Statement of Work.pdf

Fire Alarm and Sprinkler System Test, Inspection, and Monitoring Gallup Indian Medical Center

Gallup, NM 87301

Statement of Work

1. PURPOSE OF CONTRACT

Gallup Indian Medical Center is part of the Navajo Area Indian Health Services (NAIHS) located in Gallup, New Mexico is soliciting for accredited testing company to perform all tests and Inspections of the Fire Alarm and Sprinkler Systems. Gallup Indian Medical Center consist of multiple buildings supporting the hospital.

2. GENERAL: Contractor shall provide all labor, tools, and test equipment to perform all required tests and inspections. All tests shall meet or exceed current Joint Commission Accreditation requirements. Emergency Service calls, Repairs and monitoring services are inclusive in this Statement of Work.

Background: IHS is an agency within the U.S. Department of Health and Human Services and is responsible for providing federal health services to American Indian and Alaska Natives. The provision of health services to members of federally recognized tribes grew out of the special government to government relationship between the federal government and Indian Tribes. The goal is to assure that comprehensive, culturally acceptable personal and public health services are available and accessible to American Indian and Alaska Natives. The IHS currently provides health services to approximately 1.5 million American Indians and Alaska Natives who belong to more than 557 federally recognized tribes in 34 states.

Navajo Area Indian Health Service (NAIHS) administers health center and hospitals providing healthcare to approximately 201, 583 members of the Navajo Nation. The Navajo Nation is the largest Indian Tribe in the United States and has the largest reservation, which encompasses more than 25,516 square miles in northern Arizona, western New Mexico and southern Utah, with three satellite communities in central New Mexico.

The HAIHS is the primary provider of inpatient, ambulatory care, preventative and community health, and environmental health services for members of the Navajo Nation and the San Juan Southern Paiute Tribe.

Gallup Indian Medical Center (GIMC) is a 75-bed hospital in Gallup, New Mexico, on the border of the Navajo reservation. Clinical specialties at GIMC include Internal Medicine, Cardiology, Anesthesia, OB/GYN, General Surgery, Orthopedics, Ophthalmology, ENT, Radiology, Pathology, Pediatrics, Psychiatry, Emergency Medicine and Urology. The workload at GIMC is one of the largest in the Indian Health Service with 380,000 outpatient encounters and 3,300 inpatient admissions annually. GIMC has the largest staff of all Navajo Area IHS facilities.

3. STATEMENT OF WORK: Contractor shall perform all necessary test and Inspections of the Gallup Indian Medical Center Fire Alarm and Sprinkler Systems. Gallup Indian Medical Center consist of multiple buildings supporting the hospital. These building are inclusive in this contract. Contractor shall provide all labor, tools, and test equipment to perform all required tests and inspections. All tests shall meet or exceed current Joint Commission Accreditation requirements. Emergency Service calls, Repairs and monitoring services are inclusive in this Statement of Work.

• Quarterly Tests and Inspection of all Supervisory Signals, and Fire Department connections

• Semi-Annual Test of Water Flow Devices and Tamper switches.

• Annual tests of all Smoke Detectors, Heat Detectors, Duct Detectors, Manual Pull Stations, Door Releasing devices, Emergency Notification services equipment, Audio and Visual notification Devices, and HVAC Shutdown devices.

• Annual Tests Inspection of Sprinkler Main Drain.

• Annual Test and Inspection of fire pumps in building 2018 and 5002.

• Annual Inspection of Dry-Pipe System

• One (1) binder each of Tests and Inspection reports for Building 2000, Bldg. 2018 and new modular building per The Joint Commission (TJC) Environment of Care elements of performance.

Attachment A

• All Quarterly, Semi-Annual, and Annual Tests and Inspections documents shall be provided within 15 business days after completion of Tests and Inspections.

• Documented service reports shall be reviewed and provided at the conclusion of each Test and Inspection to the COR and/or Facility Manager.

• Annual Test and Inspection on Backflow Preventers on Fire Sprinkler Systems.

• UL Listed Fire Alarm Monitoring and Reporting Service

Services include:

1. Fire Alarm monitoring service is required to comply with Hospital Accreditation requirements, Fire Safety, and Code Red (Fire).

2. Contractor to provide monitoring auto dialer to the Fire Alarm System

3. Services include a 24/7 monitoring of the Fire Alarm System at the Gallup Indian Medical Center (GIMC) building 2000 and 3003

4. GENERAL CONDITIONS

a. Codes and Standards. The Contractor shall adhere to all the following code requirements for work performed, including testing and inspection:

1. 2011 Editions NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire

Protection Systems

2. 2010 Edition NFPA 72 National Fire Alarm and Signaling Code Table 14.4.5

3. Current edition for Joint Commission Accreditation Requirements in “Comprehensive Accreditation

Manual for Hospitals”

b. Safety:

1. Contractor shall supply all worksite safety equipment and practices.

2. Contractor shall be responsible for complete and strict compliance with all Gallup Service Unit facility policies, including safety policies and Pre-Construction Risk Assessment (PCRA).

3. Contractor shall provide Influenza (Flu) Shot at their own expense to their personnel and provide Flu Shot documentation to COR or designee upon issuance of Notice to Proceed. This is in compliance with IHS mandatory Influenza policy.

4. Contractor(s) shall sign in and out at Security each day with issuance of visitor badge.

5. All Contractors’ personnel will be accompanied by an assigned Facility Maintenance personnel at all times.

6. Any damages made by the contractor shall be reported immediately to the Facility Manager and Contract

Specialist. Contractor shall be liable for these damages.

7. Contractor shall provide emergency service 24 hours a day, 365 days a year.

c. Quality Assurance

1. All fire alarm system testing and Inspection shall be performed by a licensed contractor specialized in the specific trade required. Copy of certification shall be provided to Contract Specialist. NICET Level 2 or higher shall perform these tests and inspections.

2. Contractor’s Responsibilities:

• Contractor’s Technicians will follow check-in procedures prior to commencing any type of work at the facility. Facility check out procedures will also be followed upon departure from the hospital.

• Contractor will provide a print-out for the GIMC Facility upon completion of any work being performed.

• Any and all additional information or technical requirements must be directed to the points of contact listed below.

• 72 hours prior notice must be given to Gallup Facilities Management Staff before conducting any fire alarm inspections.

d. Execution

1. All activities shall be coordinated with Gallup Indian Medical Center POC to ensure that there are no detrimental impact on the day-to-day operations of the clinic.

2. Some Tests and Inspections shall be scheduled after hours due to the services being provided during regular business hours. Example: Operating Room

3. See Attachment for total number of devices for all GIMC buildings

e. Inspection

1. Government reserves the right to inspect all aspects of work performed.

2. Acceptance based on complete testing of the fire/sprinkler system devices at scheduled intervals submitted by contractor.

3. Documents shall include:

Test reports for all devices tested and inspected shall be submitted to organization within 15 days after test and inspection work is completed.

Reports shall contain:

• Name of the activity

• Date of the activity

• Inventory of devices, equipment, or the other items

• Required frequency of the activity

• Name and contact information, including affiliation, of the person who performed the activity

• NFPA Standard referenced

• Result of activity

• Deficiency/issues list report.

4. Any Reports of failures of devices will include costs estimates for repairs.

f. Project Schedule

1. The contractor shall provide a detailed schedule to the Contract Specialist (CS) and Facility Manager (FM) indicating starting and completion dates of the Tests and Inspection.

a. Fire Alarm System Annual Test and Inspection

b. Fire Sprinkler Annual, Quarterly, and Semi-Annual Test and Inspection

c. Annual Fire Pump Test and Inspection

d. Backflow Preventer Tests and Inspection

2. Contractor shall work with local Point of Contact for job access and work time coordination 72 business hours prior to any Test and/or Inspection.

3. Contractor shall provide a coordinated schedule to Contract Officer Representative (COR) and Contract Specialist (CS) of all Tests and Inspections upon Notice to Proceed (NTP).

4. Hours of operation for the facility are 8:00am-4:30pm, Monday through Friday (excluding federal holidays). Work outside these hours must be submitted 72 business hours in advance in writing to the Contract Officer for approval.

5. Upon notification of an emergency call, contractor has a 24 hours response time. If contact is not made in 2 hours, another contractor shall be contacted and arrangements made for emergency services.

g. Payment schedule Payments will not be authorized until Test and Inspection reports are submitted to Contract Specialist (CS) and Contract Officer’s Representative (COR).

Reports shall contain:

1. Name of the activity

2. Date of the activity

3. Inventory of devices, equipment, or the other items

4. Required frequency of the activity

5. Name and contact information, including affiliation, of the person who performed the activity

6. NFPA Standard referenced

7. Result of activity

5. FEE SCHEDULE

a. Contractor will indicate below the Total Cost to perform the stated services. Total costs shall include labor, travel, per diem, tools and equipment to perform all necessary tests and inspections including emergency call backs.

6. PERIOD OF PERFORMANCE: The period of performance: July 1, 2025 – June 30, 2026 with 3 option years.

7. CONTACTS:

Facility Manager Gallup Indian Medical Center 505-722-1558

(COR)

Hoskie Becenti Utility Systems Repairer Operator Supervisor Gallup Indian Medical Center 505-722-1502

(POC)

Benjamin Williams Maintenance Mechanic Supervisor Gallup Indian Medical Center 505-722-1557