Scope of Work Sprinkler Suppression annual Fire Alarm Extinguishers Gauges Lights.docx

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home (OVH) – Sandusky is seeking bids for quarterly Sprinkler Suppression, and annual Fire Alarm testing, inspections, and preventative maintenance (PM), as well as Annual and Monthly Fire Extinguisher Inspections, Monthly and Annual Fire Sprinkler System Gauges inspection, Annual and Monthly Backup Lighting Systems and Exit Lights inspections based on NFPA 101 Life Safety Code, NFPA 10 Standard for Portable Fire Extinguishers, and the Ohio Fire Code, including repairs resulting from these inspections at 3416 Columbus Avenue, Sandusky, OH 44870.

Mandatory Site Visit A mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that result in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

June 24, 2025 Will begin promptly at 1:00 pm

Sandusky, OH 44870 Main Entrance (Strub Road)

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective Quarterly Sprinkler Suppression, and Annual Fire Alarm, testing, inspections, and preventative maintenance (PM), as well as Annual, and Monthly Fire Extinguisher Inspections, Annual and Monthly Fire Sprinkler System Gauges inspection, Annual and Monthly Backup Lighting Systems and Exit Lights inspections based on NFPA 101 Life Safety Code (2012 edition), NFPA 10 Standard for Portable Fire Extinguishers, and the Ohio Fire Code, including repairs resulting from these inspections

Scope of Work (SOW)

· ODVS/OVH is requiring the vendor to inspect a Simplex PROG 4100U System.

· ODVS/OVH is requesting the vendor to perform all inspections and testing required under the awarded contract to meet the applicable requirements of the Ohio Fire Code (section 1301:7-7-05 1.4, F-500.4), the Ohio Building Code, Life Safety Code (NFPA-101), Proprietary Protective Signaling Systems (NFPA-72), Automatic Detectors (NFPA-72), and other applicable codes and regulations.

· ODVS/OVH is requesting the vendor to only utilize certified technicians to perform inspections and diagnostic testing for all peripheral devices listed and currently connected to the facility. Tests will be scheduled in advance at the convenience of the state.

· ODVS/OVH is requesting the vendor to notify the DVS OVH-S contact person no less than two (2) weeks prior to each inspection’s due date to schedule the inspection.

Sprinkler Suppression Inspections.

September 2025 (with hydrants and FDC) December 2025 (5yr annual inspection) March 2026 (with hose valves) June 2026 (with back flows)

· ODVS/OVH is requesting the Vendor to perform Monthly inspections of Backup Lighting and Exit Sign Systems

· NFPA 101: Life Safety Code, 2012 Edition

· NFPA 70: National Electrical Code

· NFPA 99: Healthcare Codes

· Ohio Fire Code, current adopted edition

· ODVS/OVH is requesting the Vendor to ensure that all emergency lighting systems and illuminated exit signs are operational and comply with applicable fire and life safety standards to provide a safe means of egress during emergencies. Lighting systems listed below

· Emergency egress lighting (battery-powered and generator-backed)

· Illuminated exit signs

· Combination of exit/emergency lights

· Self-contained battery units

· Remote lighting heads

· ODVS/OVH is requesting the Vendor to ensure all exit signs are properly illuminated, emergency lights are unobstructed and aimed properly. To Verify that fixtures housing and lenses are intact and secure and to confirm test buttons are accessible.

· ODVS/OVH is requesting the Vendor to perform a functional test.

· Press test button (where available) on each unit to verify lamp and battery function.

· Simulate a power outage (if applicable) to verify automatic operation.

· All emergency lighting must remain illuminated for at least 30 seconds during the test (per NFPA 101: 7.9.3.1).

· ODVS/OVH is requesting the vendor to confirm Exit Signs are continuously illuminated, check backup illumination (if battery-powered) using the test button. Ensure directional indicators (arrows) are accurate.

· ODVS/OVH is requesting the vendor to use and submit a monthly inspection report to the OVH Site Representative the report should include:

· Location of each unit inspected

· Pass/fail status

· Date of inspection

· Inspector’s initials/signature

· ODVS/OVH is requesting the vendor to retain records for at least one (1) year, or longer if required by the AHJ (Authority Having Jurisdiction)

· ODVS/OVH is requesting the vendor to immediately repair or replace non-functional units. Report deficiencies to the OVH Site Representative. And follow up on all corrections within seven (7) business days, or sooner if required.

· ODVS/OVH is requesting the vendor to re-test all systems after repair.

· ODVS/OVH is requesting the vendor to perform an Annual 90-minute functional testing and the vendor to supply a report of this testing.

· ODVS/OVH is requesting the vendor to Perform monthly Fire Extinguisher inspections to ensure compliance with NFPA 101: Life Safety Code (2012 Edition) NFPA 10: Standard for Portable Fire Extinguishers, and the Ohio Fire Code, Rule 906.

· ODVS/OVH is requesting all Fire Extinguishers to be visually inspected monthly.

· ODVS/OVH is requesting the vendor to be certified on E-Gauge Fire Extinguishers that are connected to the Simplex PROG 4100U System.

· ODVS/OVH is requesting the vendor to follow the following Inspection Procedures in which each extinguisher shall be inspected for the following criteria:

· Accessibility: Extinguisher must be in its designated location and unobstructed.

· Pressure Gauge: Indicator must be in the operable (green) range.

· Physical Condition: No signs of corrosion, damage or leakage; hose and nozzle intact and unobstructed.

· Pin and Seal: Tamper seal must be intact, and safety pin securely in place.

· Labeling: Instructions must be legible and outward facing.

· Mounting: Extinguisher must be securely mounted or placed in an approved bracket or cabinet.

· Weight Verification: for applicable models, ensure weight is within acceptable range.

· Signage: Location signage must be present and clearly visible.

· ODVS/OVH is requesting the vendor to Document inspection findings using a monthly fire extinguisher inspection report, which must include

· Date of inspection

· Inspector initials or signature

· Observed deficiencies

· Corrective actions taken (if applicable), report corrective actions taken or need to be addressed to OVH/Safety & Health.

and submitted to the OVH Site Representative.

· ODVS/OVH is requesting the vendor to update the inspection tag on fire extinguisher to reflect each monthly inspection.

· ODVS/OVH is requesting the vendor to remove any extinguisher that fails inspection from service, tag as “out of service” and have it repaired or replaced by a licensed fire protection technician.

· ODVS/OVH is requesting that annual maintenance and any service or internal inspection must be conducted by certified personnel as required by the Ohio Fire Code.

· ODVS/OVH is requesting the vendor to retain Fire Extinguisher inspection reports for a minimum of one (1) year and make the reports available upon request to regulatory authorities or during facility audits.

· ODVS/OVH is requesting the vendor to Document inspection findings using an annual fire extinguisher inspection report, which must include

· Serial number of Extinguisher

· Type/Class

· Location

· Date of inspection

· Action taken (pass, recharge, replace, remove) This report must be submitted to the OVH Site Representative.

· ODVS/OVH is requesting the vendor to perform Maintenance/Testing Services

· Perform 6 year maintenance on stored-pressure extinguishers if due

· Hydrostatic testing if extinguisher is due Per NFPA 10 Section 8.3

· Replace or recharge units found deficient

· Remove and properly dispose of expired or damaged extinguishers

· ODVS/OVH is requesting then vendor to replace any Extinguishers that are taken off-site for service with compliant temporary units.

· ODVS/OVH is requesting the vendor to perform monthly inspections of all Fire Sprinkler System Gauges associated with the facility’s automatic sprinkler system, to ensure compliance with NFPA 101 (2012 Edition), Section 9.7.5, and NFPA 25 (2011 Edition), Section 5.2.4.

· ODVS/OVH is requesting the vendor to inspect all water pressure gauges on wet pipe sprinkler systems, all air and water pressure gauges on dry pipe, pre-action, and deluge systems.

· ODVS/OVH is requesting the vendor to verify that each gauge is:

· In good physical condition (no visible damage, corrosion, or leaks).

· Legible and unobstructed.

· Displaying normal operating pressure as specified by system design.

· ODVS/OVH is requesting the vendor to report any gauge that shows abnormally high or low pressure, is damaged, unreadable, or missing to the OVH Site Representative.

· ODVS/OVH is requesting the vendor to complete a monthly Sprinkler Gauge Inspection Report including.

· Date and time of inspection

· Inspector’s name or initials

· Observations and gauge readings

· Noted deficiencies or actions taken and submit the Report to the OVH Site Representative.

· ODVS/OVH is requesting the vendor to immediately report any deficiencies or abnormal readings to the OVH Site Representative for corrective action.

· ODVS/OVH is requesting the vendor to complete inspection reports for gauge inspections on site for a minimum of twelve (12) months, or as required by local AHJ, and to make any and all records available for review by the AHJ during fire or life safety inspections.

Expectations

1. All service work will meet and/or exceed manufacturer/industry standards, be in compliance with NFPA Standard 72, Health Care Facilities Code and NFPA Standard 101 (2012 edition), NFPA 99 Health Care Code for Healthcare Facilities, and Ohio Fire Code.

2. All expectations are listed in the index number MAC023 and are expected to be followed.

General Provisions All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

1. All service work will meet and/or exceed manufacturer/industry standards, be in compliance with NFPA Standard 72, NFPA Standard 70, NFPA Standard 101 (2012 edition), NFPA 99 Health Care Facility codes, and Ohio Fire Code.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the ODVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS/OVH Site Representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS/OVH security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of ODVS/OVH and pick up an ODVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor. A copy of all licenses must be provided to ODVS/OVH for record keeping.

9. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

10. Contractor shall provide Certificate of Liability Insurance.

11. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

12. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

13. Contractor shall provide one (1) week notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 8:00am and 5:00pm unless a different time and/or date is approved by ODVS/OVH Site Representative in advance.

14. Contractor shall provide ODVS/OVH with an estimated time for completion of the project.

15. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contractors will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission Contractors shall submit all bids in OhioBuys.

Bid Awarding Process The intend is to award this solicitation to the lowest and responsive bidder.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order and notated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov .