Service Contract for Fire Alarms and Suppression Systems for the El Paso Health Care System

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued.
Solicitation number 36C25719Q1005 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.
SET-ASIDE: This requirement is a 100% Total Service Disabled Veteran Owned Small Business (SDVOSB) set aside under the authority of 38 U.S.C. 8127(d). In order to be eligible for award an offeror must be certified/verified in VetBiz (www.vip.vetbiz.gov), and small for the applicable NAICS code at the time of the quote submission and at the time of award. Status as a qualified SDVOSB concern is under the authority of 38 CFR Part 74 in accordance with the VA Acquisition Regulation (VAAR) Part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids.
NAICS Code: 561621 and Size Standard is $20.5M.
Introduction: The Government intends to award a firm fixed price base with four option year renewal contract based on this solicitation.
Description of Services: Fire Suppression and Detection Systems Tests and Inspections Service Contract for the El Paso VA Health Care System located at 5001 N. Piedras Street, El Paso, Texas 79930
Place(s) of Performance:
El Paso VA Health Care System
VA Medical Center
5001 N. Piedras Street
El Paso, Texas 79930
Type of Contract: A Firm Fixed Price
Period of Performance:
Base plus four (4) one-year option renewals.
Base Year: August 19, 2019 August 18, 2020
Option Year 1: August 19, 2020 August 18, 2021
Option Year 2: August 19, 2021 August 18, 2022
Option Year 3: August 19, 2022 August 18, 2023
Option Year 4: August 19, 2023 August 18, 2024
The following clauses and provisions apply to this solicitation:
52.209-5, Certification Regarding Responsibility Matters
52.212-3, Offeror Representations and Certifications-Commercial Items
52.212-4, Contract Terms and Conditions-Commercial Items
52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items
52.217-8, Option to Extend Services
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.
(End of Clause)
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s).
52.217-9, Option to Extend the Term of the Contract
52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right
52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements
52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3).
52.222-3, Convict Labor
52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67)
52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)
52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)
52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015)
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.232-19, Availability of Funds for the Next Fiscal Year
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
52.232-33, Payment by Electronic Funds Transfer-System for Award Management
52.237-3 Continuity of Services (JAN 1991)
52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005)
52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html)
852.203-70, Commercial Advertising (JAN 2008)
852.232-72, Electronic Submission of Payment Requests
852.237-70, Contractor Responsibilities
52.252-1, Solicitation Provisions Incorporated by Reference:
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es).
52.252-2, Clauses Incorporated by Reference:
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html
VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2016) (DEVIATION)
(a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern or SDVSOB :
(1) Means a small business concern:
(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans or eligible surviving spouses (see VAAR 802.201 Surviving Spouse definition);
(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;
(iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov); and
(v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable
(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(b) General.
(1) Offers are solicited only from verified service-disabled veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a verified service-disabled veteran-owned small business concern.
(c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR §125.6.
(d) A joint venture may be considered a service-disabled veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate.
(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.
(End of Clause)
852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018)
LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE
(a) This solicitation includes VA Acquisition Regulation (VAAR) 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.
(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.
(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.
(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.
(End of clause)
852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018)
SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE
(a) This solicitation includes the clause: 852.215-70 Service-disabled veteran-owned and veteran-owned small business evaluation factors. Accordingly, any contract resulting from this solicitation will include the clause 852.215-71 Evaluation factor commitments.
(b) The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing Contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement.
(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.
(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting commitments.
(End of clause)
RFQ QUESTION SUBMISSION: Questions must be received no later than Friday, August 2, 2019 at 10:00am CST. Email your questions directly to Victoria.Rone3@va.gov. The subject line must specify: RFQ 36C25719Q1005 (Questions Fire Alarms and Suppression Systems El Paso). There will be no automated email notification of receipt of questions. An amendment/modification to the Solicitation will be posted to FBO answering all questions submitted.
SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS):
The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.
EVALUATION OF QUOTES:
Evaluation of quotes will be conducted using Simplified Acquisition Procedures in accordance
with 13.106-2 Evaluation of Quotes. The Government intends to award one contract resulting
from this solicitation to the responsible lowest quoter whose quote conforms to the solicitation.
1) Price
2) Technical Capability
3) Past Performance
To assist with an efficient and minimally burdensome evaluation, please address these Evaluation Criteria in accordance with the instructions in FAR 52.212-1 above. The Department of Veterans Affairs, NCO 17 RPO West may reject your quote for failure to address each Evaluation Criteria in accordance with those instructions.
Quotes must be received no later than Friday, August 9, 2019 8:00am CST. Email your quote directly to Victoria.Rone3@va.gov. The subject line must specify: RFQ 36C25719Q1005 Fire Alarms and Suppression Systems El Paso).). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.
QUOTE SHOULD BE BROKEN DOWN AS FOLLOWS:
PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
12.00
MO
________________
________________
Fire Suppression and Suppression Systems
Service Contract
Period: Base
August 19, 2019 August 18, 2020
1001
12.00
MO
________________
__________________
Fire Suppression and Suppression Systems
Service Contract
Contract Period: Option 1
August 19, 2020 August 18, 2021
2001
Fire Suppression and Suppression Systems Service Contract
12.00
MO
________________
________________
Contract Period: Option 2
August 19, 2021 August 18, 2022
3001
12.00
MO
________________
________________
Fire Suppression and Suppression Systems
Service Contract
Contract Period: Option 3
August 19, 2022 August 18, 2023
4001
12.00
MO
________________
________________
Fire Suppression and Suppression Systems
Service Contract
Contract Period: Option 4
August 19, 2023 August 18, 2024
GRAND TOTAL
__________________
PRICE/COST SCHEDULE (IAW FAR 52.217-8 EXTENSION OF SERVICES)
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
5001
12.00
MO
________________
________________
Fire Suppression and Detection Systems
Service Contract
IAW 52.217-8 Extension of Services
August 19, 2024 February 18, 2025
TOTAL
__________________
STATEMENT OF WORK (SOW)
El Paso Veterans Affairs Health Care System (ELPVAHCS)
FIRE ALARM/SUPPRESSION SYSTEMS
Inspection/Maintenance/Testing Services
GENERAL: The Department of Veterans Affairs, El Paso VA Health Care System (EPVAHCS), requires comprehensive inspection/maintenance/repair and testing services to include hardware /software support services, software upgrades/updates, and annual preventive maintenance/calibration coverage for the Fire Alarm/Suppression (wet/Dry) Systems currently installed at the El Paso VA Health Care System.
The CERTIFIED Fire Alarm and Suppression Systems contractor shall be responsible for implementing and maintaining the fire alarm and water-based fire suppression systems through inspections, testing, maintenance and changes or updates that are required by the most recent version of the following National Fire Protection Association (NFPA) Code Standards; NFPA 99, NFPA 101, NFPA 25, NFPA 72, NFPA 96, NFPA 13, and NFPA 10. These services are to be accomplished by the contractor during preventive maintenance checks, service checks and/or inspections and testing. Any component of the water-based suppression, fire alarm notification systems and portable fire extinguishers found by the contractor to be out of compliance with the design or operation as required by the manufacturer or NFPA standards, shall be reported to VA Contracting Officer Representative in writing, as soon as possible but no later than two (2) hours after discovery. Work to be performed Monday through Saturday between the hours of 7AM and 6PM.
The contractor shall provide complete documentation of all inspections, testing and maintenance within seven (7) calendar days, in a format consistent with the documentation the EPVAHCS historically maintains. The report will contain the specific device and results of all inspections and testing. Maintenance, service, and inspection will consist of all internal inspection requirements in accordance with NFPA 25, NFPA 72, NFPA 96, NFPA 110 and NFPA 10 to include weekly, monthly, quarterly, yearly or intervals as per NFPA requirements.
PLACE OF PERFORMANCE:
El Paso Veterans Affairs Health Care System (ELPVAHCS)
VA Medical Center
5001 N. Piedras
El Paso, TX 79930
PERIOD OF PERFORMANCE:
Base:
Aug 19, 2019 Aug 18, 2020
Option Year One:
August 19, 2020 Aug 18, 2021
Option Year Two:
August 19, 2021 Aug 18, 2022
Option Year Three:
August 19, 2022 Aug 18, 2023
Option Year Four:
August 19, 2023 Aug 18, 2024
EQUIPMENT IDENTIFICATION:
The aggregate square footage for both buildings is approximately 294K square feet. One building is composed of four (4) floors and two enclosed (2) rooftop mechanical rooms and the second building is one (1) floor. Both buildings are fitted with 100% sprinkler coverage with wet or dry pipe water-based systems. There are approximately 160 portable fire extinguishers that must also be maintained as per NFPA 10, throughout the El Paso VAHCS. Contractor shall respond to all emergent repairs necessary within 2 hours of being contacted by the El Paso VAHCS staff.
All items identified by the National Fire Protection Association chapters that follow encompass the equipment that will be inspected, tested and maintained and identifies frequency.
NFPA 25,
Standard for the Inspection, Testing, and Maintenance of Water-based Fire Protection Systems;
INSPECTION: Frequency - QUARTERLY
Control Valves
Fire department connections
Gauges (wet and dry)
Hanger/braces/supports
Heat tracing
Hydraulic design information sign
Information signs
Internal piping condition
Pipe and fittings
Sprinklers and Sprinkler spares
Supervisory signal devices (except valve supervisory switches)
System valves
Valve supervisory signal devices
Waterflow alarm devices (mechanical and pressure switch type)
TEST: Frequency - QUARTERLY
Antifreeze solution
Control Valves
Gauges
Main drains
Sprinklers (wet and dry)
Supervisory signal devices (except valve supervisory switches)
System valves
Valve supervisory signal devices
Waterflow alarm devices (mechanical and pressure switch type)
MAINTENANCE: Frequency - QUARTERLY or SEMI-ANNUALLY
Low-point drains (wet and dry pipe)
Sprinklers and automatic spray nozzles protecting commercial cooking equipment and ventilation systems
Valves (all types)
INVESTIGATION: Frequency - QUARTERLY or AS-NEEDED
1. Obstruction
STANDPIPE SYSTEM INSPECTION, TESTING, AND MAINTENANCE;
INSPECTION: Frequency - QUARTERLY
Control valves
Fire department connections
Gauges
Piping
TEST: Frequency - QUARTERLY or as REQUIRED
Flow test
Hydrostatic test
Main drain test
Supervisory signal devices (except valve supervisory switches)
Valve status test
Valve supervisory devices
Waterflow alarm devices
MAINTENANCE: Frequency - AS NEEDED
1. Valves (all types)
VALVES, VALVE COMPONENTS, AND TRIM INSPECTION, TESTING, AND
MAINTENANCE;
INSPECTION: Frequency - QUARTERLY or as REQUIRED
Backflow Prevention Assemblies
Reduced pressure
Reduced-pressure detectors
Check Valves
1. Interior
Control valves
Sealed
Locked or electronically supervised
Dry Pipe Valves/Quick-Opening Devices
Gauges
Enclosure
Exterior
Interior
Strainers, filters, orifices
Deluge valves
Enclosure (during cold weather)
Exterior
Interior
Strainers, filters, orifices
Fire Department Connections
Caps
Orifices
Pre-action Valves
Enclosure (during cold weather)
Exterior
Interior
Strainers, filters, orifices
Pressure -Reducing and Relief Valves
Sprinkler systems
Hose connections
Fire pump (casing relief valves, pressure-relief valves) and motor
Valve Supervisory Signaling Initiating Device
Supervisory Signal Devices (except valve supervisory switches)
Alarm Valves
Exterior
Interior
Strainers, filters, orifices
TESTING: Frequency - QUARTERLY or as REQUIRED
Backflow Prevention Assemblies
Control Valves
Position
Operation
Valve Status Test
Supervisory
Position
Operation
Valve Status Test
Dry Pipe Valves / Quick-Opening Devices
Air leakage
Priming water
Low air pressure alarm
Quick opening devices
Trip test
Full flow trip test
Gauges
Main Drains
Pre-action valves
Priming water
Low air pressure alarms
Trip test
Air leakage
Pressure-Reducing and Relief Valves
Sprinkler systems
Circulation relief
Pressure relief valves
Hose connections
MAINTENANCE: Frequency - AS NEEDED
Control valves
Dry Pipe Valves / Quick-Opening Devices
Pre-action valves
Deluge Valves
NFPA 72,
Standard for performance, inspection, testing, and maintenance of fire alarm systems, supervising station alarm systems, public emergency and warning equipment, and
emergency communications systems (ECS), and their components;
INSPECTION: Frequency - ANNUALLY
Control equipment fire alarm systems monitored/unmonitored for alarm, supervisory, and trouble signals
Supervising station alarm systems- transmitters
In-building fire emergency voice/alarm communications equipment
Batteries valve-regulated lead acid batteries, marking, primary other than those used on low-power radio systems in accordance with Chapter 23.
Remote annunciators
Notification appliance circuit power extenders
Remote power supplies
Transient suppressors
Fiber-optic cable connections
Initiating devices air sampling, duct detectors, electromechanical releasing devices, fire extinguishing systems or suppression systems switches, manual fire alarm boxes, heat detectors, radiant energy fire detectors, video image smoke and fire detectors, smoke detectors, projected beam smoke detectors, supervisory signal devices, waterflow devices.
Alarm control interface and emergency control function interface.
Guards tour equipment
Notification appliances- audible appliances, loudspeakers, visual appliances
Exit marking audible notification appliances
Two-way emergency communications systems
Supervising station alarm systems signal receipts, receivers
Public emergency alarm reporting system transmission- publicly accessible alarm box, auxiliary box, master box
Mass notification system- monitored/not monitored for integrity, antenna, transceivers
TESTING: Frequency - ANNUALLY
All equipment
Control equipment and transponder
Alarm control unit trouble signals
Supervising station alarms systems
Digital alarm radio transmitter (DART)
Radio alarm transmitter (RAT)
Performance based technologies
Emergency communications equipment- amplifier/tone generator, call-in signal device, off-hook indicator (ring down), phone jacks, phone set, system performance
Engine driven generator connection
Energy storage systems
Secondary (standby) power supply
VRLA battery and charger temperature test, charger test, cell/unit voltage test, ohmic test, replacement/load test
Remote annunciators
Conductors (metallic/non-metallic) -stray voltage, ground faults, shortcircuited faults, loop resistance, circuit integrity, fiber optics, circuit integrity
Initiating devices non-restorable/restorable type link
Fire extinguishing system(s) or suppression system(s) alarm switch
Fire-gas and other detectors
Heat detectors (all types)
Smoke detectors (all types), sensitivity testing and elevator recall 20. Initiating devices, (supervisory)
Mechanical, electronic or pressure type waterflow device
Multi-sensor fire detector or multi-criteria fire detector or combination fire detector
Special hazard equipment abort switch (all types), cross-zone detection circuit, matrix- type circuit, release solenoid circuit, Squibb release circuit, verified, sequential, or counting zone circuit
Combination systems fire extinguisher electronic monitoring device system, carbon monoxide device/system
Interface equipment
Guards tour equipment
Alarm notification appliances audible, audible textual notification appliances (loudspeakers and other appliances to convey voice messages), visual
Exit marking audible notification appliance
Emergency control functions
Two-way emergency communications systems
Special procedures alarm verification, multiplex systems
Supervising station alarm systems-receiving equipment- all equipment, digital alarm communicator (DACAR), digital alarm radio receiver (DARR), McCulloh systems, radio alarm supervising station receiver (RASSR) and radio alarm repeater station receiver (RARSR), private microwave radio systems, performance-based technologies
Public emergency alarm reporting system transmission equipment- publicly accessible alarm box, auxiliary box, master box (manual and auxiliary operation)
Low-power radio (wireless systems)
Mass notification systems- functions, fuses, interfaced equipment, lamps and LED s, primary (main) power supply, audible textual notification appliance (loudspeakers and other appliances to convey voice messages)
Visual
Control unit functions and no diagnostic failures are indicated
Control unit reset
Control unit security
Audible/visual functional test
Software backup
Secondary power test
Wireless signals
Antenna
Transceivers
MAINTENANCE: Frequency - AS NEEDED
Work, including but not limited to, repair, replacement, and service, performed to ensure that equipment operates properly. (SIG-TMS)
NFPA 96, Standard for performance, inspection, testing, and maintenance of Ventilation Control and Fire Protection of Commercial Cooking Operations.
Frequency: SEMI-ANNUALLY or AS NEEDED
1. Chapter 11 Procedures for the Use, Inspection, Testing and Maintenance of Equipment are to be followed for the existing ventilation and fire protection systems in the commercial kitchen
NFPA 13, Standard for the installation of Sprinkler Systems.
Frequency - AS REQUIRED
1. Contractor will follow the most current version of NFPA Code as it pertains to the occupancies at the El Paso VAHCS.
NFPA 10, Standard for Portable Fire Extinguishers; Maintenance and recharging to be conducted by certified personnel Persons performing inspections only shall not be required to be certified Replacements of fire extinguishers while servicing are the responsibility of contractor.
Frequency ANNUALLY or AS NEEDED
Tags or labels are the responsibility of the contractor
Annual State Fire Marshall tag must remain current on each extinguisher
Deficiency of any fire extinguishers requires immediate corrective action
Manual inspection records shall be kept on tag or on an electronic file
Check for need of 5, 6- or 12-year service as needed
LISTING AND LABELING- Portable fire extinguishers used to comply with this standard shall be listed and labeled and shall meet or exceed all the requirements of ANSI/UL 711, CAN/ULC-S508, Standard for Rating and Fire Testing of Fire Extinguishers, and one of the following applicable performance standards:
Carbon dioxide types:
ANSI/UL 154, CAN/ULC-S503, Standard for Carbon-Dioxide Fire
Extinguishers
Dry chemical types: ANSI/UL 299, CAN/ULC-S504,
Standard for Dry Chemical Fire Extinguishers
Water types: ANSI/UL 626, CAN/ULC-S507, Standard for
Water Fire Extinguishers
Each fire extinguisher shall be marked with the following:
Identification of the listing and labeling organization
Product category indicating the type of extinguisher
Extinguisher classification as indicated in Section 5.3
Performance and fire test standards that the extinguisher
meets or exceeds
5. Electrical Conductivity. Extinguishers listed for the Class C rating shall not contain an agent that is a conductor of electricity.
INSPECTION, MAINTENANCE, RECHARGING, HYDROSTATIC TESTING
AND RECORDS
Verify that operating instructions on nameplates are legible and face outward
Check for broken or missing safety seals and tamper indicators
Examine for obvious physical damage, corrosion, leakage, or clogged nozzle
Where manual inspections are conducted, records for manual inspections shall be kept on a tag or label attached to the fire extinguisher, on an inspection checklist maintained on file, or by an electronic method
Where manual inspections are conducted, the month and year the manual inspection was performed and the initials of the person performing the inspection shall be recorded
Where required by another section of this standard, maintenance procedures shall include the procedures detailed in the manufacturer s service manual and a thorough examination of the basic elements of the fire extinguisher, including the following:
Mechanical parts of all fire extinguishers
Extinguishing agent
Expelling means
Physical condition
Fire extinguishers shall be subjected to maintenance at intervals of not more than 1 year, at the time of hydrostatic test, or when
specifically indicated by an inspection discrepancy or electronic
notification
Annual external examination of all extinguishers will include;
Physical condition
Seals or tamper indicators
Boots, foot rings and attachments
Extinguisher internal examinations shall be performed at required intervals as per NFPA 10
Annual maintenance recordkeeping for each fire extinguisher will include a tag, label or stamp of the type of service performed (hydrostatic, recharge)
NFPA 101, Life Safety Code (LSC)- The Code addresses those construction, protection, and occupancy features necessary to minimize danger to life from the effects of fire, including smoke, heat, and toxic gases created during a fire.
The LSC will be used as a guide for compliance with NFPA as it pertains to the type of occupancies and inherent activities exercised at the El Paso VA Health Care System.
The LSC will also be utilized to meet Joint Commission requirements for the existing/new occupancies at the El Paso VA Health Care System.
Other components of the fire alarm and suppression systems such as fire alarm control panel, fire pump controller (automatic transfer switch), fire dampers, roll down fire door, kitchen fire hood suppression system, fire alarm computer/software (Fire-Works) system are all included in the scope of this project.
NFPA 99, Health Care Facilities Code - The scope of this code is to establish minimum criteria as follows in 1.1.2 through 1.1.14.
NFPA 99 will be utilized to meet NFPA and Joint Commission requirements for the existing/new occupancies at the El Paso VA Health Care System.
DEFINITIONS/ACRONYMS:
Facility Services Engineer Engineering Supervisor or designee.
CO - Contracting Officer
COR - Contracting Officer's Representative
PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity without incidence of malfunction or inoperative conditions.
FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the ELPVAHCS premises.
ESR Contractor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status.
Authorization Signature COR s signature; indicates acceptance of work status as stated in ESR.
OEM Original Equipment Manufacturer
VA - Department of Veterans Affairs
ELPVAHCS El Paso VA Health Care System
CONFORMANCE STANDARDS:
Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, Underwriters Laboratory, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance
Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates shall meet or exceed the stated standards/specifications.
Contractor shall comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act.
Contractor shall comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information.
The Certification and Accreditation (C & A) requirements do not apply and a Security Accreditation Package is not required.
HOURS OF COVERAGE:
The contractor shall provide telephone support 24 hours a day, 7 days a week.
The contractor shall provide unscheduled maintenance/emergencies Monday Sunday, 24/7 local site time including Federal Holidays.
The contractor shall provide planned maintenance scheduled at a mutually agreeable time
Monday - Friday, 7:00 AM-6:00 PM local site time for Contractor, excluding Federal Holidays.
COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage.
The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday.
HOLIDAY DATE
New Year s Day Jan 1
Martin Luther King s Birthday 3rd Monday in Jan
President s Day 3rd Monday in Feb
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in Sep
Columbus Day 2nd Monday in Oct
Veterans Day Nov 11
Thanksgiving Day 4th Thursday in Nov
Christmas Day Dec 25
UNSCHEDULED MAINTENANCE (Repair Service):
Contractor shall maintain the equipment in accordance with Equipment and OEM recommended frequencies and hardware specifications as set forth in the service manuals and all devices will be manufactured in the United States of America. The contractor shall make reasonable efforts provide on-site support within two (2) hours, during covered days, upon notification by Customer.
The CO or COR has the authority to approve/request a service call from the Contractor.
Coverage includes on-site support (2-hour On-Site Response), service parts (ordered by noon, same day delivery), hardware updates, software, software updates, labor, travel, remote service, safety checks, planned maintenance, and quality assurance.
Contractor shall provide telephone support per Section C, IV, Hours of Coverage .
When the Contractor leaves on-site location where maintenance services are being
performed, the site shall be left in a clean, neat, and orderly condition ensuring the clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards.
The COR shall be informed personally or in writing of the equipment status prior to the contractor leaving the work site.
The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, liquid spills, unauthorized attachments, or alterations to factory settings of the unit.
SCHEDULED MAINTENANCE:
The Contractor shall perform PM/Calibration Services to ensure that equipment listed in the schedule performs in accordance with Section III, Conformance Standards. Such maintenance shall be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.
The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, software, or travel required to
successfully complete scheduled PM/Calibration are included within this contract, unless specifically stated in writing.
The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following:
Cleaning of equipment.
Calibrating and lubricating the equipment.
Performing remedial maintenance of non-emergent nature.
Testing and replacing faulty and worn parts and/or parts likely to . fail or become worn
Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.
Inspecting and replacing, where indicated, all mechanical components.
Returning the equipment to the operating condition.
Providing documentation of services performed.
PARTS:
The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. Contractor is not responsible for delays beyond the contractor s reasonable control.
The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new parts manufactured in the United States of America which meet or exceed OEM standards for equivalent quality and reliability as a new part. Parts from another system shall not be installed without specific approval by the CO and the COR.
The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM.
The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. The Contractor shall also list any additional excluded parts under the service contract.
Any hardware, such as a hard drive, which contained patient information, shall be sanitized in accordance with National Security Agency standards by ELPVAHCS staff prior to being removed from the ELPVAHCS.
SERVICE MANUALS/TOOLS/EQUIPMENT:
The ELPVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract.
Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.
DOCUMENTATION/REPORTS:
The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number.
Name of FSE who performed services.
Contractor service ESR number/log number.
Description of problem reported by COR.
Identification of equipment serviced.
Itemized description of service performed, with parts and part numbers.
Itemized costs of any approved billable parts and services, if applicable.
REPORTING REQUIREMENTS:
The Contractor shall report his arrival in person or by telephone to facility Services Engineering.
When the service is completed, the FSE shall document services rendered on a legible ESR(s).
The FSE shall check out with Facility Services Engineering and submit the ESR(s) to the COR.
If the COR is unavailable, a copy of the ESR shall be sent to the COR after the work for review.
Contact Information:
ELPVAHCS Facility Services Contact Person(s): Chief Facility Engineering or designee.
Location (Building/Room Number): Building 7781-B Rooms A104
Telephone Number & Extension(s): 915-564-7997
Cell: 915-238-1631
Fax: 915-564-6109
Contractor Service Department: 800-633-7237-
PAYMENT: All invoices shall include, at a minimum, the following information: Contract Number, Purchase Order Number, item(s) covered and covered period of service. Invoice shall be submitted electronically.
ADDITIONAL CHARGES: Additional charges shall be approved by the COR before service is started. There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts.
REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The
Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.
CONDITION OF EQUIPMENT: The Contractor shall accept responsibility for the equipment described in Section I., in "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract.
COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:
Contractor shall have an established business with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who shall serve as the backup.
"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed an OEM certified training program for the equipment identified in Part I of this section.
The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing any
ELPVAHCS equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the ELPVAHCS equipment.
If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.
TEST EQUIPMENT:
The Contractor shall provide the ELPVAHCS, upon request, a copy of the current calibration certification of all test equipment which is to be used by the Contractor on ELPVAHCS's equipment when requested by the ELPVAHCS. Test equipment calibration shall be traceable to a national standard.
The Contractor shall present any removable media (i.e. USB or DVD/CD device) required for performing the work to Facility Services to be scanned with an antivirus program running current virus definitions.
IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:
The Contractor's FSEs shall wear visible identification at all times while in the building of the ELPVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The ELPVAHCS shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the ELPVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
INSURANCE:
Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.
General Liability. Contractors are required to have Bodily Injury Liability
Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.
Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.
QUALITY ASSURANCE SURVEILANCE PLAN (QASP):
The COR shall use surveillance methods listed below in the administration of this QASP.
DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.)
COR shall periodically review major aspects of the SOW to include response time, quality of services provided, and equipment uptime.
COR shall utilize direct observations both from the COR, as well as those of the using department or section to ensure a full 360-degree review of the level of service provided.
PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections shall be unscheduled, as required.)
COR shall routinely inspect service records supplied by the contractor with using service to ensure quality of service and positive customer interaction.
COR shall periodically monitor interaction of the contractor with using service to ensure services are provided timely, efficiently, and meet the customer s needs.
VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.)
COR shall routinely engage customers in discussions regarding services rendered and ensure that all communications from the contractor are professional.
COR shall review customer complaints regarding system maintenance, downtime, and general communication with the contractor, to ensure that the contractor is aware of any situations where a high-quality of service may have been compromised.
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