SOW - Fire Extinguisher 2026 Draft.docx

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Portable Fire Extinguishers Inspection, Testing, and Maintenance at the Department of Veteran Affairs, Pacific Islands Health Care Systems (VA PIHCS).

2. Scope of Work: The contractor shall provide all labor, materials, tools, equipment, and supervision required to perform the following:

a. Annual Inspections

i. Conduct a thorough inspection of all portable fire extinguishers.

ii. Verify location, visibility, accessibility, and legibility of labels and operating instructions.

iii. Confirm proper type and placement per hazard classification (per NFPA 10 Table 6.3.1.1).

iv. Ensure tamper seals, safety pins, and operating handles are intact.

v. Document deficiencies and corrective actions.

b. Maintenance and Testing

i. Perform annual maintenance on all extinguishers per NFPA 10 Chapter 7.

ii. Conduct the required 6-year maintenance for stored pressure extinguishers.

iii. Conduct the required 12-year hydrostatic testing and recharging.

iv. Replace defective parts (pins, seals, hoses, gauges, brackets).

v. Recharge extinguishers following manufacturers’ recommendations and NFPA 10 standards.

c. Certification and Tagging

i. Apply tamper-resistant tags/stickers showing date of service, type of service, and technician ID.

ii. Maintain complete service records for each unit.

iii. Provide electronic reports compatible with VHA recordkeeping systems.

3. Background: The National Fire Protection Association (NFPA) requires that portable fire extinguishers be inspected, tested and maintained in accordance with NFPA 10. The VA adopts the latest edition of the NFPA Codes. This service is also required per The Joint Commission (TJC) and Occupational Safety and Health Administration (OSHA).

B. GENERAL REQUIREMENTS

1. All work is to be done between the hours of 7:00 AM and 3:00 PM, Monday through Friday, unless otherwise specified.

2. The contractor must possess and furnish written proof of a fire extinguisher manufacturer factory service certification and/or National Association of Fire Equipment Distributors Portable Fire Extinguisher Technician certification relevant to the type of work performed.

3. Work dates shall be scheduled with COR a minimum of 2 weeks in advance.

4. The contractor will report to the VA Safety Office prior to starting any work to sign in and obtain a copy of the portable fire extinguisher inventory log.

5. A VA Safety Office employee will escort contractor personnel during the performance of all tasks required by this SOW. VA will NOT furnish tools, supplies or employees to assist with inspection and test work.

C. SPECIFIC MANDATORY TASK. Provide all labor, time, equipment, materials and supervision for the maintenance, testing, and inspection of fire extinguishers (quantities, sizes, and types may vary at any given time depending on construction, Code changes, or New purchases/ processes).

D. SCHEDULE OF DELIVERABLES

1. Annual maintenance is to be conducted in March and July of each year following all requirements listed in the latest edition of NFPA 10. The annual maintenance is to be conducted by a technician certified in accordance with the latest edition of NFPA 10. The annual maintenance is to include a dusting/ cleaning/ wipe down of each unit and re-installation of tamper seals and contractor provided tags dated with the current year. Perform 6-year and 12-year service as necessary.

a. This maintenance will be documented on mutually agreed upon tags (contractor furnished) provided on each extinguisher and will include the month/ day/ year of maintenance. The contractor will document the annual maintenance on the back of the tag in month of service and initial.

b. The inspection will also be annotated on the inventory log provided by the VA verifying that the extinguisher received the required annual maintenance.

2. The contractor shall perform internal inspections and/or hydrostatic testing as required. The contractor shall provide and install temporary fire extinguishers in place of those units being serviced.

3. Fire Extinguishers that have been discharged and/or require full replacement and/or recharging will also be included in the contract.

4. Upon completion of all work, the contractor must provide a serialized list indicating maintenance performed and pass or fail criteria, to include: any corrective action taken for extinguishers required to be removed from service. This serialized list must identify compliance with the latest edition of NFPA 10.

Standards and References

· NFPA 10 – Standard for Portable Fire Extinguishers

· OSHA 29 CFR 1910.157 – Portable Fire Extinguishers

· VHA Directive 7707 – Fire Protection Program

· Joint Commission LS.02.01.35 – Fire Extinguisher Requirements

· Local/state codes as applicable Performance Requirements

· 100% compliance with NFPA 10 and VHA fire directives.

· Completion of inspections within 30 days of award.

· Emergency response and damaged fire extinguisher replacement within 24 hrs.

· Zero overdue inspections at any time.

Performance Period: The initial period of performance is for a base year (1/01/2026 – 12/31/2026) with four one-year options. Annual maintenance/inspections required by this contract is to be performed in March and July of each year.

Quality Assurance

· Monitored by VA PIHCS Safety and Engineering.

· Random spot checks may be conducted.

· Non-compliance will result in corrective action or contract termination.

Security & Safety

· Contractors must comply with the VA security, ID badge, and infection control policies.

· Work must not disrupt patient care.

· Hazardous materials must be handled per EPA/OSHA regulations.

Location of Work: The following Department of VA PIHCS are located on the Island of Oahu:

· ACC, 459 Patterson Road, Honolulu, Hawaii 96819

· Parking Structure, 459 Patterson Road, Honolulu, Hawaii 96819

· CLC, 459 Patterson Road, Honolulu, Hawaii 96819

· E-Wing, 459 Patterson Road, Honolulu, Hawaii 96819

· VA Warehouse, 3375 Koapaka Street, Suite D-155, Honolulu, Hawaii 96819

· Windward Community Based Outpatient Clinic (CBOC), 46-001 Kamehameha Hwy, Kaneohe, Hawaii 96744

Title of Project: Services for fire extinguisher include annual maintenance of fire extinguishers as well as conducting routine inspections and testing such as annual inspections and the 6-year hydrostatic test for 5lb dry chemical ABC fire extinguishers, 10lb dry chemical ABC fire extinguishers, 10lb CO2 fire extinguishers, 10lb “K” fire extinguishers and 50lb CO2 fire extinguishers.

Summary: Vendor will conduct fire extinguisher annual and hydrostatic test for the Department of VA PIHCS located in Honolulu, Hawaii to include off-site locations within the Island of Oahu. The vendor will be responsible for developing and maintaining a record of annual service requirements and due dates for portable fire extinguishers located within VA PIHCS. The vendor shall perform all annual inspections and hydrostatic tests, which shall include all labor materials and transportation of extinguishers. Additionally, all service provided by the vendor must comply with the current National Fire Protection Agency (NFPA) 10 guidelines for fire extinguisher maintenance, which includes the annual service, 6-year service maintenance and 12-year service maintenance/ hydrostatic testing.

Scope of work will include:

1. Contractor to conduct onsite annual inspections at the Locations of Work listed above. The contractor will be responsible for identifying the different types of extinguishers by type and size and maintain records of the required annual and hydrostatic due dates as mandated by NFPA.

2. Contractors will provide backup fire extinguishers when it is necessary to take a fire extinguisher that is in use out of service for any period for maintenance or recharge. The contractor will maintain and ensure the list of all fire extinguishers, and their maintenance due dates are kept current for hydrostatic test collars and annual tags. The initial list will be provided by the VA PIHCS Safety Service.

3. The scheduled annual inspections should be scheduled for a minimum of 2 weeks in advance with the Contracting Officer Representative for all Locations of Work listed above and annotated on the inspection tag and via electronic record.

4. Estimated Quantities

ANNUAL Fire Extinguisher Checks are due in March of each year at the following locations:

ANNUAL Fire Extinguisher Checks are due in July of each year at the following locations:

Windward CBOC, 46-001 Kamehameha Hwy Ste. 301 Kaneohe, HI 96744

5. As needed, annual or emergency fire extinguisher pickups or exchanges will be made to replace used or damaged fire extinguishers.

6. The number of fire extinguishers may change due to ongoing construction at the various campuses.

Reports Required:

1. Annual fire extinguisher inventory and service report.

2. Annual fire extinguisher hydrostatic test service and schedule inventory.

3. Contract period is 01/01/2026 – 12/31/2026 (or one year from date of award if subsequent thereto) with four one-year renewal option periods through 12/31/2030.

Contractor Qualifications: The contractor must be certified and/or licensed to perform specified work and provide a copy to the COR before commencing work Invoice / Payment: All invoices shall follow instructions confined in the contract.

Contractor Safety and Security Requirements: The contractor will follow the safety and security requirements outlined in the VA PIHCS Directives for personal suitability and security program (Attachment A).

Contractor Licenses and Permits: The contractor must have and maintain a current valid license to perform fire extinguisher services. The contractor will maintain and provide all licenses and permits required by Hawaii, Honolulu Counties and Federal authorities. Copies shall be provided to the COR.

Contractor Responsibilities:

1. In accomplishing any work under this contract, the contractor is totally responsible for his/her full compliance with all applicable, federal, state, and local government policies, regulations, procedures, specifications, and compliance with all NFPA, OSHA, VHA, and Joint Commission standards that apply to work of this nature

2. Ambulatory Care Clinic and Community Living Center: All on-site work performed at the VA PIHCS shall be between the hours of 0700am and 1500 hours, Monday through Friday, except Holidays. The contractor shall provide the names of employees and the applicable contact information (i.e., phone numbers and emails, etc.) to the COR, that are scheduled to work at any VA PIHCS site at least 48 hours before arriving on VA PIHCS premises.

3. Provide qualified, certified fire extinguisher technicians. Supply all parts, recharge agents, and maintenance equipment. Provide service reports and certification documentation.

Government Responsibilities: The COR will be responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contract personnel security requirements described herein:

1. Provide facilities, access and escort as required.

2. Provide inventory lists and locations of extinguishers.

3. Review and approve service documentation.

4. Provide Contractor with prior year inspection report.