RFQ27006881 DCAMM Life Safety and Fire Suppression Systems SOW.pdf

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RFQ – AGENCY SOLICITATION SPECIFICATIONS

TITLE: RFQ27006881 DCAMM Life Safety and Fire Suppression Systems Testing, Repair and Maintenance DESCRIPTION: Rhode Island Department of Administration, Division of Capital Asset Management & Maintenance (DCAMM), is soliciting proposals from qualified firms to provide maintenance and testing for its life safety equipment (fire alarm, sprinkler and suppressions systems) for its facilities

CONTRACT TERMS

The initial contract period will begin approximately September 2026 for (3) years. Contracts may be renewed for up to 2 additional 12-month periods based on vendor performance and the availability of funds.

SECTION A: BACKGROUND

The objective of this service agreement is to ensure constant and proper operation of fire detection, alarm and suppression systems for the protection of lives and property, in accordance with applicable federal, state, local and NFPA rules, regulations, standards and codes and manufacturer’s procedures. Anything necessary to achieve this objective should be considered as required in these specifications. Service provided will include testing, inspection, maintenance, repairs, and emergency response and Rhode Island fire code required modifications.

All work will be performed in compliance with NFPA, manufacturer and authorities having jurisdiction requirements by qualified personnel properly licensed to perform such work in Rhode Island for named systems and components in various state owned and/or operated facilities.

Copy(s) of license(s) will be provided to agency prior to work commencing.

During the performance of this service, any state property damaged or altered will be restored at no additional expense to the state.

The state reserves the right to add locations to this agreement.

Successful vendors for this agreement will be requested to submit pricing under the conditions of the agreement for the additional locations(s) if requested. Award will be based on pricing.

PLEASE NOTE: The location and scope of service vary from section to section. Service agreement periods are stated in the specific sections.

***All vendors must submit the Bid sheet to the “Attach Document “section in OSP. The total of the spreadsheet must be added to the Line item total in OSP.

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2.1 REFERENCES

The testing and maintenance shall comply with the RI State Fire Marshal Requirements and all life safety equipment and accessories shall be installed in accordance with all applicable national, state, provincial, regional and local codes and standards, including, but not limited to the most current issue of the following publications, including all amendments thereto of the issue that is current on the date of the contract award. Where conflicts exist between the Specifications & Contract Documents and the referenced publications, local codes shall govern. All equipment shall be U.L.

listed or meet U.L. requirements for its intended use. Applicable requirements of the following publications shall apply to the work under this specification as if fully written herein.

1. Federal, State, and Local codes, regulations and ordinances

2. NFPA 1: Fire Code

3. NFPA 13: Standard for the installation of Sprinkler Systems

4. NFPA 25: Standard for Testing, Maintenance of Water Based Protection Systems

5. NFPA 101: Life Safety Code

6. NFPA 70: National Fire Protection Association

7. NFPA 72: National Fire Alarm Code

8. NFPA 730: Guide for Premises Security

9. National Electric Code (NEC), latest edition

10. Applicable Building Code, latest editions

11. Occupational Health and Safety Act (OSHA)

12. Americans with Disabilities Act (ADA)

13. Local Governing Authorities Having Jurisdiction

14. Underwriters Laboratories (UL) Applicable Standards for Safety

15. Underwriters Laboratories (UL) Applicable Standards for Proprietary Security Systems

16. National, State, Provincial, Regional and Municipal Building Codes and all other Authorities having Jurisdiction

17. Institute of Electrical and Electronics Engineers (IEEE) Applicable Standards

18. Telecommunications Industry Association (TIA) Applicable Standards

SECTION B: SCOPE OF WORK AND REQUIREMENTS

3.1 SCOPE OF WORK

A. Testing and Inspection

1. The vendor will supply all labor and material required for testing and inspection of subject systems.

2. Tests and inspections will be performed in a timely manner and consistent with historical occurrences.

3. The vendor shall be required to provide one week notification to the building manager prior to scheduling testing.

4. Detailed test report(s) will be forwarded to agency within thirty (30) days of inspection.

5. Work will be performed during normal work hours, Monday through Friday (excluding holidays) between the hours of 8:00 am and 4:00 pm.

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6. Water discharged during drain tests will be controlled and conveyed to a storm drain or something appropriate to receive the volume of water.

7. The vendor will immediately report to the agency, upon discovery, any system problems which may compromise the operation and reliability of the system tested and provides a written labor and material proposal to correct same (see service/maintenance proposals and invoices below for specifics).

8. The proposal will be submitted within 48 hours of problem identification and work will be started within 48 hours of approval to proceed. If system operation has been compromised, it will be treated as an emergency repair.

9. System problems identified during test and inspection which do not compromise the operation or reliability of the system will be reported on the test reports. Proposals for corrective action will be submitted with the test and inspection reports.

10. Smoke sensitivity testing will be required in all hospital & board and care facilities. The testing and continual monitoring of all audio visuals will also be required. Results of the testing shall be forwarded along with quarterly test results in a format that is acceptable to the rhode island department of administration and the joint commission of hospitals AED testing.

AED TESTING

Maintain and test the AED according to manufacturer’s guidelines. Test the AED at least biannually and after each use. Inspect all AEDs on the premises at least every 90 days for potential issues related to the operability of the device such as dead batteries or blinking lights.

1. Powers Building Capitol Hill, Providence - 5 Units

2. DOT Building Capitol Hill, Providence- 4 Units

3. Virk Building, Pastore Campus, Cranston - 5 Units

4. Stedman Government Center, Wakefield - 2 Units

3.2 DESCRIPTION OF WORK

A. General Requirements

1. The Contractor shall perform a survey of the facility to verify field conditions.

2. Furnish all labor, materials, tools, equipment, and services for a complete security system as indicated and in accordance with provisions of the contract documents.

3. Although such work is not specifically indicated, furnish and install all supplementary or miscellaneous items, and devices incidental to or necessary for a complete and comprehensive test in the event that work is required the contractor shall be required to provide sound, secure and complete installation.

4. All system devices and components included that are to be installed shall be be compatible with the existing systems.

5. Units of the same type of equipment will be products of a single manufacturer. All material and equipment will be new and currently in production. Each major component of equipment will have the manufacturer's model and serial number in a conspicuous place.

3.3 QUALITY ASSURANCE

1. Manufacturer Qualifications: ISO 9001:2008 certified company.

2. Installer Qualifications: Minimum 2 years’ experience installing similar equipment and manufacturer's certification is recommended.

3. A one week advanced notification to the occupants and building manager must be given prior to testing to include; name of vendor and person conducting the service along with contact phone number.

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4. Code changes and equipment recall:

5. The Contractor will inform agency of any code changes upon adoption by the state of Rhode Island and equipment recalls. Upon direction of the agency, the vendor will provide written proposals for work required to make system compliant or replace recalled equipment.

6. Service/maintenance proposals and invoices:

All service/maintenance will state the number of hours, hourly labor rate, material cost and markup % from cost for materials, according to conditions of this agreement and will be inclusive of all work, direct or indirect. When sub-contractors are to be utilized, this will be noted in the service proposal. The use of subcontractors will be limited and require approval from agency. Sub-contractor labor and material will be billed at cost plus 6%.

Invoices will be structured in the same manner as the service proposals and will be presented with supporting documents (job tickets, material slips, subcontractors’ invoices, etc.). No charges other than parts & labor on the job – no travel, no fuel, no mileage, no miscellaneous charges, no portal-to-portal.

3.4 OTHER REQUIREMENTS

No payments will be processed unless the following requirements are complete.

1. Uniform test report is signed by individual building manager or their designee. If the building manager cannot be located the testing company is to contact DCAMM

2. The appropriate test reports are completed and signed by the testing agency. Signature shall include all contact information and license #

3. The correct data is filled out on the top portion of the (UTR) uniform fire alarm test report and sprinkler test sheet (building address, protected premises, master box ID # etc.)

4. Impairments found are listed clearly and exact location is marked. The state of rhode island reserves the right to repair the fire alarm system with its own electrician(s). This repair or maintenance work shall be decided on a case by case decision.

5. The bill is not to be submitted for payment unless the entire section or group is completed on the UTR. If this cannot be obtained payment will not be processed. All exceptions shall be forwarded in writing to DCAMM. Payment will be processed after written response from the State of Rhode Island Department of Administration is attached to the amended request for payment

6. All exceptions, alternates, change orders or variances from protocol needs to be pre-approved by DCAMM prior to work completion.