. After being notified of a repair request, make live voice contact with the ordering official within one hour, have a qualified technician on-site within 2 hours, and complete the repair within 16 hours.

b. If the local technical representative cannot identify the problem within 16 hours, they shall escalate the problem to the next technical level and the National Accounts level as necessary to identify the problem and provide a solution.

c. If the fire alarm system cannot be repaired within 16 hours, the technical representative shall notify the COR with a proposal for completing the work, including a not-to-exceed cost and the time required. The proposal may be approved verbally by the COR (to order parts and schedule the work) but shall be approved by the Contracting Officer before proceeding with the work. A verbal approval shall be followed by a written work invoice.

d. Update the COR on the status of the repairs every 24 hours until repairs are complete.

u. Non-critical repairs: Requests for repairs shall be set forth in request for cost estimate with listing the type of equipment, description of the malfunction, and the facility point of contact. Requirements for non-critical repairs include:

i. After being notified of a repair request, make live voice contact with the ordering official within two hours, have a qualified technician on-site within 8 hours, and complete the repair within 48 hours.

ii. If the local technical representative cannot identify the problem within 48 hours, they shall escalate the problem to the next technical level and the National Accounts level as necessary to identify the problem and provide a solution.

iii. If the fire alarm system cannot be repaired within 48 hours, the technical specialist shall notify the Contracting Officer Representative with a proposal for completing the work, including a not-to-exceed cost and the time required. The proposal may be approved verbally by the COR (to order parts and schedule the work) but shall be approved by the Contracting Officer before proceeding with the work. A verbal approval shall be followed by a written work order.

iv. Update the COR on the status of the repairs every 24 hours until repairs are complete.

v. Contractor shall provide in writing before leaving the building.

vi. Suspected cause(s) of the malfunction(s) and actions to prevent reoccurrences.

vii. A list of components used to make the repair.

viii. Failure of the Contractor to report before and after performing a repair shall be cause for the VA to withhold payment for such service.

ix. Failure of the Contractor to respond to the requirements of an emergency within two (2) hours and non‐emergency repairs within an 8‐hour period shall be cause for termination of the contract. When Contractor is terminated because of the Contractor’s failure to provide services as agreed, payment shall be made for the contractor’s services that have been provided through the termination date. No payment shall be made for any scheduled maintenance services that have not been provided by the contractor prior to termination of this contract. Damages may be assessed against the Contractor if a new contract shall be issued to another firm to cover unfulfilled service of this contract.

v. TESTING REQUIRMENTS: Performed from the Month of the last test each year, every device requiring annual testing shall have been tested once. Every device requiring semi-annual testing shall have been tested twice; and every device requiring quarterly testing shall have been tested four times. These tests shall meet The Joint Commission requirements of annual tests being conducted plus or minus 30 days from the last annual test; Plus, or minus 20 days for semiannual tests; 10 days plus or minus for quarterly required tests. Contractor shall verify the correct operation and shall make all repairs to the system. All test methods shall follow applicable publications and shall be documented.

w. ANNUAL INSPECTION AND TESTING:

i. Shall be performed during the month of JANUARY. (Exception- fire alarm devices that will affect the FM200 shall be tested/inspected during FM200 testing).

ii. All inspections shall be in accordance with the most current edition of the National Fire Prevention Protection Association (NFPA) as stated in Applicable publications.

iii. Inspections and preventive maintenance: Shall consist of technical inspection, cleaning, oiling adjusting, calibrating, replacing parts and maintaining equipment in excellent operating condition. The contractor shall make thorough technical inspection of the equipment in accordance with current applicable publications guidelines and, with the commercial practice governing maintenance of the type of equipment involved.

iv. Elevator Recall System testing during this period shall be coordinated with the Elevator Maintenance Contractor by the designated COR/ACOR.

v. Fire pump and jockey pump test shall be conducted annually and shall include: inspection; testing and maintenance of flow condition; hydraulic system; mechanical transmission; electrical system; and motor.

x. The following tests/ inspection shall be performed during the month of MAY:

i. Water Line Backflow Prevention Devices – Testing to be performed utilizing Certified Testing Equipment by Backflow Preventer Qualified and Certified by South Carolina DHEC (Department Health Environmental Control Testers).

ii. City Line Backflow Prevention Devices. These are located on the incoming water lines from the city near the facility property lines in three (3) different locations.

iii. Inspection report shall be completed within five (5) business days after the testing and inspection as this report is mandated by the City of Columbia each year.

y. QUARTERLY INSPECTION AND TESTING: Shall be performed during the months of January, April, July, and October.

z. SEMI-ANNUAL INSPECTION AND TESTING: Shall be performed during the months of April and October.

1. TEST AND INSPECTION:

a. Sprinkler System Water Flow and Valve Tamper Switches

b. All Kitchen Hood Automatic Fire Extinguishing Systems

c. FM200 Clean Agent Fire Extinguishing Systems

2. FOUR YEAR INSPECTION AND TESTING: Shall be performed during the month of February 2020

a. TEST AND INSPECTION: Fire Dampers

3. FIVE YEAR INSPECTION AND TESTING: Shall be performed during the month of October 2023.

a. TEST AND INSPECTION: Standpipes Systems with Water Flow (automatic only): Complete in October 2023.

aa. Additional Requirements

i. All required repairs, parts, and defective batteries found during any of the above inspections shall be replaced as necessary with a charge for parts only (per GSA schedule or lowest available price) and shall be approved and arranged through the designated COR/ACOR (Contracting Officer Representative / Alternate Contracting Officer Representative) prior to the commencement of the repair. All repairs shall be completed within (5) Five Business days from completion of Inspection unless undue circumstances such as waiting on parts, weather, inaccessibility, etc.

ii. Testing of Horns, Audio, Strobes, and various other devices that may cause disruption of systems which may then be required to be performed after-hours and/or on weekends and shall be coordinated/scheduled by the designated COR/ACOR.

ab. KITCHEN HOOD INSPECTIONS: The Contractor shall perform the required Semi-Annual Hood Inspections and Automatic Extinguishing System Inspections during the months of February and August only. These Inspections shall be performed all in the same day, if possible.

i. Wet Chemical fire extinguishing systems shall be inspected, tested and maintained in accordance with applicable publications.

ii. Parts: Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the contractor. All parts shall be of current manufacture and shall have full versatility with presently installed equipment.

iii. The Contractor shall provide a written notification no later than two (2) weeks in advance of the inspection to allow for proper scheduling/coordination with all parties involved preventing interfering with servicing patient meals.

iv. This notification shall be delivered to the designated COR/ACOR either by email and/or an agreeable method determined by both parties.

ac. REPORTING:

i. The Contractor shall be responsible for maintaining documentation of all Fire Sprinkler Inspections, and the Kitchen Hoods; FM-200 Suppression, providing the required The Joint Commission Report (to the designated COR/ACOR within five (5) business days following each inspection.

ad. GENERAL REQUIREMENTS:

i. The Contactor shall notify the designated COR and/or ACOR in writing within sixteen (16) hours of the existence of the development of any defects, any Fire System or Fire Suppression System that is inoperable, and/or any repairs required to maintain any of the Fire Alarm or Fire Suppression Systems within the facility.

ii. Any threat that poses an immediate danger to the building’s occupants shall immediately be brought to the attention of the designated COR/ACOR, and/or Service member if unavailable.

iii. Future installation of new devices or deletion of existing devices to the various systems within this requirement may occur throughout this procurement. These items may be required to be added through a contract modification. If that does occur a quote for the additional items shall be obtained and the procurement shall be modified appropriately to adjust for this change.

iv. FIRE ALARM MODIFICATIONS BY OTHERS: Renovation and construction projects on other contracts occasionally modify the existing fire alarm system by relocating devices, installing additional devices or deleting existing devices. At the end of each renovation of construction project the VA shall receive the as‐built drawings in AutoCAD format from the contractor indicating the fire alarm work done on that contract. The fire alarm testing and maintenance contractor shall be required to do the following for each of these renovations:

v. Use the AutoCAD drawing to update the floor plan in the ONYX Works and Verifier Tools software on the computer.

vi. Make all changes necessary in the computer software to indicate and accept the changed components.

vii. Update the existing fire alarm field device as-built drawings.

viii. The Contactor shall ensure work performance disruption conducted in areas that maintain patients and/or other occupants are kept to a minimum.

ix. The Contractor shall ensure proper signage is always posted in work areas when conducting repair service.

x. Contractor shall ensure all tools and equipment are always secured.

xi. Tools and equipment shall be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each work day.

xii. All debris shall be removed from the work location and facility upon completion of work each day.

xiii. Smoking is not permitted within the facilities at any time. The WJB Dorn VA Medical Center is a smoke free campus. Smoking is not permitted indoors or on campus (except at the Regional Office location), to include parking lots, at any time. All smoking shall be conducted at designated smoking areas.

xiv. CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in Building 20 prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

xv. SAFETY REQUIREMENTS:

1. Contractor shall ensure all tools and equipment are always secured. Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday. All debris must be removed from the facility upon completion of service each day.

2. All personnel are required to properly wear, approved masks when entering or working in any of the specified areas at the time of contract and/or changes that occur to the facility policy at any given time of the duration of the contract. If masks are to be worn: They are to be non-surgical type masks, no cloth or homemade masks, at all times. Any personnel caught without wearing an approved mask will be escorted out of the facility.

3. Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. 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 by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Attachment A:

Quality Assurance Surveillance Plan:

Paragraph Location

Standard

100% of the time

5.dd. xii.

Clean work area

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