SOW_Fire Alarm Service Contract 2024.pdf

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW)

1. PURPOSE OF THE PROJECT

The contractor shall provide non-personnel services for the testing and inspections of the fire alarm system (with continuous monitoring), the sprinkler system, backflow preventers and the portable fire extinguishers, at the Clinton and El Reno Indian Health Centers. Also included, annual testing, annual monitoring of alarm system, and pharmacy security systems (at El Reno only). Annual portable fire extinguisher inspections at Watonga and the fire suppression vent hood at El Reno.

2. INCREMENTS

This is a Joint Commission requirement stated in LS.03.01.34 and LS.03.01.35. Standards for Ambulatory Care.

Time Frame Definitions Acceptable Intervals Annual = Annually/every 12 months/once a year/every year

12 months from the last event +/- 30 days

Quarterly = Every 3 months Every 3 months +/- 10 days Semi Annual = Every 6 months Every 6 months =/- 10 days

3. PERIOD OF PERFORMANCE

12 months from date of award with four (4) option years.

4. TECHNICAL REQUIREMENTS: Vendor shall provide at minimum the following services:

- CLINTON SERVICE UNIT

1. Fire Alarm ANNUAL inspection

2. Sprinkler System QUARTERLEY inspection

3. Fire Extinguisher ANNUAL inspection

4. Fire Alarm Monitoring 24/7

- EL RENO SERVICE UNIT

5. Fire Alarm ANNUAL inspection

6. Sprinkler System QUARTERLY inspection

7. Fire Extinguisher ANNUAL inspection

8. ANSUL (vent hood) SEMI ANNUAL

9. Fire Alarm Monitoring 24/7

10. Pharmacy Security System Monitoring 24/7

- WATONGA SERVICE UNIT

11. Fire Alarm ANNUAL inspection

12. Fire Extinguisher ANNUAL inspection

13. Fire Alarm Monitoring 24/7

5. SPECIAL REQUIREMENTS

5.1. The supervising official will determine if the contractor will be subject to PIV credentialing requirements for physical and logical access, in line with the below requirements.

5.1.1. Long-term contractors are defined as working in excess of four months (or 120 days, consecutively) for the purpose of background investigations. All long-term contractors must have, at minimum, a favorably adjudicated Tier 1 background investigation. Some positions may require a higher-tiered investigation, in accordance with the OMB M-05-24 Sections, 7.F “Applying guidance to temporary employees and contractors.”

5.1.2. Short-term contractors are defined as working for less than six months or 1040 hours in a one-year period of service for the purpose of HSPD-12, in accordance with 5 CFR Part 316. Short-term contractors are not issued a PIV card, except when required for routine facility or network access.

Short-term contractors are subject to an investigation conducted in accordance with the risk/sensitivity of the position.

5.1.3. Temporary hires and volunteers are defined as working for 120 days or less. The supervising official will determine whether a temporary hire working 121 days or more will be subject to PIV credentialing requirements based on the need for network and facility access. Temporary hires are subject to all personnel security requirements.

5.1.4. If onsite service employee does not require 5.1.1 through 5.1.3, then a visitors pass must be requested upon arrival with either the front desk or facilities and worn at all times while on the premises.

5.2. The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds).

No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Clinton

Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.2. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.3. Personnel Qualifications:

Personnel with the necessary level of expertise to support the task activities and requirements in this SOW. The contractor shall provide a single point of contact that shall serve as the project manager for the life of the contract.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government shall not provide any property, facilities and services. The government shall ensure areas are clear of obstruction for the contractor to perform the services.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Contractor shall provide personnel, materials and equipment for services to complete inspections.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable ☐YES ☐NO ☐N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

☐YES ☐NO ☐N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

Quality Control met and provided when required ☐YES ☐NO ☐N/A

Quality Improvement information provided when required. ☐YES ☐NO ☐N/A

Customer Service was provided to CSU Vision “Exceed the Need”. ☐YES ☐NO ☐N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to CSU Human Resources prior to expiration

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).

Comments:

8/20/2024

X Eric Stoneroad Eric Stoneroad Facility Manager Signed by: PIV

Department Supervisor Signature: ________________________

Administrative Officer Signature:_________________________