Statement-of-Work - FFEB 29 July 2025.pdf

US Department of Agriculture (USDA)

Statement of Work

Fire Protection, Fire Suppression Systems & Alarms, Emergency

Generator, and Backflow/Valve Systems

(FFEB)

Dated 29 July 2025

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

7.0 Contractor’s Key Personnel

8.0 Security Requirements

Attachments

Project Regional Office: Fire Protection Systems, Fire Suppression & Alarm Systems, Emergency Generator, and Backflow/Valve Systems

(FFEB)

General Information

1.0 Scope of Work

The USDA, US Forest Service, Region 5, Regional Office has a requirement to procure services to manage and maintain the Fire Protection System, Fire Suppression & Alarm Systems and Emergency Generator and Blackflow Valve Systems (FFEB). The minimum requirements for servicing all related equipment and systems within the entire FFEB, and any other fire protection equipment associated with these fire safety systems are outlined below. The Contractor will closely monitor all aspects of the work with Inspections, Testing, and Preventative Maintenance (ITPM), and identify any deficiencies and implement corrective actions in accordance with applicable codes or standards such as but not limited to National Fire Protection Association (NFPA), International Fire Code (IFC), and any current associated guidelines or codes will be followed and implemented as required. The Contractor shall provide effective communications, reporting, and documentation to the Government.

The Contractor will have full oversight of the FFEB and related fire safety systems and will be responsible for ensuring that at all tiers comply with these reporting requirements by monitoring and ensuring compliance with meeting the “minimal” ITPM’s requirements by code (No additional, or exceeding ITPM cycles to increase costs to the Government is not allowed. Only minimal ITPM cycles are required by code).

The Government will evaluate the Contractors progress on a monthly basis and report any discrepancies to the Contractor in writing as necessary.

2.0 Background

Region 5 has a requirement for FFEB maintaining a fire safe conditions for the public, commercial users, and Forest Service employees in the case of a fire. This contract services all Fire Protection and Life Safety Systems equipment for our Regional Office campus (122,300sqft) in maintaining, monitoring system panel alarms, preventative maintenance, required inspections, in relation to all of our fire alarms, detectors, alarm panels, emergency generator, backflow preventer/valves, fire suppression system, pumps (weekly testing), bi-annual & annual inspections and testing. Failure in these fire safety systems compromises the health and safety of employees and visiting public and will result in violations of applicable codes and regulatory requirements in Facility Operations (Fire Safety)- The work is essential to meet international, federal, and state code regulations aspects concerning fire safety requirements related to NAFPA 25, IFC Chap. 9 (Fire Protection and Life Safety Systems) Sec. 903, 907, 908, 909, 913 903).

Location: All work will be performed at the USDA Forest Service Region 5, Regional Office located at 1323 Club Drive, Vallejo, California 94592.

Facilities: 2ea (two) Administrative buildings (122,300sqft), 1ea (one) Annex (Storage Facility – 4,355sqft), 1ea (one) Fire Pump House (130sqft), and Emergency Generator.

Contractor Requirements

3.0 Technical Requirements / Tasks

a. Equipment & System Inspections, Testing, Preventative Maintenance, Reporting, and Unscheduled Repairs

i. Inspections, Testing, and Preventative Maintenance: The Contractor will use the most current standards to perform ITPM’s on all FFEB fire safety systems equipment, all test results and certifications will be recorded, and provided within one business week to the COR or designee. The Contractor will need to have a certified Fire Alarm Systems Technician, plus any other certifications related to FFEB system and fire safety requirements of certification. The Contractor will provide labor, time, materials, and equipment necessary to perform all minimal routine (weekly, quarterly, semi-annual, and annual) inspections, testing, preventive maintenance, and corrosion prevention and controls (CPC). The Contractor will provide preventative maintenance repair services and equipment services for the entire FFEB systems in accordance with all most recent applicable publications, codes or standards for all fire safety recommendations, guidelines, and manufacturer’s recommended procedures. To include all related fire safety systems that require periodic testing, inspection, preventative maintenance services, monitoring and emergency maintenance response for the entire FFEB systems.

ii. Unscheduled Emergency/Maintenance Repairs: The Contractor will ensure that all unscheduled maintenance services such as replacements of valves, pumps, electrical panels, and large expenses for replacements cost, etc., found during inspections, are reported to the COR. This equipment will need to be reviewed for functionality, funding availability, modification submittal, reviewed and approved by the COR or higher designee prior to the Contractor performing any unscheduled work. A cost estimate will be provided for any suggested replacement parts, additional labor, and other related materials for unscheduled services in this contract. This will be provided to the COR for review and approval. Cost estimates should reflect discounted labor costs, no taxes, and fair market value replacements.

iii. Reporting: The Contractor will provide a list of deficiencies noted during any ITPM’s. A complete report of all devices tested, and deficiencies will be provided within one business week from concluded ITPM’s, and after testing to the COR or designee.

iv. Inspection Record: The Contractor will provide an electronic written (not handwritten) record that describes all tests, inspection results, and service(s) performed. It is to include all code requirements, inspectors name, item numbers, and location of the device.

v. Fire Panel Software Updates: The Contractor will provide all software updates to the FFEB system within the parameters of the manufactures updates. The Contractor will not make any software upgrades or corrections to the FFEB systems without prior approval by the COR and coordination of the US Forest Service Facility Manager and Fire Protection Engineer.

vi. Fire Protection, Fire Suppression & Alarm Systems, Emergency Generator, and Backflow/Valve systems Testing and Inspections: The Contractor will conduct all annual, bi-annual, and routine testing of the building FFEB systems fire safety systems including tamper, and flow switches using testing protocols in accordance with the most recent applicable codes or standards.

vii. Water-Based Fire Sprinkler Testing and Inspection: The Contractor will perform inspections, preventative maintenance, testing, and emergency call back services for the building wet pipe fire sprinkler system. This system includes but not limited to connections, gauges, bracing, valves, risers, standpipe, and hose systems parts, and components in accordance with the most recent applicable codes or standards. The Contractor will inspect, and service all main supply valves, backflow preventor valves, and replace valve stem packing where leaking is evident if tightening, and lubrication is not adequate to stop leaking.

viii. Pre-Action Systems Testing and Inspections: The Contractor will perform the required testing and inspection of FFEB systems with pre-action systems and all components using the most recent applicable codes or standards recommended functional test frequencies and methods.

ix. Controls and Annunciation Equipment Testing and Inspection: The Contractor will conduct testing and inspection of all control and annunciation equipment and components for the Fire Alarm Control Panel and Remote Annunciator, MDACT Dialer in accordance with the most recent applicable codes or standards recommended function test frequencies and methods.

x. Detection and Field Peripheral Devices and Equipment Testing and Inspection: Contractor will conduct testing, inspection, and operation on all detectors and field peripheral devices, including manual addressable fire alarm pull stations, addressable smoke detectors (including elevator shafts), duct detectors, heat detectors, electro-magnetic releasing devices, door holders, strobes, horn strobes, and power supplies in accordance with the most recent applicable codes or standards.

xi. Fire Pumps Operations and Inspection: The Contractor will perform all operations, testing, and inspections of the diesel fire pump. The Government will provide all the necessary diesel fuel for the fire pump operations.

Contractor will provide a preventive maintenance (ITPM) cycle to the COR and describe all maintenance being conducted using the ITPM inspection form (see example 2). FFEB pump room equipment, and systems should be maintained and in cleaned in accordance with a scheduled bi-annual service that includes deep cleaning of all surface areas by air-dusting (pressured), washing, sweeping, vacuuming, ground surfaces, and applying any new solvents for all equipment inside the fire pump building as required by code. The Contractor will take corrective actions and follow recommendations provided in their analysis, ITPM’s, and other documented findings.

xii. Corrosion Prevention and Controls (CPC): Corrosion Prevention and Controls program will be applied to all associated FFEB, and all fire safety equipment systems associated in this contract. The Contractor will apply CPC services within one year of this contract. Then the Contractor will maintain oversite of the CPC program and proper applications as needed or as requested by the Government during the remainder of the contract. The CPC program involves proper removal of rust, old paint, old valve seals, and old lubricants. New applications of proper paints, seals, and lubricants will be applied to improve the functionality and longevity of the equipment.

All processes within CPC program will use the most recent applicable CPC manufactures guidelines, codes or standards for CPC.

xiii. Main Backflow Preventor/FFEB related backflow and system valves: The Contractor will maintain all existing backflow prevention devices and associated valves by certifying them as prescribed by applicable Federal, state, and local laws, ordinances, and regulations while adhering to the manufacturer’s recommended procedures. The Contractor shall record the inspection and provide necessary certification to the COR. The Contractor will provide a proper card (tag) certification card that will be posted at all backflow prevention devices. These systems should be inspected for preventative maintenance practices involving all valves, sleeves, gaskets, seals, within the suggested manufacturers preventative maintenance procedures.

xiv. Entire Facility Standpipes systems: The Contractor will maintain all existing Standpipe system devices and related valves by certifying them as prescribed by applicable Federal, state, and local laws, ordinances, and regulations. The Contractor will provide all ITPM’s, and CPC’s of this equipment in accordance with the most recent applicable publications, codes or standards for all valve systems described within the recommendations, guidelines, and manufacturer’s recommended procedures. Record the inspection and provide necessary certification to the COR or designee. The Contractor will provide a proper card (tag) certification card will be posted at all Standpipes devices. These systems should be inspected for preventative maintenance and CPC practices involving all valves, sleeves, gaskets, seals, within the suggested manufacturers preventative maintenance procedures.

b. Equipment/Other Operations

i. Equipment Operations: Ensure all FFEB systems, fire safety equipment, and markings are kept operational at all times, except while being tested or repaired.

ii. Equipment Failure: The Contractor encounters equipment failure, environmental situations, or property damage that could be life threatening; discontinue immediately. The Contractor will implement the Federal Acquisition Regulation (FAR) safety and emergency response protocols. The Contractor will be responsible for becoming familiar with these guidance’s and procedures.

iii. Non-Operational Equipment: In the event FFEB equipment is not in operational condition and does not meet fire safety codes, notify the COR or designee, as soon as possible. The Government will provide a fire watch, or other appropriate fire safety measures will be implemented for proper fire safety coverage.

c. Fire Alarm Monitoring: The Contractor will coordinate and administer an off-site UL listed Fire Monitoring Service in accordance with the most recent applicable codes, standards, and local authorities. Monitoring services will be uninterrupted and will occur 24 hours per day, 365 days per year.

d. Labor: The Contractor will provide all labor, supervision and transportation for the testing of the FFEB Alarm Systems and related components, including but not limited to the entire FFEB systems in relation to fire sprinkler systems, all standpipes, fire pumps, alarm panels, bldg. alarm systems, emergency backup generator, main backflow preventor, and all fire protection system backflow preventors and related valves. The Contractor must provide all tools, supplies, equipment, and personnel to meet these requirements. The Contractor is expected to work independently once oriented of the site and will provide adequate personnel to accomplish all work in an efficient safe manner.

e. Codes and Standards: The Contractor will perform inspections, testing of all tamper switch monitor modules, and all water flow switch monitor modules in accordance with the most recent applicable codes or standards.

f. Emergency Backup Generator: The Contractor will ensure that standby emergency power equipment, related systems are ready to respond at all times to protect the occupants of the building and to maintain critical services during the event of a normal power outage. Contractor and will provide all ITPM’s, and CPC’s in accordance with the most recent applicable publications, codes or standards for all backup generators’ recommendations, guidelines, and manufacturer’s recommended procedures. Contractor will immediately notify the COR or designee for the need for fuel. Oil and fuel will be tested by a qualified Third-party at the minimal code requirements. A copy of the fuel and oil analysis and recommendations will be provided to COR. Contractor will take corrective actions and follow recommendations provided in the analysis. The Contractor will ensure a preventive maintenance schedule is developed and executed in conformance with manufacturers’ equipment recommendations.

4.0 Government Furnished

Facilities: 2ea (two) Administrative buildings (122,300sqft), 1ea (one) Annex (Storage Facility – 4,355sqft), 1ea (one) Fire Pump House (130sqft), Emergency Generator, Standpipes, and Backflow preventors & Valves.

FFEB Systems: The following equipment is listed as the Governments primary fire protection systems equipment. This listing is not only limited to this listing. The Contractor will maintain and services all fire protection equipment systems.

FFEB/Associated Equipment Table (not limited too):

Equipment Category Equipment Qty

Control & Annunciation Siemens XLS Fire Panel 1 Detector Addressable Duct Detectors 30

Control & Annunciation MDACT Dialer 1 Detectors Addressable Smoke Detector 75

Field Peripherals Addressable Pull Station 35 Field Peripherals Audio/Visual Devices: 17 Strobes

66 Horn Strobes Field Peripherals Door Holders 12 Field Peripherals Tamper Switch Monitor Module 10 Field Peripherals Water flow Switch Monitor Module 10 Field Peripherals Power Supplies 8

Control & Annunciation Remote Annunciator 1 Field Peripherals Electrical - Emergency Generator 1 Field Peripherals Main and Fire Backflow Preventor/Valves All (Fire Related) Field Peripherals Standpipes All

5.0 Deliverables / Schedule

The Contractor will be responsible for ensuring that all applicable services, implementation, oversight, improvements, ITPM practices, and code requirements are followed, and the latest published codes become common practices within the scope of work for this contract throughout it’s oversite of this contract and management of it.

Hours of Service: All work performed will be conducted during business hours, Monday- Thursday 730am-1530pm; Federal Holidays, and weekends are excluded.

Deliverables:

Service Report Qty/Cycle Contractor ITPM Reports/Forms As concluded (within one business week)

Government Monthly Report (As Necessary) 1mo Contractor Certifications- Reports/Forms/Tags As concluded (within one business week)

Schedule:

Schedule Time Frame Monday – Thursday 7:30am-3:30pm

Friday Please Coordinate with COR, or designee Weekends No Work

Federal Holiday No Work

7.0 Contractor’s Key Personnel

The Contractor will need to have a certified Fire Alarm Systems Technician who can perform the appropriate ITPM’s, and software updates for Fire Alarm Systems panel.

8.0 Security Requirements

No security clearance will be required. The Contractor will be required to learn the security practices that are implemented within daily operations at the Regional Office and will follow these security practices. Contractor will be able to sign out common-access card for facility access and return the common-access card upon completion, or expiration of the contract.

Attachments The following attachments have been provided for informational purposes, and examples.

Attachment A: Site Map Attachment B: Equipment Photos Attachment C: Fire Pump Inspection Checklist Attachment D: Inspection & Testing of Emergency Generators Attachment F: USAFP’S NFPA 25 Inspection

Attachment: A USDA US Forest Service R5 Regional Office Site Map – 1323 Club Drive, Vallejo, CA 94592

Building Area

Main Facilities and FFEB Equipment

Annex (Storage Facility) – Sprinkler System Inside

Facility FFEB Systems Locations – 2ea (two) Admin Bldgs., 8flrs, 122,300sqft.

Fire Pump House Backflow Preventer Alarm Panel/Alarm Valves

Facility FFEB Systems Locations – 2ea (two) Admin Bldgs., 8flrs, 122,300sqft.

Emergency Generator Backflow/Valves from water source.

ALARM PANEL

Attachment: B USDA US Forest Service R5 Regional Office Site Map:1323 Club Drive, Vallejo, CA 94592

ALARM

VALVES

FIRE PUMP HOUSE –

EQUIPMENT

FIRE PUMP HOUSE – PANELS

AND EQUIPMENT PLATES

EMERGENCY

GENERATOR

BACKFLOW PREVENTOR,

PIPES, & VALVES

FIRE PUMP INSPECTION CHECKLIST

Fire pumps are an essential part of many water-based fire protection systems. The right design, installation, and acceptance testing of these pumps will help ensure that they are ready to protect the building on the day of the acceptance test. After that, once “the keys” are handed over to the building owner, there is no guarantee that the pump will remain in a ready state to work as designed unless it undergoes routine inspection, testing, and maintenance (ITM). This checklist from Exhibit 8.21 of the NFPA 25 Handbook: ITM of Water-Based Fire Protection Systems, covers just one aspect of an ITM program in weekly inspections. For more information on fire pumps and other NFPA products and solutions, visit: nfpa.org/fpssolutions.

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NFPA 25 Handbook (p. 1 of 2)

© 2019 National Fire Protection Association. This form may be copied for individual use other than for resale. It may not be copied for commercial sale or distribution. No other reproduction or transmission in any form permitted without written permission of NFPA. For inquiries or to report unauthorized use, contact licensing@nfpa.org.

FIRE PUMP WEEKLY INSPECTION

Property Name: Inspector:

Property Address: Contract No.:

Property Phone Number: Date:

Inspections: Weekly Pump House

❑ Yes ❑ No ❑ N/A Heat in pump room is 40°F (4°C) or higher

❑ Yes ❑ No ❑ N/A Ventilation louvers are free to operate

❑ Yes ❑ No ❑ N/A Excessive water does not appear on the floor

❑ Yes ❑ No ❑ N/A Coupling guard is in place

❑ Yes ❑ No ❑ N/A Heat in pump room is not less than 70°F (21°C) for diesel engine pump without engine heater

Pump Systems

❑ Yes ❑ No ❑ N/A Pump suction, discharge, and bypass valves are open

❑ Yes ❑ No ❑ N/A No piping or hoses leak

❑ Yes ❑ No ❑ N/A Fire pump leaking one drop of water per second at seals

❑ Yes ❑ No ❑ N/A Suction line pressure is within acceptable range

❑ Yes ❑ No ❑ N/A System line pressure is within acceptable range

❑ Yes ❑ No ❑ N/A Suction reservoir is full

❑ Yes ❑ No ❑ N/A Wet pit suction screens are unobstructed and in place

❑ Yes ❑ No ❑ N/A Waterflow test valves are in closed position, hose connection valve is closed, and the line to test valves is free of water

Electrical Systems

❑ Yes ❑ No ❑ N/A Controller pilot light (power on) is illuminated

❑ Yes ❑ No ❑ N/A Transfer switch normal power light is illuminated

❑ Yes ❑ No ❑ N/A Isolating switch for standby power is closed

❑ Yes ❑ No ❑ N/A Reverse-phase alarm light is not illuminated

❑ Yes ❑ No ❑ N/A Normal-phase rotation light is illuminated

❑ Yes ❑ No ❑ N/A Oil level in vertical motor sight glass is within acceptable range

❑ Yes ❑ No ❑ N/A Pressure maintenance (jockey) pump has power

Diesel Engine Systems

❑ Yes ❑ No ❑ N/A Diesel fuel tank is at least two-thirds full

❑ Yes ❑ No ❑ N/A Controller selector switch is in “auto” position

❑ Yes ❑ No ❑ N/A Voltage readings for batteries (2) are within acceptable range

❑ Yes ❑ No ❑ N/A Charging current readings are within acceptable range for batteries

❑ Yes ❑ No ❑ N/A Pilot lights for batteries are “on” or battery failure pilot lights are “off”

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Attachment: C - Example https://www.nfpa.org/News-and-Research/Publications-and-media/Blogs-Landing-Page/NFPA-Today/Blog-Posts/2021/04/02/Fire-Pump-Types http://www.nfpa.org/fpssolutions

FIRE PUMP INSPECTION CHECKLIST (continued)

This information is provided to help users navigate NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems, 2020 edition. It is not intended to be a comprehensive list of requirements under NFPA 25. Check with the local jurisdictions for specific requirements. This material does not represent the official position of NFPA or its technical committees on any referenced topic, which is represented solely by the NFPA documents in their entirety. For free access to the complete and most current version of all NFPA documents, please go to nfpa.org/docinfo. NFPA disclaims liability for any personal injury, property, or other damages of any nature whatsoever resulting from the use of this information. In using this information, you should rely on your independent judgment, and when appropriate, consult a competent professional.

© 2021 National Fire Protection Association / October 2021

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NFPA 25 Handbook (p. 2 of 2)

FIRE PUMP WEEKLY INSPECTION (Continued)

Inspections: Weekly

❑ Yes ❑ No ❑ N/A All alarm pilot lights are “off”

❑ Yes ❑ No ❑ N/A Record engine running time from meter

❑ Yes ❑ No ❑ N/A Oil level is within acceptable range in right angle gear drive pumps

❑ Yes ❑ No ❑ N/A Crankcase oil level is within acceptable range

❑ Yes ❑ No ❑ N/A Cooling water level is within acceptable range

❑ Yes ❑ No ❑ N/A Electrolyte level in batteries is within acceptable range

❑ Yes ❑ No ❑ N/A Battery terminals are free of corrosion

❑ Yes ❑ No ❑ N/A Water-jacket heater is operational

❑ Yes ❑ No ❑ N/A Battery cranking voltage exceeds 9 volts for a 12 volt system and 18 volts for a 24 volt system (Alternative ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Water pump(s) is not leaking (Alternative ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Jacket water heater operational (Alternative ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Flexible hose and connections are in good operating condition (Alternative

ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Check lube oil heater for operation (Alternative ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Oil lube level is within acceptable range (Alternative ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Check for water in diesel fuel tank (Alternative ITM A.8.1.1.2)

Steam System

❑ Yes ❑ No ❑ N/A For steam-driven pumps, steam pressure is within acceptable range

Exhaust System

❑ Yes ❑ No ❑ N/A Examine exhaust system for leaks (Alternative ITM A.8.1.1.2)

❑ Yes ❑ No ❑ N/A Drain condensate trap (Alternative ITM A.8.1.1.2)

Comments

Signature: Date:

Contractor Name:

Contractor Address:

License/Certification No.:

© 2019 National Fire Protection Association. This form may be copied for individual use other than for resale. It may not be copied for commercial sale or distribution. No other reproduction or transmission in any form permitted without written permission of NFPA. For inquiries or to report unauthorized use, contact licensing@nfpa.org.

25HB14_forms.indd 73 30/10/19 4:30 PM http://www.nfpa.org/docinfo

INSPECTION AND TESTING OF EMERGENCY GENERATORS

Certification requirements NFPA 101(12), Sec. 7.9.2.4 requires that emergency generators providing power to emergency lighting systems be installed, tested and maintained in accordance with NFPA 110, Standard for Emergency and Standby Power Systems. NFPA 101(12), Sec. 9.1.3.1 also requires that, where required for compliance with the Code, emergency generators and standby power systems be installed, tested and maintained in accordance with NFPA 110. NFPA 101(12), Sec. 2.2 references the 2010 edition of NFPA 110.

Buildings that fall under Chapter 18 of NFPA 101(12) and are equipped with or in which patients require the use of life-support systems (e.g. hospitals, nursing homes with residents on ventilators) must also meet the applicable provisions of the 2012 edition of NFPA 99, Standard for Health Care Facilities [see NFPA 101(12), Sections 18.2.9.2, 18.2.10.5, 18.5.1.2 and 18.5.1.3].

Provisions dealing with maintenance and testing of emergency generators can be found in NFPA 99(12), Sec.

6.4.4.1.1.4. This section starts out by referencing NFPA 110, but also deals with such issues as:

o Testing intervals o Test conditions o Personnel qualifications o Maintenance and testing of circuitry o Maintenance of batteries

Each facility should have a copy of these standards. They can be ordered from NFPA at 1-800-344-3555 or National Fire Prevention Association (http://catalog.nfpa.org/)

State licensure requirements Title 10 713-3.25 h requires that emergency generators be inspected, tested and maintained in accordance with the 2010 edition of NFPA 110.

Maintenance and testing – Applicable standards Requirements for routine maintenance and operational testing of emergency generators can be found in:

o Chapter 8 of the 2010 edition of NFPA 110 o Sections 6.4.4.1.1, 6.5.4.1.1 and 6.6.4.1.1 of the 2012 edition of NFPA 99

Maintenance and testing – General

1) Maintenance and testing are critical to the continued reliability of your emergency generator and must be performed in accordance with manufacturer’s recommendations, instruction manuals, and the minimum requirements of NFPA 110 and the authority having jurisdiction (AHJ) [see: NFPA 110(10), Section 8.1.1].

2) Your facility should have at least one (with two recommended) set of instruction manuals for all major generator components. One set should be kept in a secure, convenient location near the equipment. The other set should be kept in a different secure location [see: NFPA 110(10), Section 8.2.2]. These manuals must, at a minimum, contain the following:

a) A detailed explanation of the operation of the emergency power supply system

b) Instructions for routine maintenance

c) Detailed repair instructions

d) An illustrated parts list and part numbers

e) Illustrated and schematic drawings of electrical wiring systems, including operating and safety devices, control panels, instrumentation and annunciators

Attachment: D - Example http://catalog.nfpa.org/

3) Special tools and testing devices necessary for routine maintenance must be available for use when needed [see: NFPA 110(10), Sec. 8.2.3].

4) Routine maintenance, inspection and operational testing of the emergency generator and associated components must be overseen by a properly trained person NFPA 99(12), Sec.

6.4.4.1.1.4(C); NFPA 110(10), Sec. 8.4.8]. Evidence of such training should be kept in the designated employees’ personnel file. In the absence of a properly trained person on-site, an outside vendor may need to be contracted to oversee the performance of all or part of these services.

5) NFPA 110 does not establish a specific date and time of day for required testing. Those are to be determined by management and are typically scheduled so as to provide minimum disruption of facility operations. [see NFPA 110(10), Sections 8.4.2.1 and 8.4.2.4.1]. NFPA 99(12), Sec. 6.4.4.1.1.4(A), however, requires that generator sets be tested 12 times a year, with testing intervals of not less than 20 days nor more than 40 days.

Weekly inspections To meet federal certification and state licensure requirements, health care facilities must inspect their emergency generators weekly [see NFPA 110(10), Sec. 8.4.1]. At a minimum, this weekly inspection should include a check of the following:

1. Fuel (check main and day tank fuel supply levels; day tank float switch; piping, hoses and connectors; operating fuel pressure; and for any obstructions to tank vents and overflow piping

2. Lubrication system (check for proper oil level and oil operating pressure; lube oil heater)

3. Cooling system (check coolant level, water pump(s), jacket water heater, belts, hoses, fan)

4. Exhaust system (check drain condensate trap and for possible leakage)

5. Battery system [look for possible corrosion; check specific gravity, electrolyte level and battery charger – maintenance-free batteries require routine visual inspection and maintenance in accordance with manufacturer’s instructions]

6. Electrical system (conduct a general inspection of wiring and connections; check circuit breakers/fuses)

7. Prime Mover/Generator (Check for debris, foreign objects, loose or broken fittings; check guards and components; look for any unusual condition of vibration, leakage, noise, temperature or deterioration

Note: This is not an all-inclusive list. The equipment manufacturer may have additional maintenance requirements that will likely include monthly, quarterly, semi-annual and annual inspections and checks.

Monthly testing

1) To meet federal certification and state licensure requirements, health care facilities must exercise their emergency generators under load at least monthly [see NFPA 110(10), Sec.

8.4.1].

a) Diesel generator sets are required to be exercised at least once monthly, for a minimum of

30* minutes, using one of the following methods [see NFPA 110(10), Sec. 8.4.2]:

i) Loading that maintains the minimum exhaust gas temperatures recommended by the manufacturer (it is unlikely that minimum exhaust gas temperatures will be reached if the generator isn’t carrying a load equivalent to at least 30 percent of the generator’s nameplate kW rating).

ii) Under operating temperature conditions and at not less than 30 percent of the generator’s nameplate kW rating. A 100 kW generator, for example, would need to be exercised under a load of at least 30 kW to meet this requirement.

(1) Normal operating temperatures are set by the manufacturer. Something to consider when scheduling your monthly tests is that your particular generator may not reach operating temperature in 30 minutes* and that running the generator for short periods of time may be harmful to the engine. You also want to make sure that the generator runs long enough to ensure that all engine parts are properly lubricated.

*Note: Warm-up and cool-down times do not count toward the required 30 minutes.

iii) An alternate method is provided for diesel-powered generators that do not meet the testing requirements outlined in 1.a above. This could occur when, for example, a large generator in relation to the load is installed (e.g. either to account for the largest motor connected to the generator or to accommodate future expansion of the facility). Such generators can be exercised monthly with the available load and exercised annually with supplemental loads at 50 percent of nameplate kW rating for 30 continuous minutes, followed by 50 percent of nameplate rating for 30 minutes and at not less than 75 percent of the nameplate kW rating for 60 minutes, for a total test duration of

1.5 continuous hours [see NFPA 110(10), Sec. 8.4.2.3].

b) Spark-ignited generator sets (e.g. gasoline-powered, natural gas-powered or propane-powered) must be exercised at least once a month with the available load for 30 minutes or until the water temperature and oil pressure have stabilized.

c) Where equivalent loads are used for testing, it is important to note that such loads are required to be automatically replaced with the emergency loads in case of failure of the normal power [see NFPA 110(10), Sections 8.4.2.2 and 8.4.2.4.2].

d) Where a generator set is used for standby power, peak load shaving or operated during a power outage, such use is allowed to be substituted for a routine monthly test, provided the generator is operated in accordance with the standards and the appropriate data are recorded.

2) The monthly test is required to be initiated by simulating a power outage using the test switch(es) on the automatic transfer switch(es) or by opening a normal breaker [see NFPA 110(10), Sec. 8.4.3]. Opening a normal breaker shall not be required.

3) Load tests must include complete cold starts [see NFPA 99(12), Sec. 6.4.4.1.1.4(B); NFPA

110(10), Sec. 8.4.4].

4) Time delays must be set as follows [see NFPA 110(10), Sections 6.2 and 8.4.5]:

a) Time delay on start: 1 second minimum (0.5 second minimum for gas turbine units). This is to prevent nuisance starts and possible subsequent load transfer in the event of harmless momentary power dips.

*Note: NFPA 101(12), Sec. 7.9.1.3 requires that emergency loads be picked up within 10 seconds.

b) Time delay on transfer to emergency: no minimum required.

c) Time delay on restoration to normal power: 5 minutes minimum (to give the primary source sufficient time to stabilize before retransfer of the load, a delay of between 15 and 30 minutes is recommended) [see NFPA 110(10), Sec. A.6.2.8].

d) Time delay on shutdown: A minimum time delay of 5 minutes must be provided for unloaded running of the generator prior to shutdown to allow for engine cooldown – small (15 kW or less) air-cooled prime movers are exempt from this requirement [see NFPA 110(10), Sec. 6.2.10].

*Note: Some generator manufacturers recommend a longer cooldown period. If so, NFPA 110(10), Sec. 8.1.1 requires that the manufacturer’s recommendations be followed.

5) Documentation of the monthly testing of your emergency generator(s) should, at a minimum, include the following information:

a) Identification of generator tested (e.g. Generator #1)

b) Date generator was installed/placed in service

c) Generator standby nameplate rating in kW

d) 30% of generator standby nameplate rating in kW

e) Fuel type (e.g. diesel, gasoline, etc.)

f) Normal operating temperature

g) Date of test

h) Signature or initials of person performing the test

i) Identification of ATS(s) used to initiate the test

j) ATS transfer time (0 to 10 seconds)***

k) Time delay for cooldown (minimum 5 minutes required)

l) Elapsed run time (support with hour meter “start” and “stop” times

m) Oil pressure during test

n) Operating temperature during test

o) Engine exhaust temperature during test, if applicable

p) kw (load under test)

q) Identification of unsatisfactory conditions and corrective action taken (including parts replaced)

*Note: NFPA 99(12), Sec. 6.4.4.1.1.2 specifies that the 10-second criterion does not apply during the monthly testing of the generator. This provision, new to the 2012 edition of the standard, recognizes that additional time may be needed during normal monthly testing to allow for paralleling with normal power. It is important to note that, if the 10-second criterion is not met during the monthly test, a process must be provided to annually confirm the capability of the life safety and critical branches to comply with the requirement in NFPA 99(12), Sec. 6.4.3.1 that power be restored within 10 seconds after interruption of normal power. Most health care facilities experience a power outage at least once a year. As a suggestion, a facility could record the transfer time during an actual outage and use that documentation to confirm compliance with Sec. 6.4.3.1.

It is important to be prepared in case something goes wrong during testing. It is strongly recommended that your facility have a policy in place that makes provisions for a portable generator or other alternate power source for situations in which the emergency generator malfunctions or, worse yet, is out of service.

3- year Testing Level 1 emergency power supply systems (EPSS) – those installed where failure of the equipment to perform could result in loss of human life or serious injuries – are required to be tested at least once within every 36 months in accordance with the following [see NFPA 110 (10), Sec. 8.4.9]:

o Testing must be continuous for the duration of the generator’s assigned class, but is not required to exceed 4 hours:

o The test must be initiated by operating at least one transfer switch test function and then by operating the test function of all remaining ATSs or initiated by opening all switches or breakers supplying normal power to all ATSs that are part of the EPSS being tested.

o The minimum load for a diesel-powered emergency power supply (EPS) must be not less than 30 percent of the standby nameplate kW rating of the generator. A supplemental load is allowed to be used to meet or exceed the 30 percent requirement.

o The minimum load for a diesel-powered EPS must be that which maintains the minimum exhaust gas temperatures as recommended by the manufacturer.

o The minimum load for spark-ignited EPSs must be the available EPSS load.

o The test required in 8.4.9 is allowed to be combined with one of the monthly tests required by Sec. 8.4.2 and one of the annual tests required by Sec. 8.4.2.3 as a single test.

o Where the test required by Sec. 8.4.9 is combined with the annual load bank test, the first

3 hours must be not less than the minimum loading required by Sec. 8.4.9.5 and the remaining hour must be not less than 75 percent of the standby nameplate kW rating of the generator.

Automatic Transfer Switches (ATS)

1. Transfer switches are required to be operated monthly [see NFPA 110(10), Sec. 8.4.6.

2. This monthly test must consist of electrically operating the transfer switch from the normal/standard position to the alternate position and then a return to the normal/standard position NFPA 110(10), Sec.

8.4.6.1].

o In many cases, a “Transfer Test” switch or button is provided and can be used to perform this test.

Where this feature does not exist, it may be necessary to manually disconnect normal power in some fashion to the transfer switch (see “some words of caution on testing” below).

3. Transfer switches must also be inspected on a routine basis (monthly is recommended) to check connections, check for evidence of overheating or excessive contact erosion (terminals and connectors are normal color), listen for unusual sounds, to ensure that the switches are maintained free from accumulated dust and dirt, and ensure that all covers are tight and doors securely closed NFPA 110(10), Sec. 8.3.5].

4. EPSS circuit breakers for Level 1 system usage, including main and feed breakers between the EPS and the transfer switch load terminals, are required to be exercised annually with the EPS in the “off” position [see NFPA 110(10), Sec. 8.4.7].

o Circuit breakers rated in excess of 600 volts for Level 1 system usage are required to be exercised every 6 months and tested under simulated overload conditions every 2 years [see NFPA 110(10), Sec. 8.4.7.1].

5. Because they are such a key component in the successful operation of your emergency generator, it is recommended that you consider having infrared testing of your transfer switch(es) conducted annually to check for loose connections.

Some Words of Caution on Testing…

1. Shutting off power, especially shutting off the main breaker, can expose a person to possible shock, electrocution and/or arc flash hazards. It is important, therefore, that anyone performing a test in this fashion be adequately trained and take proper safety precautions, including the wearing of proper personal protective equipment (PPE). To reduce the safety risks, it is strongly recommended that facilities not already so equipped consider adding a switch for testing of their transfer switches.

2. The explanatory information in NFPA’s 2012 Health Care Facilities Handbook to Sec. 6.4.4.1.1.4(B), which addresses test conditions (including cold starts and appropriate automatic and manual transfer of essential electrical system loads), provides more food for thought:

“Testing criteria required by 6.4.4.1.1.4(B) might range from manually disconnecting power to the power sensors on transfer switches to manually opening the main incoming feeder breakers. It is very important that each test method be fully understood by all staff through appropriate notification and that the consequences of each method (if something fails to function) be weighed carefully. A procedure for returning to the normal power source should also be established in the event a failure occurs during testing.”

“There is a false assumption that disconnecting a facility’s mains is the best method of testing the standby generator(s) and essential electrical system. One must always consider the possibility that failure of the disconnecting means or some other unexpected contingency might make it difficult or impossible to restore normal power. It is probably better to initiate engine start by interrupting power just ahead of the transfer switch(es) on an alternating or rotating basis in order to make sure each transfer switch has an intact engine start circuit.”

DOCUMENT Your Inspections and Tests NFPA 110(10), Sec. 8.3.3 requires the establishment of a written schedule for routine generator maintenance and testing. A sample schedule can be found in Annex A of the standard [see Figure A.8.3.1(a)]** or may even be available from the equipment manufacturer [see also: 2012 Health Care Facilities Handbook Annex B, Figure B.6.2].

**Because there is a lot riding on the successful operation of a facility’s emergency generator, it is strongly recommended that the schedule for Level 1 EPSS be followed when establishing your maintenance schedule.

A written record of generator inspections, tests, exercising, operation and repairs must be maintained on the premises and be available for review by the inspector on request. This record must, at a minimum, include: the date of the report, name(s) of the person(s) providing the service, identification of unsatisfactory conditions and corrective action taken (including parts replaced), and any testing of repairs recommended by the manufacturer NFPA 99(12), Sec. 6.4.4.2; NFPA 110(10), Sections 8.3.4 and 8.3.4.1].

o A sample maintenance log can be found in Annex A of NFPA 110 [see NFPA 110(10), Figure A.8.3.1(b)] or may even be available from the equipment manufacturer [see also:].

o A sample testing log can also be found in Annex A of NFPA 110 [see NFPA 110(10), Figure A.8.4.1(a) or may even be available from the equipment manufacturer.

o As an alternate, you can use these samples to create your own logs.

It is important that at least two people in your facility know where your logs are kept to increase the likelihood that they can be readily provided if requested during an inspection. It is recommended that these logs be maintained for at least three years.

USAFP’S NFPA 25 INSPECTIONS, TESTING, & MAINTENANCE CHECKLIST

Inspect sprinklers, exposed pipe, & fittings from floor level

Inspect hose, hose cabinets, hose connections, nozzles, storage devices & stapipe piping

Inspect hangers & bracing

Inspect & flow hydrants

Interior inspection of dry valves

Verify proper signage is present

Confirm proper number & type of spare sprinklers & proper wrenches

Clean dry pipe valve internals

Empty low point drains

Operational test of Class I & Class III hose valves

Test control valves

Test any other supervisory signal devices

Partial trip test of dry, preaction, and/or deluge valves

Partial flow test of pressure regulating or pressure reducing valves

Lubricate stems of OS&Y valves

Lubricate hydrant stems, caps, plugs, & threads

Operational test of Class II hose valves

Full flow trip test of dry, preaction, &/or deluge valves

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Ensure all control valves are in proper position Verify temperature >40°F in valve enclosures Verify RPZ relief is not constantly discharging Check gauges to ensure the static water supply pressure & air pressure are normal

Examine the exterior of dry, preaction, deluge, & alarm check valves Inspect the condition of the air compressors, wiring, air lines, & oil level

Visualize Fire Department Connections (FDC) Examine electronically supervised control valves Check sprinkler system pressure reducing & relief valves Visualize hose valves Inspect supervisory signal devices & waterflow alarm devices Main drain test for systems with backflow preventers Test mechanical water motor gong if present Test priming water level & quick opening devices on dry systems

Test vane type waterflow switches Test pressure type waterflow switches Test valve supervisory switches Verify nitrogen concentration in dry systems equipped with N2 generators

Internal inspection of non-externally resettable deluge, preaction, & check valves Internal inspection of strainers, filters, & orifices Test/Replace gauges Sample testing of extra high temperature heads exposed to maximum allowable temperature Sample testing of heads in harsh environments Full flow testing of private main hydrants

This checklist serves as a guide & reference only. Per applicable NFPA provisions, it may not be comprehensive & cannot guarantee code compliance. Please consult a fire & life safety professional to ensure compliance in your jurisdiction. USA Fire Protection disclaims liability for any losses from reliance on this document & recommends contacting USA Fire Protection for compliance.

WEEKLY ITEMS

MONTHLY ITEMS

QUARTERLY ITEMS

SEMI-ANNUAL ITEMS

ANNUAL ITEMS

3-YEAR ITEMS

Internal inspection of pipe

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Air leakage test on dry &/or preaction systems

5-YEAR ITEMS

Hydrostatic test of FDC piping Hydrostatic test of manual & semiautomatic dry stapipe systems Full flow of automatic stapipe systems

Sample testing of dry sprinkler heads Sample testing of ESFR & CMSA with fast-response elements (Retest every 10 years)

Sample testing of fast response sprinkler heads except ESFR & CMSA (Retest every 10 years)

Sample testing of all sprinkler heads (Retest every 5 years)

Sample testing of all sprinkler heads (Retest every 10 years until the system is 75 years old)

20-YEAR ITEMS

25-YEAR ITEMS

50-YEAR ITEMS

75-YEAR ITEMS

Attachment: E - Another Example

AE-USAFPs-Inspection-Testing-amp-Maintenenace-Checklist FFEB