PWS for Fire Alarm Maintenance.pdf

Performance of Work Statement (PWS) for Fire Alarm & Mass Notification

Maintenance

1.0 INTRODUCTION

1.1 The United States Coast Guard Academy (CGA) is procuring services to conduct inspection, troubleshooting, maintenance, and repair of the Notifier Fire Alarm (FA) Systems, Auto Call

Fire Alarm (FA) Systems, and Mass Notification Systems (MNS) at the Coast Guard Academy, New London CT. All work shall be performed in accordance with the PWS, all current applicable State and Federal Regulations, National Fire Protection Agency (NFPA) 72, National

Fire Alarm and Signaling Code, Chapter 14 Inspection, Testing and Maintenance, and NFPA 4, Standard for Integrated Fire Protection and Life Safety System Testing. This is a base plus

4 option year contract.

1.2 The Contractor shall provide all necessary labor, equipment materials and perform all operations in conjunction with inspecting, troubleshooting, maintaining, and repairing the Academy Fire

Alarm Systems, Mass Notification Systems, and related equipment. The contractor shall also always ensure the system complies with the most recent provisions of all current applicable State and Federal Regulations, National Fire Protection Agency (NFPA) 72, National Fire Alarm and

Signaling Code, and NFPA 4, Standard for Integrated Fire Protection and Life Safety

System Testing.

2.0 BACKGROUND

The U.S. Coast Guard Academy is located on the westerly shore of the Thames River in New

London, CT. The Coast Guard Academy was constructed in 1932 at its current location. The original campus was comprised of eight buildings. Over the last seventy-seven years, the Coast

Guard Academy has added 22 additional structures.

Today’s Coast Guard Academy is committed to strengthening the nation’s future by educating, training, and developing leaders of character who are ethically, intellectually, professionally, and physically prepared to serve their country and humanity, and who are strong in their resolve to build on the long military and maritime heritage and proud accomplishments of the United States

Coast Guard.

The FA system is Notifier brand. The FA system is integrated with a Mass Notification System

(MNS) manufactured by Siemens and is being upgraded to Notifier in spring of 2023. The MNS consists of audio alert and visual alert components, the visual portion is largely video based with an LED text messaging element.

The specifications contained herein are intended to describe the scope and nature of work required to test the FA system at the Coast Guard Academy (CGA) to protect life, property and ensure the continued mission of the CGA.

3.0 SCOPE

3.1 Periodic Testing, Inspection and Maintenance Work. Schedule annual, semi-annual, quarterly tests and inspections.

3.2 Emergency Service Calls and Repairs. Work which takes precedence over all other work, and which is needed to correct and eliminate a condition that causes the system or a system component to become undependable or inoperative. Emergency work shall begin within four hours of notification, and continue without interruption until the condition is corrected, regardless of normally scheduled work hours, weekends, or holidays.

3.3 Routine Service Calls and Repairs. Work which shall be accomplished during normal work hours

(0730 –1600 Monday through Friday except Federal Holidays) that is not of an emergency nature.

4.0 CONTRACTOR FURNISHED ITEMS

4.1 General. The contractor shall provide all equipment and licensed personnel needed to test all FA and MNS systems, devices, recalls, shutdowns, firmware updates as required and all other associated FA and MNS devices (e.g., Elevator recalls, smoke detectors, heat detectors, etc…) at the CGA. See Appendix A for device listings.

4.2 Contractor will utilize CGA provided device list with descriptions to test, check sensitivity (adjust or replace as necessary) and clean each device after verifying a signal has been received at the building fire alarm control panel (FACP). Ensure that a fire alarm from every automatic and manual device in each building is received at the Vision 21 Command and Control Center (by

Signal Communications) in Munro Hall.

4.3 The contractor will provide/schedule a licensed elevator contractor (at no expense to the

CGA) to provide access to devices within elevator shafts, pits etc. and to reset the elevators once testing is complete. See Paragraph 4 for buildings that require elevator access.

4.4 Contractor shall test all control equipment, batteries, powers supplies and associated equipment IAW the current edition of NFPA 72, National Fire Alarm and Signaling

Code, Chapter 14 Inspection, Testing and Maintenance, and NFPA 4, Standard for

Integrated Fire Protection and Life Safety System Testing.

4.5 Contractor will provide test reports in the form of one (1) hard copy and one (1) PDF format via CD/DVD.

5.0 BUILDINGS TO BE TESTED: See Appendix A for device totals per building.

1. Alumni Center (elevator access)

2. Billard Hall

3. Boiler Plant

4. Chapel

5. Chase Hall A Annex

6. Chase Hall B Annex (elevator access)

7. Chase Hall C Annex (elevator access)

8. Chase Hall D Annex (elevator access)

9. Chase Hall E Annex (elevator access)

10. Chiller Plant

11. Dimick Hall

12. Eagle Pier

13. Hamilton Hall (elevator access)

14. Ida Lewis (Child Development Center)

15. Jacobs Rock

16. Johnson Hall (elevator access)

17. Leamy Hall

18. McAllister Hall (elevator access)

19. Michel Hall (elevator access)

20. Munro Hall (elevator access)

21. Maritime Center of Excellence (MCOE) (elevator access)

22. O’Club

23. Paint Shop & 90 Day Storage

24. Roland Hall

25. Rowing Center

26. Sail Loft

27. Satterlee Hall (elevator access)

28. Shops Building

29. Smith Hall (elevator access)

30. Smith Hall Chemical Storage Shed

31. Waesche Hall (elevator access)

32. Yeaton Hall (elevator access)

6.0 APPLICABLE DOCUMENTS

6.1 The most current edition of the codes listed in the table below shall be complied with explicitly.

Where the code allows interpretation, this specification shall provide all necessary amplifying information.

CODE NO. SUBJECT TITLE

NFPA 4 Standard for Integrated Fire Protection and Life Safety System Testing

NFPA 72 Standard for installation, maintenance, and use of protective signaling systems.

NFPA 70 National Electrical Code

7.0 TECHNICAL REQUIREMENTS

7.1 Qualifications of the Contractor. The contractor shall be able to troubleshoot, maintain, repair, and upgrade firmware to the systems installed at the Coast Guard Academy. Technicians shall be qualified IAW NFPA 72, chapter 10.5.3 The Academy fire alarm systems are primarily

Notifier brand.

7.2 Periodic Testing and Inspection Work. Schedule annual, semi-annual and quarterly tests and inspections.

7.2.1 The purpose of periodic testing is to verify the ongoing operation of the system. NFPA 4 and NFPA 72 give guidance for testing procedures and periodicity requirements.

7.2.2 Annual and Semiannual Inspections &Tests. The Contractor shall perform the required annual and semiannual inspections & tests of the system in accordance with the specified timetables listed in paragraphs 7.3.1 and 7.3.2. The contractor shall install the latest upgrades to the Notifier panels, at a minimum, annually, prior to commencing the inspection & testing.

7.2.3 The first inspection & testing period (Semiannual) shall occur when the Academy cadets have departed on holiday leave in December and shall be completed prior to the resumption of classes in January. This shall consist of performing all semiannual inspections, tests, and maintenance requirements of: (a) NFPA standard on automatic fire detectors, (b) NFPA standard for protective signaling and mass notification systems, (c) Manufacturers specifications. All detector devices in Chase Hall shall be cleaned. A list of current prices for components (parts, hardware, etc.) of the alarm system needing to be replaced or repaired and an estimate of man-hours required to affect repairs shall be submitted to the government for approval. The contractor will then be notified for repairing/replacing these items as necessary under the scheduled maintenance work section of this contract.

7.2.4 The second inspection & testing period shall occur when the Academy cadets have departed after commencement exercises in May and shall be completed prior to the arrival of the Fourth Class, in July. This shall consist of performing base wide annual (excluding

Chase Hall) and semiannual inspections, tests and maintenance requirements of: (a) NFPA standard on automatic fire detectors, (b) NFPA standard for protective signaling and mass notification systems, (c) Manufacturers specifications. All detector devices throughout the Academy, with the exception of Chase Hall, shall be cleaned. The Contractor shall replace or repair as necessary, all malfunctioning components following the procedures detailed in the paragraph above

7.2.5 Quarterly Inspection Test. The Contractor shall perform four quarterly tests. The

Contractor must schedule inspections with Coast Guard Representative. The tests shall be scheduled to begin during the first week of February, April, August, and October. The quarterly inspection & tests shall consist of performing all quarterly inspections, tests, and maintenance requirements of NFPA 72, NFPA 4, and manufacturer’s specifications. The

Contractor shall submit to the government a condition report detailing any conditions failing to meet the requirements of the NFPA standard for protective signaling and mass notification systems. A list of current prices for components (parts, hardware, etc.) of the alarm system needing to be replaced or repaired and an estimate of man-hours required to affect repairs shall be submitted to the government for approval. The Contractor will then be notified for repairing/replacing these items as necessary under the scheduled maintenance work section of this contract.

In Case of fire alarm system failure at times not scheduled for maintenance and testing, the contractor shall respond to emergency calls from the Contracting Officer, Contracting

Officer Technical Representative (COR), or in case of an emergency during other than normal work hours, the Academy Fire Marshal. Types of unscheduled repairs and costing are address elsewhere in the specification.

7.3 Emergency Service Call. The Contractor shall render repair service whenever the system or its components, for any reason, become undependable or inoperative. The Contracting Officer or

COR shall notify the Contractor whenever such emergency maintenance is required.

7.3.1 Contractor shall respond to emergency service calls by telephone within 30 minutes and be able to have a technician on site within 4 hours if needed and proceed with action, without interruption, until the condition is corrected, regardless of normally scheduled work hours, weekends, or holidays. Any material or equipment provided shall be listed for use with the existing Notifier and devices that comprise the Academy alarm system. Any component of the system which is replaced shall be retained by the contractor until it can be properly inspected by the COR.

7.3.2 For the purpose of this contract, emergency wage rates will be defined as follows:

- Emergency work commencing during normal working hours – this condition exists if the contractor is called in for emergency repairs and work is commenced during the normal workday Monday through Friday (0730-1600). The contractor shall be paid at this rate for as long as it takes to complete the work, even if the work is continued on after the normal workday.

- Emergency work commencing after normal working hours – this condition exists if the contractor is called in for emergency repairs and work is commenced after the normal workday Monday through Friday (after 1600 – before 0730). The contractor shall be paid at this rate for as long as it takes to complete the work, even if the work is continued on into the normal workday. The contractor shall provide an emergency contact phone number.

- Documentation. After completion of work, the Contractor shall submit all relevant documentation to the COR within seven (07) calendar days. Relevant documentation includes service manuals, wiring diagrams, start-up procedures, warranty information, etc.

7.4 Routine Service Calls. This section applies to conditions when the contractor’s services are required to troubleshoot a suspected problem with the system or make repairs that are not of an emergency nature. Scheduled work is to be completed during normal work hours, which are from 0730 to 1600 Monday through Friday except for Federal Holidays.

7.4.1 The contractor shall render service during normal work hours whenever the system or system components need to be inspected or maintained as deemed necessary by the government. The Contracting Officer shall notify the Contractor whenever such maintenance is required. The Contractor shall respond to this notification with three working days, working only during normal working hours until the work is completed. The

Contractor shall notify the government of any conditions, which fail to meet requirements of NFPA 72, NFPA 4, and manufacturer’s specifications.

7.4.2 In addition to the annual, semiannual, and quarterly inspection tests, the contractor shall supply all material and conduct the following tests as necessary: (1) all acceptance tests after alteration, (2) the tests following exposure to fire, (3) any tests required by the applicable codes, but not listed in this specification. These inspections shall be scheduled and conducted in accordance with the procedures set forth under the Scheduled

Maintenance Section of this contract.

7.4.3 Response Time and Troubleshooting. The Contractor shall respond to routine service calls within 24 hours of notification. The Contractor shall perform initial troubleshooting to determine the nature and extent of the failure. If repairs can be made at the time of the initial response, the Contractor shall execute the repairs.

7.4.4 Cost Estimate. If the repairs cannot be made during the initial response, the Contractor shall provide a repair estimate to the COR within 48 hours of the initial service call. The cost estimate shall include an itemized listing of materials/parts/equipment where the unit price of any component exceeds $100.00, labor hours with contract labor rates, lead times when applicable and estimated repair start and completion dates. Incidental materials and parts below a unit price of $100.00 can be combined into a single line-item price. The repair estimate should NOT include labor hours for the initial service call to determine the nature and extent of the failure. The initial service call should be invoiced separately under

Contract Line-Item Number (CLIN) covering Routine Service Calls and the provisions of paragraph 2.6.2.

7.4.5 Repair Authorization. The Contractor must receive written authorization from the

Contracting Officer prior to ordering any parts and repairing the diagnosed failure.

7.4.6 Repairs of over $5,000.00 or less. The KO will provide written authorization via the issuance of a Modification. Upon receipt of this Modification, the Contractor may order parts and materials needed to perform the repairs.

7.4.7 Repair Time. For repairs of $5,000.00 or less, the Contractor shall complete all routine repairs within seven (07) calendar days. If materials must be ordered, the Contractor shall complete repairs with seven (07) calendar days after receipt of the materials. For repairs over $5,000.00, the period of contractor performance will be identified in the Modification.

7.4.8 Documentation. After completion of work, the Contractor shall submit all relevant documentation to the COR within seven (07) calendar days. Relevant documentation includes service manuals, wiring diagrams, start-up procedures, warranty information, etc.

7.5 Equipment and material found to be defected during the required periodic testing portion of this specification shall be brought to the attention of the COR as soon as possible and shall be repaired or replaced upon government approval. The Contractor shall repair or replace this equipment or material as necessary, beginning work within three working days after government notification, working only during normal working hours until the work is completed, or notify the COR for delay. Any equipment or material provided and installed by the Contractor shall be listed for use with existing Notifier equipment and devices that comprise the Academy fire alarm system.

7.6 Material & Performance. All parts damaged, broken, or worn beyond useful life shall be replaced with new parts meeting the design requirements of the parts replaced. All work shall be of the highest quality in every detail and shall be of the same quality as the original installation. Only parts manufactured by the system manufacturer shall be used as replacements. Replacement parts shall also be UL listed for use as part of a system assembly. COR will supply ready use material when available.

7.7 Spare Parts & Removal of Unserviceable Parts. No parts or material shall be stored on site. The

Contractor shall remove from the Academy and properly dispose of all parts, debris, lubricants, and other materials no longer usable under this contract. Upon removal, all State of Connecticut

Department of Environmental Protection (DEP) and United States Environmental Protection

Agency (EPA) regulations shall be complied with.

7.8 Government Inspection. All work completed under this contract shall be subject to inspection by the Contracting Officer, the COR or other designed representative during and after the completion of each task. Unsatisfactory work shall be corrected at no additional cost to the government. All fire alarm & mass notification system components shall be maintained at the level necessary to ensure compliance with NFPA 4, 72, and 72E.

7.9 Site Visits. At the beginning of each visit to the Academy, Contractor personnel shall report in person to the Contracting Officer’s Technical Representative (COR) in the Academy Safety

Office during normal work hours. Other than normal working hours, Contractor personnel shall meet with the Academy Duty Engineer or Fire Marshal. Contractor personnel shall log in/out in person with the COR, Fire Marshal, or the Duty Engineer prior to commencing work and departing the Academy.

7.10 Hazardous Conditions. Should the Contractor discover a hazardous condition within the alarm system during the course of this contract, the Contractor shall notify the Contracting Officer, COR, Fire Marshal, or Duty Engineer immediately.

7.11 Hazardous Materials. The Contractor shall be solely responsible for contractor generated or owned hazardous material. While performing work specified herein, if hazardous materials are utilized or encountered, the Contractor shall notify the COR immediately. The Contractor’s responsibility for handling hazardous materials is incidental to work performed, i.e., the

Contractor shall handle, remove, and properly dispose of only those hazardous materials necessary to complete contract work. The Contractor shall adhere to all safety requirements as specified by Federal, State of Connecticut, local laws USEPA, DEEP, and OSHA regulations pertaining to the handling of hazardous materials. The Contractor shall submit copies of SDS to

COR 15 days after contract award.

8.0 DELIVERABLES

8.1 Inspection Forms. The Contractor shall submit an inspection form that will be used in the execution of the contract that conforms to the requirements of NFPA 72, Chapter 7, Section 7-8, and NFPA 4, Chapter 7. Forms shall be sorted by building and shall indicate the number of each zone as it is shown on the fire alarm panel. This inspection form shall be submitted to the COR for approval within 15 calendar days after the contract award date.

8.2 Periodic Inspection and Testing Requirements. The Contractor shall submit the manufacturer’s testing and inspection requirements for equipment and devices installed. These requirements shall be submitted to the COR within 15 calendar days after the contract award date.

8.2.1 Schedule. The Contractor shall submit a schedule showing actual performance periods for the required periodically recurrent inspection and testing required by NFPA 72, and NFPA

4. Also included in this submittal shall be the performance periods for specific periodic testing and inspection requirements established by the fire alarm system manufacturer. The

Contractor shall provide to the Contracting Officer for approval, a schedule of all maintenance operations for the length of the contract, within 15 calendar days after the award date of the contract.

8.3 Inspection Reports. Completed inspection forms shall constitute inspection reports and shall be submitted by the Contractor to the COR within five working days after the completion of each inspection.

8.4 Maintenance Reports. The Contractor shall submit maintenance reports to the COR after performing any maintenance activity other than the required periodic testing and inspections.

The report format shall be similar to the inspection report format and shall contain all information required by the Inspection Report. Reports shall also document the maintenance procedures performed and shall include a detailed description of the symptoms diagnosis and subsequent action taken, quantitative analysis of the effectiveness of routine maintenance, and recommendation for changes in routine inspection and testing. The documentation of maintenance procedures shall be in narrative form with a paragraph for each of the following general categories: Symptoms, diagnosis, action taken, material and man-hours expended, and analysis of routine inspection and testing.

8.5 Contact. A description of the procedures to be taken to contact the Contractor, to report situations requiring normal or emergency maintenance for any given hour of any day of the year shall be submitted prior to start of work on this contract. This with the understanding that effectively, the contractor is able to provide service 24 hours a day every day of the year.

9.0 PERSONNEL REQUIREMENTS/QUALIFICATIONS

9.1 IAW NFPA 72, 10.5.3.3, the Contractor shall employ personnel (1) who are factory trained and certified for the specific type and brand of the system being serviced, (2) who are certified by a nationally recognized certification organization acceptable to the AHJ, (3) who either individually or through their affiliation with an organization that is registered, licensed, or certified by state or local authority to perform service on systems addressed within the scope of this code, (4) who are employed and qualified by an organization listed by a nationally recognized testing laboratory for servicing of the systems within the scope of this code, to perform the required work of this contract. They shall be trained to diagnose and repair all equipment and devices within the Academy’s fire alarm & mass notification system. All employees assigned by the Contractor to perform work under this contract shall be physically able to perform assigned work.

9.2 Certification Licenses. The contractor must submit a current copy of their certification that they are an authorized Engineered Service Distributor for the Notifier equipment. The contractor must also demonstrate that they are knowledgeable with the proper operation and testing of the Sig-

Com DTX Radio boxes, MNS-100, ECS and MNS-LOC-R panels as well as Cable Tronix CT-

FSAM550 Modulators, VMV Video Message Generators and Video Message Display Monitors.

Employees performing this work shall hold a minimum L-6 license as issued by the State of

Connecticut.

9.3 Project Manager. The Contractor shall provide a Project Manager who shall be responsible for all

Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project

Manager without prior approval from the Contracting Officer. The Project Manager shall be available to the COR via telephone between the hours of 7:30 a.m. and 4:00 p.m. EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 04 hours of notification.

9.4 Employee Identification. Contractor employees visiting Government facilities shall wear an identification badge or uniform shirt that, at a minimum, displays the Contractor name. Visiting

Contractor employees shall comply with all Government escort rules and requirements. All

Contractor employees shall identify themselves as Contractors when their status is not readily apparent.

9.5 Employee Conduct. Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities.

The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States Coast Guard or the Department of

Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety, security and authorized smoking areas.

9.6 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting

Officer will provide the Contractor with a written explanation to support any request to remove an employee.

10.0 QUALITY CONTROL (QC) REQUIREMENTS

10.1 Contractor QC Plan (QCP): The Contractor shall develop, submit within one week after contract award, contractor quote for evaluation and maintenance a QCP delineating the Contractor’s QC program/inspection system to monitor and control their performance of services, as required in accordance with Section 6.0, Deliverables, herein.

10.2 The QC program/inspection system shall encompass all functions of the contract. The contractor shall develop and implement quality control procedures addressing the areas identified in the

PWS herein and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Contractor’s management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

10.3 QC Program/Inspection System shall include, but is not limited to, the following:

I. Introduction to the Quality Control System.

A. Background and Rationale for the System

B. Objectives in using Quality Control

C. Success with and updates for the system

II. Grounds Maintenance Services Quality Control Process

A. Steps & Flow Diagram

B. Inspection Procedure

C. Means of Identifying and Resolving Problems

D. Roles and Responsibilities

II. Specific Quality Control Functions

A. Performance schedule (covering all the service requirements of this contract, scheduling, Submissions in Completing Reports, Availability of Supervisor/Alternate.

a. Work Control

b. The type of equipment and products to be used

B. Sanitation & maintenance of the Facility (including employee areas)

C. Maintenance/Equipment Compliance w/OSHA

D. Labor Practices (hiring, retention & rewards, and substitutions)

E. Waste Management (including recycling)

F. Security & Safety Compliance w/OSHA

IV. Contingencies

A. Special Event, Emergency Situations, or As Required

a. Procedures to be used

b. Obtaining additional employees

c. Minimum man hours to be charged

B. Strike Contingency Plan

10.4 PERFORMANCE REQUIREMENT SUMMARY

Performance Objective PWS Para Performance Threshold

Periodic Testing, Maintenance, and Inspection

Work

3.1 Schedule annual, semi-annual, and quarterly tests

and inspections

Emergency Service Calls 3.2 Response within required time and emergency repairs completed

Routine Service Calls 3.3 1. All inspection, repairs, tests, and upgrades of alarm system completed in accordance with approved scheduled

2. All maintenance repairs after each scheduled maintenance

3. All required inspection reports submitted on time, and accurately describe problems

11.0 GOVERNMENT QUALITY ASSURANCE REQUIREMENTS

11.1 Fundamental Government Responsibilities

11.1.1 The Contracting Officer’s Technical Representative (COR) is responsible for representing the Contracting Officer for all facets of Alarm & Mass Notification system quality.

11.1.2 The designated personnel will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept on behalf of the Contracting Officer

11.1.3 Government personnel, other than the Contracting Officer and the COR, may, from time to time, observe the Contractor’s operations. However, these personnel may not interfere with Contractor performance.

11.2 General Quality Assurance Functions

11.2.1 To facilitate the surveillance of the Contractor’s quality program by the Government, the

COR will verify contractor compliance with designated performance requirements. In additions, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance.

11.2.2 With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contact. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor’s QCP regularly for compliance with the requirements herein.

11.3 Specific Quality Assurance Functions

11.3.1 The COR shall establish an Inspection Schedule using the Quality Checklists from the

Contractor’s QC Program. The COR shall perform the following qualitative Surveillance

Plan (QASP):

11.3.1.1 Carry out periodic inspections using the Quality Checklists.

11.3.1.2 Report findings resulting from these inspections to the Contractor/Contracting

Officer.

11.3.1.3 If discrepancies are discovered as a result of the periodic inspections, or any other means, use Contact Discrepancy Report (CDR) to communicate them to the contractor and follow up to ensure nonconformance are corrected.

11.3.1.4 The COR shall meet with the Program Manager/Supervisor/Shift Leader as agreed to or as often as necessary. The contractor and COR shall sign the written minutes of these meetings, prepared by the COR. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non-concurrence in writing to the COR within 5 calendar days of receipt of the signed minutes.

11.3.1.5 Follow up to ensure customer surveys are conducted properly and contractor responds fully to concerns.

11.3.1.6 Review changes as well as initial and annual equipment inventories.

11.3.1.7 Take appropriate actions based on Health, Safety, Environmental and any other inspection results.

11.3.1.8 Perform annual and final performance evaluation.

11.4 Authority Having Jurisdiction (AHJ). The organization officer, or individual responsible for

“approving” equipment, an installation, or procedure. Chief, Facilities Engineering Division has this responsibility at the Coast Guard Academy. However, for the purpose of this contract, the

Contracting Officer shall transmit all indication of approval or disapproval.

12.0 TEST AND INSPECTION OVERVIEW

Contractor will perform inspection and diagnostic tests for peripheral devices connected to the facility fire alarm system. Peripheral devices shall be functionally tested in accordance with the current edition of the

National Fire Protection Agency (NFPA) 72, National Fire Alarm and Signaling Code, Chapter 14

Inspection, Testing and Maintenance.

The contractor shall provide all equipment and licensed personnel needed to test all FA systems, devices, recalls, shutdowns, and all other devices associated with Fire Alarm (e.g., Elevator recalls, smoke detectors, heat detectors etc.) at the CGA. The contractor will provide/schedule a licensed elevator contractor (at no expense to the CGA) to provide access to devices within elevator shafts, pits etc. and to reset the elevators once testing is complete.

SMOKE DETECTOR CLEANING

To help minimize false alarms, and in accordance with NFPA 72, smoke detection devices will be cleaned using manufacturer’s recommended procedures at a rate of 100% annually. Devices may be dismantled to expose the smoke chamber (where applicable) and cleaned using a soft cloth, lint brush, cotton swabs, suitable cleaning solutions, or non-electrostatic vacuum. Note: Certain types of analog smoke sensors will automatically be cleaned as needed per panel readings.

SENSITIVITY TESTING FOR SMOKE DETECTORS

To ensure accuracy, and in accordance with NFPA 72 guidelines, sensitivity testing will be performed on smoke detectors at a rate of 100% bi-annually. Testing will be performed using only UL approved sensitivity testing equipment. Devices performing outside the listed sensitivity range will be re-cleaned and re-tested, and if necessary, noted and recommended for replacement.

MASS NOTIFICATION

Mass Notification System (MNS) will be tested and inspected in accordance with the current edition of

National Fire Protection Agency (NFPA) 72, National Fire Alarm and Signaling Code, and manufacturer’s recommended practice. MNS components tested includes batteries, speaker-strobes, fire alarm inputs, supervised auxiliary inputs, remote microphones, and LOC’s. Speaker-strobes will be inspected for obstructions, audio quality and proper operation. The fire alarm system will be activated to verify messages and strobe operation. Supervised auxiliary input will be activated to test all messages.

Remote microphones and LOC’s will be activated to verify proper operation.

DOCUMENTATION

All accessible components and devices shall be logged for:

• Location of each device tested.

• Test results.

• Any discrepancies found shall be noted individually.

• Any replacement of failed devices or parts shall be noted individually.

• Contractor will provide test reports in the form of one (1) hard copy and one (1) PDF format via CD/DVD.

SPECIAL EXCEPTIONS

Items not eligible for labor coverage at time of tests and inspections include, but are not limited to, faulty wiring, damage and/or malfunctions stemming from wiring problems, malfunctions due to misuse, vandalism, and Acts of God. Single station smoke detectors, agent suppression systems, sprinkler waterflow switches, tamper switches and other devices monitoring sprinkler systems are not included in this agreement.

06 February 2023