SOW - Fire Alarm Annual Contract.docx

Fire Alarm System Annual Inspection, Maintenance, and Repairs

Statement of Work

Carl Vinson VA Medical Center 1826 Veterans Blvd Dublin, Ga 31021 Contract Purpose:

This Statement of Work defines the requirements for a certified Notifier Fire Alarm System distributor to provide comprehensive annual services for inspection, testing, maintenance, repair, and 24/7 emergency support of the Honeywell Notifier Fire Alarm System at the Carl Vinson VA Medical Center (CVVAMC), located at 1826 Veterans Blvd, Dublin, GA 31021.

The contractor must be able to perform all duties defined within this scope. Services may not be subcontracted. Certifications for each system must be submitted within X months of the award in the base year and annually thereafter. The Contractor must at a minimum support, service, inspect, test, maintain, and repair all devices and systems without the support of sub-contractors. Due to the security and sensitive nature of the fire alarm system, the VA reserves the right to veto any contractor that 1) Violate VA rules and regulations 2) Is not Notifier certified, 3) Has limited experience working on systems of similar size and complexity 4) Has previously produced poor quality of work on the existing fire alarm system at CVVAMC. The requirement for proof of certifications will apply to all sub-contractors and the prime Contractor will remain liable for non-compliance.

System Description:

The Carl Vinson VAMC campus includes:

· 86 buildings over approximately 101 acres

· Notifier system includes but is not limited to:

· FACP: NFS2-3030 panels

· Approximately 21 panels (estimated 3,000 devices site-wide tied to panels)

· Panel Maintenance to include:

· Power supply devices

· Batteries

· Annunciating devices

· Devices to Include:

· Network control annunciators

· Smoke detectors

· Heat detectors

· Audible devices (speakers and horns)

· Visual devices (strobes)

· Fan Shut Down Devices (Duct detectors and smoke dampers)

· Tamper and Flow switches

· Manual pull stations

· Electromagnetic Releasing Devices

· CO detectors

· Horn Strobe devices

· Combination speaker/strobe devices

· Voice Evacuation Devices

· Communicator devices

· Initiating devices

· Supervisory devices

· Communicators

· Auxiliary functions (door release, HVAC shutdown)

· Elevator functions

Scope of Work:

The contractor will provide all supervision, labor, equipment, and materials needed to complete work for this service contract per the SOW. The contractor shall provide test and certify all devices associated with systems and provide documentation of inspections in accordance with the current applicable NFPA 72, The Joint Commission (TJC) Life Safety, VA, and OSHA requirements. Specific work to include:

· Annual NFPA compliant inspection and testing

· Preventative and corrective maintenance

· System repairs within a pre-authorized repair contingency budget

· 24/7 emergency service response with a 4-hour on-site arrival time

· Documentation of all preventative and corrective maintenance actions

· Five business day delivery of all official inspection and testing reports. Extensions can be provided with reasonable justifications.

· Submission of work logs when on-site within two business days of visit. Extensions can be provided with reasonable justifications.

· Logs must include a detailed description of work completed, buildings accessed, parts replaced, hours on-site, employee name, issues not addressed, and other relevant information

· Delivery instructions: All required documentation, logs, inspections, annual reports, etc. must be sent to a shared distribution list specified after award.

Services Required Annual Inspection, testing, and maintenance:

· Perform a complete system-wide NFPA 72-compliant test.

· Functional testing of:

· Control panels and remote annunciators

· All initiating and notification devices

· Supervisory and trouble circuits

· Signal transmission to monitoring stations

· Verify battery voltage/load, clean panels and devices

· Document deficiencies and recommendations for corrections

· Provide complete testing report and updated device inventory Repairs:

· Contractor shall be responsible for all routine maintenance and repairs up to an agreed repair contingency fund.

· All additional repair work using contingency funds require prior approval from the Contracting Officer Representative (COR).

· Contractor shall maintain stock of common Notifier parts to ensure timely repairs.

· All Red Tagged items will be investigated/ completed within 72 hours of being notified of the identification of the issue during a fire alarm and sprinkler/suppression inspection. Yellow tag deficiencies will be completed within two weeks of identification.

Repair Contingency:

The VA shall authorize a repair contingency fund not to exceed $20,000 per year for use at the discretion of the COR for immediate, necessary system repairs. The contractor must notify the COR of the known deficiency/repair and provide a detailed (labor, materials, travel, etc.) cost estimate. The contractor must receive approval from the CO and COR before conducting the work.

Deficiencies identified by VA employees or third-party inspections, audits, etc. may also be repaired under this contingency.

Emergency Response:

· Contractor must provide 24/7 on-call emergency service.

· Respond on-site within 3 hours of facility notification of a system failure or alarm malfunction.

· Provide documentation of cause, corrective action, and resolution for each emergency event.

Training:

All contractors must have a working knowledge of NFPA requirements and procedures. Additional requirements:

· Must be a certified Notifier distributor authorized to inspect, maintain, and repair Notifier systems.

· Technicians shall possess current NICET Level II or higher certification in fire alarm systems or equivalent.

· Must comply with all VA credentialing and security requirements, including badging and background checks.

Hours of Work

Normal working hours are 0700 – 1700 Monday to Friday, except for federal holidays. Preparation can be done during these hours. To reduce patient impact, all work that requires a utility outage will need to take place during afterhours (1700 – 0500) or during weekends. Any work that disrupts patient care or staff areas (for longer than 15 minutes) will be completed after hours. All work started shall be completed and the work area(s) ready for full operations no later than 0500 the following day, unless otherwise coordinated with the COR. All schedules and work hours shall be requested, coordinated, and approved through the COR.

Period of Performance

Base Year: October 1, 2025- September 30, 2026 Option Year 1: October 1, 2026- September 30, 2027 Option Year 2: October 1, 2027- September 30, 2028 Option Year 3: October 1, 2028- September 30, 2029 Option Year 4: October 1, 2029- September 30, 2030