VHH SOW Fire Detection and Alarm TRD03.docx

VHH PM Fire Detection and Alarm Project # VHH120FIREALARM

AWARDING ENTITY

Awarding Entity: Veterans Home at Holyoke Agency Name and Address: 120 Cherry Street Holyoke, MA Project Number: VHH120FIREALARM

CONTACT INFORMATION

Name and Title: Jeremy Meade, Institutional Foreman John Fydenkevez, Third Class Engineer Phone: 413-552-4765 413-552-4748 Email Address: jeremy.meade@mass.gov john.fydenkevez@mass.gov

CONTRACT AND BIDDING INFORMATION

Project Name: VHH PM Fire Detection and Alarm Project Description (brief overview): Preventative Maintenance & Inspection Agreement: Fire Detection and Alarm System Bid Walkthrough: Wednesday 8/19/2026 8:00 – 10:00 OSD Trade Category: TRD03

SCOPE OF WORK

1. Project Overview & Objective The objective is to establish a comprehensive, scheduled preventative maintenance, testing, and inspection agreement for the Autocall fire detection and life safety signaling system at the Veterans Home at Holyoke, a 234-bed long-term care facility located in Massachusetts.

The selected Contractor shall provide all professional labor, supervision, materials, tools, equipment, and documentation necessary to ensure the Autocall fire alarm system remains fully operational, compliant with all state/federal regulations, and capable of providing early detection and staff notification to protect residents and personnel.

2. Applicable Codes and Regulatory Standards All services performed under this agreement must strictly adhere to the latest editions adopted by the Commonwealth of Massachusetts:

· NFPA 72: National Fire Alarm and Signaling Code (Inspection, Testing, and Maintenance chapters)

· NFPA 101: Life Safety Code (Chapters governing Existing/New Health Care Occupancies)

· 527 CMR 1.00: Massachusetts Comprehensive Fire Safety Code

· CMS (Centers for Medicare & Medicaid Services): Life Safety Code Requirements for Long-Term Care Facilities

· DPH (Massachusetts Department of Public Health) * VA (Veterans Administration): Healthcare facility maintenance guidelines

3. Inventory of System Components (Estimated) The Contractor is responsible for verifying exact counts during the initial site walkthrough. The 234-bed facility includes residential wings, commercial kitchen areas, laundry facilities, medical storage, and administrative offices.

· Main Fire Alarm Control Panel (FACP) and Remote Annunciator Panels

· Backup Battery Systems and Power Supplies

· Smoke Detectors (Intelligent/Addressable and Conventional)

· Heat Detectors (Fixed Temperature and Rate-of-Rise)

· Manual Pull Stations

· Audio/Visual Notification Appliances (Horns, Strobes, Speakers)

· Duct Smoke Detectors and Associated HVAC Shutdown Relays

· Magnetic Door Holders and Smoke Barrier Door Release Mechanisms

· Tamper Switches and Waterflow Switch Connections (Interfaces with the Fire Sprinkler System)

· Digital Alarm Communicator Transmitter (DACT) or Cellular Communicator

· Bi-Directional Amplifier (BDA)

4. Detailed Scope of Services

· Scheduled Inspection and Testing Schedule

· The Contractor will execute inspections and testing in accordance with NFPA 72 intervals, optimized to minimize disruption to fragile residents.

· Quarterly Testing & Inspection:

· Test and verify the Digital Alarm Communicator Transmitter (DACT) or cellular dialer to ensure successful communication with the central monitoring station.

· Test all fire sprinkler system waterflow switches and valve tamper switches interfacing with the fire alarm panel.

· Visually inspect all equipment, panels, and fuses.

· Semi-Annual Testing & Inspection:

· Test 100% of the backup batteries (load test, voltage test, and physical inspection for corrosion or swelling).

· Inspect and test all radiant energy, flame, or specialized detectors if applicable.

· Verify remote annunciator panel functionality and correct LED/LCD alphanumeric readings.

· Annual Testing & Inspection (100% System Test):

· Test every initiating device (100% of smoke detectors, heat detectors, and manual pull stations) for proper functionality and zoning.

· Verify all notification appliances (horns, strobes, chimes) operate correctly. Note: Audible testing in resident sleeping rooms must be closely coordinated with nursing staff to minimize resident agitation.

· Verify auxiliary function interfaces: Test automatic HVAC supply/return fan shutdowns, smoke damper operations, elevator recall functions, and magnetic door release mechanisms upon alarm initiation.

· Conduct 30-minute battery discharge testing.

· Batteries to be replaced every 5 years. This will be documented and recorded on annual inspection report.

· Perform sensitivity testing on all smoke detectors as required by NFPA 72 (unless the panel features self-diagnostic, NFPA-approved continuous sensitivity monitoring).

· Test, inspect, service, and maintain all active components of the Bi-Directional Amplifier (BDA) System used by the local Fire Department to ensure optimum operational and optimum safety levels in compliance with the specifications contained herein and all applicable local, state and national codes, laws, standards and regulations. The BDA systems must be installed and maintained in compliance with local AHJ requirements, NFPA 1 (see Annex O), NFPA 101, NFPA 72 (see Ch. 24 – Emergency Communication Systems) and all other applicable codes and standards. Active components shall be checked to determine that they are operating within the manufacturer's specifications. Documentation of the tests shall be maintained on site, provided to the Veterans Home at Holyoke and a copy forwarded to the Holyoke Fire Department Radio Supervisor.

· Preventative Maintenance Actions

· Cleaning: Vacuum or blow out accumulated dust and debris from smoke detector chambers to prevent false alarms.

· Hardware Inspection: Inspect panels for loose terminal connections, frayed wiring, and signs of moisture or overheating.

· Software/Firmware: Verify the FACP log is cleared of past historical faults after documenting them, and ensure current system programming is backed up.

5. Scheduling, Patient Safety, and Facility Coordination Because this is a 234-bed continuously occupied healthcare environment, the Contractor must adhere to strict operational protocols:

· Pre-Scheduling: All testing must be scheduled at least 48 hours in advance with the Facility Director or Institutional Foreman.

· Resident Sensitivity: Testing inside resident rooms must be coordinated daily with floor charge nurses. Loud audible testing should be consolidated into a strict, pre-announced window to minimize distress to residents (especially those with cognitive impairments or dementia).

· Infection Control: Technicians must follow all facility Infection Control Risk Assessment (ICRA) guidelines, including hand hygiene, masking (if required by DPH), and respecting isolation signage on resident doors.

· Impairment Protocols: If the fire alarm system must be taken offline or bypassed for testing, the Contractor is responsible for all permitting from the Holyoke Fire Department or AHJ. The Contractor must notify the Holyoke Fire Department and facility staff immediately before work begins and immediately upon completion. The Holyoke Fire Department expects a permit # to be given prior to authorizing work If a system outage lasts longer than 4 hours, the Contractor must assist the facility in establishing an approved Fire Watch protocol to maintain local compliance.

6. Documentation and Reporting Compliance documentation is the most critical output of this contract for CMS and DPH surveys.

· DPH, VA, CMS & NFPA 72 Compliant Reports: Within 5 days of completing any testing or maintenance, the Contractor must provide a detailed, typed electronic inspection report matching NFPA 72 formatting.

· Device-by-Device Log: The report must list every single device by address/location, its pass/fail status, and measured sensitivity values (where applicable).

· Deficiency Tracking: Any system deficiencies, failed devices, or code violations must be highlighted in a separate "Actionable Deficiencies" summary page, complete with a line-item repair quote.

· On-Site Logbook: The Contractor must sign the facility's on-site vendor log. FACP will also be completed after service.

7. Emergency Response and Corrective Repairs (Optional/Add-on Clause)

· 24/7/365 Emergency Service: The Contractor must maintain an emergency service dispatch line.

· Response Time: For critical system troubles or blind system outages, the Contractor must provide a guaranteed phone response within 1 hour and an on-site technician within 2 to 4 hours of dispatch.

· Hourly Rates: The bid proposal must explicitly list standard business hour labor rates, after-hours emergency rates, and holiday labor rates.