1 PRE-SOLICITATION NOTICE FIRE AND SAFETY SYSTEM MAINTENANCE SOW General: The Contractor shall provide all supplies, travel, equipment, materials, parts, supervision, personnel/labor and technical supervision required to provide fire suppression system inspection and testing in accordance with the National Fire Protection Association (NFPA) codes, Joint Commission, The Department of Veterans Affairs, federal, state and local codes, and the manufacturer s recommended procedures for the Veterans Benefit Administration (VBA) Building at 1600 East Woodrow Wilson Ave, Jackson, MS 39216-5102. Scope: The Contractor shall provide services which include, but are not limited to: Perform scheduled and preventative maintenance including inspecting, testing, adjusting, repairing and parts replacement, Troubleshooting services to remedy failures and malfunctions, Major equipment maintenance and overhaul, Maintenance reports, daily logs, and record keeping, Maintenance manual updating. The performance inspection, testing and repair of the fire alarm and notification systems, equipment and related components. The facility utilizes a Simplex FACP-4100U fire alarm system. Provide all labor to perform annual fire extinguisher inspection for up to 75 fire extinguishers of 5lb, 10lb, 20lb and two 131lb wheeled badger ABC extinguisher to include six and twelve-year maintenance testing and tagging. Perform Hydrostatic testing and Maintenance on fire extinguishers as needed and replacement if needed in the VBA Building, Parking Garage, and Basement Storage Room. (Note: most ABC extinguishers were purchased in June 2013 therefore will be due hydrostatic testing at the same time). The Contractor will be responsible to conduct a Five Year Internal and Obstruction inspection due on 18 wet sprinklers and gauges in accordance with NFPA 25, Chapter 13. In accordance with Section 13.2.7 (Gauges) shall be inspected to verify that gauges are operable and not physically damaged. Section 13.4.2.1 (Check Valves) Inspections shall be inspected internally every 5 years to verify that all of the valve s components operate correctly. Section 13.4.3.1.5 (Strainers, Filters, Restricted Orifices, and Diaphragms Chambers) shall be inspected internally every 5 years unless test indicate a greater frequency is necessary. During this inspection any sprinkler gauges deemed out of date or requires replacing must be replace in accordance with NFPA 25, Section 13 The Contractor shall be responsible to perform all services necessary to perform semi-annual inspection and certification of automatic kitchen hood suppression system and replace fusible links, located in the 2nd floor canteen during the months of October and April respectively (unless written changes are agreed upon in advance). The Contractor shall provide written notice two weeks in advance to the COTR to allow scheduling with all parties involved and prevent interfering with canteen serving schedule. The Contractor is required to steam clean canteen vent hood twice during each contract year. Regular cleaning is necessary to keep the vent hood system functioning at its peak and to avoid costly breakdowns, cleaning is a must to stay in compliance with local health and fire codes. The cleaning shall include the entire hood system including exhaust fan(s), stack, grease filters, and backsplash. Polish the hood and clean up afterwards to follow NFPA Part 96 fire code regulations and applicable health codes. Antifreeze System: The freezing point of solutions in antifreeze will be tested annually by measuring the specific gravity with a hydrometer or refractometer and adjust the solutions if necessary. Alarm devises will be inspected quarterly to verify that they are free of physical damage. Test 8 backflow preventers once per contract year. Monthly maintenance will include inspect building fire sprinkler system to include operating the floor control valves for each floor of the building; opening and closing each standpipe valve; operating and test fire pump. Any associated labor and parts for maintenance or repairs shall be included in this contract. No work is to be performed on the site on Saturdays, Sundays or legal holidays unless otherwise specified and the COTR is duly notified in writing no less than forty-eight hours in advance of the contemplated work and written approval for such is obtained. Devices include manual alarm devices, smoke and heat detectors, remote and graphic annunciators, main fire alarm panel and components to include; programming, voice alarm system, speakers and horns, and other audible and visual alarm devices. Additional components include wiring circuits and junctions, other alarm detection, control, ancillary, and emergency power operation devices. General Requirements Fire Alarm System Operability - The Contractor shall ensure that the fire alarm system is operable always except when being tested or repaired. When services require the system be turned off, the Contractor shall provide backup fire monitoring protection by providing sufficient personnel to perform the service and monitor the fire alarm system control panel until the system is brought back on line. All routine service visits shall be scheduled with the COR. Regardless of the reason for, or duration of a shutdown, the affected portion of the alarm system shall be tested to ensure that protection has been restored. The Contractor is responsible for obtaining all necessary permits and licenses required for performing fire alarm tests and inspections, at the contractor's expense. Hazardous Condition - If the Contractor encounters equipment that is in a condition that may endanger life or property, the Contractor shall immediately notify the COR. The Contractor shall also provide a written report which outlines the hazardous condition and recommended corrective action to the COR within 24 hours. The Government reserves the right to monitor services in accordance with the contract as deemed necessary to ensure the system is operating as required. Each contract employee must sign in with the COR when arriving on VA Property, and will be escorted while in the building. The Contractor shall not be permitted on VA property without displaying proper ID. The Contractor shall deliver the service report and test reports to the Contracting Officer Representation (COR) located in the Support Services Division (SSD), Room 154, 1600 E. Woodrow Wilson Ave, Jackson, MS 39216. Hours of Inspection- Inspections shall be performed during normal working hours, 6:00 AM - 6:00 PM, Monday- Friday, exclusive of federal holidays. All alarm system service visits must be coordinated and scheduled with the COR 48 hours in advance. All annual testing of the strobes and alarms are to be conducted between the hours of 6:00 PM 8:00 PM on a weekday. The Contractor shall report the results of inspections and tests in accordance with NFPA-recommended format, or as directed by the COR. Inspection reports will list each appliance and peripheral device; including audio, visuals, strobes, speakers and door holders that are connected to the fire alarm control panel, by device location and mapnet address, if such an address is available in the Fire Alarm Control Panel (FACP). Fire Alarm Inventory Changes The Contractor shall maintain an inventory of all active devices in the fire alarm system. COR shall inform the Contractor of any changes due to construction or other adjustments. Non-Contract Services - Those services not covered by this contract shall be negotiated between the Government and the Contractor and shall be procured through separate purchase agreements. The Contractor shall provide a scope of work, cost proposal and verification that technician(s) performing any non-contract work are properly certified. Contractor Requirements The Contractor agrees in accordance with NFPA 72, Section 14.2.3.6 (Service Personnel Qualifications and Experience). Service personnel shall be qualified and experienced in accordance with the requirements of 10.5.3 of the NFPA 72. The Contractor may be asked to remove persons who pose a threat to health, safety, security or property. The Contractor shall have enough qualified employees available to adequately and safely perform all work required under the terms of this contract. In accordance with NFPA 72, Section 10.5.3 (Inspection, Testing, and Service Personnel) Service personnel shall have the knowledge and experience of the testing requirements contained in this Code, of the equipment being serviced or maintained, and of the servicing or maintenance methods. The Contractor must demonstrate that its technicians are factory trained and certified for the specific type and brand of system being serviced, or who are certified by a nationally recognized certification organization acceptable to the authority having jurisdiction. All Contractor and Subcontractor personnel performing work in this contract must possess any required state, county, locality or other licenses or permits. Fire Alarm System Testing and Inspection Requirements The Contractor shall perform an annual system and inspection, smoke detector cleaning, 24-HR, 7-day emergency coverage, and a complete written notification of any deficiencies and recommendations for repair covering all fire suppression, detection, and audio-visual devices present in the VBA Building, Parking Garage and basement Storage Room. Service and inspect the ANSUL fire suppression system twice per each contract year in accordance with the testing methods and frequencies listed in the most recent edition of NFPA 72, National Fire Alarm Code. The Contractor shall perform control equipment testing utilizing NFPA 72, Section 7.6 Inspection, Testing, and Maintenance Documentation (SIG-TMS): Section 7.6.6 (Record of Inspection and Testing). The record of all inspections, testing, and maintenance as required by section 14.6.2.4 shall be documented using either the record of inspection and testing forms, Figure 7.8.2(g) through Figure 7.8.2(l), or an alternative record that includes all the applicable information shown in Figure 7.8.2 (g) through Figure 7.8.2 (l). Verify correct receipt of alarm, supervisory and trouble signals (inputs). Operation of evacuation signals and auxiliary functions (outputs). Circuit supervision; including detection of open circuits, ground faults and power supply supervision for detection of loss of AC power and disconnection of secondary batteries. Auxiliary functions to be tested include, but are not limited to: Voice and strobe signals Door release service Door unlock service Elevator recall Heat detector/shut trip for elevator mechanical rooms Fan shut down on activation of associated duct detectors The Contractor shall confirm that all auxiliary functions were tested and are functioning properly. The Contractor shall prepare and submit a report of the inspection and test results to the COR within 14 days after inspection and testing has been completed, which shall include a list of all appliances and peripheral devices; including audio/visuals, strobes, speakers, and door holders that are connected to the fire alarm control panel, by device location and mapnet address. The report must also contain the following: The Contractor s Inspection and Testing Form that includes all the information required by NFPA 72, most recent edition. The date of manufacture of fire alarm system and whether replacement parts are readily available. Any deficiencies noted, including inoperable or unsupervised devices or equipment, and devices that cannot be calibrated, tested or serviced in accordance with the manufacturer s recommendations. A cost proposal to correct any deficiencies, by device, separated into parts and labor costs. Inspection and testing shall be performed in the following locations: Veterans Benefits Administration Building Parking Garage Basement Storage Room In accordance with NFPA 72, section 14.2.4.1; Before proceeding with any testing, all persons and facilities receiving alarm, supervisory, or trouble signal s and all building occupants shall be notified of the testing to prevent unnecessary response. The Contractor shall notify the VBA Safety Office, VBA Police, Alarm Monitoring Provider, and the local fire department. The COR shall ensure that all building occupants are notified. In accordance with NFPA 72, section 14.2.4.2; At the conclusion of testing, those previously notified (and others, as necessary) shall be notified that testing has been concluded. The Contractor may be required to perform some inspections or tests outside of normal working hours. Any work that would be considered disruptive to occupants (testing audible devices, elevator capture, fan shutdown, etc.) shall be performed after normal working hours between 6:00 PM 8:00 PM on weekdays. The Contractor and COR will coordinate after-hours building access. Any damage to the fire alarm or associated equipment (fans, elevators, generators, pumps) caused by normal testing shall be repaired by the Contractor at no additional cost to the Government. At its discretion, the Government may have representatives present to witness any or all such tests. All costs associated with this damage shall be borne by the Contractor. Equipment list: Item Number Description 1 Backflows- 8; (2 domestic water, 2 irrigation water, 2 on chilled water makeup, 1 in basement on main supply, 1 on antifreeze loop) 2 Kitchen Hoods- 1 hood with 3 links 3 FACP-4100U 4 Batteries-2 5 Ducts-13 6 Flame Det-1 7 Heats-7 8 Smokes-70 9 Pulls-35 10 Water Flows-15 11 ZAMs-7 12 Elevator Recall 13 AV-67 14 Annunciator-1 15 VO-7 16 Tampers-30 17 Horn-1 18 Power Supply-2 19 Extinguishers-up to 75 20 2 wet system with 16 total zones 21 1 fire pump 22 1 antifreeze loop Repairs and Repair Charges Repairs are defined as unscheduled work to repair or modify the fire alarm system, or to correct recurring system and/or equipment malfunction(s) or deficiencies identified during testing. All repairs must be authorized by the COR or a representative before any work begins. The Contractor must be able to secure replacement parts for the system within 24 hours for the central processing unit (CPU), controller, monitoring and signaling cards, display boards, and other critical parts that may be required to restore the system to fully functional. If a replacement part is no longer available, the Contractor shall provide a replacement part model number and cost. When repairs are made that require replacement parts, The Regional Office shall issue a separate purchase order to cover the cost of these parts when funding is approved. When the Contractor identifies a repair need, they shall notify the COR before any repair work is started. If authorized, the Contractor shall complete the repair and submit a written report which contains the following: Details the deficiency and suspected causes Nature of the repair work provided List of any replacement parts used The number of hours needed to complete the work Once corrected, all deficiencies shall be tested according to the requirements in NFPA 72, most recent addition. The Contractor shall provide a written record of all alarm system repairs upon request. Safety Requirements The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements. In performance of this contract, the Contractor shall follow VBA safety policies and standards for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. Employee, visitor, and Contractor personnel safety best practices shall be adhered to always. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility during performance of the contract, and will not use in the facility, any materials which have not been cleared in advance with COR. SDS for new chemicals shall be furnished concurrently with the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to Regional Office personnel to assure compliance with all laws and requirements regarding the Right to Know law. The Contractor is responsible for identifying, providing and maintaining all personal protective equipment (PPE) required to perform the duties outlined in the contract. Additionally, the Contractor is responsible for identifying and adhering to all applicable safety program guidelines (lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Contractor is responsible for providing and documenting all required safety training and proper use of PPE to their employees. Training documentation shall be provided to the COR upon request. The Contractor shall be notified of any non-compliance with the provisions of the contract. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the COR/contracting officer in writing that the condition has been corrected. If, in the opinion of the Regional Office Safety Officer or designee, the compliance condition is life threatening, he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor shall bear all costs associated with a stoppage of work or time spent correcting any safety hazards. The Contractor shall provide the following information within ten (10) working days after award of the contract: A detailed listing of safety programs and procedures that will be followed by the Contractor during the performance of the contract, and the work activities indicating when such procedures would be required. A detailed listing of the personal protective equipment (PPE) which Contractor personnel will utilize during the performance of the contract, and the work activities indicating when such equipment would be required. Safety Data Sheet (SDS) for any chemical(s) utilized by the Contractor in the performance of this contract. The Contractor is responsible for the supervision of all its employees while on government property. It is the Contractor s responsibility to assure compliance with the scope of work and the requirements of this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility. In the event of an accident or injury, the Contractor shall submit a written report to the COR within five work (5) days of the incident detailing the malfunction, accident or injury involved on site. The report shall state the cause of the injury or accident, and a list of completed or scheduled corrective actions to avoid further incidents. Contractor Employee Conduct Contractor shall ensure that their employees comply with the following at all times while on VBA property: Contractors may not use government office equipment or computers, and should never search through desks, cabinets or files. Government telephones may be used for contract related work only. The Contractor shall follow all applicable VA regulations and directives and will comply with any direction or instructions from government officials including the contracting officer (CO), COR, federal police officers, inspectors, etc. The Contractor shall leave areas where it performs work neat, clean, and orderly. Invoices Invoices will be submitted no later than the 5th day of each month to the SSD mailbox (
[email protected]), COR and Contracting Officer. A proper invoice is defined as one that identifies the contractor s name, phone number, contact information, invoice date, and itemized amount of billable work performed. Invoices shall include the following: Contact Number Company Name and Address Invoice Date Invoice Number (Note: Each invoice must have a different Invoice Number) Contract Number Obligation Number Description of services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way, the proper CLIN can be billed for the Invoice. Dates of services Terms for any discount for prompt payment The information page for the Financial Service Center of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at: http://www.fsc.va.gov/einvoice.asp NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices without the required information will be returned. Invoices must be approved by the Contracting Officer s Representative prior to payment release. Invoices without the required information will be returned. All invoices must include the assigned purchase order number and be submitted within 10 days following the month of service. Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date. Contractor shall identify and assign personnel to be the liaison for billing purposes. The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Contractor Remittance Address: All payments by the Government to the Contractor shall be made by Electronic Funds Transfer (EFT). Special Contract Requirements Safety Requirements: To protect the lives and health of occupants of the buildings, the Contractor in the performance of this Contract shall take such safety precautions as the CO, or his designate, may determine to be reasonably necessary. The CO, or his designate, shall notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the CO may issue an order, stopping all or any part of the work, and hold the Contractor in default. Noncompliance may result in Contract termination. Interference with Normal Functions: The Contractor s personnel are required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility visitors, employees, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the CO. Security Requirements All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. §552a, and VA personnel, regarding information and information system security. Each employee working in the Regional Office Building will be required to view a Security Video (duration of 45 minutes) and sign a rules of behavior form.