Statement of Work - Fire Extinguisher Inspections.docx

STATEMENT OF WORK

1. TITLE: Fire Extinguisher Inspection, Maintenance and Replacement Services

2. OVERVIEW: Contractor shall provide services for the annual inspection, testing, maintenance, and replacement of fire protection equipment located throughout the St. Cloud VA facility.

3. PLACE OF PERFORMANCE:

St. Cloud VA Health Care System, 4801 Veterans Drive, St. St Cloud, MN 56303

5. PERIOD OF PERFORMANCE:

A Base Year with 4 Option Years (September 1, 2026, through August 31, 2031)

6. HOURS OF OPERATION:

The Contractor will conduct on-site services during normal business hours, Monday through Friday, 8:00 am to 4:30 pm excluding Federal Holidays, unless otherwise coordinated with COR/VA POC.

If the holiday falls on a Saturday, the previous Friday will be observed and if the holiday falls on a Sunday, the following Monday will be observed.

Federal holidays observed by Federal Government can be located at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays#url=2026

Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

An agreed upon schedule for services will be coordinated with the COR/VA POC.

7. QUALIFICATIONS AND CERTIFICATIONS:

· A trained and certified person who has undergone the instructions necessary to reliably perform maintenance and has the manufacturer's service manual shall service the fire extinguishers.

· Certification must be presented at time of contract issuance and remain current to those individuals that will perform Annual Inspections, and "Six-Year" service.

· Documentation of servicing personnel's current certification shall be required with bid submission.

· Training documentation must include NFPA Code 10 covering service, recharge, placement and hydrostatic testing of fire extinguishers and system cylinders.

· Maintenance and service must be in compliance with manufacturer's recommendations.

8. REGULATIONS / DIRECTIVES / POLICIES:

The Contractor shall comply with the public laws and statutes including all changes and amendments of federal, state and local environmental statutes and regulations in effect of date of issuance of this contract including the most current edition/version below:

· NFPA 10 Standard for Portable Fire Extinguishers

· 29 CFR 1910.157 Portable Fire Extinguishers

· 29 CFR 1910 Occupational Safety and Health Standards

· Environmental Protection Agency (EPA)

9. SCOPE OF WORK:

Contractor will perform and document; annual inspection, annual maintenance, 5/6-year internal maintenance, 10/12-year hydrostatic testing, replacement and recharging of all fire extinguishers.

Contractor is responsible for all new extinguishers’ drop shipment and installation within 5 business days of delivery.

Contractor is responsible for removal of all expired extinguishers including bulk shipment from the St. Cloud VA facility.

All services provided under the requirements of this contract will be executed in accordance with NFPA 10.

It is the vendor's responsibility to determine the required inspection, maintenance and servicing based upon information per the manufacturer from each extinguisher.

The Contractor shall maintain a master record of all fire extinguisher inspections, testing, recharging, replacement, and recertification throughout the period of the contract and submit the record to the COR at the conclusion of each annual inspection or upon request of the VA.

Approximate Inventory Extinguisher approximate amounts may increase or decrease based on building or vehicle need.

5 Lb. 17

8 Lb. 4

10 Lb. 423

Wet Chemical; K 10

CO2 12

Water Mist 4

ANNUAL MAINTENANCE:

The annual maintenance of a fire extinguisher requires the services of a trained and certified technician who has the proper tools, listed parts, recharge materials, lubricants and appropriate manufacturer’s service manual.

The following list is a sample of maintenance procedures that should be followed to determine deficiencies that require additional attention to remediate the condition of the extinguisher as appropriate for rechargeable, stored-pressure, dry chemical, and halogenated agent hand portable fire extinguishers:

Visually examine the extinguisher for damage by removing the extinguisher from the hanger, bracket, or cabinet and visually examine the extinguisher for damage, including pressure gauge, cylinder dents, repairs, general corrosion, hose or nozzle threads, handles, and levers the cylinder for dents, damage, repairs, or corrosion.

· Verify the pull pin functions properly and examine for damage or corrosion by removing the pull pin.

· Verify that the handle and levers are undamaged and operable.

· Verify that the valve stem is correctly extended and not corroded or damaged.

· Verify that the pressure gauge or indicator is in the operable range.

· Verify that the gauge operating pressure corresponds with the nameplate instructions.

· Verify that the gauge face corresponds with the proper agent type.

· Verify that the gauge threads are compatible with the valve body material.

· Verify that the nozzle or hose assembly, or both, is unobstructed, by removing and examining the nozzle.

· Confirm that the nozzle and hose assembly are correct for the model of extinguisher.

· Verify that the hose and couplings are not cut, cracked, damaged, or deformed.

· Examine internal valve port surfaces and threads for signs of leakage or corrosion by removing the nozzle or hose assembly and reinstalling the nozzle and hose assembly securely after examination.

· Verify that the hose retention band is secure and properly adjusted.

· Weigh the extinguisher and verify that it corresponds to the weight listed on the nameplate.

· Reinstall the ring pin and install a new tamper seal.

· Clean exposed extinguisher surfaces to remove any foreign material.

· Record the maintenance on the extinguisher tag or label.

· Return the extinguisher to the hanger, bracket, or cabinet.

Removal from Service Fire extinguishers removed from service for maintenance or recharging shall be replaced by a fire extinguisher suitable for the type of hazard being protected and shall be of at least equal rating. Such temporary extinguisher use shall be supplied by the vendor at no additional charge.

Extinguisher height requirement The height of the temporary extinguisher or replacement extinguisher must not exceed 60” from the top of the handle to the floor when installed on the hanger hook or inside a fire extinguisher cabinet. The contractor must maintain this height requirement as referenced in NFPA 10.

Disposal The Contractor shall dispose of and replace any fire extinguishers that are not suitable for recharging or recertification.

The contractor is responsible for properly disposing of extinguishers off VA premises according to EPA guidelines.

TAMPER SEAL:

After the maintenance and visual examination have been completed a new listed tamper seal shall be installed with a tag or label securely attached that indicates maintenance was performed. At a minimum the tag or label shall identify the following:

· Month and year maintenance performed.

· Person performing the work.

· Name of agency performing the work.

GUIDELINES FOR SERVICE REQUIRED

Recharge: Recharge any fire extinguisher which has become unserviceable due to discharge or leak and is deemed out of service:

RECHARING SPECIFICAITONS:

· All rechargeable-type fire extinguishers shall be recharged after any use or as indicated by an inspection or when performing maintenance.

· When performing the recharging, the recommendations of the manufacturer shall be followed.

· The amount of recharge agent shall be verified by weighing.

· The recharged gross weight shall be the same as the gross weight that is marked on the label.

· For those fire extinguishers that do not have the gross weight marked on the label, a permanent label that indicates the gross weight shall be affixed to the cylinder.

· The label containing the gross weight shall be a durable material of a pressure-sensitive, self-destruct type.

· Recharge Agents. Only those agents specified on the nameplate or agents proven to have equal chemical composition, physical characteristics, and fire extinguishing capabilities shall be used. Agents listed specifically for use with that fire extinguisher shall be considered to meet these requirements.

· Mixing of Dry Chemicals. Multipurpose dry chemicals shall not be mixed with alkaline-based dry chemicals.

· Topping Off. The remaining dry chemical in a discharged fire extinguisher shall be permitted to be re-used, provided that it is thoroughly checked for the proper type, contamination, and condition. Dry chemical found to be of the wrong type, or contaminated, shall not be re-used.

· Dry Chemical Agent Re-use. Fire extinguishers removed for 5/6-year maintenance or 10/12 year hydrostatic testing shall be emptied. The dry chemical agent shall be permitted to be reused, provided a closed recovery system is used and the agent is stored in a sealed container to prevent contamination. Prior to re-use, the dry chemical shall be thoroughly checked for the proper type, contamination, and condition. Where doubt exists with respect to the type, contamination, or condition of the dry chemical, the dry chemical shall be discarded.

· Removal of Moisture. For all non-water types of fire extinguishers, any moisture shall be removed before recharging.

· Pressure Gauges. Replacement pressure gauges shall have the proper indicated charging (service) pressure, shall be marked for use with the agent in the fire extinguisher, and shall be compatible with the fire extinguisher valve body materials.

· Pressurizing Gas. Only standard industrial-grade nitrogen with a dew point of –60°F (–51°C) or lower shall be used to pressurize stored-pressure dry chemical fire extinguishers.

· Seals or Tamper Indicators. At the time of the maintenance, the tamper seal of rechargeable fire extinguishers shall be removed by operating the pull pin or locking device. After the applicable maintenance procedures are completed, a new tamper seal shall be installed.

· Leak Test. After recharging, a leak test shall be performed on stored-pressure and self-expelling types of fire extinguishers.

· Recharge Recordkeeping. Each fire extinguisher shall have a tag or label securely attached that indicates the month and year recharging was performed and that identifies the person performing the service. A “Verification of Service” (maintenance or recharging) collar shall also be attached to the extinguisher.

Five/SIX-YEAR MAINTENANCE:

· Every 5/6 years, stored-pressure fire extinguishers that require a 10/12-year hydrostatic test shall be emptied and subjected to the applicable maintenance procedures.

· When the applicable maintenance procedures are performed during periodic recharging or hydrostatic testing, the 5/6-year requirement shall begin from that date.

· Procedures. Maintenance procedures shall include a thorough examination of the basic elements of a fire extinguisher as determined below:

· Mechanical parts of all fire extinguishers.

· Extinguishing agent of cartridge- or cylinder-operated dry chemical, stored-pressure, loaded stream, and pump tank fire extinguishers.

· Expelling means of all fire extinguishers.

· Boots, Foot Rings, and Attachments. All removable extinguisher boots, foot rings, and attachments shall be removed to accommodate thorough annual cylinder examinations.

Maintenance Recordkeeping.

· Each fire extinguisher shall have a tag or label securely attached that indicates the month and year the maintenance was performed and that identifies the person performing the service.

· Fire extinguishers that pass the applicable 5/6-year requirement shall have the maintenance information recorded on a suitable metallic label or equally durable material having a minimum size of 2 in. 3 in. (5.1 cm 8.9 cm). The new label shall be affixed to the shell by a heatless process, and any old maintenance labels shall be removed. These labels shall be of the self-destructive type when removal from a fire extinguisher is attempted. The label shall include the following information:

· Month and year the maintenance was performed, indicated by a perforation such as is done by a hand punch.

· Name or initials of the person performing the maintenance and name of the agency performing the maintenance.

Verification of Service (Maintenance or Recharging.

Each extinguisher that has undergone maintenance that includes internal examination or that has been recharged shall have a “Verification of Service” collar located around the neck of the container. The collar shall contain a single circular piece of uninterrupted material forming a hole of a size that will not permit the collar assembly to move over the neck of the container unless the valve is completely removed. The collar shall not interfere with the operation of the fire extinguisher. The “Verification of Service” collar shall include the month and year the service was performed, indicated by a perforation such as is done by a hand punch.

SPECIAL NOTE: Where a fire extinguisher cylinder or shell has one or more of the following conditions, it shall not be hydrostatically tested but shall be condemned or destroyed.

1. Where the cylinder threads are worn, corroded, broken, cracked, or nicked

2. Where corrosion has caused pitting, including pitting under a removable nameplate or name band assembly

3. Where the fire extinguisher has been exposed to excessive heat, flame, or fire

4. Where the depth of a dent exceeds ho of the greatest dimension of the dent if not in a weld or exceeds 74 in. (6 mm) if the dent includes a weld

5. Where any local or general corrosion, cuts, gouges, or dings have removed more than 10 percent of the minimum cylinder wall thickness

6. Where a fire-extinguisher has been used for any purpose other than that of a fire extinguisher.

CONDUCT 10/12 YEAR HYDROSTATIC TESTING:

· This standard requires hydrostatic testing of pressure vessels used as fire extinguishers and specified components of fire extinguishers.

· Hydrostatic testing shall be performed by persons trained in pressure testing procedures and safeguards who have suitable testing equipment, facilities, and appropriate servicing manual(s) available.

· A hydrostatic test shall always include both an internal and external visual examination of the cylinder. Hydrostatic testing shall be conducted using water or some other non-compressible fluid as the test medium.

· Air or other gases shall not be used as the sole medium for pressure testing. All air shall be vented prior to hydrostatic testing to prevent violent and dangerous failure of the cylinder.

· If, at any time, a fire extinguisher shows evidence of dents, mechanical injury, or corrosion to the extent as to indicate weakness, it shall be condemned or hydrostatically retested.

· Frequency. At intervals not exceeding 10/12 years depending on the type of fire extinguishers shall be hydrostatically retested. The hydrostatic retest shall be conducted within the calendar year of the specified test interval. In no case shall an extinguisher be recharged if it is beyond its specified retest date.

TEST EQUIPMENT

· This standard only permits the hydrostatic testing of pressure vessels used as fire extinguishers and specified components of fire extinguishers.

· Test pressure gauges shall be certified accurate to ±0.5 percent or better of the full range of the gauge.

· Test pressure gauges shall be capable of being read to within 1 percent of the test pressure. Interpolation of midpoint between smallest graduations is acceptable.

· Test pressure gauges shall be capable of indicating 90 percent to 110 percent of the test pressure. Pressure gauges used on test equipment shall be calibrated at least semiannually. Master gauges or dead weight testers shall be calibrated at least annually.

· Drying Equipment. All hydrostatically tested cylinders and apparatus, except water-type extinguishers, shall be thoroughly dried after testing. The temperature used for drying shall not exceed 150°F (65.6°C) inside the shell.

· Test Equipment for Low-Pressure Cylinders and Hose Assemblies (Proof Pressure Test).

· Cylinders and hose assemblies shall be tested within a protective cage device, or placed behind a protective shield, that will permit visual observation while under pressure for leaks, bulges, and other harmful defects.

· A hydrostatic test pump, hand- or power-operated, shall be capable of producing not less than 150 percent of the test pressure.

· It shall include appropriate check valves and fittings. A flexible connection between the test pump and the test cylinder shall be provided so that it is possible to test through the cylinder opening, test bonnet, hose outlet, or nozzle, as applicable.

· Testing Procedures.

· The pressure in a hydrostatic test of a cylinder shall be maintained for a minimum of 30 seconds, but for no less time than is required for complete expansion of the cylinder and to complete the visual examination of the cylinder.

· All valves, internal parts, and hose assemblies shall be removed and the fire extinguisher emptied before testing.

· On some dry chemical and dry powder fire extinguishers (cartridge-operated), where the manufacturer recommends that certain internal parts not be removed, those parts shall not be removed.

· All types of extinguishers except water type shall have all traces of extinguishing agents removed from the inside of the extinguisher before they are filled with water.

· A complete internal and external visual examination shall be conducted before any hydrostatic test.

· Any distortion of the cylinder shall be cause for rejection.

· A drop in pressure of the test gauge is an indication of a leak and is cause for rejection or retest.

· Cylinders passing the hydrostatic test shall be thoroughly dried internally before being returned to service.

· If heated air is used to dry the cylinders, the temperature shall not exceed 150°F (66°C) inside the shell.

RECORDING OF HYDROSTATIC TESTS:

· A permanent record shall be maintained for each cylinder tested.

· Fire extinguisher cylinders of the low-pressure type that pass a pressure hydrostatic test shall have the information recorded on a suitable metallic label with a minimum size of 2 in. 3 in. (5.1 cm 8.9 cm). The label shall be affixed by a heatless process.

· These labels shall be of the type that self-destructs when removal from a fire extinguisher cylinder shell is attempted. The following information shall be included on the label:

· Month and year the test was performed, indicated by a perforation, such as is done by a hand punch

· Test pressure used

· Name or initials of the person performing the test and name of the agency performing the test.

· NFPA 10 8.1.2: All cylinders and cartridges bearing U.S Department of Transportation (DOT) markings shall be retested in accordance with the applicable DOT regulations.

10. VA POINTS OF CONTACT:

· Safety and Occupational Health Specialist 320-252-1670 Ext. 6511

· Safety and Occupational Health Manager 320-252-1670 Ext. 6184

11. REPORTING:

· Contractor will submit the test results / report to the COR within 14 days at the conclusion of each annual inspection.

· Contractor must provide a Report to include, but not limited to the following:

INSPECTION RESULTS SUMMARY

ABC EXTINGUISHER

EXTINGUISHER - CLEAN AGENT

EXTINGUISHER - CO2

EXTINGUISHER - DRY CHEMICAL

EXTINGUISHER - LIQUID

TOTAL

COMING 5 YEAR MAINTENANCE DUE

5-Year Maintenance Due Next Year

EXTINGUISHER CO2

EXTINGUISHER LIQUID

5-Year Maintenance Due in 3 Years

EXTINGUISHER CO2

EXTINGUISHER LIQUID

COMING 6 YEAR MAINTENANCE DUE

Extinguisher - Dry Chemical

ABC Extinguisher

Extinguisher - Clean Agent

6 YEAR MAINTENANCE DUE NEXT YEAR

EXTINGUISHER - DRY CHEMICAL

ABC EXTINGUISHER

6 YEAR MAINTENANCE DUE IN 3 YEARS

EXTINGUISHER - DRY CHEMICAL

ABC EXTINGUISHER

COMING 12 YEAR MAINTENANCE DUE

Extinguisher - Dry Chemical

ABC Extinguisher

Extinguisher - Clean Agent

12 YEAR MAINTENANCE DUE THIS YEAR

EXTINGUISHER - DRY CHEMICAL

Reason for failure: (Visual Failure)

Resolution:

ABC EXTINGUISHER

12 YEAR MAINTENANCE DUE NEXT YEAR

EXTINGUISHER - DRY CHEMICAL

ABC EXTINGUISHER

12 YEAR MAINTENANCE DUE IN 3 YEARS

EXTINGUISHER - DRY CHEMICAL

DEVICE DEFICIENCIES

REPAIRED DEVICES

Initial Failure Reason:

Resolution:

12. SECURITY:

· Contractor and/or all sub-contracted personnel are required to always wear and have visible a VA Contractor Badge.

· Badges are issued by Facilities Management (FM), B-3, second floor. FM Office hours are Monday – Friday, 8:00 am – 4:30 pm.

· The Contractor shall be required to obtain and display identification badges for all employees requiring access to the St Cloud VA Facility.

· Identification shall be always worn on the outer clothing between the neck and waist on the front of the body and visible with the Contractor’s name plainly displayed.

· Loss of a contractor badge shall be reported to the COR/VA POC no later than the following workday.

· Contractor is required to check in and out daily with Safety Section.

· Contractor personnel will be escorted by VA staff to all fire extinguisher locations.

13.INVOICING:

The Contractor shall submit the invoice in arrears. The invoice shall include at a minimum, but not limited to:

· Contract Number

· The purchase order (PO) number

· Quantity and description for each line item

· Dates of completed services

· Total cost of the services

Payment will be made upon receipt and approval of all required documentation.