Statement of Work.docx

Statement of Work Fire Alarm System Inspection/Testing, Maintenance, and Alarm Monitoring Aleda E. Lutz VAMC 1500 Weiss St. Saginaw, MI 48602

1. Contractor shall provide all necessary labor, materials, and expertise to perform quarterly, semiannual, and annual inspections and testing services, maintenance, and fire alarm monitoring on the Fire Alarm System located at the Aleda E. Lutz VA Medical Center, 1500 Weiss St., Saginaw, MI 48602.

2. Contractor shall perform inspections in accordance with the most current editions of (OEM) maintenance manuals, NFPA 14, 25, 72 & 105, and additional regulatory requirements as prescribed by the Joint Commission on the Accreditation of Healthcare Organizations (TJC).

a. Contractor shall develop a written testing plan to include ALL system components, showing the periodic frequency of inspections/testing and upcoming inspection/testing dates for the contract year.

b. Contractor shall provide the Saginaw VAMC COR with the completed testing plan 10 business days after contract is awarded, with a schedule of tentative testing dates for all components for the contract year.

3. Contractor is responsible for scheduling and completing all inspections, testing, and planned maintenance to meet current NFPA and TJC standards within standard hours of operation listed below.

4. Contractor shall notify COR at (989) 497-2500, ext. 13901, at least one month in advanced prior to conducting inspections and/or planned maintenance.

5. Hours of Operation.

a. Contractor shall perform inspections during normal business hours, Monday-Friday from 7:30 a.m.-4:30 p.m. excluding any federal holiday and any other days specifically declared by the President of the United States to be a national holiday.

6. Contractor must provide an individual who is factory trained and certified and is an authorized representative of the major equipment manufacturer, United Technologies – Edwards, to perform Testing, Maintenance, and Inspections, as well as any necessary repairs.

7. Services include the following.

a. Inspections:

(1) Systematic examination of all system components.

(2) Contractor shall perform testing, cleaning, adjusting of all components as necessary to keep the system in reliable condition and proper working order.

(3) Contractor shall furnish all tools, and cleaning materials, and parts required to perform inspections and testing.

(4) Contractor shall perform battery and charger maintenance. Replace as necessary.

(5) Fire damper inspection in accordance with NFPA 105, (6-yr. cycle, FY 2023-2024).

(6) Standpipe inspection in accordance with NFPA 14, 25 & 72, (5 yr. Cycle, FY 2023-2024) followed by annual inspections thereafter.

b. Emergency Service:

(1) Contractor shall respond within six (6) hours upon notification of system trouble.

(2) Emergency call-back service shall be limited to minor adjustments. Any major repairs to affect the integrity of the system to include panic alarm system components shall be covered under separate Purchase Order.

8. Contractor shall contact COR at (989) 497-2500, ext. 13901, prior to and upon completion of work and shall provide work ticket and/or report. Work ticket shall include complete description of the work performed and parts replaced.

9. Contractor should be aware that from time to time the fire alarm system will undergo changes as new systems are added and systems are replaced or deleted. VA will maintain an up-to-date inventory list and will ensure that the contractor is always provided with a current copy. Contractor to verify component list prior to start of inspections.

a. Inspection of minor additions/deletions of components (less than 5%) will be done at no additional cost to the VA Saginaw Healthcare System. Substantial change (> 5 %) to the configuration of the Alarm and Suppression Systems should be noted by the vendor, and a modification to adjust the contract will be submitted to the Contracting Officer prior to conducting the next quarterly inspection.

10. Contractor shall maintain a log at the fire alarm control panel (Room B140-1). The log shall include the date, type of trouble, condition of the system, and the name of the technician responding to the trouble call. Each trouble call shall be fully described to include but not limited to the nature of the trouble, corrective action taken and what parts replaced.

11. Non-emergency adjustments shall be accomplished during quarterly visits or at the hourly rate previously defined. A separate PO must be issued prior to start of work.

12. The following is a list of systems and components that shall be maintained and tested to included but not limited to the following:

a. Fire alarm panels including batteries (12-volt; approximately 26 total) and battery chargers. Shall include testing and inspection of all functions.

b. Initiating devices to include:

(1) Manual Pull Stations

(2) Heat Detectors

(3) Area Smoke Detectors

(4) HVAC Duct Smoke Detectors

(5) Fire Sprinkler Water Flow Switches

(6) Fire sprinkler valve supervisory switches

(7) Fire sprinkler hi/low air supervisory switches

c. Notification Appliances to Include:

(1) Audible Signals (bells, speakers, and horns)

(2) Visual signals (lights & strobes)

d. Auxiliary Devices to Include:

(1) Magnetic Door Holders

(2) Fire Shutter Door Releases

(3) HVAC Fan Shut Down

(4) Fire Department Remote Alarm

(5) Elevator Fire Service Recall

(6) Fire-Smoke Dampers (30 total)

e. United Technologies (manufacturer) Reporting System to Include:

(1) Remote Monitor Panels

(2) Central Reviewing Equipment

(3) Software, Database, and Server, with back-up software and database. Annual and quarterly software/database reviews of Edwards EST-3 ©, Fireworks© and BuildingReports.com ©. Vendor shall perform software/database updates for standard factory revisions and patches to systems, as needed, to ensure proper operation of all systems involved. Systems described are NOT connected to the VA Secure Networks. Systems are standalone, air-gapped, in accordance with Department of Veterans Affairs Air Gap requirements. Systems are not capable of remote connection outside of Saginaw VAMC campus.

(4) Portal to portal software standard factory revisions for fire alarm and suppression system. 40 hours are allocated for first visit, 8 hours per quarter thereafter. Contractor to contact CO and COR if additional time is needed in accordance with the SOW. Time shall be billed under CLIN 0002, portal to portal fire alarm and suppression system maintenance and repairs. If additional funding is not made available, line item 2 will be put on hold until further notice and funding is made available.

f. Single Stations Stand Alone Systems:

(1) HVAC Duct Smoke Detectors and Fan Shut Down

(2) Fire Smoke Dampers

13. Contractor shall submit a quarterly report to COR and the Contracting Officer to include but not limited to the following information:

a. Testing Schedule:

(1) Building number.

(2) System type tested.

(3) What was tested.

b. Detailed report:

(1) Building number.

(2) Location of device.

(3) Type of Device.

(4) Test Results.

(a) Original.

(b) Current.

(5) Zone (Zone FACP).

(6) Code (Chime Code).

(7) Quarter.

(8) 6 months.

(9) Year.

(10) Date.

(11) Comments.

c. Fire Alarm Discrepancy Report:

(1) Building Number.

(2) Device and location.

(3) Type of Discrepancy.

14. The publications listed below shall be followed and adhered to while conducting repairs, testing, maintenance, and inspections.

a. Manufacturer’s maintenance manuals.

b. Manufacturer’s recommendations.

c. National Fire Protection Association Standards. (NFPA 25, 72 & 105)

d. National Electrical Code (NEC).

e. National Fire Code.

f. Joint Commission (TJC) Requirements. (VA will provide. Contact COR).

15. Contractor shall report to Facility Management Service, Building 1, PRIOR TO STARTING AND AFTER COMPLETION OF WORK. Contact COR at (989) 497-2500, ext. 13901.

16. Fire Alarm and Suppression System Components (An initial inventory during first annual fire alarm inspection and test should be conducted to confirm existing numbers.)

a. Fire Alarm and Suppression Systems include the following components:

b. The Service Summary section provides an overview of the services performed in this report.

Total:

17. TESTING PROCEDURES:

a. General Description

(1) This specification provides the requirements for cleaning and testing the existing Life Safety System.

(2) Periodic inspection and testing shall be in accordance with all applicable NFPA codes.

b. Clean All Detectors.

(1) Disassemble, clean with vacuum or cloth, reassemble, and replace as necessary.

(2) Test sensitivity voltage using a UL listed test meter. If detector is out of range, adjust and repeat.

(3) Record test results on inspection report.

c. Test All Pull Stations.

(1) Check for any physical damage.

(2) Activate pull station to verify alarm signal and then reset pull station.

(3) Record test results on inspection report.

d. Test Water flow or Tamper Switches (if applicable)

(1) Check for any physical damage.

(2) Activate valve or flow water to test switch and then reset devices.

(3) Record test results on inspection report.

e. Verify operation of Audible and Visual Systems

(1) Activate alarm signals.

(2) Verify proper operation of each unit.

(3) Record test results on inspection report.

f. Functional Test

(1) Put control panel into alarm mode.

(2) Verify operation of Fan shutdown, remote signal transmission and all other automatic functions that have been designed into the system.

(3) Also verify that smoke fire and dampers close in alarm conditions.

(4) Verify operation of Elevator Recall for seven elevators, Power Shunt Breaker, and Elevator Shaft Smoke Sensors.

(5) Verify smoke/fire barrier door closures.

(6) Record test results on inspection report.

(7) Check smoke fire dampers.

g. Control Panel Test – Secondary Power Supply

(1) Measure voltage at incoming power, battery charger, batteries, and all other critical points. (Specific points are defined by system used).

(2) Record test results on inspection report.

18. Test Result Reporting/Recording

a. Record test results using on-line inspection report, using http://www.buildingreports.com .

(1) Test results must be completed within ten (10) business days of inspection/tests.

(2) Any deficiencies must be noted, and System component tagged (using VA approved/supplied tags).

(3) A written report of deficiencies must be provided in a daily report, submitted to COR, for VA Safety Manager to log and track remediation of all deficiencies. Daily deficiency reports must include component, nature of deficiency and location.

b. Finalize Inspection Report, using http://www.buildingreports.com .

(1) A quarterly meeting shall be held with Contractor Inspection Team Leader, VA Safety Manager and COR to review Inspection Report.

(2) Remediation plan for all deficiencies shall be developed, and contractor shall submit repair estimate and repair schedule to the COR within 5 business days.

(3) Contractor shall submit report to the COR and Saginaw VA Safety Manager within 5 business days of repair completion showing status of all identified deficiencies.

19. United Technologies (UT)/Edwards EST-3 Fire Alarm System Software and Programing

a. Software Programming for the Edwards EST-3 Fire Alarm System shall be provided by qualified, certified EST 3 System Technician/Programmers.

(1) Valid certificate from United Technologies Edwards required for Alarm System technicians and Edwards EST-3 SDU programmer.

(2) Documentation will be verified with Edwards EST-3 database to ensure valid training is certified and current.

b. Contractor shall provide all updates and software revisions for the Edwards EST-3 Fire Alarm System.

(1) Download and install any software updates and revisions for UT/Edwards EST-3 SDU Software and Fireworks Software.

c. Any System Programming deficiencies should be noted and remediated by the contractor’s UT/Edwards EST-3 technician.

d. Contractor shall maintain an updated back up disc for the United Technologies-Edwards Fire Alarm System and Fireworks© server(s).

20. As-Built CAD Drawings

a. Review and update As-Built CAD Drawings to show all Alarm and Suppression System Panels, Components, Sensors, and Wiring.

(1) Verify As-Built drawings are accurate. Annual review by contractor to ensure accuracy.

b. Current As-Built drawings will be provided by VA upon Contract Award. Contractor shall review and redline As-Built AutoCAD drawing layers to show location and identify the following components:

(1) All Sprinkler Systems, to include flow switches; gauges; valves; check valves; standpipes and drains; hydrants and fittings. Layers shall show all components.

(2) All ventilation fire-smoke dampers; tampers; control relays and natural gas shut off valves.

(3) Ansul R-102 Kitchen Hood Suppression System. Include electrical shunt trips.

(4) Portable fire extinguisher stations.

(5) Magnetic release fire boundary doors.

(6) FM-200 Systems

(7) Any functional fire suppression or alarm component not shown on existing drawings. This is requested in order that VA shall have comprehensive Fire Alarm and Suppression System Plans.

c. Six (6) months prior to contract ending, vender shall provide current As-Built drawings fully updated with all fire alarm and suppression system components.

21. Quality Assurance Procedure

a. Contractor shall have NICET qualified staff and OEM (UTC-Edwards) authorized Edwards EST-3 certified Strategic Partnerships that ensure technicians have the required training on the Fire Alarm System and provide OEM-issued (UTC-Edwards EST) certificates for documentation of training.

(1) Testing Procedures shall be performed in accordance with NFPA 25, 72 & 105, or more frequently, in accordance with of Authority Having Jurisdiction. The NFPA 72 shows testing frequencies.

b. Wet Sprinkler System Inspection Summary- Inspect general items such as:

(1) Are all systems in service?

(2) Visualize location of heads in relationship to the distance of walls, ceilings & objects. Does the building appear to be properly heated in all areas?

(3) Do all exterior openings appear to be protected against freezing?

c. Inspect control valves:

(1) Are all valves in the appropriate open or closed position?

(2) Make sure all shut off valves are chained, locked & tamper proof. Exercise all O, S, & Y valves.

d. Water supplies:

(1) Do a full flow of water test of the main drain at the sprinkler riser.

e. Inspect Fire Department Connections:

(1) Confirm that fire dept. connections are in satisfactory condition

(2) Confirm that the connection is couplings free, caps in place & check valves tight.

(3) Confirm that the connection is accessible and visible.

f. Alarms:

(1) Test water motor and gong.

(2) Test electric alarm.

(3) Test supervisory alarm service.

g. Sprinklers:

(1) Verify that all sprinklers are free from corrosion, loading, or obstruction to spray discharge.

(2) Check that sprinklers are less than 50 years old - thus not requiring sample testing.

(3) Verify that there is a stock of spare sprinklers available.

(4) Check that the exterior condition of the sprinkler system appears to be satisfactory.

(5) Verify that all sprinklers are of proper temperature ratings for their locations.

h. Replace gauges if necessary - all gauges must be calibrated or changed out every 5 years.

i. Inspect tamper and flow switches. Note sprinkler valve size, static pressure, and residual pressure for report.

j. All activities (Inspection, testing and maintenance) shall be noted in written Service Report to COR. Final periodic Inspection/Tests shall be reported electronically, using http://www.buildingreports.com.

22. Fire Alarm and Suppression System Maintenance and Repairs:

a. In the event of Fire Alarm and Suppression System deficiencies and/or failures discovered during Quarterly or Annual Inspections, the vendor shall provide an estimate for said maintenance, repairs, labor, and parts. Below is a list of Edwards EST-3 Standard components used in the system(s) located at the VA Medical Center, Saginaw, MI. Maintenance and repairs are not limited to Standard components list. Contractor shall commence repairs with approval from the contracting officer (CO) or contracting officer representative (COR). Maintenance and repairs shall be billed to CLIN 0003 and shall not exceed _________ on an annual basis. Contractor must notify the CO or COR when 90% has been expended for the year. If additional funding is not available, line item 3 will be put on hold until further notice and funding is made available.

b. Edwards EST-3 Standard Components:

(1) Smoke detectors

(2) Heat detectors

(3) Duct detectors

(4) Fusible links

(5) Pull stations

(6) Control relays

(7) Flow switches

(8) Ansul suppression agent containers

(9) 10 lb. ABC fire extinguishers

(10) 10 CO2 fire extinguishers

(11) Strobes/audible alarms

(12) Gauges

(13) Alarm panels

(14) Annual Software license fees

23. Fire Alarm Monitoring

a. Contractor shall provide all necessary labor, materials, and expertise to perform fire alarm monitoring services and notifications for the Fire Alarm system located at the Aleda E. Lutz VAMC, 1500 Weiss St., Saginaw, MI 48602.

b. All previously installed panels at this location will be programmed by the monitoring company to connect with passcodes for monitoring.

c. For Alarms, monitoring company shall contact Aleda E. Lutz VAMC Switchboard/Dispatch at (989)321-4222 or (989)497-2500 ext. 13911.

24. Period of Performance.

a. Base Year: February 19, 2023-February 18, 2024

b. Four additional option years