SOW Fire Alarm Inspection RFI.docx

NATIONAL MINE HEALTH AND SAFETY ACADEMY

STATEMENT OF WORK

1.0 BACKGROUND

The mission of the Mine Safety and Health Administration (MSHA) is to protect the safety and health of the nation’s miners. The National Mine Health and Safety Academy was constructed on 74 acres in the early 1970s with the intent to provide a self-contained training facility for the Agency and the mining industry. Mining professionals from across the United States and many foreign countries come to the Academy for health and safety training. The Academy complex, which opened in 1976, consists of 9 buildings, seven of which are inter-connected, making up 347,410 square feet and includes classrooms and laboratories accommodating 600 students, a residence hall of 174 lodging rooms, a cafeteria, a library, auditorium, and wellness facilities.

1.1 OBJECTIVES

The objective of this procurement is to perform quarterly inspections and repair service on Edwards 6500 Fire Alarm System as interfaced to an Edwards EST3 addressable system with voice notification.

1.2 SCOPE

The Contractor shall perform scheduled inspections on Edwards 6500 Fire Alarm system as interfaced to an Edwards EST3 addressable system with voice notification as outlined in Part 5 of this Statement of Work.

The Contractor shall provide service for all existing fire alarm control panels, annunciators, coded and addressable manual pull stations, alarm notification devices, duct smoke detectors, heat detectors, sprinkler flow monitor switches, sprinkler tamper monitor switches, and ceiling/wall smoke detectors.

The Contractor shall provide four (4) quarterly inspections, no-charge emergency service during normal business hours, supplies, and replacement parts without charge (except for non-repairable pieces of equipment, such as smoke detectors).

It is expected that the Contractor may need to attend a site visit for the purpose of this contract to conduct an overall assessment to determine appropriate steps. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

1.2.1 SPECIAL QUALIFICATIONS

The Contractor warrants that he will have obtained all licenses and permits required by law to engage in the activities that are required in connection with the Statement of Work. The Contractor shall conform to all required safety regulations for the Academy, County, State, and the Federal Government.

1.3 PERIOD OF PERFORMANCE

The period of performance for this requirement shall be for one (1) Base period of twelve months with (4) option periods of twelve months each. The Period of Performance reads as follows:

1.4 TECHNICAL POINT OF CONTACT

U.S. Department of Labor Mine Safety & Health Administration 1301 Airport Road Beaver, West Virginia 25813

1.4.1 CONTRACTING OFFICER REPRESENTATIVE: The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.5 RECOGNIZED HOLIDAYS

The Contractor is not required to perform services on the following holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6 HOURS OF OPERATION

The Academy operates between the hours of 8:00 a.m. and 4:00 p.m. Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

The Contractor will in the performance of this requirement immediately notify the COR or the MSHA Point of Contact if the time and/or service obligations of this contract cannot be met due to inclement weather, civil disturbances, equipment failure, illness, etc. MSHA recognizes the obligation of the Contractor to provide for the safety and wellbeing of personnel engaged in providing services under this contract. The Contractor shall notify the MSHA COR or other Point of Contact no later than 9:00 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance.

1.7 PLACE OF PERFORMANCE

The work to be performed under this contract will be at NMH&S Academy, 1301 Airport Road, Beaver, WV.

1.8 SECURITY REQUIREMENTS

Contractor staffs are required to conform to MSHA's security and privacy requirements as described below.

1.8.1 The Contractor will be responsible for ensuring compliance by its employees with the security regulations of MSHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are in federally owned or leased property as described in Section 4, Place of Performance. The Contractor will ensure the security of all MSHA property, building 10 badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys the same day the employees leave the project.

Background Investigations

1.8.2 MSHA's data and work environment is considered sensitive but unclassified. MSHA is required under the Homeland Security Presidential Directive (HSPO-12) "Policy for a Common Identification Standard for Federal Employees and Contractors" to perform a National Agency Check with Inquiries (NACI) for Contractors. The NACI is a brief form of background investigation that is conducted through the Office of Personnel Management. This investigation will be conducted for Contractor staff assigned to this Contract. Contractor staff will be required to provide two forms of acceptable identification, provide a current photograph, and be finger-printed. Successful clearance is required for an employee to continue working under this Contract. Per the PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL clause of the Federal Acquisition Regulation (FAR 52.204-9): The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPO-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility or access to a Federal information system.

1.9 TYPE OF CONTRACT

The Government anticipates awarding a Firm-Fixed Price contract.

PART 2

DEFINITIONS & ACRONYMS

CO – Contracting Officer

COR - Contracting Officer’s Representative: A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Defective Service - A service output that does not meet the standard of performance associated with it in the Statement of Work.

DOL - Department of Labor

FAR – Federal Acquisition Regulation

MSHA – Mine Safety and Health Administration

NMHSA – National Mine Health and Safety Academy

POP – Period of Performance

Quality Control - Those actions taken by a contractor to control the performance of services so that they meet the requirements of the SOW.

Quality Assurance - Those actions taken by the government to assure services meet the requirements of the Statement of Work.

SF – Standard Form

SOW – Statement of Work

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES

Knowledgeable MSHA personnel will be made available to direct the Contractor to the generator locations at NMH&S Academy and may assist as needed. The Government will furnish the electricity for power tools.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

Contractor shall furnish labor, supervision, parts, materials, and incidental supplies to perform the tasks listed in Part 5 of this Statement of Work and NFPA 25.

The Contractor shall perform the services as set forth in the Statement of Work and in accordance with all applicable laws and regulations. The Contractor warrants that he will have obtained all licenses and permits required by law to engage in the activities that are required in connection with this Statement of Work.

PART 5

SPECIFIC TASKS

5.0 TASKS

5.0 REQUIREMENTS

All labor, planning, documents, materials, equipment, supervision, incidentals, permits, licensure, and cleanup shall be provided by the Contractor to complete the following tasks.

1. Maintain a local service facility that is factory authorized to service, install, and maintain Edwards fire alarm equipment for this location. The Contractor shall submit written factory documents with proposal.

2. Maintain at least two (2) local full-time service technicians who are factory certified on the “EST3” and “EST3 Networking” The Contractor shall submit written factory documents with proposal.

3. Maintain at least two (2) local full time employees who are certified with a minimum of NICET Level II to supervise inspection and service work performed on this fire alarm/life safety system. The Contractor shall submit documents certifying NICET level with proposal.

4. Maintain local full time employee who has at least two years of experience providing service on the Edwards 6500 fire alarm system. The Contractor shall submit a list of completed projects that includes the name of current employee/s who have provided service and certification for the Edwards 6500 system fire alarm control panels with proposal.

5. Use factory authorized software to develop a database to accurately identify each addressable device and all action codes necessary for proper operation of the existing EST3 fire alarm/life safety system. The Contractor shall be responsible for all costs involved to prepare database and perform all tests required by NFPA t to certify operation and compliance.

6. Provided that all of the above conditions are met, and upon successful completion and testing of fire alarm database as needed, the Contractor shall:

a. Provide a minimum of four (4) quarterly inspections.

b. Provide written report showing all devices tested, data and condition as tested during industry standard NFPA testing report forms.

c. Provide supplies and replacement parts (including batteries) without additional charge (except for non-repairable pieces of equipment, such as smoke detectors).

The contractor shall provide service for all existing fire alarm control panels, annunciators, coded and addressable manual pull stations, alarm notification devices, duct smoke detectors, heat detectors, sprinkler flow monitor switches, and ceiling/wall smoke detectors.

5.1 TYPE OF COVERAGE

The Contractor shall provide routine repairs and inspections of the equipment; reports, and routine preventative maintenance as described in the sections of this agreement.

5.2.1 SERVICE CALLS AND EMERGENCY SERVICE

The Contractor shall provide a minimum of four maintenance inspections per year under this contract. Additional calls, maintenance, and repairs not covered by this contract will be performed only upon written authorization by the U.S. Government. Any extra services shall be provided by the Contractor as supplemental service on a time-and-material basis and is not included in this agreement.

5.2.2 RESPONSE TIME

A maximum three-hour response time is required on this contract.

5.2.3 WORK SCHEDULE

All work shall be performed during the periods of time established by the U.S Government’s Technical Project Officer (TPO). Due to the nature of the Academy’s functions, the Contractor at no additional charge shall provide service (24 hours a day/7 day a week) if requested by the Academy. The TPO may request some service to be performed at odd hours of the day and night and/or over a holiday period. However, if an overtime rate (for hours other than normal business hours and/or holidays) is to be charged, this rate must be shown when the Contractor bids on the service.

5.5 STOP WORK

All work shall be performed in a safe and professional manner. If work is not performed safely and professionally, the COR shall have the authority to stop work immediately. This does not in any way affect the U.S. Government’s right to terminate the contract for default or convenience in accordance with the applicable provisions of the contract.

5.6 WARRANTY

The Contractor guarantees the materials and workmanship to be of good quality and in conformance with the best commercial practices. All products will be carefully inspected prior to being used. The Contractor must guarantee all materials and workmanship against existing and/or developing defects for one year. The Contractor must warrant all materials, items, and performance to be equal to or better than as represented.

5.7 CLEAN-UP AND DISPOSAL

After the job has been completed, the Contractor shall clean up all areas where work was performed. The Contractor shall remove and dispose of excess materials left at the job site. The materials shall become the property of the Contractor if they are of no use to the government. The Contractor will be responsible for all clean-up, repair, and disposal fees associated with the fire alarm system.