MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

FIRE ALARM SYSTEMS MAINTENANCE

SPECIFICATION F-1

FIRE ALARM SYSTEMS MAINTENANCE

QUALIFICATION OF CONTRACTOR

SCOPE OF WORK

MAINTENANCE REQUIREMENTS

MATERIALS

TEST REPORTS

ACCESS

TERMS

GUARANTEE

BASIS OF AWARD

EXHIBIT A

EXHIBIT B

EXHIBIT C

GENERAL

A. Service provided under this contract shall consist of the testing, inspection, resetting, repair, upgrade and maintenance of all fire alarm systems owned and operated by the Massachusetts Bay Transportation Authority.

B. These services will be performed in strict accordance with the standards of the

National Fire Protection Association and local fire departments as well as any terms and conditions established in this specification.

C. The contract will be in effect for a three (3) year period from date of award.

D. The Contractor shall agree to prosecute the contract services and work continuously and diligently and no charges or claims for loses or damages shall be made by the Contractor for any delays or hindrances, from any cause whatsoever, during the progress of any point of the services and work specified in the contract.

E. All terms and conditions set forth herein, under the solicitation of, any amendments thereto and the Contractor’s bid submittal shall be made part of this contract document.

QUALIFICATION OF CONTRACTOR

A. The Contractor shall have at least ten (10) years’ experience in the maintenance of fire protection systems similar to those to be maintained on the Authority.

B. The Contractor shall have in its possession all necessary equipment to test, repair, install, and maintain all Authority-owned fire protection systems.

C. The Contractor shall have employed at least six (6) persons experienced and qualified in the servicing of fire protection systems. A resume of the Contractor's technicians' and electricians' qualifications shall be submitted with their bid, listing systems recently being maintained, the type and manufacturer of equipment and a description of their qualifications.

D. The Contractor shall have in its possession at least three (3) emergency response vehicles, fully equipped with tools and spare parts. The company's name, address, and telephone number shall be displayed on the sides of the vehicle.

E. The Contractor shall supply the Authority with Certificates of Insurance in accordance with all insurance requirements specified by the Authority.

F. It shall be understood that prospective Contractors have examined all locations, the premises and systems and are informed as to local conditions governing the execution of the work.

G. It shall be understood that the Contractor shall furnish labor that will work in harmony with all other elements of labor currently employed, or to be employed, on the property. Personnel in the employ of the Contractor that fail to do so shall be removed from the property and forbidden to work on MBTA systems if so desired by the Authority.

H. It is further understood that the Contractor shall pay their workers the prevailing union rate of wages for their trade as published by the Mass. Department of Labor.

The Contractor shall also furnish certified documentation, including payroll records that establish those wages paid. The monthly payroll records shall be forwarded to Building #2, 21 Arlington Ave. Charlestown with the monthly invoicing.

I. The Contractor shall submit proof that the company and the employees assigned to the Authority hold the appropriate current certificate of competency and Class F licenses and endorsements as required by the City of Boston Fire Prevention Code and all the jurisdictions with the Authority operates.

J. The Contractor shall submit proof that the company is currently listed by

Underwriter's Laboratories to provide UL Certificate of Service.

SCOPE OF WORK

A. The Contractor must schedule, conduct, and complete testing and inspection of fire alarm and support systems in accordance with established testing procedures at appropriate intervals as defined by NFPA standards and as required by local jurisdictions, or as established by the Authority. The Contractor will develop a procedure for testing FA systems and interfaces and submit this procedure within thirty (30) days to the Authority for approval prior to any testing. All FA systems are barcoded using the Connected Life Services System (CLSS) from Honeywell Building Technology. Record keeping of the maintenance should be performed using CLSS technology. Testing reports should be generated digitally following the CLSS cloud-based platform. The Contractor must be proficiency in the Honeywell Connected Life Services System (CLSS) and should possess all the licenses and tools to perform the maintenance using this platform as well as being responsible for the CLSS cloud-based maintenance record keeping. All cost associated with CLSS are covered by the Contractor. The Contractor will test all master box systems located within the City of Boston monthly. Fire Alarm systems within Boston shall be tested on a quarterly basis, all other jurisdictions shall be tested semiannually. Contractor should abide by the testing schedule established by the Authority and meet all the set dates.

B. The Contractor shall provide 24-hour a day, 7 days a week emergency callback service to respond to all alarms of fire. The Contractor will accomplish Restoration within two hours of notification of such alarms unless expressly directed otherwise by the Engineer. Confirmation of response and restoration shall be made to the Maintenance Control Center (617-222-5278) within 4 hours. Failure to do so could result in termination of the contract and nonpayment for response and service if desired by the Authority.

C. The Contractor shall be required to perform maintenance on Authority owned fire protection systems, including, but not limited to, those described in Exhibit A.

D. The Contractor shall be responsible for coordinating with the proper MBTA personnel and department whenever working on any MBTA facilities, following all MBTA established protocols. The Contractor shall be responsible for coordinating these services and paying all necessary charges or fees.

E. All personnel must take the Right of Way training provided by the Authority. The

Contractor shall be responsible for coordinating and paying all necessary charges for this service.

F. The Authority shall notify the Contractor, at its local office, of any trouble it identifies. The Authority, however, shall not be bound to discover any trouble or need for any repair.

G. The Authority reserves the right to add or delete fire alarm systems to or from the Authority's current system list as referenced in Exhibit B. The addition or deletion of fire alarm systems shall not affect the contract basis of award, which shall remain firm for the contract term.

H. The Contractor shall be responsible to test the remote operation of each system that is connected to the AFC Programmable Logic Controllers (AFC PLC), Auto dialers, or SCADA at each site. The Contractor shall only verify whether a remote alarm signals has been received at the Authority’s 45 High Street Center, HUB locations, and/or Power Control. They shall not attempt to repair or perform any work on the AFC PLC system. The Contractor shall report any malfunction of the secondary remote supervisory system to the MBTA Maintenance Control Center at 617-222-5278 immediately. The malfunction shall be noted in the test report.

I. The Contractor should prepare and maintain up to date as-built records of all systems as well as submittals of new devices and parts installed. All this documentation should be submitted to the Authority.

I. Testing

1. The Contractor shall develop, within thirty (30) days, and in accordance with the requirements as stated in Section VI, a procedure for testing the electrical alarm, supervisory and control devices associated with the sprinkler system (wet and dry) and submit this procedure to the Authority for approval prior to any testing. The results of the test shall be clearly written on the test report. All sprinkler systems must be tested and inspected on a bi-monthly basis, unless otherwise directed by the Authority. It shall be the responsibility of the Contractor to coordinate these tests with the proper MBTA personnel, unless otherwise directed by the Authority. It shall also be the responsibility of the contractor to notify, and receive approval from, the

AFC/Revenue Department for testing or maintenance scheduled within MBTA stations that may affect the AFC gates and revenue collection system.

2. The Contractor must provide copies of his testing and inspection schedules on a weekly basis. The Contractor must also provide, on a weekly basis, written results of the prior week's test reports.

3. All system replacement components shall meet the manufacturer's specifications. The failure or malfunction of any system component shall be immediately repaired or replaced.

4. The Contractor shall be responsible for submitting a spare or replacement component list, including cost of replacement components. This list must be submitted within 30 days of award of contract and shall remain current and firm for the term of the contract.

MAINTENANCE REQUIREMENTS

A. The Contractor shall be required to conform to the following listed items. Failure to conform to any of these requirements shall result in withholding of payment.

1. The Contractor shall use factory approved replacement parts only. The Contractor shall maintain adequate replacement parts to fulfill all requirements of this contract.

2. The Contractor shall maintain the equipment at a level determined to be satisfactory to the Authority. Failure to do so shall result in termination of this contract if so desired by the Authority.

3. The Contractor shall respond to maintenance calls, including trouble or supervisory fault conditions on-site within four (4) hours of receiving a maintenance call. Confirmation of response shall be made to the Maintenance Control Center within four (4) hours. Failure to do so shall result in nonpayment of response and service or termination of contract if so desired by the Authority.

4. The Contractor shall, upon arrival and at completion of any service call, telephone the Maintenance Control Center at 617-222-5278 and report all work performed and inquire of any new service requirements. This report must conform to all Maintenance Control Center’s Reporting System (MCCRS) procedures. Failure to do so shall result in termination of contract if so desired by the Authority.

5. The Contractor must have the express approval of the Authority on any maintenance or repair that is estimated to exceed 8 hours of labor or $400 of material cost. This shall require a complete, written, estimate provided to the Authority. Estimates that are requested by the Authority must be submitted within two (2) days if so desired by the Authority. Failure to receive Authority approval prior to repair may result in nonpayment of repairs or termination of the contract or both if so desired by the Authority.

6. The Contractor shall keep a trouble call history listing equipment by location and type. It shall be updated as work is performed and a copy conforming to MCRS needs shall be transmitted to the Authority on a weekly basis.

7. Sub-contracting of any portion of this contract will not be allowed unless expressly authorized by the Authority.

8. Preventive maintenance shall occur at time of regularly scheduled testing and shall be included in test fee. Preventive maintenance shall include, but not be limited to checking, cleaning, and lubricating any moveable parts.

Any components with excessive build-up of dirt, dust, residue, rust, etc.

shall be cleaned in the appropriate methods. Failure of any system or components due to lack of preventive maintenance and neglect shall be the direct responsibility of the Contractor. Failure to provide preventive maintenance shall result in nonpayment of test fees and/or cancellation of this contract if so desired by the Authority.

9. The Contractor shall perform the Preventive Maintenance, inspect and audit all equipment, at a minimum, semi-annually) and as often as required or as specified elsewhere to assure compliance with Authority standards. A monthly status/completion report of this work shall be submitted to the Telecommunications Department. Any equipment discrepancies relative to Appendix “A” or “B” shall be immediately reported to the Authority’s Telecommunication’s Department. Please refer to e “C” for a list of the minimum required documentation that need to be submitted to the Authority.

All forms has to be approved by the Authority.

10. The Contractor equipment listing by location and type shall keep a trouble call history. It shall be updated as work is performed and a copy will be transmitted to the Authority in an electronically format pre-approved by the Power Department designated person on a monthly basis with the monthly invoices and support information as prescribed herein. Please refer to appendix “C” for a list of the minimum required documentation that need to be submitted to the Authority. All forms has to be approved by the Authority

11. The Contractor shall develop and submit to the Authority an annual report summarizing and detailing the previous year’s support material usage for all contractual service work under this contract. This report shall be sorted by location and include, as a minimum, a complete listing of all parts repaired and installed, the date of repair/installation, a brief description of the reason (vandalism, worn, guarantee) for the repair/installation, and any other pertinent comments, notes, observations or comments. The Contractor shall provide three (3) original copies of the report and one (1) disk to the Authority on an annual basis within thirty (30) days following each subsequent and corresponding Commencement Date anniversary.

MATERIALS

A. Parts

1. All replacement parts and items used in repair and maintenance shall be new and unused and have UL approval for the use intended.

2. All parts utilized must be compatible and integrative with the existing equipment and shall not degrade the performance of said equipment in any way.

3. All repair parts installed shall be equal to or exceed original equipment quality specifications.

4. The Contractor shall, within 30 days of completion of inspection, provide a detailed list of replacement parts and items and costs of said items needed to repair and maintain the Authority's fire alarm systems. These submitted costs of materials shall remain consistent for the three (3) year contract period.

TEST REPORTS

A. Test reports shall be submitted indicating the type, identification number and location of any device tested and noted as either "operated as specified," or "failed to operate."

Defective items, devices or conditions shall be repaired immediately. The test report shall also contain a summary of results and comments. Testing reports should be generated digitally following the CLSS cloud-based platform and procedures. The Contractor must be proficiency in the Honeywell Connected Life Services System (CLSS) and possess all the licenses and tools to perform the maintenance using this platform as well as being responsible for the CLSS cloud-based maintenance record keeping. All cost associated with CLSS are covered by the Contractor. Tests should be performed using the barcoded stamp on each device. The complete test reports shall be submitted weekly and no later than one (1) week after a location has been tested or repaired, the contractor shall also be responsible for updating Exhibit “B” with completed test dates for each individual system and guaranteeing minimum test schedules are completed. Reports and schedules shall be submitted to digitally to jgerena@mbtacom.

B. In the event of a suspected manufacturing or design failure, the Contractor shall notify, in writing, Power Engineer immediately. The failure shall be reviewed by the MBTA to determine responsibility. The Contractor must abide by the Authority's decision. Upon completion of any repairs, it is required that a typed report be submitted digitally to jgerena@mbta.com.

mailto:jgerena@mbta.com

1. This report shall include a description of work performed and a list of materials provided to complete the necessary repairs.

ACCESS

A. Stations and Facilities: Fire alarm control panels are in designated rooms. Proper keys will be provided to the Contractor.

B. Traction Substations: the proper MBTA personnel will provide Access to the substations.

C. Central Instrument Rooms (CIR’s): Access to the CIR's will be provided by the proper MBTA personnel.

D. Central Instrument Houses (CIH’s): Access to the CIH’s will be provided by the proper MBTA personnel.

E. Elevator Machine Rooms: Access to the Elevator Machine Rooms will be provided by the MBTA elevator maintenance contractor.

F. It is the responsibility of the Contractor to coordinate with the proper Authority departments or maintenance contractor personnel to have access to certain locations. Appropriate people to be contacted will be identified by the Authority. All associated costs will be the responsibility of the Contractor.

TERMS

A. The term of this contract shall be for three (3) years, commencing on the date upon which work starts after the contract is awarded and signed by the Authority.

GUARANTEE

A. In addition to the guarantee provided by competent manufacturers of products utilized for repair and maintenance, the Contractor shall guarantee that all materials, components, equipment and accessories installed shall perform for a period of one (1) year without failure.

B. The Contractor shall guarantee that all components, materials, equipment and accessories provided will successfully and acceptably perform the function for which they are intended and meet design requirements.

C. Under the direction of the Authority, the Contractor shall, without any additional charge, replace and install any materials or equipment furnished and installed by him under this contract which have failed or have been found to be defective within the one-year guarantee period.

D. Submittals

1. The Contractor should submit shop drawings, samples of materials, wiring diagrams, and test reports on materials utilized in the maintenance or repair of the equipment.

2. Approval of materials and equipment shall be based on manufacturer's published ratings. Any materials or equipment listed, including sizes, which are not in accordance with the manufacturer's specifications and that have not been submitted for previous approval, may be rejected. The Authority's Engineer shall then have the right to select materials and equipment thereof.

E. Execution

1. It is the intent of the contract to provide repairs and complete maintenance of the fire alarm system, so that the complete system is in first-class operating condition. All work required herein shall be performed by competent personnel under the supervision and the direct employ of the Contractor. Work shall be done during normal working hours and on an as needed basis.

2. A twenty-four (24) hour emergency service shall be available seven (7) days a week.

3. All work performed and materials furnished shall be of the best quality and workmanship to the satisfaction of the Authority.

4. The Authority and its authorized representatives shall have the authority to stop, alter, or affect the progress of the work in any way if it is not being performed in conformity with the contract or the manufacturer's specifications or Authority standards.

5. For the purpose of this contract normal working hours shall be established as, Monday through Friday, 7 A.M. to 7 P.M. Calls outside of these hours shall be on an as needed/on-call basis and shall be compensated at time and one-half. There shall be no minimum call outs. Likewise, there shall be no circumstance where compensation shall be "double time." Payment for overtime service shall require either the prior approval of the Authority's Engineer or shall be in direct response to an alarm or "incident" call generated by the Maintenance Control Center. In either case, Contractor shall be responsible for notifying the Maintenance Control Center of their arrival on site and notification of completion of service. Failure to do so shall result in nonpayment of service or termination of contract or both if so desired by the Authority.

6. For the purpose of regularly scheduled maintenance or repairs, payment shall be on an hourly as-needed basis. There shall be no compensation by the Authority for travel time or "portal to portal" service. Billable hours shall commence upon arrival at property with system to be repaired and end upon completion of repair. Therefore, it shall be the responsibility of the Contractor to maintain a Boston area office.

7. For the purpose of this contract, recognized holidays shall be New Year's

Day, President's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving, and Christmas Day. "Incident calls" generated by the MCC on these days shall be compensated on a time and one-half basis. Once again, response must be within two (2) hours and it shall be the responsibility of the Contractor to call "on" to MCC upon arrival at property and "off" to MCC upon completion of call. Failure to do so shall result in nonpayment of response and service if so desired by the Authority.

8. For alarm calls where the Contractor has been called or notified by the local fire department, it shall be the responsibility of the Contractor to notify the MCC of the time of call, response time, and completion time. Failure to do so shall result in nonpayment of service if so desired by the Authority.

9. In circumstances where during regular testing and maintenance or an

"incident" call the Contractor has discovered a trouble condition requiring immediate attention by appropriate MBTA personnel, it shall be the responsibility of the Contractor to immediately report the problems and its severity to the MCC. An example of this shall be an actual fire or the circumstance of a flooded sprinkler system in freezing weather, or activated sprinkler systems near high voltage equipment. Failure to immediately report an emergency situation shall result in immediate termination of this contract if so desired by the Authority.

10. For the purpose of this contract, the hourly wage established during bid and award stages shall include, but not be limited to technicians, journeymen electricians, and all associated and/or necessary skilled personnel. This is established with the understanding that the MBTA has a large number of systems, many of which could be classified as complex or antiquated and, as such, many different levels of skills or experience are necessary for maintenance, complex repairs, or complete system replacements.

11. All invoices or work orders shall be submitted digitally on a weekly basis for review and approval prior to processing.

12. Storage space may be available at some locations; however, no central storage location is available on MBTA property. Contractor shall be responsible for the security of his equipment if stored on MBTA property.

The Authority’s Engineer before use must approve storage locations.

13. Parking for Contractor's employee’s private vehicles on Authority property will not be provided.

14. Work not particularly specified in the contract, but necessary in carrying out the intent of complete and proper execution of the work may be required and shall be performed by the Contractor. The apparent silence of the Contract as to any detail or the apparent omission from them of any work to be done and materials to be furnished, shall be regarded as insuring that only the best general practice is to prevail and that only the best materials and workmanship is to be used. Interpretation of the contract shall be made upon that basis.

BASIS OF AWARD

The undersigned proposes to furnish all supervision, labor, parts, equipment, and materials to test, repair, and maintain the M.B.T.A. Fire Alarm Systems. This shall be in strict accordance with the Notice to Bidders and Technical Specification F-1 that accompanied this proposal.

Item 1: Total Monthly Testing Fee x 12 months x 3 years = $

Item 2: Additional Services - Repair / Upgrade / Maintain

Hourly Cost $ x 3640 hours per year x 3 years = $

Item 3: Overtime Calls

Hourly Cost $ x 1456 hours per year x 3 years = $

Item 4: Additional Parts

$75,000 per year x 3 years = $ 225,000.00

BASIS OF AWARD IS ITEM 1+ ITEM 2 + ITEM 3 + ITEM 4 = $

A. It is understood and agreed that Item 2,3, and 4 are estimates and will depend upon operational needs and that the Authority does not guarantee these quantities.

B. It is understood and agreed that the quoted prices, designated as Item 1,2,3,and 4, will remain firm for the contract term.

C. The contract will be awarded in its entirety, therefore, incomplete bids will be considered unresponsive.

EXHIBIT A

I. FIRE ALARM AND DETECTING SYSTEMS

A. The work performed on the fire alarm system shall include, but is not limited to, the following:

1. Fire Alarm Control Panel

a. Power supply, including batteries and chargers

b. Initiating circuits

c. Indicating circuits

d. Relay central circuits

e. Supervisory circuits

f. Switches (trouble, silence, alarm, reset, lamp test, etc.)

g. Light-emitting diodes (LED's)

h. Audible trouble buzzer

i. Wiring

j. All other accessories and parts in the control panel

2. Annunciator Panel and Other Remote Panels

a. Zone graphic

b. Zone backlit

c. LED type

d. AFC PLC Alarm, Trouble, Supervisory, and Gate Release

3. Manual Pull Station

a. Non coded

b. Coded

c. Addressable

4. Automatic Detection Devices

a. Ionization, photoelectric, heat: rate-of-rise, fixed temperature and duct detectors

5. Audible Devices

a. Horns

b. Bells

c. Speakers

6. Visual Devices

a. Flashing Lights

b. Strobe lights

c. Rotating beacon lights

d. Remote alarm and trouble lights

7. Fire Suppression Systems

a. Halon, FM200, DRY CHEMICAL OR FOAM SYSTEMS

(1) Control panel

(2) Indicating devices

(3) Alarm devices

(4) Cylinder and discharge device

b. Sprinkler System

(1) Pressure switches and supervisor switches

(2) Water flow and alarm switches

(3) OS&Y, PIV, globe and gate valve switches

(4) Air compression controls and operation

(5) Fire pump

EXHIBIT B

MBTA Asset List is an attachment in COMMBUYS

EXHIBIT C

Fire Alarm Service Contract– Minimum Documentation Requirements

I. Work plan (yearly submission or document revision)

1. Description of the Scope of work

2. List of systems including but not limited to:

• Location

• Type

• Manufacturer

• Condition Assessment

3. PM Schedule- i.e. Monthly, quarterly, semiannual, annual

4. Procedures (Step by step procedures):

• PM procedures

• CM procedures

• Testing procedures

5. Service ticket Template or any other form use on site to record the data.

6. List of personnel, job descriptions and qualifications

7. Safety Plan /Job Hazard Analysis

II. Monthly Status report

1. Analysis of the maintenance completed in the systems for the past month.

2. Summary Status of the open items due to unavailability of parts or others issues, update of closed items and expected completion date for the open items.

3. Copy of all the service tickets.

III. Weekly Status report

1. Update of all systems status (troubles, disable points)

2. 1 week look ahead maintenance schedule