VHH SOW Fire Extinguisher TRD03.docx

VHH PM Fire Extinguisher Project # VHH120FIREEXT

AWARDING ENTITY

Awarding Entity: Veterans Home at Holyoke Agency Name and Address: 120 Cherry Street Holyoke, MA Project Number: VHH120FIREEXT

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 Extinguisher Project Description: Annual inspection, testing, maintenance, documentation, and regulatory compliance of portable fire extinguishers Bid Walkthrough: Friday 8/21/2026 10:00 – 12:00 OSD Trade Category: TRD03

SCOPE OF WORK

1. PURPOSE

This Service Contract establishes the requirements for the annual inspection, testing, maintenance, documentation, and regulatory compliance of portable fire extinguishers located throughout the Massachusetts Veterans Home at Holyoke.

The Vendor shall provide all labor, supervision, tools, equipment, materials, documentation, permits, and services necessary to complete the required annual fire extinguisher inspection and related compliance services in accordance with applicable federal, state, local, and facility requirements.

The purpose of this contract is to ensure that all fire extinguishers remain properly inspected, maintained, accessible, identified, and ready for use in accordance with applicable requirements.

2. FACILITY

Massachusetts Veterans Home at Holyoke 120 Cherry Street Holyoke, Massachusetts The services covered under this contract shall include all portable fire extinguishers located throughout the facility and campus areas, including extinguishers located in resident care areas, common areas, administrative areas, mechanical rooms, kitchens, maintenance areas, storage areas, shops, and other locations where fire extinguishers are installed.

3. SCOPE OF SERVICES

The Vendor shall perform the required annual inspection and servicing of all fire extinguishers located at the Massachusetts Veterans Home at Holyoke.

Services shall include, but shall not be limited to:

· Conducting the required annual inspection of each fire extinguisher.

· Verifying that each extinguisher is properly located, mounted, identified, accessible, and unobstructed.

· Inspecting the extinguisher for physical damage, corrosion, leakage, tampering, or other deficiencies.

· Verifying operating condition and required components.

· Inspecting hoses, nozzles, handles, pins, seals, gauges, cylinders, valves, and other applicable components.

· Verifying that the extinguisher type and rating are appropriate for the location and hazard.

· Checking required inspection/service tags and labels.

· Verifying that required maintenance markings and identification are legible and current.

· Performing required servicing and maintenance when authorized by the Veterans Home Facilities Department.

· Identifying extinguishers requiring repair, replacement, hydrostatic testing, six-year maintenance, recharge, or other required service.

· Identifying any extinguisher that is missing, damaged, discharged, inaccessible, improperly located, or otherwise deficient.

· Verifying that fire extinguishers have not exceeded applicable inspection, maintenance, or testing intervals.

· Providing all required inspection/service documentation.

· Completing any other inspection or compliance activity required by applicable regulations, standards, manufacturer requirements, or the Authority Having Jurisdiction (AHJ).

4. REGULATORY COMPLIANCE

All work performed under this contract shall comply with the latest applicable requirements of:

· NFPA 10 – Standard for Portable Fire Extinguishers

· Applicable Massachusetts fire prevention and fire safety requirements

· Massachusetts Department of Public Health (DPH) requirements

· Centers for Medicare & Medicaid Services (CMS) requirements applicable to the facility

· Applicable U.S. Department of Veterans Affairs (VA) requirements

· Applicable local fire department requirements

· Authority Having Jurisdiction (AHJ) requirements

· Applicable manufacturer instructions and specifications

· All other applicable federal, state, and local codes, regulations, standards, and requirements Where requirements conflict, the Vendor shall immediately notify the Veterans Home Facilities Department and obtain direction from the appropriate AHJ before proceeding.

The Vendor shall not assume that compliance with one standard eliminates the requirement to comply with any other applicable regulatory requirement.

5. PERMITS AND AUTHORITY HAVING JURISDICTION

· The Vendor shall be responsible for obtaining and maintaining all permits, licenses, approvals, notifications, and other authorizations required to perform the work.

· This responsibility includes coordination with all applicable Authorities Having Jurisdiction (AHJ).

· The Vendor shall provide copies of applicable permits, approvals, inspection documentation, and AHJ correspondence to the Veterans Home Facilities Department upon request.

· The Vendor shall be responsible for all costs associated with permits and approvals required for the Vendor's work unless otherwise specifically stated in the contract.

6. FACILITY SIGN-IN AND SIGN-OUT REQUIREMENTS

All Vendor personnel shall comply with the Massachusetts Veterans Home's visitor and contractor access procedures.

Upon arrival at the facility, Vendor personnel shall:

· Report to the designated facility location.

· Sign in according to facility procedures.

· Identify the purpose of the visit.

· Comply with all applicable security, identification, infection prevention, safety, and access requirements.

Upon completion of work, Vendor personnel shall:

· Report completion of the work to the designated Facilities Department representative.

· Sign out according to facility procedures.

· Return any facility-issued keys, badges, access devices, or other property.

· Report any deficiencies or conditions requiring immediate attention before leaving the facility.

7. FACILITY POLICIES

· The Vendor and all Vendor employees, subcontractors, and representatives shall comply with all applicable policies, procedures, safety requirements, security requirements, infection prevention requirements, and operational requirements of the Massachusetts Veterans Home.

· The Vendor shall ensure that its personnel conduct themselves in a professional manner and do not interfere unnecessarily with resident care, facility operations, staff, visitors, or Veterans.

· The Vendor shall coordinate work activities with the Veterans Home Facilities Department to minimize disruption to facility operations.

8. ADVANCE REGULATORY REMINDER

The Vendor shall provide the Massachusetts Veterans Home at Holyoke with a written reminder at least thirty (30) calendar days prior to the regulatory due date for the annual fire extinguisher inspection/service.

The reminder shall identify:

· Regulatory inspection/service due date

· Proposed inspection/service date

· Scope of work

· Any preparation required by the facility

· Any required access or operational considerations Failure by the Vendor to provide the required reminder does not relieve the Vendor of its responsibility to complete the contracted services within the required regulatory timeframe.

9. FACILITIES DEPARTMENT NOTIFICATION

Before any fire extinguisher inspection, testing, servicing, removal, replacement, or other work begins, the Vendor shall notify the Veterans Home Facilities Department.

Upon completion of the inspection and service, the Vendor shall again notify the Facilities Department that the work has been completed.

The Vendor shall coordinate all work with the designated Facilities Department representative.

10. NO CHANGE OF STATUS WITHOUT AUTHORIZATION

No change in the status, location, service condition, or operational condition of any fire extinguisher shall be made without notifying the Veterans Home Facilities Department.

This includes, but is not limited to:

· Removing an extinguisher from service

· Removing an extinguisher from its installed location

· Replacing an extinguisher

· Relocating an extinguisher

· Discharging an extinguisher

· Recharging an extinguisher

· Tagging an extinguisher as out of service

· Installing a temporary replacement extinguisher

· Making any other change that affects the availability or status of an extinguisher If an extinguisher presents an immediate life-safety concern, the Vendor shall immediately notify the Facilities Department and take appropriate action consistent with NFPA requirements and direction from the AHJ.

Any extinguisher removed from service shall be addressed in a manner that maintains required fire protection coverage.

11. DEFICIENCIES

All deficiencies identified during inspection or service shall be reported to the Veterans Home Facilities Department on the same day the deficiency is identified.

Deficiencies shall include, but not be limited to:

· Damaged extinguishers

· Corrosion

· Missing extinguishers

· Inaccessible or obstructed extinguishers

· Improper mounting

· Missing or damaged components

· Low or improper pressure

· Missing or damaged inspection tags

· Expired or overdue testing

· Required maintenance

· Required hydrostatic testing

· Discharged extinguishers

· Improper extinguisher type or rating

· Defective gauges

· Damaged hoses or nozzles

· Missing pins or tamper seals

· Improper location

· Illegible labels or markings

· Any condition that could affect the extinguisher's ability to function as intended Immediate life-safety deficiencies shall be reported to the Facilities Department immediately and shall not be deferred until the completion of the inspection.

12. REPAIR AND REPLACEMENT QUOTATIONS

The Vendor shall provide a written quotation for all recommended repairs, replacement, recharge, hydrostatic testing, maintenance, or other corrective work within forty-eight (48) hours of the completion of the service, unless otherwise approved in writing by the Veterans Home Facilities Department.

Each quotation shall clearly identify:

· Equipment identification/location

· Deficiency

· Recommended corrective action

· Parts/materials required

· Labor

· Applicable testing or service charges

· Cost of replacement equipment, when applicable

· Total cost

· Any applicable warranty

· Expected completion time No additional repair or replacement work shall be performed without authorization from the Veterans Home Facilities Department, except where immediate action is required to address an imminent life-safety condition.

13. WRITTEN SERVICE REPORT

The Vendor shall provide a complete written service report to the Massachusetts Veterans Home within forty-eight (48) hours of completion of the inspection/service.

The report shall include, at minimum:

· Date of inspection.

· Date of service.

· Name of Vendor.

· Names of technicians performing the work.

· Fire extinguisher location.

· Extinguisher identification/asset number, where applicable.

· Manufacturer.

· Model.

· Type of extinguisher.

· Size/capacity.

· Fire rating/classification.

· Inspection/service status.

· Identification of deficiencies.

· Corrective actions performed.

· Extinguishers requiring additional work.

· Extinguishers removed from service.

· Extinguishers replaced.

· Hydrostatic testing requirements/status, where applicable.

· Six-year maintenance requirements/status, where applicable.

· Required inspection/service tags.

· Technician certification information, where applicable.

· Applicable testing dates.

· Recommendations for corrective action.

· Documentation of any AHJ-related requirements.

· Any other information required by applicable regulations or the facility.

14. REGULATORY COMPLIANCE REPORT

A separate Regulatory Compliance Report, or clearly identified regulatory section within the service report, shall be provided to the Veterans Home Facilities Department within forty-eight (48) hours of the conclusion of testing and inspection.

The regulatory report shall document compliance with applicable:

· Manufacturer requirements

· Massachusetts requirements

· NFPA 10

· CMS requirements

· DPH requirements

· VA requirements

· Local fire department requirements

· AHJ requirements The report shall identify any deficiencies that prevent an extinguisher or the facility's fire extinguisher program from being considered compliant.

15. INSPECTION TAGS AND LABELS

The Vendor shall properly complete and install required inspection/service tags or labels in accordance with applicable NFPA 10 requirements and manufacturer instructions.

Tags and labels shall be:

· Legible

· Securely attached

· Properly completed

· Dated as required

· Identifiable to the servicing Vendor/technician

· Consistent with the work actually performed The Vendor shall not apply documentation indicating that an extinguisher has been inspected or serviced unless the required inspection or service has actually been completed.

16. FIRE EXTINGUISHER INVENTORY

· The Vendor shall inspect all fire extinguishers located at the Massachusetts Veterans Home at Holyoke.

· The Vendor shall maintain an accurate inventory of all extinguishers inspected under this contract.

· Any discrepancy between the Vendor's inventory and the extinguishers physically located at the facility shall be reported to the Facilities Department.

· The Vendor shall identify missing, added, relocated, or otherwise unaccounted-for extinguishers.

17. ACCESS TO EQUIPMENT

· The Massachusetts Veterans Home shall provide reasonable access to fire extinguishers necessary for the completion of the contracted inspection.

· The Vendor shall coordinate access with the Facilities Department and shall not enter restricted areas without appropriate authorization.

· Where an extinguisher cannot be inspected because access is unavailable, the Vendor shall document the location and notify the Facilities Department.

· The Vendor shall not consider an extinguisher inspected if the required inspection could not actually be completed.

18. WORKMANSHIP

· All work shall be performed by qualified and properly trained personnel.

· The Vendor shall use appropriate tools, equipment, replacement parts, materials, and procedures necessary to perform the work safely and in accordance with applicable requirements.

· All replacement components shall be compatible with the applicable fire extinguisher and shall meet manufacturer requirements.

19. SAFETY

· The Vendor shall be responsible for the safety of its employees, subcontractors, equipment, and work areas.

· The Vendor shall comply with all applicable OSHA requirements, Massachusetts safety requirements, facility safety policies, and other applicable regulations.

· Work areas shall be maintained in a clean and orderly condition.

· The Vendor shall not create a condition that compromises the safety of Veterans, residents, staff, visitors, or contractors.

20. INFECTION PREVENTION AND CONTROL

Because the Massachusetts Veterans Home is a long-term care environment, Vendor personnel shall comply with all applicable facility infection prevention and control policies.

Vendor personnel shall follow facility requirements regarding:

· Hand hygiene

· Personal protective equipment

· Access to resident care areas

· Work-area containment

· Cleaning of work areas

· Infection prevention precautions

· Interaction with Veterans and residents The Vendor shall coordinate with the facility regarding any special precautions required before entering resident care areas.

21. EMERGENCY CONDITIONS

If the Vendor discovers a condition that presents an immediate threat to life safety or fire protection, the Vendor shall immediately notify the Veterans Home Facilities Department.

The Vendor shall not leave the facility with a known condition that creates an unacceptable loss of required fire protection without first notifying the Facilities Department and taking appropriate corrective or interim measures as required by applicable regulations and the AHJ.

22. SUBCONTRACTORS

· The Vendor shall be responsible for the actions and work of all subcontractors used to perform services under this contract.

· No subcontractor shall be permitted to perform work without meeting all applicable licensing, certification, safety, security, insurance, and facility requirements.

· The Vendor shall ensure that subcontractors comply with all provisions of this contract.

23. DOCUMENTATION RETENTION

· The Vendor shall maintain all inspection, testing, service, repair, certification, and regulatory documentation associated with the work performed under this contract for the period required by applicable law, regulation, NFPA requirements, and facility policy.

· Copies shall be provided to the Massachusetts Veterans Home upon request.

24. NOTIFICATION OF REGULATORY CHANGES

· The Vendor shall notify the Veterans Home Facilities Department of any known changes in applicable fire extinguisher inspection, testing, maintenance, or regulatory requirements that may affect the facility's compliance.

· The Vendor shall notify the facility of any required action resulting from changes in NFPA, Massachusetts, CMS, DPH, VA, manufacturer, or AHJ requirements.

25. WARRANTY

· The Vendor shall warrant that all services performed under this contract have been completed in accordance with applicable regulations, manufacturer requirements, NFPA 10, and accepted industry practices.

· Any workmanship deficiency attributable to the Vendor shall be corrected promptly at no additional cost to the Massachusetts Veterans Home, unless otherwise agreed upon in writing.

26. SERVICE SCHEDULING

· The annual inspection shall be scheduled in coordination with the Veterans Home Facilities Department.

· The Vendor shall provide sufficient advance notice to allow the facility to coordinate access, resident care considerations, security requirements, and facility operations.

· The Vendor shall not arrive for scheduled work without appropriate coordination with the facility unless otherwise authorized.

27. COMPLETION OF SERVICES

· The Vendor shall consider the annual inspection complete only after:

· All accessible fire extinguishers have been inspected.

· Required service has been completed.

· Required inspection/service tags have been properly applied.

· All deficiencies have been reported.

· Any required out-of-service conditions have been communicated to Facilities.

· Required quotations have been submitted.

· Required written service documentation has been submitted.

· Required regulatory documentation has been submitted.

· The Facilities Department has been notified that the inspection/service is complete.

28. EQUIPMENT COVERED BY THIS CONTRACT

· Service shall be provided on the following equipment:

· All portable fire extinguishers located at the Massachusetts Veterans Home at Holyoke, 120 Cherry Street, Holyoke, Massachusetts.

· This includes all existing portable fire extinguishers located within buildings, resident care areas, administrative areas, mechanical spaces, kitchens, maintenance areas, shops, storage areas, and exterior/campus locations where fire extinguishers are installed.

· Any fire extinguisher installed during the term of this contract shall be included in the annual inspection program when applicable.

29. FACILITY POINT OF CONTACT

The Vendor shall coordinate all work, inspections, deficiencies, service changes, and documentation with the designated representative of the Veterans Home Facilities Department.