Statement of Work-Final.docx

Fire Alarm Systems Replacement and Upgrade – Campus Wide (AE Services)

PROJECT # 620-22-110

STATEMENT OF WORK

Background:

Edwards Systems Technology (EST) is a Proprietary Fire Alarm System currently utilized at the VA Montrose Campus. All the fire alarm control panels are interconnected by a Fiber Optic Network loop. The head end fire alarm panel (Main Command center) is in the Fire House. In addition, from each of the individual building fire alarm Control panels, the supervisory signal and trouble conditions are transmitted to the Boiler house and MAA Annunciator/Remote panels which are both staffed 24/7.

The existing fire alarm system is unreliable and experiencing frequent trouble and supervisory signals associated with either the field devices or the modules within the control panels.

The existing fire alarm panels are no longer being manufactured and the availability of spare parts is increasingly becoming a problem as the panels continue to age. The panels also do not have the latest technology installed in them and will not have enhanced reporting and detection features those newer systems contain, as well as better reliability, user friendly operating features, flexibility, and future expansion capabilities.

Objective:

The new replacement fire alarm system will be Non-proprietary and will use state of the art technology. All new systems will incorporate Intelligent addressable technology. These fire alarm devices will be able to report back to the main fire alarm command panel and notify the system as to the actual sensitivity setting and when they need to be cleaned. The addressable control modules will also be used for typical control functions as releasing locked doors, Elevator controls, Water storage tanks low level and low temperature alarms and shutdown of HVAC fan units.

Period of Performance

The period of performance for design shall be 291 days from Notice to Proceed (NTP). The Construction award date is unknown. Construction Period Services are required until full completion of the project and final acceptance made to the General Contractor whereby the VA can take beneficial use of the site.

Place of Performance / Place of Delivery

The place of performance for this contract is the care facility located at VA Hudson Valley Healthcare System, Montrose Campus, 2094 Albany Post Road, Montrose, NY 10548.

Scope or Tasks

GENERAL:

Provide AE services as outlined in this document, Supplement “B” and contract documents by the CO.

The Supplement B document included in the contract documents shall define requirements for the deliverable design milestones, construction period services, and shall be used as a basis for progress payments.

The medical center campus has an existing Edwards 3 fire alarm system. This project will be a complete replacement of the existing with an all-new state of the art Intelligent system, Control panels, initiating devices, Notification devices, Control modules, Peripheral devices necessary to comply with the latest NFPA 72 Code. This may include relocation of power and control wiring to accommodate the new Fire alarm system.

Typical components of the system include but not limited to Control panels Speaker/strobes Horn/strobes Smoke detectors Heat detectors Pull stations, Flow and tamper switches, Fire/smoke damper control Fire/smoke door hold-open Automatic door operator release Elevator shunt trip Computer room clean-agent extinguishing systems, Kitchen hood Ansul fire extinguishing systems.

The new System shall be a Non-proprietary, Intelligent type with Self-calibration and Self-diagnostics features with Voice communications. In addition, a radio frequency backup system shall also be designed for redundancy.

All wiring shall be installed in conduit. All existing fire alarm equipment, appliances, unused wiring, and abandoned raceway are to be removed. The latest version of the VA Fire Protection Design Manual, section 7, shall be used for the basis of the design, along with the applicable sections of the VA Master Specifications.

A minimum of 3 Bid Deduct alternates are to be identified equal to 20% of the estimated construction cost. Estimating and cost control shall be part of every design phase and submission.

The project drawings/design shall follow applicable standards and codes described in Supplement B, VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/.

The awarded A/E firm will prepare drawings and specifications in sufficient detail such that General Contracting companies can prepare accurate and timely proposals for the desired work. The awarded A/E firm is responsible for ensuring that the specifications and drawings provided shall fully represent all the work described in the Contractor’s bid documents.

The Medical Center must remain operational throughout the construction period and a detailed Phasing and sequence of work shall be provided by the A/E to minimize impact of the construction.

Provide all necessary preliminary surveys, field investigations, Preliminary and Design drawings, Specifications, Construction cost estimates and Construction period services that includes Rfi’s, Shop drawing reviews, change orders and associated Cost estimates, Record drawings and site visits as required.

This project entails the review and field verification of the existing field conditions and involves the tracing of field devices and associated wiring, Field surveys to confirm accuracy of locations of all the fire alarm control panels and associated field devices, such as Initiating, Notification, Hvac systems shutdown, Door releasing devices, Elevator controls and Water storage tanks. Copies of the original construction drawings/record drawings for the space if available will be provided for A/E use.

Based on the completed surveys and field investigations, identify all existing deficiencies and NFPA code violations in a separate written report with photographs and provide a new set for approval by VA of the As-built drawings to reflect the true conditions in the field and provide recommendations to comply with the latest codes. A minimum of 3 conceptual designs shall be delivered to the VA for final selection.

The AE shall then proceed with the VA approved option as a basis to develop a new set of Construction Bid documents (Drawings and Specifications), meet with stakeholders for any equipment layout modifications and specifications to complete the project design. The A/E shall provide recommendations for Upgrade based on findings of the investigation.

A complete and accurate As-built drawings and the Conceptual design options shall be submitted as part of the 65% preliminary submission. The package must be reviewed and approved in full before the 100% preliminary plans will be considered.

VA Design Guides are to be consulted during the design phase of the project: New renovations will be brought to industry standard for all applicable codes and standards. Such as but not limited to:

Investigation-Schematics-Design Submission Phase Services (including but not limited to):

a. Procure services of a Nicet certified fiber optic cable technician to assess, Inspect and test the existing fiber optic loop campus wide for integrity and signal losses and provide a written report of deficiencies and corrections and make the appropriate recommendations to conform with the new Fire alarm system.

b. Provide design to replace existing Class B fiber loop to Class A fiber loop. The new fiber loop would run from B5 patch panel located inside the IT closet to B26 IT closet located in the basement via Manhole # 24

c. Many building on campus have been upgraded with Central Hvac systems, Elevators, Spot/Room Smoke and Carbon Monoxide detectors, Door releasing devices, Tamper switches, water flow devices, Fire and Smoke dampers/controls, fire sprinkler piping and Water storage tank controls. As part of the field survey, the AE shall update all drawings and include as part of the New As-built drawings all existing Fire alarm control panels and associated field devices including all electrical wiring and fiber optic cables. An Input/Output matrix and a Riser diagram shall be provided as part of the As-built drawings.

d. Survey and field trace all components, field devices, associated wiring connected to the existing building Fire alarm control panels for systems mentioned in section (b) above. Provide As-built drawings of the existing fire alarm system which shall include all fire alarm control panels and associated field devices based on the field tracing, survey, and investigations, campus fiber loop network and incorporate in the new fire alarm system campus wide.

e. Incorporate in the new Fire alarm design all systems stated in section (b) above that were originally not connected to the existing fire alarm system

f. Prepare a report summarizing the existing conditions and analyzing alternate design schemes.

g. Preparation of Demolition drawings.

h. Perform NFPA code reviews and VA Guidelines and incorporate in the design code standards as required.

i. Identify Smoke and Fire barriers for all buildings on campus

j. Preparation of detailed design drawings

k. Develop construction documents including drawings, specifications and cost estimates based on preferred scheme.

l. Provide all bathrooms with strobes

m. Upgrade existing Main Command Center, Boiler house and MAA Annunciator panels with new Intelligent Fire alarm System, New fire alarm Control panels, compatible field devices and Voice communication where applicable by code and VA design guide

n. Fire alarm Design services shall include all buildings on Campus including the new Nursing home building which will be constructed shortly

o. Design services shall include but not be limited to the following:

· Fiber optic cable loop and connectors

· Main Command Center and building Fire Alarm control Panels

· Redundant Radio frequency backup system

· Workstation with touch screen at the main Command Center

· Annunciator Panels / Remote Panels

· Fire station Control Room Alerting System

· Initiating Devices

· Notification devices

· Water flow detectors

· Hvac System detectors

· Hvac Systems shutdown

· Fire pumps

· Fire/smoke damper control

· Fire/smoke door hold-open

· Automatic door operator release

· Elevator shunt trip

· Low level and Low temperature Water Storage tank Alarms

· Carbon Monoxide detection at all Living units / Quarters

p. Provide Sequence of Operation for new Fire Alarm System

q. Provide Input/ Output Matrix, Evacuation zone matrix, Riser diagrams, Control diagrams and drawing details for all buildings

r. New System shall be designed parallel to the current system until fully tested and certified

s. Fully addressable fire alarm system capable of transmitting data which will provide the exact location and device type back to fire control monitoring panels in the fire house, boiler plant and MAA.

t. Provide design for continuous software and hardware self-checks, including ‘watchdog’ circuit to ensure proper functioning.

u. The A/E shall obtain all permits and FCC application for equipment frequency allocation if applicable

v. Design three methods of implementation of fire alarm system

w. Prepare a Critical path method and phasing plan for installation of new fire alarm system.

x. Design to include the fire alarm equipment forming a complete coordinated system ready for operation.

y. Provide a submittal log identifying Critical and Non-critical submittals

z. The fire alarm system shall comply with the requirements of NFPA 1221 for base loop systems (positive non-interfering successive type). The system shall have Type A equipment and circuits and meet the latest NFPA standards and VA construction standards and guidelines for fire alarm systems

aa. The fire alarm system shall be capable of receiving incoming coded fire alarms from remote buildings and shall summon VA organized assistance from assigned non- endangered buildings and from the station. The outgoing coded signal shall be designed to direct the assisting personnel to the endangered building, where the building enunciator will indicate the specific location of the fire.

ab. Design the fire alarm system facility-wide to incorporate all buildings on campus as dictated by VA.

Construction Phase Services (including but not limited to):

a. Answer questions from prospective bidders about the project design.

b. Perform Bid reviews, evaluate bid proposals and provide comments and recommendations

c. Provide responses to rfi’s within 24 hours of receipt of rfi during construction phase.

d. Review contractor’s submittals to ensure items are in accordance with VA construction documents within 3 business days upon receipt of submittals from contractor.

e. Review change orders/contract modifications as needed to assist in remedy, for appropriateness, feasibility, etc.; provide detailed itemized cost estimates for the increase/decrease of amounts. The AE shall respond with all the necessary documentation within three (3) business days upon receipt.

f. Provide Contractor change order responses which shall include a background statement, Scope of Work, cost estimate and justification

g. Conduct periodic construction site inspection services at the request of the COR. The AE shall then submit a written report including photographs, summarizing the conditions found at the construction site to the VA within three (3) business days of the site visit.

h. Perform and develop a detailed punch list upon request of the COR. The Punch list is due within three (3) Business days of the site visit

i. Field verify red-line drawings for accuracy the red-line marked up set provided by Contractor and submit the Record drawings based on the field verification within thirty (30) Calendar days upon receipt of the marked-up set. The Record drawings shall be dated, Signed, Stamped and Sealed by the Professional engineers or Registered architects responsible for the design.

PROJECT KEYNOTES:

· This project will replace the existing Fire alarm system with new Intelligent type system throughout the campus

· New field devices compatible with the new Fire alarm system

· Upgrade Control room with a new Alerting System

· Upgrade the existing fiber optic cable loop to Class A

Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

The AE firm will be furnished with paper or electronic copies of any available utility drawings for reference purpose only. The AE is responsible to verify Government-furnished documents for accuracy and not rely on any Government-furnished drawings.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, shall show proof of vaccination.

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

Security Requirements

The AE firm shall obtain day passes for any site visits from the police station. If personnel from the AE firm are expected to be on site more than five (5) days (cumulative) during the design, they shall file paperwork to obtain a permanent ID for the station. Necessary paperwork can be obtained from the COR.

AE staff is required to conform to VHA’s security and privacy requirements.

All AE personnel must have in their possession for inspection by VA Police Department a valid state or government issued identification such as drivers’ license or passport.

Personnel may be required to surrender their ID to the VA Police to obtain a temporary day pass at the discretion of VA Police. ID will be returned upon leaving US Government property.

Any AE personnel who intend to take photos must inform the COR at least 48 hours ahead to time of such intentions.

Safety Codes / Certification / Licensing

The AE firm shall comply with all NY state and federal Standards, regulatory codes, National Electric Code (NEC), NFPA 101, VA Design Guide and manuals, Joint Commission Standards, OSHA, Industrial Code Rule 56, VA Design Guides and Manuals, etc.

Labs used by the AE firm shall be licensed as required by any applicable governing agencies, and their certifications and licenses shall be included in the engineering reports. All drawings shall be approved and sealed with engineering stamp.

Travel

Employees of the AE firm will be required to travel from their place of business to the place of performance for the purposes of field investigations, design reviews, pre-construction meetings, interim and final inspections, and closeout documentation preparation.

Special Material Requirements

No special materials are anticipated for this contract.

Any Other Requirements unique to the solicitation.

None

NARA Records Management Requirements.

The following standard Items relate to records generated in executing this contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver enough technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.