RFQ370.pdf

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ370

Fire Alarm System Monitoring and Repair at Southwest Idaho Treatment Center in Nampa, Idaho

1. Purpose The Idaho Department of Health and Welfare (Department), Southwest Idaho Treatment Center (SWITC) is requesting quotes for Fire Alarm Monitoring to be performed twenty-four (24) hours per day seven (7) days per week, and Maintenance and Repair of fire alarm systems as further detailed below.

2. Background SWITC has eight (8) facilities on the SWITC campus which each have their own stand-alone fire alarm system, with one (1) remote dialer per facility for a total of eight (8) remote dialers. If something happens in the building the dialer calls the fire alarm monitoring company, which is yet to be determined and they will dispatch emergency services as needed.

3. Timelines and Submittal

Quotes will be accepted through IPRO Powered by LUMA (IPRO) only. Submit your quote using the IPRO Lines and Questions Tab no later than 4:59:59 p.m. Mountain Time on 3/15/2024.

All questions must be submitted in IPRO using the Q & A Tab.

4. Scope of Work See Exhibit C

5. Award Basis and Term

Validity of Quote: Your quote must be firm and binding for a minimum of ninety (90) calendar days, or such alternate time as designated in the solicitation document.

Alternate Quotes: Multiple or alternate quotes will not be accepted unless expressly allowed in the solicitation documents.

AWARD: Award will be ALL OR NONE to the Responsive Responsible Vendor with the Lowest Cost as provided on Exhibit E, Cost/Billing Procedure.

The initial Contract term is anticipated to be April 1, 2024 to March 30, 2025. Upon mutual, written agreement, the Contract may be amended or extended. The total Contract term, including all extensions, is not anticipated to exceed five (5) years.

Services and requirements will include the following:

Exhibit A – Special Terms and Conditions Exhibit B – Riders Exhibit C – Scope of Work Exhibit D – Reports Exhibit E – Cost/Billing Procedure Exhibit F – State Signature Page Attachment 1 – List of facilities Attachment 2 – Campus Map Attachment 3 – General Facility Requirements - SWITC

The attached documents will become part of the Contract resulting from this Request for Quotation (RFQ). If you wish to provide a quote for these services, please provide your fully loaded rates which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, profit, insurance, supplies, travel, implementation, transition and quality improvement, into the cost matrix spreadsheet titled Exhibit E, Cost/Billing Procedure, which can be found in the Questions Tab in IPRO.

Any alterations to the cost matrix may result in your quote being considered not acceptable. Also, vendors must answer the questions in the IPRO Questions Tab.

Additional Solicitation Instructions:

Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” State of Idaho Standard Terms and Conditions and “Solicitation Instructions to Vendors” State of Idaho Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/governing-laws-and-policies/; or copies obtained by contacting the Division of Purchasing at 208.327.7465 or purchasing@adm.idaho.gov.

Failure by any submitting vendor to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Division of Purchasing or the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

6. Response

Download and completed Exhibit E – Cost/Billing Procedure from the Questions Tab of this solicitation in IPRO. Upload your completed document to the same Question.

Enter your Total Cost from the Exhibit E – Cost/Billing Procedure into Lines Tab of this solicitation in IPRO, so that it is received at the Department prior to the deadline established above.

Response must be accompanied by a signed State of Idaho Signature Page, which will be found in the Questions Tab of this solicitation in IPRO.

It is at the Department’s sole discretion whether or not your response meets the specifications of this RFQ. At the sole discretion of the Department, if your response does not meet the requirements of the RFQ the submitting vendor will not be considered for award. Responses to the questions in the IPRO Question Tab will determine whether your response meets the requirements of this RFQ.

Exhibit A – Special Terms and Conditions

I. DEFINITIONS. As used in the Contract, the following terms shall have the meanings set forth below:

A. Contract Manager shall mean that person appointed by the Department to administer the Contract on behalf of the Department. "Contract Manager" includes, except as otherwise provided in the Contract, an authorized representative of the Contract Manager acting within the scope of his or her authority. The Department may change the designated Contract Manager from time to time by providing notice to Contractor as provided in the Contract.

B. Department shall mean the State of Idaho, Department of Health and Welfare, its divisions, sections, offices, units, or other subdivisions, and its officers, employees, and agents.

II. CONTRACT EFFECTIVENESS. It is understood that this Contract or any Amendment is effective when it is signed by all parties, or at a later date if specified in the Contract or Amendment. The Contractor shall not render services to the Department until the Contract or Amendment has become effective. The Department will not pay for any services rendered prior to the effective date of the Contract or Amendment.

III. REASSIGNMENT OF CONTRACTOR EMPLOYEES The Department shall have the right, after having consulted with the Contractor, to require the Contractor to reassign or otherwise remove from the contract any Contractor employee or subcontractor found in good faith to be unacceptable to the Department.

IV. RECORDS AND DATA.

A. Records Maintenance The Contractor shall maintain all records and documents relevant to the Contract for three (3) years from the date of final payment to the Contractor. If an audit, litigation or other action involving records is initiated before the three (3) year period has expired, the Contractor shall preserve and secure records until all issues arising out of such actions are resolved, or until an additional three (3) year period has passed, whichever is later. If the Contract is terminated for convenience, for cause, or by bankruptcy all records and documents related to the Contract in the Contractor’s possession shall at the election of the Department, be immediately delivered to the Contract Monitor or Department designee.

B. Records Review All records and documents relevant to the Contract, shall be subject to inspection, review or audit, and copying by the Department and other personnel duly authorized by the Department, and by federal inspectors or auditors. The Contractor shall make all records relevant to this Contract available to such parties at all reasonable times, at either the Contractor's principal place of business or upon premises designated by the Department.

V. AUDIT EXCEPTIONS. If a federal or state audit indicates that payments made to the Contractor for goods or services that do not comply with the terms of the contract or applicable federal or state laws, rules or regulations, the Contractor shall refund any compensation paid to the Contractor arising from such noncompliance.

VI. COMPLIANCE WITH CERTAIN LAWS, LICENSING, AND CERTIFICATIONS. The Contractor shall comply with ALL requirements of federal, state, and local laws and regulations applicable to the Contractor pursuant to the Contract. For the duration of the Contract, the Contractor shall maintain in effect and have in its possession all licenses and certifications required by federal, state, and local laws and rules, including but not limited to:

A. HIPAA The Contractor acknowledges that it may have an obligation, independent of this contract, to comply with the Health Insurance Portability and Accountability Act (HIPAA), Sections 262 and 264 of Public Law 104-191, 42 USC Section 1320d, and federal regulations at 45 CFR Parts 160, 162 and 164.

If applicable, the Contractor shall comply with all amendments to the law and federal regulations made during the term of the Contract.

B. Lobbying

1. The Contractor certifies that none of the compensation under the Contract has been paid or will be paid by or on behalf of the Contractor to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the Idaho Legislature in connection with the awarding, continuation, renewal, amendment, or modification of any contract, grant, loan, or cooperative agreement.

2. If any funds, other than funds provided by the Contract, have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the State Legislature in connection with the Contract, the Contractor shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions, and submit a copy of such form to the Department.

3. The Contractor shall require that the language of this certification be included in any subcontract, at all tiers, (including grants, subgrants, loans, and cooperative agreements) entered into as a result of the Contract, and that all sub-recipients shall certify and disclose as provided herein.

4. The Contractor acknowledges that a false certification may be cause for rejection or termination of the Contract, subject the Contractor to a civil penalty, under 31 U.S.C. § 1352, of not less than $10,000.00 and not more than $100,000.00 for each such false statement, and that the Contractor's execution of the Contract is a material representation of fact upon which the Department relied in entering the Contract.

C. Qualification The Contractor certifies to the best of its knowledge and belief that it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from performing the terms of the Contract by a government entity (federal, state or local);

2. Have not, within a three (3) year period preceding the Contract, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph 2 of this certification; and

4. Have not within a three (3) year period preceding the Contract had one or more public transactions

(federal, state, or local) terminated for cause or default.

5. The Contractor acknowledges that a false statement of this certification may be cause for rejection or termination of the Contract and subject the Contractor, under 18 U.S.C. § 1001, to a fine of up to $10,000.00 or imprisonment for up to five (5) years, or both.

D. Faith-Based Organization If the Contractor is a faith-based organization, the Contractor and all approved subcontractors shall:

1. Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice.

2. Ensure that Department-referred clients' participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis.

3. Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in religious activities, their right to request an alternative provider and the process for doing so.

4. Ensure that contract funds are not expended on inherently religious activities.

5. Comply with applicable terms of 42 CFR Parts 54, 54a, and 45 CFR Parts 260 and 1050.

E. Tribes If the Contractor is a Tribe, the Contractor and Department recognize that services performed pursuant to this Contract by the Contractor and all approved subcontractors within reservation boundaries are subject to applicable laws, ordinances and regulations of the Tribe. Nothing in this Contract should be construed as a waiver of sovereign immunity.

F. Single Audit Act The Contractor acknowledges that it may have an obligation; independent of this contract, to comply with the terms of the "Single Audit Act" of 1984. Funds provided under the Contract may be used to pay for compliance with this act in proportion to other funding sources available to the Contractor for the services provided pursuant to the Contract.

G. Local Contribution To Funding If funding for the Contract is tied to a local contribution or match: (1) The Contractor certifies that none of the local contribution or match funds are federal funds, are derived from or are in lieu of federal funds, and none of said funds have been used, or have been substituted for funds used, to earn other federal funds. (2) The Contractor further certifies that any costs incurred by the Contractor prior to the Contract will not be allowable to or included as a cost of any other state or federally financed program in either the current period or any prior period.

VII. CONFLICT OF INTEREST.

A. Public Official No official or employee of the State of Idaho or the United States government who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of the Contract shall, prior to the termination of the Contract, voluntarily acquire any personal interest, direct or indirect, in the Contract.

B. Contractor The Contractor and its agents shall have no present or future interest, direct or indirect, that would conflict in any manner or degree with the performance of the services provided pursuant to this Contract.

VIII. REMEDIES.

A. Remedial Action If any of the Contractor’s responsibilities do not conform to Contract requirements, the Department shall consult with the Contractor and may at its sole discretion require any of the following remedial actions, taking into account the nature of the deficiency: (1) require the Contractor to take corrective action to ensure that performance conforms to Contract requirements; (2) reduce payment to reflect the reduced value of services received; (3) require the Contractor to subcontract all or part of the service at no additional cost to the Department; or (4) terminate the Contract.

B. Mutual Termination for Convenience Either party may cancel the Contract at any time, without cause, upon written notice to the other party specifying the date of termination which shall not be less than thirty

(30) calendar days; provided however, the Department must approve Contractor's date of termination and shall not exceed a reasonable timeframe to ensure continuity of business upon termination of the Contract.

C. Termination for Cause Either party may terminate the Contract (and/or any order issued pursuant to the

Contract) when either party has been provided written notice of default or non-compliance and has failed to cure the default or non-compliance within a reasonable time, not to exceed thirty (30) calendar days. If the Contract is terminated for default or non-compliance by the Department, the Contractor will be responsible for any costs resulting from the Department’s award of a new contract and any damages incurred by the Department. The Department, upon termination for default or non-compliance, reserves the right to take any legal action it may deem necessary including, without limitation, offset of damages against payment due.

D. Effect of Termination Upon termination by either party, the Contractor shall: (a) promptly discontinue all work, unless the termination notice directs otherwise; (b) promptly return to the Department any property provided by the Department pursuant to the Contract; and, (c) deliver or otherwise make available to the Department all data, reports, estimates, summaries and such other information and materials as may have been accumulated by the Contractor in performing the Contract, whether completed or in process.

E. Survival of Terms Any termination, cancellation, or expiration of the Contract notwithstanding, provisions which are intended to survive and continue shall survive and continue, including, but not limited to, the provisions of these Special Terms and Conditions, Sections IV (Records and Data), V (Audit Exceptions), VI (Compliance with Certain Laws, Licensing, and Certifications), and the State of Idaho Standard Contract Terms and Conditions, Sections 9 (Contract Relationship) and 12 (Indemnification).

IX. FORCE MAJEURE. Neither party shall be liable or deemed to be in default for any Force Majeure delay in shipment or performance occasioned by unforeseeable causes beyond the control and without the fault or negligence of either party, including, but not restricted to, acts of God or the public enemy, fires, floods, epidemics, pandemics, quarantine, restrictions, strikes, freight embargoes, or unusually severe weather, provided that in all cases either party shall notify the other party promptly in writing of any cause for delay and the parties concur that any of the delays identified above were beyond their control and without the fault or negligence of either party. The period for the performance shall be extended for a period equivalent to the period of the Force Majeure.

X. MISCELLANEOUS.

A. Disposition of Property At the termination of the Contract, the Contractor shall comply with relevant federal and state laws, rules and regulations and, as applicable, 2 CFR §§ 200.310-316 concerning the disposition of property purchased wholly or in part with funds provided under the Contract.

B. Time of Performance Time is of the essence with respect to the obligations to be performed under the

Contract; therefore, the parties shall strictly comply with all times for performance.

C. Headings The captions and headings contained herein are for convenience and reference and are not intended to define or limit the scope of any provision of the Contract.

Exhibit B – Riders

Insurance

For the term of the Contract and until all services specified in the Contract are completed, the Contractor shall maintain in force, at its own expense, the following insurance.

Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

Workers Compensation Insurance and Employer's Liability. Contractor must maintain workers compensation and employer's liability. The employer's liability must have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.

Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

If any of the liability insurance required for this contract is arranged on a "claims-made" basis, "tail coverage" will be required at the completion or termination of this contract for a duration of twenty-four (24) months thereafter.

Continuous "claims-made" coverage will be acceptable in lieu of "tail-coverage" provided the retroactive date is on or before the effective date of this contract, or twenty-four (24) months "prior acts" coverage is provided.

Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims-made" coverage.

Prior to performing any services, the Contractor shall provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section shall be policies or contracts of insurance issued by insurers approved by the Department. Should any of above described policies be cancelled before the expiration date thereof, notice shall be delivered in accordance with the policy provision.

The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, Department of Health and Welfare.

Send updated certificates to: DHWInsurance@dhw.idaho.gov

Certificate holder should be listed as: Idaho Department of Health and Welfare Contracting & Procurement Services Unit -- 9th Floor 450 West State Street Boise, ID 83702

Joint Commission Requirement

The Contractor shall comply with all applicable rules, regulations and policies as outlined by the Department of Health and Welfare (Department), the State of Idaho, and local, state and national standards, including The Joint Commission, relating to patient care and hospital operations.

Exhibit C – Scope of Work

I. General Requirements.

A. The Contractor must:

1. Monitor the eight (8) stand-alone fire alarm systems and remote dialers offsite at dedicated facilities; tracking Normal, Alarm, Supervisory and Trouble conditions.

2. Be registered to do business in the State of Idaho with the Idaho Secretary of State; and not be barred from performing work for the Federal government of the United States.

3. Provide fire monitoring services in compliance with:

a. UL 827

b. Standard for Central Station Services

c. Automation systems; and

d. NFPA72 National Fire Alarm code.

4. The monitoring facility must be UL listed and certified, and must meet all local, state, and federal regulations.

5. Comply with the General Facility Requirements listed in Attachment 3.

6. Be authorized to service and repair the stand-alone fire alarm system and dialers.

II. Services to be Performed A. Monitoring Services, the Contractor must:

1. Provide fire monitoring services twenty-four (24) hours per day, seven (7) days per week, three hundred sixty five days (365) per year via phone line, cellular, radio (RF) or IP communicator.

2. Provide Central Station fire alarm monitoring services for the eight (8) facility locations listed in Attachment A and provide dispatch response to the alarm.

a. Dispatch the fire alarm to the appropriate 911 dispatch center immediately on receipt of the alarm.

b. Provide the 911 dispatch center special instructions as required by the fire panel.

c. Fire alarm monitoring must include fire, trouble and duress alarms. Security alarms will be handled by a third party.

d. Cellular dialers will be provided by the Department. The Contractor will be allowed a monthly cellular fee for the eight (8) cellular dialers.

3. Provide email and text alerts/notifications to the Department at the time of an alarm.

4. Develop in coordination with and approval by the Department:

a. A contact list and response procedure for each location/alarm system.

i. Maintain call down lists for each facility and perform call downs on receipt of the alarm.

b. A security/pass code procedure for the purpose of cancelling response to alarms.

5. Provide the Department control of code management and contact lists.

B. Maintenance and Repair. The Contractor must:

1. Respond to Department requests for service within two (2) business days for non-emergency requests.

2. Respond to Department requests for service within four (4) hours for emergency requests, which may occur after hours, weekends, and/or on holidays.

a. A calendar of State of Idaho Holidays can be found here:

https://www.idaho.gov/government/state-holidays/

3. Perform preventative maintenance to ensure proper working condition on the eight (8) existing stand-alone fire alarm systems, with remote dialers on a schedule created with the Departments approval.

4. Perform quarterly, semi-annual, and annual inspection per NFPA requirements on eight

(8) existing stand-alone fire alarm systems and dialers in order to maintain proper working operation.

5. Annually perform functional test of the eight (8) stand-alone fire alarm systems and dialers along with a visual inspection of all components in order to maintain proper working condition

III. Additional Phases/Work Assignments

A. The Department may request that the Contractor provide additional services directly related to the contracted services. The Department will contact the Contractor if additional services are required. The Contractor must work with the Department to develop a work plan and budget based on the additional services.

Exhibit D – Reports

Report Description: Incident Report: The report must provide a monthly list of open/close reports of alarms, location of alarm, incident/event description and resolution. Reports must be maintained for a period of three (3) years after the Contract expires. The Department must have access to the reports when needed via web based/computer software access or the Contractor must provide the reports upon Department request.

Report Format: Microsoft Word or Excel Report Due: Ten (10) business days after the end of each month.

Report Description: Inspection Report: Provide an electronic copy of the complete fire alarm inspection report for the eight (8) stand-alone alarm systems and dialers that meets NRPA, Federal, State and local requirements.

Report Format: Microsoft Word or Excel Report Due: Annually, five (5) business days after completion of the inspection.

Attachment 1 - List of Facilities at the Southwest Idaho Treatment Center Nampa, Idaho

1. 1660 11th Ave. N., ASPEN

2. 1660 11th Ave. N., BIRCH

3. 1660 11th Ave. N., WHITE HALL

4. 1660 11th Ave. N., PINE

5. 1660 11th Ave. N., ASPEN GYM

6. 1660 11th Ave. N., LANDSCAPE

7. 1660 11th Ave. N., MAINTENANCE

8. 1660 11th Ave. N., PLUMBING

Attachment 2 – Campus Map

Attachment 3 – General Facility Requirements – SWITC

GENERAL FACILITY REQUIREMENTS – SWITC

I. PART 1 GENERAL INFORMATION

1.1 SWITC CONTACT

Administrative Support Manager- phone: 208-475-2347 Maintenance Supervisor - phone: 208-442-2812 ask for Maintenance

1.2 SUMMARY

A. This section specifies

1. General Safety and Security Requirements

2. Entry Control

3. Tool, Equipment, and Material Control

4. Motor Vehicle and Parking Rules

5. Worker Health and Safety Requirements

6. Fire Prevention – Interim Life Safety Measures

7. Infection Control and Environment Protection Measures

8. Other Requirements or Restrictions

II. PART 2 - EXECUTION

2.1 GENERAL SAFETY/SECURITY REQUIREMENTS

A. Definitions: SWITC – Southwest Idaho Treatment Center (SWITC)

B. The Contractor and all of their Sub-Contractors, their officials, employees, vendors, and all other persons visiting or conducting business on the premises of SWITC in connection with work specified or required herein must conform to these Facility Requirements.

C. SWITC recognizes that the Contractor will be curious and have questions about the patient treatment programs of SWITC. This is entirely natural, but the Contractor must direct any questions or observations to administrative or supervisory personnel of

SWITC.

D. The patients of SWITC have legal rights to ensure that their treatment remains confidential. If you happen to have patients introduced to you, or learn the names of patients, and then disclose to unauthorized persons the names or other matters related to working with SWITC patients, you will be subject to legal prosecution and immediate dismissal.

E. The SWITC Facilities Management Representative or his designee will present and/or review all patient, staff, and visitor security and safety requirements at the pre-bid conference as they affect this Contract.

F. The Contractor must consult with the SWITC Facilities Management Representative or his designee for a pre-construction work site orientation/introduction and/or SWITC safety/security orientation meeting. Contractor must become familiar with SWITC requirements for Contractors and comply with such requirements, rules and regulations to the end that the safety and security requirements of SWITC will be maintained at all times. The work of the Contract must be conducted in such a manner as to minimize interference with and/or disruption of and/or conflicts regarding the operations of SWITC or its use of its premises.

G. All coordination between the Contractor and the daily operations of SWITC must be directed through the SWITC Facilities Management Representative

H. Utility outages, activities limiting or preventing the use of rooms or areas, or other activities that may affect the daily operation of SWITC must be requested by the Contractor in writing with five (5) days advance notice. Approval will be granted if there is no compromise to security, safety, sanitation, or treatment processes. The Contractor must expect to be directed to complete certain activities and/or work during hours or on days when they will be least disruptive to SWITC.

I. The Contractor must make initial contact with the SWITC Facilities Management

Representative or his designee at the project site to obtain information relating to material storage sites, security requirements, parking, etc. before moving any equipment or material onto the Institution site.

J. The Contractor must notify and obtain approval from the SWITC Facilities Management

Representative, or his designee of changes desired in travel paths, laydown areas, work staging sites, etc.

K. The Contractor must notify the SWITC Facilities Management Representative or his designee immediately upon loss of any construction materials, tools, equipment, or keys.

L. The name, title, telephone number, and office location of the SWITC Facilities Management Representative, or his designee, will be provided to the Contractor.

2.2 ENTRY CONTROL

A. Contractor personnel must restrict their travel and access to those areas of the Campus required to execute the work of the Contract. Unauthorized entry into other Campus areas shall be considered trespassing.

B. The Contractor must maintain an accurate daily listing of Contractor personnel working on the SWITC Campus. This list is to be maintained at a location designated by the SWITC Facilities Management Representative and is to be submitted at the end of each workday/shift to a person/location as designated by the SWITC Facilities Management Representative. The format for the list shall be as coordinated with the SWITC Facilities Management Representative. As a minimum, it must contain date, project number, project title, and first and last names of Contractor personnel. This includes the names of Sub-Contractors, Vendors, etc.

C. When requested by the SWITC Facilities Management Representative, the Contractor must ensure that Contractor personnel wear appropriate visibility-enhancing apparel, i.e., reflective safety vests, headwear, etc. while working on patient treatment units.

D. The Contractor must ensure that locked doors remained locked. When unlocking building doors for work access, Contractor personnel must not allow any person to enter or leave who is not working with or for the Contractor.

E. Facility access keys will be issued to the Contractor on an as-needed basis and such basis will be at the discretion of the SWITC Facilities Management Representative. The Contractor must sign for and assume full responsibility for use and protection of keys issued to him and for ensuring that all keys are accounted for and returned at the completion of the project. Under no circumstances are keys to be duplicated, lent to others, or misplaced.

2.3 TOOL, EQUIPMENT, AND MATERIAL CONTROL

A. Definitions:

1. Class A Tools/Materials: Dangerous tools that could be used by patients/residents to seriously or fatally injury others or themselves or to affect an elopement. Examples of tools in this category includes, but is not limited to, the following: pliers, knives, hammers, scissors, letter openers, shovels, rakes, bolt cutters, ladders, scaffolding, Hilti gun or similar kits with charges, saw blades, files, cutting blades, power saws/drills, diamond tipped tools, hydraulic jacks, porta jacks, etc.

2. Class B Tools/Materials: Materials, supplies, tools, and equipment that can be accurately and measurable be assessed as being a lesser hazard then Class A Tools/Materials but still having salient features/characteristics that allow them to be readily used by patients/residents to injure others or themselves. Examples of tools/materials in this category include larger construction supplies, materials, or equipment, extension cords, ropes, hoses, Freon and other pressurized containers, aerosol containers, gasoline, alcohol, acid, glue, insecticides, herbicides, cleaning materials, construction debris.

B. Supervision and/or Storage of Tools, Equipment, Materials, and Debris

1. Class A and B tools will be permitted in patient/resident treatment areas only when they are in the physical possession of an employee of the Contractor, or are under direct and constant supervision, i.e. constant visual observation; and always within reach of user or an employee assigned to specifically monitor tools, equipment, materials and debris; or they are securely locked in an job box approved by the SWITC Facilities Management Representative or secured in locked designated storage area.

2. Class A and B tools will be permitted in areas other than patient/resident treatment areas whenever all of the requirements noted in 2.3.B.1 are met or when the Contractor erects, constructs, creates, etc., structurally adequate barricades around the work site when materials, tools, or equipment will be unattended or unsecured. In the absence of Class, A or B tools or a condition or situation representing a known or commonly recognized safety hazard, the Contractor must, as a minimum, erect barricade/construction tape around his work site or utilize a trained worker as a safety monitor to prevent unauthorized people from unknowingly entering the work site.

3. Tool control must be maintained at all times. A tool log-in and log-out procedure will not be required on this project. However, Contractor must be responsible to maintain an inventory and vigilance of tools, materials, equipment, supplies, and debris and should report any missing tools/etc. to the SWITC Facilities Management Representative immediately.

4. The requirement for the control of tools, equipment, materials, and debris shall extend to vehicles of the Contractor parked on the Campus.

5. The Contractor must establish a system for the collection and disposal of all scrap, debris, parts, waste, and other unused, unnecessary, or unwanted material or equipment generated during the course of the specified/required work. Under no circumstance shall construction materials/debris, such as pipe, wire, fasteners, metal/wood pieces, etc., be left unattended and/or unsecured in Campus areas where staff and patient access is permitted.

2.4 MOTOR VEHICLE AND PARKING RULES

A. All persons driving motor vehicles, including personal vehicles on the premises of SWITC in connection with Contractor business, must abide by SWITC traffic and parking rules as a condition of being permitted to enter onto the premises and as part of the Contract requirements.

B. Applicable provisions of the motor vehicle laws of the SWITC must be observed.

C. The posted speed limits must be obeyed. The speed limits of 10 mph in parking lots and all roadways must be observed.

D. All Contractor personnel must park their vehicles only in authorized and/or designated parking areas.

E. Vehicles must be locked with windows closed and the ignition keys removed unless under direct and constant supervision, i.e., constant visual observation, and always within reach of Contractor personnel. Class A and B tools, equipment, materials, and debris in the bed of a pick-up, truck, etc. must be securely locked in a job box or secured in a manner approved by the SWITC Facilities Management Representative.

F. The Contractor must not provide access to and/or transport in their vehicles any patient or employee of SWITC not specifically authorized by the SWITC Facilities Management Representative.

G. Trucks used for deliveries or other Contract operations on SWITC premises shall be restricted to truck routes designated and approved before the start of construction.

Contractors shall be responsible for notifying suppliers and their own drivers of the routes they are to use and for posting necessary directional signs.

H. Except to load and unload materials, Contractors must not park vehicles at loading docks or other locations where they might obstruct access to a building or building area by fire, police, and other emergency responders.

I. Vehicles operated in connection with Contract work must be loaded and, if necessary, covered to minimize spillage of trash and other debris or materials. The Contractor must be responsible for immediately removing any accidental spills of any materials.

J. The driver of any vehicle involved in an accident on SWITC premises must stop and give aid as needed. The accident must be reported as soon as possible to the SWITC Facilities Management Representative by phone or in person. The drivers must remain on the scene until released and must furnish accident reports as required.

2.5 WORKER HEALTH AND SAFETY REQUIREMENTS

A. Contractors conducting working on the Campus of SWITC must have and/or must establish and must require that its employees, Sub-Contractors, Vendors, etc. be subject to and comply with worker health and safety requirements as least as stringent as those describe in the Worker Health and Safety Programs of the Department of Health and Welfare or their equivalent OSHA programs. These Programs include, but are not necessarily limited to:

Bloodborne Pathogens Hazard Communications (Right to Know) Personal Protective Equipment (PPE) Respiratory Protection Ladder Safety Fall Protection Electrical Safety Hand and Power Tools Lockout/Tagout Machine Guarding Hot Work Lead Confined Spaces Asbestos

Copies of the Worker Health and Safety Program(s) of the Department of Health and Welfare will be provided to the Contractor upon request to the SWITC Facilities Management Representative.

B. The Contractor must be responsible for ensuring a safe work environment for Contractor personnel as set forth in other sections of the Specification and/or the Plans. However, SWITC will take all necessary actions, including stopping activities of the Contractor that are deemed unsafe or potentially harmful to others, to ensure the safety and welfare of employees, patients, and visitors.

2.6 FIRE PREVENTION AND INTERIM LIFE SAFETY MEASURES

A. Contractor shall ensure that when work activities require or result in passive building fire protection elements and features (exit corridors, fire/smoke separations, exit lighting, exit/cross-corridor doors, etc.) being temporarily degraded, removed, blocked, etc. or when active or automatic fire protection systems are temporarily removed from service, that the Contractor be subject to and comply with the Interim Life Safety Measures (ILSM) that shall be established, implemented, and enforced by SWITC. ILSM are pre-planned administrative actions established, implemented, and/or enforced to compensate for any reduction in or loss of fire protection. ILSM may be placed in the Plans and Specifications, and/or issued as a Supplemental Instructions, Construction Directive, Change Order, etc.

B. For this Project, Contractor shall be required to implement/adhere to the following Interim

Life Safety Measures and/or fire prevention measures:

1. Immediately notify nearest SWITC staff if fire/smoke is noted in work area.

2. In the event of a fire/fire alarm or the overhead paging announcement, immediately ensure all Contractor personnel evacuate the building using the same evacuation route(s) as Hospital staff and patients. Contractor must report to the SWITC supervisor in charge at the evacuation assembly point or refuge area and provide him/her with a listing of personnel who have exited the building and the names of those who remain in the building or whose whereabouts are unknown. Contractor and his work forces must follow the directives of the SWITC supervisor in charge at the assembly point or refuge area.

3. Establish fire watch procedures/personnel and furnish extra fire extinguishers as required in the Plans and Specifications

4. Ensure combustive materials and supplies and waste materials and rubbish are not allowed to accumulate and/or be stored.

5. Permit flame cutting when specifically allowed by the Plans and Specifications or when authorized by the SWITC Facilities Management Representative. All such work must be protected with suitable fire extinguishers, fire blankets, and fire watch personnel.

6. Contractors must not disable or make connections to any fire hydrant, fire suppression system, or fire alarm control system without prior approval of SWITC Facilities Management Representative.

7. SWITC fire protection equipment and systems that must be altered, modified, moved, etc. as part of the Contract shall be done under the direct supervision of SWITC. The Contractor must request such supervision.

8. Work that might or will cause airborne contamination will be cause for the removal or covering of smoke detector heads within that area prior to commencing the work. This action shall require the approval of and must be coordinated with the SWITC Facilities Management Representative. Covered or removed heads must be uncovered or replaced at the end of each work period and the fire alarm control system restored to fully operational status unless otherwise approved by the SWITC Facilities Management Representative.

2.7 INFECTION CONTROL AND ENVIRONMENTAL PROTECTION MEASURES

A. The Contractor must ensure that its workers implement and/or comply with infection control risk mitigation measures set forth in the Plans and Specifications and/or issued as a Supplemental Instructions, Construction Directive, Change Order, etc.

B. The Contractor must ensure that its workers implement and/or comply with control and/or containment measures for dust, odor, noise, moisture, water leakage, etc. as set forth in the Plans and Specifications and/or issued as a Supplemental Instructions, Construction Directive, Change Order, etc.

C. The Contractor must request consultation with the Consulting Architect/Engineer, DPW, and/or SHS prior to commencing any work that can be reasonably anticipated to introduce dust, noise, vibration, moisture, or offensive odors into the treatment or work environment. The minimum requirements for this type of work must be:

1. Work site is under negative pressure.

2. A good barrier is provided around the work site.

3. Dust and debris are controlled to keep particulate matter within the work site at a minimum level.

4. Worker control is provided so that particulate is not spread beyond the work site on clothes or by foot traffic.

D. When the work site includes conditions hazardous to Contractor personnel, such as exposure to pathogenic or chemical agents present at or in use by SWITC, the Contractor must request instruction on recommended protective measures from the SWITC Facilities Management Representative before proceeding and must follow or exceed those instructions.

2.8 OTHER REQUIREMENTS OR RESTRICTIONS

A. Videotaping or photographing is prohibited on the Campus and in the Buildings of SWITC unless authorized in writing by SWITC Facilities Management Representative.

B. Weapons, alcohol, drugs, and pets are not allowed on the Campus.

C. Use of all tobacco products, including e-cigarettes, is prohibited on SWITC Campus.

D. Minors under the age of eighteen (18) are not allowed on the site unless authorized by the SWITC Facilities Management Representative.

E. Cell phones must be placed on vibrating or silenced ring tone when working in the Buildings on the Campus. Cell phone calls shall not be taken nor placed while working in the patient treatment units.

F. The Contractor must avoid entering into any transactions or activities with patients that would reasonably be interpreted as exploitation, inappropriate, or non-therapeutic.

G. Unless otherwise specified in the Plans and Specifications, the Contractor’s work shift must be from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding legal holidays.

Extended hours, weekend, or holiday work may be available to the Contractor, but must be coordinated with and approved by the SWITC Facilities Management Representative in a manner permitting at least three (3) days prior notice to staff and/or patients/residents.

H. Utility outages, activities limiting or preventing the use of rooms or areas, or other activities that may affect the daily operation of SWITC must be requested by the Contractor in writing with five (5) days advance notice. Approval will be granted if there is no compromise to security, safety, sanitation, or treatment processes. The Contractor shall expect to be directed to accomplish some work/activities during hours or on days when they will be least disruptive to the operations of SWITC.

I. During patient management incidents/actions or patient/staff emergencies, the Contractor and his work forces must immediately follow the directives of any SWITC Supervisor. If such an even happens, the Contractor must document all affected activities and forward the documentation to the SWITC Facilities Management Representative; and, as dictated by the type and nature of the project, the DPW Field Representative and the Consulting Architect/Engineer.

J. The Contractor’s employees must present a professional appearance and manner while on the premises of SWITC. Abusive, suggestive, loud, and/or profane language or actions shall not be permitted or tolerated. Noise from boom boxes and other audio equipment used by the Contractor’s employees must be controlled to minimize complaints from persons near the work site and/or as directed by the SWITC Facilities Management Representative.

K. The Contractor must be responsible, without exception, for scheduling, coordinating and approving the work of its Sub-Contractors, Vendors, etc.

L. The Contractor must be expected to furnish all supervision, tools, materials, labor, and equipment required for the work as specified in the contract documents. Therefore, unless the Contract documents indicate otherwise, please do not request the use of the Maintenance Shop or SWITC Maintenance equipment or request materials or assistance from SWITC Maintenance Department personnel unless approved by the SWITC Facilities Management Representative.

M. The Contractor must not authorize delivery or the drop shipment of materials, supplies, or equipment at SWITC without prior approval of SWITC Facilities Management Representative. If the SWITC Facilities Management Representative approves a delivery or drop shipment at SWITC, the Contractor must have its workers available to accept the delivery. SWITC will not, under any circumstance; be responsible for receiving, unloading, or storing Contractor’s material unless prior approval has been obtained from the SWITC Facilities Management Representative.